Pine Manor College

Staff Employee Handbook

PINE MANOR COLLEGE TABLE OF CONTENTS

1. INTRODUCTION

Welcome to Pine Manor College Purpose of the Handbook History Mission Statement Acknowledgement of Receipt of Employee Handbook

2. EMPLOYEE RELATIONS

2.1 Our Employee Relations Philosophy 2.2 Equal Employment Opportunity 2.3 Sexual Harassment and Other Unlawful Harassment 2.4 Substance Abuse 2.5 Grievance Policy 2.6 Life Threatening Illnesses 2.7 Service Awards 2.8 Employee Assistance Program

3. EMPLOYMENT

3.1 Employment Categories 3.2 Hours of Work 3.3 Performance Evaluations 3.4 Promotions and Transfers 3.5 Hiring of Relatives 3.6 Human Resource Records

4. NEW HIRES

4.1 Employee Orientation 4.2 Probationary Period 4.3 Immigration Law Compliance 4.4 Employment Application 4.5 Employment Reference Checks

5. PAY PRACTICES

5.1 Pay Days 5.2 Pay Deductions 5.3 Pay Corrections 5.4 Direct Deposit 5.5 Time Records 6. BENEFITS

6.1 Summary of Benefits for Full-Time Staff Employees 6.2 Workers’ Compensation Insurance 6.3 Benefits Continuation (COBRA) 6.4 Educational Benefits 6.5 Financial Benefits 6.6 Vacation Benefits 6.7 Holidays 6.8 Sick Leave Benefits 6.9 Personal Days

7. AUTHORIZED ABSENCES

7.1 Attendance and Punctuality 7.2 Maternity Leave 7.3 Family and Medical Leave 7.4 Bereavement Leave 7.5 Jury/Witness Duty 7.6 Military Leave 7.7 Personal Leave 7.8 Religious Holidays

8. SEPARATION

- Voluntary Termination - Involuntary Termination - Exit Practices

9. BUSINESS ETHICS

9.1 Business Travel Expenses 9.2 Conflicts of Interest 9.3 Employee Solicitations

10. HEALTH/SAFETY/SECURITY

10.1 First Aid/Medical Emergencies 10.2 Safety 10.3 Security 10.4 Inclement Weather or Other Emergency Closing 10.5 Fire 10.6 Smoking 10.7 Personal Appearance 11. GENERAL INFORMATION

11.1 Telephone 11.2 Information Systems 11.3 Mail Room 11.4 Campus Facilities - Athletic Facilities - Campus Store - Information Technology - Concerts, Theaters, Lectures - Library - Parking on Campus - Dining Hall 11.5 For Your Information - Maintenance Problems - Notary Public - Personal Property - Publications - Purchasing Procedures I. Introduction

1 WELCOME TO PINE MANOR COLLEGE!

On behalf of your colleagues, I welcome you to Pine Manor College and wish you every success here.

As an employee of Pine Manor College, the importance of your contribution cannot be overstated. We believe that each employee contributes directly to Pine Manor’s growth and success, and we hope that you will take pride in being a member of the PMC team.

This employee handbook has been developed to assist you in becoming acquainted with PMC’s Human Resources policies and benefits. Employees should familiarize themselves with the contents of the employee handbook as soon as possible, for it will answer many questions about employment with the College. In an effort to be responsive to the needs of a dynamic organization, changes or additions to this handbook will be made when necessary. We will keep you informed when these changes are made.

We are glad you have joined us, and hope that your experience at PMC will be both challenging and rewarding.

Sincerely,

Rosemary Ashby Interim President

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PURPOSE OF THE HANDBOOK

This handbook is intended to provide general guidelines for many of the employment policies and practices of Pine Manor College. It does not contain all of the College’s policies affecting its employees. The handbook is not intended to be and is not a contract or part of a contractual agreement between the College and any of its employees. Employment with the College continues to be on an at- will basis, which means that either you or the College are free to terminate your employment at any time. Please note that this handbook is applicable only to all staff employees of the College except the members of the teaching faculty. The College reserves the right unilaterally to change, discontinue or adopt any policy, benefit or practice at any time, with or without notice. The policies contained in this handbook supercede any pre-existing College policies or practices.

The handbook should not be considered the only or final source of information, and you should consult with Human Resources if you have any questions about the interpretation of policies contained in this handbook.

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HISTORY

Pine Manor College has excelled in women's education for 91 years. Originally established as a post-secondary division of Dana Hall School in Wellesley in 1911 by the late Helen Temple Cooke, a pioneer dedicated to preparing women for successful lives, today the College offers Bachelors and Associate's degrees. Its evolution has been one of planned growth linked to the evolution of expanding opportunities for women.

In 1930, the College received a charter as an independent junior college and in 1959 gained the right to confer the degrees of Associate in Arts and Associate in Science. Pine Manor Junior College became a separate corporation in 1962 and in 1965 moved from the Wellesley campus to its beautiful 60-acre campus in Chestnut Hill, five miles west of Boston.

In 1977, the Massachusetts Board of Higher Education authorized the College to expand its mission, confer the Bachelor of Arts degree in the humanities and social sciences, and to change its name to Pine Manor College. In 1994, the charter was further expanded to include the Bachelor of Arts in Biology. Today, the College offers nine majors at the baccalaureate level, each of which is structured to include a core plus several optional concentrations. Minors in 30 fields make it possible for each student to design her program to meet her specific career goals. The Pine Manor College internship program, one of the first such programs in higher education, is distinguished by its academic components combining faculty sponsorship and concurrent seminars with both exploratory internship experiences and the senior internship in the major field, a requirement for all Pine Manor College students.

Through the leadership of dedicated presidents like Rosemary Ashby (1976-1996), Frederick Carlos Ferry, Jr. (1956-1974), Alfred Tuxbury Hill (1952-1955) and Marie Warren Potter (1930-1952), Pine Manor College has sought to maintain its finest traditions while continually reinterpreting its goals and revising its programs to meet the changing needs of women.

Pine Manor College is accredited by the New England Association of Schools and Colleges (“NEASC”) and currently is in the midst of a ten year evaluation process by NEASC.

4 MISSION STATEMENT

Pine Manor College prepares women for inclusive leadership and social responsibility in their workplaces, families and communities. We pursue this goal through: integration of an outcomes-based curriculum and co-curriculum demonstrated by portfolio presentations; active, collaborative, applied liberal arts learning; and college-wide mentoring teams and community partnerships--in an environment that celebrates diversity and respects the common good.

Approved by the Board of Trustees, February 1998

5 ACKNOWLEDGEMENT OF RECEIPT OF EMPLOYEE HANDBOOK

This is to acknowledge that I have received a copy of Pine Manor College’s Employee Handbook. I understand that it contains important information on the current policies and practices of the College and the at-will employment nature of my relationship with the College. I agree to familiarize myself with the materials in this handbook and to consult with the Director of Human Resources if I have any questions. Nothing contained in this handbook is or may be construed as creating anything other than at-will employment, and the provisions this handbook are descriptive only. Pine Manor College has developed the provisions of this Handbook in its sole discretion. None of the policies or procedures in the Handbook may be changed by any person, except in a writing signed by the President. I further understand that no one other than the President may change the at-will nature of my employment with the College, and then only in a document signed by me and Pine Manor’s President.

I recognize that this Handbook constitutes a complete and final statement of the College’s policies and procedures relating to my employment with the College and supersedes all prior or existing policies and procedures.

Date: ______Employee’s Printed Name

______Employee’s Signature

AFTER SIGNING AND DATING THIS ACKNOWLEDGEMENT OF RECEIPT WHERE INDICATED ABOVE, PLEASE RETURN THIS PAGE TO THE DIRECTOR OF HUMAN RESOURCES.

6 2. EMPLOYEE RELATIONS

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SUBJECT: OUR EMPLOYEE RELATIONS PHILOSOPHY

Pine Manor College is committed to providing the development and achievement of professional goals for all employees. It is our practice to treat each employee as an individual, and seek to develop a spirit of teamwork where individuals work together to attain a common goal.

In order to maintain an atmosphere where these goals can be accomplished, PMC has provided a workplace where communications are open and problems can be discussed and resolved in a mutually respectful atmosphere, taking into account individual circumstances and the individual employee.

The College firmly believes that through direct communication, we can continue to resolve any difficulties that may arise and develop a mutually beneficial relationship.

Effective leadership in the 21st century is dependent on a range of skills, perspectives, and attitudes that can be learned and used by everyone. It is leadership that does not rest with an individual, but resides in the process of people in relationship with one another, seeking to forge common goods in a reality of diversity. Inclusive leadership is based on reciprocity and cooperation; it is dependent on clear, widely disseminated information; promotes the ability of others to think creatively and work collaboratively; and is socially responsible. At Pine Manor College, we are committed to educating women for this kind of inclusive leadership that is built on democracy, trust, respect and collaboration.

Inclusive Leadership:

 Grows from the interaction of community members

 Is not dependent on position

 Is cultivatable among all people and broad-based within organizations

 Is rooted in basic human characteristics: empathy, creativity, cooperation, curiosity

 Fosters interdependent relationships between leaders and followers

Inclusive Leaders:

 Are mentors and guides, students and teachers, who empower others

 Systematically seek and share information

 Depend on communication with an emphasis on listening

 Seek a common good within diversity

 Value democratic processes, honesty, and shared ethics

“More than ever, the world aches for a new kind of leadership, one rooted in the values of inclusivity, respect, democracy and social responsibility. And we at Pine Manor understand that the challenges that lie ahead cannot be met without the full participation of women. Women will help to craft the definition of a new kind of leadership as they go about their work and their play in the worlds of education, business, politics, and in the volunteer sector, the community and their families.”

— President Gloria Nemerowicz

SUBJECT: EQUAL EMPLOYMENT OPPORTUNITY

Pine Manor College prohibits discrimination on the basis of race, color, national or ethnic origin, ancestry, religion, sex, sexual orientation, age, physical or mental disability, and veteran status or other protected status. This policy extends to all rights, privileges, programs, and activities including admission, employment, education, and athletics.

Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or Human Resources. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

SUBJECT: SEXUAL HARASSMENT AND OTHER UNLAWFUL HARASSMENT

Pine Manor College is committed to providing an environment that is free of discrimination and all forms of harassment or coercion that impede the academic freedom, security, or well-being of any member of the community. The College respects the dignity and worth of all members of the PMC community, and harassment of students, staff, and/or faculty based on an individual’s sex, race, ethnicity, sexual orientation, age, and/or religion is unacceptable conduct that will not be tolerated.

Sexual harassment of employees occurring in the workplace or in other settings in which employees may find themselves in connection with their employment is unlawful and will not be tolerated by the College. Further, any retaliation against an individual who has complained about sexual harassment or retaliation against individuals for cooperating with an investigation of a sexual harassment complaint is similarly unlawful and will not be tolerated. To achieve our goal of providing a workplace free from sexual harassment, the conduct that is described in this policy will not be tolerated, and we have provided a procedure by which inappropriate conduct will be dealt with if encountered by employees.

Because Pine Manor College takes allegations of sexual harassment seriously, we will respond promptly to complaints of sexual harassment and, where it is determined that such inappropriate conduct has occurred, we will act promptly to eliminate the conduct and impose such corrective action as is necessary, including disciplinary action where appropriate.

Please note that while this policy sets forth our goals of promoting a workplace that is free of sexual harassment, the policy is not designed or intended to limit our authority to discipline or take remedial action for workplace conduct which we deem unacceptable, regardless of whether that conduct satisfies the definition of sexual harassment.

DEFINITION OF SEXUAL HARASSMENT

In Massachusetts, the legal definition for sexual harassment is this:

“Sexual harassment” means sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when:

(a) submission to or rejection of such advances, requests or conduct is made either explicitly or implicitly a term or condition of employment or as a basis for employment decisions; or

(b) such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile, humiliating or sexually offensive work environment.

Under these definitions, direct or implied requests by a supervisor for sexual favors in exchange for actual or promised job benefits, such as favorable reviews, salary increases, promotions, increased benefits, or continued employment, constitutes sexual harassment.

The legal definition of sexual harassment is broad and, in addition to the above examples, other sexually-oriented conduct, whether it is intended or not, that is unwelcome and has the effect of creating a workplace environment that is hostile, offensive, intimidating, or humiliating to male or female workers may also constitute sexual harassment.

While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct which may constitute sexual harassment depending upon the totality of the circumstances, including the severity of the conduct and its pervasiveness:

. Unwelcome sexual advances - whether they involve physical touching or not;

. Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comment on an individual’s body, comment about an individual’s sexual activity, deficiencies, or prowess;

. Displaying sexually suggestive objects, pictures, cartoons;

. Unwelcome leering, whistling, brushing against the body, sexual gestures, suggestive or insulting comments;

. Inquiries into one’s sexual experiences; and

. Discussion of one’s sexual activities.

All employees should take special note that, as stated above, retaliation against an individual who has complained about sexual harassment, and retaliation against individuals for cooperating with an investigation of a sexual harassment complaint, is unlawful and will not be tolerated by the College.

COMPLAINTS OF SEXUAL HARASSMENT

Informal Resolution

Pine Manor College encourages individuals who believe they are being harassed, to firmly and promptly notify the alleged offender that his or her behavior is unwelcome. We recognize that power and status disparities between an alleged harasser and a complaining individual may make such a confrontation impractical and that a formal complaint may be the only mechanism to resolve the matter.

Formal Complaint

Before the College can address any alleged sexual harassment, it must first be informed about it, and the information must reach management who will decide the appropriate investigative action and remedial action where necessary.

If any of our employees believes that he or she has been subject to sexual harassment, the employee has the right to file a complaint with the College. This may be done in writing or orally.

If you would like to file a complaint, you may do so by first contacting your supervisor. If you do not feel comfortable addressing the issue with your supervisor, you should file the complaint with the Director of Human Resources at (617) 731-7143, or the President of the College. The Director of Human Resources is also available to discuss any concerns you may have and to provide information to you about our policy on sexual harassment and our complaint process.

Confidentiality

Employees involved in a sexual harassment investigation, including the complainant, other witnesses and the accused person, should not discuss the allegations, the investigation or other matters related to the allegations of sexual harassment with other employees. Employees should not spread or contribute to rumors about allegations or unnecessarily discuss details of the allegations with other employees. Employees should keep the information confidential, and inform those who are investigating the matter of the details.

Sexual Harassment Investigation

When we receive the complaint, we promptly will investigate the allegation in a fair and expeditious manner. The investigation will be conducted in such a way as to maintain confidentiality to the extent practical under the circumstances. Our investigation may include a private interview with the person filing the complaint and with witnesses. As soon as it is appropriate, we also may interview the person alleged to have committed sexual harassment. When we have completed our investigation, we will, to the extent appropriate, inform the person filing the complaint and the person alleged to have committed the conduct of the results of that investigation.

If it is determined that inappropriate conduct has occurred, we will act promptly to eliminate the offending conduct, and where it is appropriate we will also impose disciplinary action.

Sexual Harassment Toward Students

The College will not tolerate sexual harassment toward any student by any employee. Sexual harassment toward a student arises where a school employee (1) explicitly or implicitly conditions a student’s participation in an education program or activity or bases an educational decision on the student’s submission to unwelcome sexual advances, requests for sexual favors, or other verbal, nonverbal, or physical conduct of a sexual nature or (2) engages in sexually harassing conduct (that can include unwelcome sexual advances, requests for sexual favors, and other verbal, nonverbal, or physical conduct of a sexual nature) that is sufficiently severe, persistent or pervasive to limit a student’s ability to participate in or benefit from an education program or activity, or to create a hostile or abusive educational environment.

Disciplinary Action

If it is determined that inappropriate conduct has been committed by one of our employees, we will take such action as is appropriate under the circumstances. Such action may include counseling, reprimands, written or verbal warnings, suspension, transfers, termination from employment, and other forms of disciplinary action as we deem appropriate under the circumstances. (Note that if the accused is a member of the faculty, the Faculty Grievance Procedure will be followed. If the accused is a student, the Student Code of Conduct process will be followed.)

State and Federal Remedies

In addition to the above, if you believe you have been subject to sexual harassment, you may file a formal complaint with either or both of the government agencies set forth below. Using our complaint process does not prohibit you from filing a complaint with these agencies. Each of the agencies has a short time period for filing a claim (EEOC – 180 days; MCAD – 300 days).

1. The Massachusetts Commission Against Discrimination (“MCAD”) Boston Office: Springfield Office: One Ashburton Place, Room 601 424 Dwight Street, Room 220 Boston, MA 02108 Springfield, MA 01103 (617) 994-6000 (413) 739-2145

2. The United States Equal Employment Opportunity Commission (“EEOC”) 1 Congress Street - 10th Floor Boston, MA 02114 (617) 565-3200

SUBJECT: SUBSTANCE ABUSE

Pine Manor College is committed to maintaining a safe and healthy working environment for all members of the College community. This policy statement on illegal substances in the workplace is designed to address the College's concerns about drug and alcohol abuse, and to ensure that Pine Manor College employees comply with the Drug Free Schools and Communities Act Amendments of 1989 and the Drug Free Workplace Act of 1988.

The unlawful manufacture, distribution, dispensation, possession or use of controlled substances (illicit drugs and alcohol) is prohibited on Pine Manor College property, or as part of any college activity, whether on or away from the campus.

This policy applies to every PMC employee. Violations will result in sanctions by PMC, and, where appropriate, the College may require employees who violate this policy to complete an appropriate rehabilitation program as a condition of reinstatement or continued employment with the College. The disciplinary sanctions imposed may include termination. Additionally, PMC is required by federal law to consider referring for prosecution those suspected of violating this policy.

It is a violation of state and federal laws to participate in the manufacture, sale, distribution, or use of controlled substances. If convicted, you may be punished by fine, imprisonment, or both. Massachusetts state law subjects an individual to fines ranging from $300 to $1,000, loss of driver’s license, and/or imprisonment for the following acts:

* sale or delivery of alcohol to anyone under 21 years of age

* possession, purchase, delivery or transportation of alcohol by anyone under 21 years of age

* misrepresentation or falsification of identification in order to purchase alcohol

In addition to the above, courts increasingly are willing to hold those who serve intoxicating beverages liable for damage or injury caused or suffered by the individuals to whom the beverages were served. This could include, in appropriate circumstances, the College, organizations sponsoring events where alcohol is served, the officers, members, and advisors of such groups, and the individuals serving the beverages. Employees, as a condition of employment with Pine Manor College, must abide by the terms of this Policy. Employees who are convicted for workplace-related violations of alcohol or drug statutes must notify the Office of Human Resources no later than five days after such a conviction.

The Drug Free Schools and Communities Act Amendments of 1989 also requires that a description of health risks associated with drug use and alcohol abuse be distributed to PMC employees. Potential health risks of alcohol and drug abuse include, but are not limited to, the following:

Irritability Fluctuating Moods and Emotions Sleep Problems Problems with Relationships Aggressive Behavior Delirium Tremors Ulcers Cirrhosis of the Liver Impotency Pancreatitis Brain Damage Physical Dependence Pneumonia Cancer of the Esophagus Malnutrition Respiratory Arrest Bronchitis Hepatitis Heart Attack Pregnancy Meningitis Pregnancy Complications

Resources are available to assist you in understanding and dealing with drug and alcohol abuse. (You can receive information about treatment and counseling options by contacting the Director of Human Resources at ext. 7143.)

Local, state, and federal laws make illegal use of drugs and alcohol serious crimes. Conviction can lead to imprisonment, fines and assigned community service. Courts do not lift prison sentences in order for convicted persons to attend college or continue their jobs. A felony conviction for such an offense can prevent individuals from entering many fields of employment or professions. Massachusetts laws prohibit sale or delivery of alcoholic beverages to persons under 21, with a fine of up to $2,000 and six months imprisonment, or both. Misrepresenting one’s age or falsifying an identification to obtain alcoholic beverages is punishable by a fine of $300. A first conviction of driving under the influence of alcohol has a penalty of a $1,000 fine, a one-year revocation of driver's license, up to two years in prison, mandatory alcohol rehabilitation.

Possession of drugs is illegal, without valid authorization. While penalties for possession are generally not as great as for manufacture and distribution of drugs, possession of a relatively large quantity may be considered distribution. Under both state and federal laws, penalties for possession, manufacture and distribution are much greater for second and subsequent convictions. Many laws dictate mandatory prison terms and a full minimum term must be served.

Massachusetts makes it illegal to be in a place where heroin is kept and to be “in the company” of a person known to possess heroin. Anyone in the presence of heroin at a private party or residence hall risks a serious drug conviction. Sale and possession of “drug paraphernalia” is illegal in Massachusetts.

Persons convicted of drug possession under state or federal law are ineligible for federal student grants and loans for up to one year after the first conviction, and five years after 17 Policy: 2.4 Page: 3 of 3 Date: 10/2009

the second conviction. The penalty for distributing drugs is loss of benefits for five years after the first conviction, ten years after the second conviction, and permanently after the third conviction.

Under Federal law, distribution of drugs to persons under age 21 is punishable by twice the normal penalty, with a mandatory one year in prison; a third conviction is punishable by mandatory life imprisonment. These penalties apply to distribution of drugs in or within 1,000 feet of a college or school. Federal law sets greatly heightened prison sentences for manufacture and distribution of drugs, if death or serious injury results from use of the substance. If you have any questions regarding the applicable penalties under state and federal law, please contact the Director of Human Resources.

SUBJECT: GRIEVANCE POLICY

Pine Manor College is committed to providing employees with a timely method of resolving problems arising from violations of College policy. The following procedures are established for you to bring complaints concerning such problems:

INFORMAL PROCESS

First, you should try to resolve problems informally by discussing the problems with your supervisor. If your supervisor is unavailable, or if you believe it would be inappropriate to discuss the matter with him/her, you may present the problem to your department head.

If the problem is not resolved to your satisfaction utilizing the process described above or if you would be more comfortable doing so, you should make an appointment to meet with the Director of Human Resources and bring your complaint directly to the Director’s attention.

The Director will thereafter determine in his/her discretion how the matter should be investigated and whether the matter should be resolved through informal mediation, through direct discussions with the person(s) who are subject to the complaint and the complainant or through referral to the Formal Process described below. The Director’s role in the Informal Process, in part, is to gather information and facilitate resolution of the issues in question.

The Informal Process, among other things, may result in a written report to be included in an employee’s employment file. Such report may include a summary of the matters that were discussed, written findings regarding the matters that were the subject of the Informal Process and a report or agreement confirming that similar conduct in the future may result in disciplinary sanctions up to and including termination of employment. An employee’s failure or refusal to participate in the Informal Process does not foreclose the College from utilizing the Informal Process under appropriate circumstances.

FORMAL PROCESS

You also have the option to file a formal complaint with the Director of Human Resources in order to resolve problems arising from violations of College policy. To initiate the formal problem-solving process, you should submit to the Director of Human Resources a written recitation of your complaint, including a description

19 of what occurred and who was involved. The College reserves the right to initiate the Formal Process at any time in its discretion.

An investigation of all complaints will be undertaken and all information will be handled with the appropriate level of confidentiality possible under the circumstances. The Director of Human

Resources, after investigating your complaint (see below) and determining how to resolve your complaint, may reduce the resolution to writing. The Director of Human Resources may also arrange interviews and conduct face-to-face meetings in order to resolve the problem. If you believe that the Director’s decision is unfair or is not supported by the facts, you are entitled to have her decision reviewed by the President, whose decision is final and not subject to appeal. The President’s review may include such procedures as she deems to be appropriate in her discretion.

The College reserves the right to divert your complaint from the Formal Process and address it in a different manner or forum at its discretion.

Note that under either the informal or the formal problem-solving process, you must present your complaint to the Director of Human Resources initially within thirty calendar days of the occurrence or within thirty calendar days of time when you reasonably should have been aware of the occurrence that gives rise to the complaint.

SUBJECT: LIFE THREATENING ILLNESS

Pine Manor College recognizes that employees with medical problems and disabilities, whether of a short term nature or a long term nature, such as cancer, heart disease, and AIDS, may wish to continue working. The College supports employees who choose to work and appreciates that many employees with medical problems need to work for financial, personal, or therapeutic reasons.

The College is committed to having all employees treated with dignity and respect in a safe and healthy work environment. Discrimination against an individual afflicted with a life-threatening illness or other disability will not be tolerated. Pine Manor College will not knowingly discriminate against a qualified individual with a disability with regard to job application, hiring, advancement, discharge, compensation, training, or other terms, conditions or privileges of employment.

As long as employees are able to meet required performance standards in the essential functions of their jobs, and medical documentation indicates that they may continue to work, the supervisors of PMC will be sensitive to their conditions and ensure that they are treated consistently with other employees.

While accommodating employees with life-threatening illnesses and other disabilities, however, Pine Manor also recognizes its obligations to provide a safe environment for all employees and students. Therefore, precautions should be taken to ensure that employees’ conditions do not present a health and/or safety threat to other employees or students. At the same time, employees’ health conditions are personal and confidential, and precautions must also be taken to protect employees’ medical information. When an employee shares with their supervisor that they have a medical problem, the supervisor will respond as follows:

1. Ask if the employee is under medical care, but don’t ask for the specific nature of the problem.

2. Ask if the condition limits the employee’s ability to perform their job or any aspect of the job.

3. If the employee’s condition requires an accommodation to the job or if there are uncertainties about the employee’s ability to work safely, ask the employee to have a physician’s letter forwarded to the Director of Human Resources. The letter should address the following:

 necessary limitations  time frames involved  extent to which the employee may safely be in contact with others.

The Director of Human Resources and the supervisor will meet to discuss arrangements for possible reasonable accommodations, if appropriate.

The College will provide the following resources to our employees as appropriate:

 Education and information on life-threatening illnesses and disabilities.

 Confidential referral to supportive services for employees and dependents affected by life-threatening illnesses and disabilities.

 Human Resources consultation to assist employees in effectively managing the College’s health and life insurance, leave of absence, and other benefits.

All complaints of discrimination should be immediately reported to your supervisor or the Director of Human Resources. In the event of a complaint, the College will, as needed:

 Conduct an investigation of the complaint and charges.

 Based on the findings, take appropriate action up to and including discharge of the responsible party(ies).

Complaints and discussions regarding discrimination based on life-threatening illnesses or disabilities will be handled with the utmost sensitivity and in the strictest confidence possible.

SUBJECT: SERVICE AWARDS

Pine Manor College formally recognizes and celebrates continued employment after the completion of five years of service. Awards are usually given at intervals of 5 years of service.

Regular full-time employees who have completed five years are recognized for their service to the College. Beginning with the employees’ fifth anniversary and every five years thereafter, employees will receive a gift to celebrate their years of service.

At the annual Length of Service Awards ceremony, the Kellogg Award is also presented. The purpose of this award is to recognize with a monetary award those members of our community who, after at least five years of service, demonstrate a “substantial commitment of time or usually distinguished, effective, or creative service to Pine Manor College, at any level of its operations.”

SUBJECT: E MPLOYEE ASSISTANCE PROGRAM

Pine Manor recognizes that a wide range of problems such as marital or family distress, alcoholism and drug abuse are not directly associated with an individual’s job function can, nevertheless, be detrimental to an employee’s performance on the job.

Consequently, we believe it is in the interest of employees and the College to provide an effective program to assist employees in resolving problems such as these as the need arises. To this end our Employee Assistance Program (“EAP”), provides referral services (medical, legal and psychological) for outside consultation.

Participation in the EAP does not excuse employees from complying with normal College policies or from meeting normal job requirements during or after receiving EAP assistance. Furthermore, participation in EAP will not prevent Pine Manor from taking disciplinary action for performance problems that occur before, during or after the employee receives EAP assistance. Participation in the program is kept confidential.

Contact Human Resources for more information on the Employee Assistance Program.

25 3. EMPLOYMENT

SUBJECT: EMPLOYMENT CATEGORIES

EXEMPT

This term refers to those employees whose duties and responsibilities make them exempt from overtime compensation requirements, as defined by the Fair Labor Standards Act. If your job is classified as Exempt you are paid on a salaried basis and do not receive compensation for overtime worked.

NON-EXEMPT

This term refers to those employees whose duties and responsibilities, as defined by the Fair Labor Standards Act, make them eligible for overtime compensation. If your job is classified as Non-Exempt you are paid at an hourly rate and must maintain a daily record of time worked, as well as submit a weekly time sheet to your supervisor.

WORK SCHEDULES

Regular Full-Time

Regular Full-Time employees are full-time employees who work a twelve-month or modified calendar year, a five-day work week, and regular work 35 to 40 hours per week.

Regular Part-Time

Part-time employees who work 28 hours or more per week are eligible to participate in the College’s benefits program with full coverage for health insurance and other benefits pro-rated.

Regular Part-Time employees may work a twelve-month or modified calendar year; however, less than 28 hours a week. These part-time employees are eligible for all legally mandated benefits, (such as workers’ compensation insurance and Social Security) and are paid for those holidays on which they are scheduled to work.

Regular Part-Time employees who work a minimum 20 hours per week but less than 28 hours per week are eligible to participate in the College’s retirement plan once eligibility requirements are met.

Temporary Employees

Temporary Employees are hired to perform a specific job for a specified period of time. They are hired through placement Agencies. These employees are not eligible for College benefits.

Independent Contractors

Contract Employees are hired directly by the College and not through an agency or consulting firm. They are hired to perform a project specific assignment within a specific time frame. S/he must perform the assignment at the College under the management of a designated College employee. Departments that use Independent Contractors on a regular basis should be budgeted for this occurrence. Departments that occasionally may require the use of an Independent Contractor must have written authorization from the President or Executive Vice President of the College prior to hiring and Independent Contractor. Independent Contractors are paid a flat rate and receive no benefits.

Student Employees

Student Employees are Pine Manor students who are hired by the College and are paid on bi-weekly basis without benefits. Students are either Work-Study Students who are paid through the federally funded Financial Aid Program. Students also may be paid through the College Student Worker Program. These students are paid directly out of College funds and Departments who hire Student Workers must allocate money in their budgets to pay for these students. All students are required to fill out a timesheet weekly that records their hours of work. These time sheets must be completed by the students and all authorized supervising signatures must be signed, not stamped, and must not be filled in on the computer.

Authorization for Work Study students and Student Workers must be authorized by the Financial Aid Department and approved by the hiring department. The Human Resources Department is responsible for operational administration of the program. Students participating in these programs are part-time workers and are not eligible for benefits. Only regular full-time students are eligible for tuition remission.

SUBJECT: HOURS OF WORK

In order to provide necessary services as well as insure adequate coverage for all facets of College operations, many different schedules are required.

The regular workweek at Pine Manor is 35 hours or 40 hours, depending on the requirements of the individual departments. For the purpose of computing payroll, a work week consists of 7 consecutive, 24-hour periods -- beginning at 12:01 AM on Sunday and continuing through 12:00 midnight the following Saturday.

During the hiring process, the new employee would have been informed of the number of hours in the regular work week, and anticipated variations caused by the cyclical workloads in their department.

Any closing or early departure due to inclement weather will be decided by the President or her designee. Non-exempt employees who are considered essential personnel and required to work when the College is closed because of inclement weather will be compensated at the overtime rate if they work more than 8 hours in one day or 40 hours in one week.

SCHEDULING

The schedule of hours for staff employees will be determined by the supervisor of the department in consultation with the Director of Human Resource. Supervisors will schedule overtime or extra shifts when it is required. Employees are not permitted to work overtime without the prior approval of their supervisor.

Employee attendance at lectures, meetings and training programs will be considered hours of work if such attendance is requested and/or required by management.

MEAL PERIODS

Meal periods should be scheduled to ensure proper staff coverage of your department during the work day. Meal periods are uncompensated and not considered as time worked.

Pine Manor College will not require an employee to work more than 6 hours without an interval of at least 30 minutes for a meal.

OVERTIME

29 Nonexempt staff employees are paid one and one-half times their base rate for all hours in excess of 40 hours work in a week. Vacation, sick, or holiday pay is excluded in the calculation of the 40 hours.

SUBJECT: PERFORMANCE EVALUATIONS

Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. This process enables supervisors to address an employee’s past and present performance and to identify areas requiring further development. Performance evaluations are intended to mutually benefit the individual employees, supervisors, and the College.

Formal performance evaluations are conducted on an annual basis at Pine Manor College. Our performance review program is designed to provide a basis for better understanding between you and your supervisor, with respect to your job performance, potential, and development within the College. This provides both the supervisor and the employee the opportunity to discuss job tasks; identify areas that need to be developed and improved; encourage and recognize strengths; and discuss positive, purposeful approaches for meeting goals.

All written performance reviews will be based on the employee’s overall performance in relation to their job responsibilities. The evaluation will include, but not be limited to: quality and quantity of work, job knowledge, dependability, initiative, attitude, personal relations, and understanding and promoting the mission of the College. You will receive a copy of the written performance review.

In addition to the regular performance evaluations, special written performance evaluations may be conducted by your supervisor at any time. The purpose of these evaluations may be to either formally recognize special talents or knowledge that may be unrecognized, or to advise you of the existence of a performance or disciplinary problem. (The lack of a special written performance evaluation does not constitute evidence of satisfactory performance.)

Regular and special performance reviews are forwarded to Human Resources, and become a part of your file. An employee may submit an addendum to the evaluation if they disagree with the evaluation or wish to record their views.

Employees whose regular work hours are 28 or more during a work week are eligible for annual salary increases. An employee’s performance review may affect the College’s decision of whether to grant salary increases.

SUBJECT: PROMOTIONS AND TRANSFERS

Pine Manor College encourages qualified employees to apply for open positions at the College which would advance their professional careers or broaden the scope of their work experience. The College believes that career advancement is rewarding for both the employee as well as the College. Qualified employees may be promoted to new or vacated positions.

Normally, an employee would not be considered eligible for a promotion or transfer until they have been in their position for at least six months.

Generally speaking, position openings will be posted on the Human Resources bulletin board on the first floor of the Ferry Administrative Building to allow for internal applications. Any employee may apply for an opening for which he/she is qualified.

Positions do not need to be posted under the following circumstances:

 when a vacancy allows for a promotional opportunity of an individual within the department; and

 when a temporary position has been established for a period of six months or less.

Prior approval of postings from the Office of Human Resources is required in all circumstances.

SUBJECT: RELATIONSHIPS BETWEEN STUDENTS AND FACULTY, ADMINISTRATION OR STAFF

As a member of Pine Manor College’s staff there may be time when you are in a position of power with regard to students. While Pine Manor College encourages its employees to develop supportive relationship with students, it is inappropriate to develop a sexual relationship with students. It clearly is inappropriate when the employee is in a direct supervisory role vis-à-vis the student. Even if both parties believe the relationship to be consensual, it is difficult to know if the student’s consent is genuine or motivated by fear reprisal. It is your responsibility to avoid putting either yourself or a student in a situation as described above, or if you find yourself in such a situation to work with your department head or the Director of Human Resources to remedy it as quickly as possible. Failure to do so will subject you to disciplinary action.

HIRING OF RELATIVES

While applications for employment from relatives or close relations will be considered with other qualified applications when staff vacancies occur, there are some restrictions on job placement of relatives or close relations. “Relatives” or “close relations” include child, parent, grandparent, sibling, parent-in-law, aunt/uncle, sister/brother-in-law, niece/nephew, spouse, domestic partner, or any individual with whom an employee has a personal relationship. No person will be hired into a department or position where he or she will directly or indirectly supervise or be supervised by a relative or close relation or where a conflict of interest could arise.

This policy will take effect immediately and on a prospective basis. This policy will not affect those employees who are related and currently are working for Pine Manor College.

SUBJECT: PERSONNEL RECORDS

Pine Manor College maintains a file of each employee’s employment record in Human Resources. Included in the file are employment applications, performance appraisals, and other documents related to your employment. The College maintains each employee’s medical information, if any, in a file separate from his/her personnel file.

You may examine the file containing your personnel records in Human Resources, with a member of the staff present. An advance written request for such appointments is required. If you do not agree with any of the information in your personnel file, you may submit a written statement explaining your position, which will be included in the file.

UPDATE OF RECORDS

Changes of name, address, telephone number, or emergency contact, should be communicated to Human Resources as soon as they become effective.

Changes in education and skills should be reported so that records can be kept current. Beneficiaries under group insurance policies and annuities, and tax withholding information, should be changed as necessary or desired.

RELEASE OF INFORMATION

Information will not be released to sources outside the College, other than to confirm employment or to verify credit information already released by employees seeking credit, unless there is authorization from the employee. Proper requests of legal authorities will be honored.

34 4. NEW HIRES

SUBJECT: EMPLOYEE ORIENTATION

Upon joining Pine Manor College you were provided with a copy of this employee handbook. After reading the handbook, you will be requested to sign the Employee Acknowledgement Form and return it to Human Resources.

Human Resources conducts Employee Orientation meetings to provide new employees with information on the College’s history, facilities, programs, benefit plans, and personnel policies and procedures. At these meetings new employees are given an opportunity to enroll in employee benefit plans and complete personnel, payroll and benefit forms.

In addition to the orientation conducted by Human Resources, new employees are provided further orientation at the departmental level. The supervisor is responsible for assuring that each new employee is familiar with the role that the department plays in the functioning of the College, and how the new employee’s position contributes to the functioning of the department.

The supervisor will review the following subjects with each new employee:

 Employee’s job duties and responsibilities.

 Operational policies and procedures of the department (e.g., lunch hours, reporting of absences, etc.)

 Functions and activities of the department.

 Quality of services the department is expected to provide to its clients (students, parents, visitors, college community).

 Physical layout of the office, building and immediate vicinity, and all other relevant work areas.

SUBJECT: PROBATIONARY PERIOD

Regular full-time and part-time employees are considered to be on a probationary period during their first 90 days of employment. During this period of time, you will be able to determine if your new position is suitable for you, and your supervisor will have an opportunity to evaluate your work performance.

You and your supervisor should work together so that you are given every opportunity to do well in your new job. Your supervisor should help you to adjust, to provide you with necessary and appropriate training, to discuss your progress with you, and to assist you with on-the-job problems. Always check with your supervisor if you are unsure of your duties or need additional information or help.

SUBJECT: IMMIGRATION LAW COMPLIANCE

As an equal opportunity employer, our policy is to employ persons legally eligible to work in the United States without regard to citizenship, ethnic background, or place of national origin. However, in compliance with the Immigration Reform and Control Act of 1986 (“The Act”), Pine Manor College is committed to employing only those individuals who are authorized to work in the United States.

As a condition of employment, each new employee must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with the College within the past year, or if their previous I-9 is no longer retained or valid.

The Department of Homeland Security is the federal Agency that oversees Immigration Law Compliance. There have been recent changes to identification requirements pertaining to the I-9 Verification form. Employers are required to update all pieces of picture identification that have expired. This would include items such as passports, driver’s license, state identification forms.

Employees must submit supporting documents as required under the Act, and any amendments thereto, during the course of their employment.

Employees who are in F, M, or J visa status are also required to maintain their valid nonimmigrant visa status under applicable immigration regulations and in accordance with the reporting requirements of the U.S. government’s Student and Exchange Visitor Information System (“SEVIS”). Under SEVIS, Pine Manor College is required to report the enrollment status of each F, M, or J student to the U.S. Office of Homeland Security. F, M, or J students who fail to maintain a full course load or who are subject to college disciplinary actions will risk losing their nonimmigrant visa status and their right to be employed by the College.

Employees with questions or seeking more information on immigration law issues should contact Human Resources.

SUBJECT: EMPLOYMENT APPLICATION

Pine Manor College relies upon the accuracy of information contained in the employment application and/or resume, as well as the accuracy of other data presented throughout the hiring process and employment.

If any misrepresentations, falsifications, or material omissions in any of the information or data provided by the employee are discovered after an employee is hired, this misinformation could affect advancement at the College, which could result in termination of employment.

SUBJECT: EMPLOYMENT REFERENCE CHECKS

1. It is the policy of Pine Manor College to check the employment references of all applicants to whom an offer of employment is made in order to ascertain their background meets the requirements of the PMC position.

2. All requests for information about current or former employees must be referred to Human Resources.

3. Because of the serious legal consequences that can result from a careless or unfavorable job reference, Human Resources will respond only to written requests for information about current, retired, or terminated employees. Human Resources will only confirm or deny the following:

 Date of employment  Title or position  Work location

If the information stated is incorrect, it will be described as “incorrect” without clarification or further comment.

40 5. PAY PRACTICES

Policy: 5.1 Page: 1 of 1 Date: 1/2003

SUBJECT: PAY DAYS

Staff employees are paid on Thursday, on an every other week basis. In the event that a regularly scheduled payday falls on a day off such as a holiday, employees will receive pay on the last day of work before the regularly scheduled payday.

If a regular payday falls during an employee’s vacation, the employee will receive their paycheck upon their return from vacation.

Employees who are eligible for vacation may receive an advance on their vacation pay so long as an approved request for it is submitted to Human Resources at least one pay period prior to the commencement of the vacation.

SUBJECT: PAY DEDUCTIONS

Both mandatory and voluntary deductions are taken out of your monthly paycheck, and they are noted on your pay stub. Mandatory deductions are both federal and state withholding taxes, FICA, and Medicare taxes.

Voluntary deductions must be authorized by you in writing and submitted to Payroll. Examples of voluntary deductions include: additional health insurance costs, retirement plan contributions, flexible benefit plan allocations, Annual Fund donations and meal ticket payments.

If you have questions concerning why deductions were made from your pay check, or how they were calculated, contact Human Resources.

SUBJECT: PAY CORRECTIONS

Pine Manor College takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.

If there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of Human Resources so that corrections can be quickly made.

SUBJECT: DIRECT DEPOSIT

Employees may have pay directly deposited into their bank or credit union accounts if they provide advance written authorization to Payroll. Employees will receive an itemized statement of wages when the College makes direct deposits.

SUBJECT: TIME RECORDS FOR NON-EXEMPT EMPLOYEES

Time worked is all the time actually spent on the job or off-campus performing assigned duties.

Each employee submits a timesheet to payroll at the end of every week. The employee must sign it and have it approved by their supervisor. The timesheet must accurately reflect:

 Actual hours worked on the job or away from the College.  Any time used for illness, vacation or personal leave.

Because the timesheets are considered to be a legal record, the employee’s signature attests to the fact that the information on the timesheet is complete and accurate. The employee’s supervisor must also review and sign the timesheet before it is submitted to Payroll for processing.

Timesheets should not be submitted in advance. An exception would be made if the employee plans to be on vacation or with the approval of the Director of Human Resources.

45 6. BENEFITS

46 Policy: 6.1 Page: 1 of 3 Date: 6/2015 Employee Benefits-At-A-Glance (Full-Time) 2015-2016

Health Insurance: Currently, medical insurance is provided through Blue Cross/Blue Shield for employees who work 30 or more hours per week. The College pays a portion of the health insurance based on earnings. Eligibility begins on the first day of the month following date of hire.

Dental Insurance: Dental coverage is provided by Delta Dental of Massachusetts in the PPO-Plus Premier plan for employees who work 30 or more hours per week. There is a $1,000 calendar year limit on covered services.

Vision Insurance: Vision coverage is provided by Humana for employees who work 30 or more hours per week.

Life Insurance: Basic Life Insurance coverage in the amount of $50,000 is issued to eligible employees who work 30 or more hours per week. The premium is paid in full by the College. Additional amounts are available, based on evidence of insurability and an additional premium paid by the employee.

Short-Term Disability: Employees who work 30 or more hours per week are eligible to receive a short-term disability benefit in the amount of 60% of base salary after a 14-day exclusion period. The benefit runs for up to 120 days and the cost of coverage is 100% paid by the College.

Long-Term Disability: Employees who work 30 hours or more per week are eligible for this benefit after satisfying the 120-day qualification period through short- term disability, and receive a benefit of 60% of salary. The benefit is designed to run, if necessary, through the last day before normal retirement.

Vacation Time: 20 days per year; may carry over 10 days as of 7/1 each year to the maximum of 30 days for benefit eligible staff hired prior to July 1, 2015. New staff hired on or after July 1, 2015 may not use vacation before completing 90 days of service with the College.

Sick Time: 5 paid sick days per year for all full- and part-time staff and faculty, including internal temporary, contract and interim staff; may carry over 5 days as of 7/1 each year to the maximum of 10 days.

Extended Sick Leave: The College also offers 5 days of extended sick leave per year, to a maximum of 40 days, for all regular full- and part-time staff and faculty. Extended sick leave is designed to be used for either concurrent or intermittent time off due to FMLA related illnesses not covered by short-term disability.

47 Personal Time: Three (3) personal days are accrued each year. There is no carry-over of Personal time.

Holidays: Twelve (12) official holidays and one (1) Floating Holiday. In addition, staff receive a half-day of holiday pay the day before Thanksgiving.

Retirement Plans: PMC offers the choice of TIAA-CREF and Fidelity 403(b) plans. Employees may begin saving 90 days after beginning employment. There is currently a 1% (one percent) matching contribution.

Flex Spending Account: A flexible spending account (FSA) is available through payroll deductions for employees to set aside pre-tax dollars to pay for dependent care costs and certain health costs not covered by their health plan. Membership is open at the time of hire or during annual open enrollment.

Meal Plan: The College offers reduced rates for meals at the cafeteria, which is currently catered by Aramark Institutional Services Corporation. Payment may be made by cash or through payroll deductions.

Facility Use: Employees may use the Annenberg Library and Gym free of charge.

Child Study Center: Dependents of employees who are at least 2.9 years of age are eligible for discounted child care rates at the Child Study Center.

Free Parking: Free parking is provided on campus. Parking stickers and ID badges are issued at the time of hire

Policy: 6.2 Page: 1 of 1 Date: 1/2003

SUBJECT: WORKER’S COMPENSATION INSURANCE

If you are injured on the job and miss work, you are eligible for Worker's Compensation. For the first five work days, you are paid directly by the College. If you are absent from work for more than five calendar days, your salary will then be paid by our insurance company. The College will work with the insurance company and your physician to manage your case ensuring a speedy and successful return to work. The College may offer a modified work arrangement to transition you back to work.

Employees who sustain work-related injuries or illnesses must inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible. 48 All employees and/or their supervisors must report on-the-job injuries to Human Resources immediately.

Neither the College nor the insurance carrier will be liable for the payment of worker’s compensation benefits for injuries that occur during an employee’s voluntary participation in any off-duty recreational, social, or athletic activity sponsored by Pine Manor.

SUBJECT: BENEFITS CONTINUATION (COBRA)

Under the Consolidated Omnibus Budget Reconciliation Act (“COBRA”), employees and/or their dependents may qualify for continued health coverage for a specified period of time after a “qualifying event,” including termination.

Qualifying events include:

 termination (voluntary or involuntary) of the employee’s employment for any reason except gross misconduct;

 the employee’s work hours are reduced so that he or she is no longer eligible for health coverage under the College’s policy;

 In the case of the employee’s dependents;

- the employee becomes entitled to Medicare; - the employee’s death; - divorce or legal separation; - the employee’s dependents cease to qualify as dependents under the terms of the College’s plan.

Information as to COBRA rights is available from the Human Resources Director and is also provided to an employee within thirty days of termination. You are obligated to inform the Human Resources Director of a divorce, legal separation, or of a child losing dependent status within sixty days of that event.

SUBJECT: EDUCATIONAL BENEFITS

POLICY

Pine Manor College encourages career growth education and development of its employees. To help achieve this goal a Tuition Reimbursement Program has been established. Employees are encouraged to take advantage of educational and training opportunities which increase their knowledge and skill in their present jobs, or prepare them for specific career goals within their departments or within the organization at large.

This policy pertains only to credit bearing course. For other professional development opportunities, apply to your department head for funds.

ELIGIBILITY

Full time staff in good standing, who normally have completed 1 year of continuous service at the point of application may apply for tuition reimbursement.

Eligibility Guidelines for Reimbursement:

 The course or degree program in which the employee enrolls must enhance work.

 The course taken must be offered by an accredited school.

 The following grade requirements must be met:

- Associate/Bachelor’s Degree: C or better

- Master’s Degree: B or better

- If the course is Pass/Fail: Pass

- Prior to applying for tuition reimbursement, employees must be enrolled in a degree program and must provide verification of enrollment, i.e. an acceptance letter. If there is a question as to whether or not a degree program is eligible for reimbursement, please contact Human Resources

51 Policy: 6.4 Page 2 of 4 Date: 3/2010

REIMBURSABLE PROGRAMS

The following programs will be considered for tuition reimbursement:

 Associates and Bachelor’s Degrees: Those programs or courses that are required or highly recommended for positions within PMC. Employees are encouraged to take courses without cost at Pine Manor College.

 Master’s Degree: Those programs or courses are required or highly recommended by the current job description or for the next level position within the employee’s department.

NON-REIMBURSABLE PROGRAMS

The PMC Tuition Reimbursement Program will not cover Doctoral or Law Degrees, non- credit bearing Continuing Education Courses or Certificate Programs.

If an employee already has a degree (i.e., Associate’s, Bachelor’s, or Master’s) the Tuition Reimbursement Program normally will not reimburse for courses or a second degree on the same level.

DOLLAR AMOUNT REIMBURSABLE

The following chart outlines the dollar amounts available to PMC employees through the Tuition Reimbursement Program per academic year.

Undergraduate Degree:

$1,000 per academic year

Graduate Degree:

$1,500 per academic year

 The above amounts will be awarded subject to fiscal availability, and applicants must re-apply each, year with no guarantee of continuous funding.

 These dollar amounts include course tuition and academic related fees. They do not include books, non-academic related fees or equipment.

52 Policy: 6.4 Page: 3 of 4 Date 3/2010

 The Tuition Reimbursement Program does not provide for release time from work to attend programs.

 Employees receiving reimbursement for undergraduate degree programs are required to remain employed by Pine Manor College for a period of six months following receipt of their last reimbursement. Employees receiving graduate program reimbursement are required to remain with the College for a period of one year following receipt of their last reimbursement.

TERMINATION OF EMPLOYMENT

Employee must repay the college the entire amount of the reimbursement if employee leaves or is discharged by PMC before working six months past reimbursement (or one year for graduate programs).

PROCEDURE

Prior To Course

1. Employee submits a copy of the acceptance letter for degree program, or proof of course registration. It is kept on file for the duration of the degree program.

2. Employee submits a request application to Human Resources 10 business days (defined as Monday through Friday) prior to the first day of class. The request should detail the justification for the request, accompanied by a statement of support from the Supervisor. Applications submitted to Human Resources will be verified as to eligibility for tuition reimbursement prior to the course start date. Applications received late have no guarantee of reimbursement. In the event of any exceptional or emergency circumstances, Human Resources must be notified before deadline in order for an extension to be considered. This is only for extenuating circumstances.

3. The application must be filled out completely and accurately. The employee, his/her department head, and Human Resources must sign the application.

4. Employee submits a course description and cost per credit from a current school catalogue with the application.

5. HR will keep the original copy, with a copy to the employee. HR will notify of 53 of acceptance or rejection of the application. Employee should save copy for his/her records.

At Course Completion

1. Employee fills out a Request for Reimbursement Form, completely and accurately, and submits to Human Resources.

2. Employee submits a copy of grade report and receipt for tuition paid.

3. Employee submits within 30 days of last day of course, the completed paperwork. In the event of any unusual circumstances, HR must be notified in writing within the 30-day period in order for a time extension to be considered.

Payment

Reimbursement checks will be issued within 2 weeks of submission of Request for Reimbursement form.

SUBJECT: FINANCIAL BENEFITS

(Booklets providing detailed information may be obtained from Human Resources.)

RETIREMENT PLAN

The College provides eligible employees the opportunity to participate in a Tax-Deferred 403(b) Retirement Plan. This enables participants to shelter a percentage of their gross earnings from federal and state taxation until retirement.

Taxes are paid only when the amount saved is withdrawn from the plan for retirement, or because of financial hardship, or upon the death of the employee. While the amount saved may be withdrawn only for the above reasons, participation in the plan may be terminated at any time.

The plan is designed to be used in combination with your Social Security benefits and personal resources to provide you with a source of income at retirement age.

An employee may select from investment options offered by TIAA-CREF and Fidelity Investments. To be eligible for the BASIC portion of the Retirement Plan, an employee must be 26 years of age and have completed 12 months of service. The retirement plan is comprised of the following:

1. A BASIC PLAN (Contribution from Pine Manor) Employee Contribution: 2% Pine Manor Contribution: TBA

2. A SUPPLEMENTAL PLAN (no contribution from Pine Manor) Used by employees to save for retirement on a pre-tax basis when:  Employee is making the maximum contribution to the BASIC Plan and would like to contribute more.

SECTION 125 PLAN

Pine Manor offers a pre-tax benefits contribution option for employees. This employee benefit is known as a Section 125 plan. A Section 125 plan is a benefit plan that allows you to make contributions toward premiums for medical insurance and dental insurance on a before-tax rather than an after-tax basis. This means your premium contributions are deducted from your gross pay before income tax and Social Security are calculated.

SOCIAL SECURITY

Social Security is more than a paycheck deduction. It offers financial security for you and your dependents. Although this is a federally established program, it is your contributions, and the College’s that pay for this benefit.

Social Security benefits can provide you with income in the event of retirement and total and permanent disability. Your spouse may also be entitled to retirement benefits and/or subsistence payments in the event of your death.

UNEMPLOYMENT COMPENSATION

Unemployment compensation is a benefit that is funded to all employees by Pine Manor College, and is designed to provide income to employees who have lost their jobs through no fault of their own.

CREDIT UNIONS

Pine Manor is affiliated with the University Credit Union. Every employee is eligible to become a member of this institution. With a minimum balance of $25, you can take advantage of a variety of savings and borrowing plans.

SUBJECT: VACATION BENEFITS

All regular full-time staff employees are eligible, upon hire, to accrue and use vacation leave in accordance with the provisions of this benefit. Vacation time is accrued on a monthly basis and employees receive vacation leave at the following rate (pro rata basis for part-time):

1 – 15 years of service 20 days/year 15 years or more of service 25 days/year

 Employees with 15 year’s service and above as of July 1, 2002 who are already receiving 6 weeks of vacation will be grandfathered.

 No employee will get 6 weeks of vacation except those who are grandfathered permanently.

 Those employees with 11 year’s service and above as of July 1, 2002 who are already receiving 5 weeks of vacation will also be grandfathered.

 Employees hired after July 1, 2009 are eligible for three (3) weeks of accrued vacation.

Beginning July 1, 2009 all employees will be eligible to accrue vacation days available for use during the current fiscal year. Employees hired after July 1, 2009 will receive pro- rated vacation days in their first year.

Vacation time must be taken by the end of each fiscal year. All requests for vacation must be approved in advance by the employee’s supervisor. Therefore, it is the responsibility for each employee to work with their supervisor to schedule vacation time during the year so as to ensure the proper operation of each department.

Vacations should be scheduled, to the extent possible, during the summer as well as other school vacation times and breaks. Vacation should not be taken during peak activity periods.

In the event that a holiday observed by the College falls within a scheduled vacation, it will not be counted as a day of vacation.

If employment is terminated for any reason, the employee is entitled to payment for all unused vacation time that has been earned through the last day of work. Should an employee have used more vacation time than was accrued at the time of termination, the amount received for unearned vacation days will be deducted from the final paycheck.

SUBJECT: HOLIDAYS

Normally the College recognizes 13.5 paid Holiday days. Each year the College publishes a list informing the Community of the Holiday Schedule for the upcoming year.

Each academic year, supervisors will review with their staff the requirements of the department during Holidays. An employee who is required to work on a college Holiday due to the needs of the College or their department will receive a Floating Holiday in lieu of that day.

New Year’s Day Martin Luther King Day Presidents Day Patriot’s Day Memorial Day Independence Day – *2 days the 4th and day before Columbus Day Thanksgiving – *2.5 days - Wed .5, Thursday and Friday Christmas Holiday – *3 days – Christmas holiday one day before and the following day.

SUBJECT: SICK LEAVE BENEFITS

Pine Manor provides pays sick leave benefits to all eligible employees for periods of temporary absence due to illness or injuries.

All regular full-time employees will be eligible for sick leave benefits at the rate of one day per month. Sick leave may not be used until it is earned. Any sick leave not used during the fiscal year may be carried into the next year and may accrue up to a maximum of 130 working days.

Employees who are unable to report to work due to illness or injury must notify their supervisor before the scheduled start of their work day where possible. The supervisor must also be contacted on or in advance of EACH additional day of absence.

If an employee is absent for three or more consecutive days due to illness or injury, a physician’s statement may be requested verifying the illness or injury and its beginning and expected ending dates. Such verification may be requested for other sick leave absences as well, and may be required as a condition to receiving sick leave benefits.

Before returning to work from a sick leave absence of ten calendar days or more, an employee must provide a physician’s verification that they may safely return to work.

Sick leave benefits are intended solely to provide income protection in the event of illness or injury and should not be used for any other absence. Unused sick leave benefits will not be paid to employees while they are employed or upon termination of employment.

If additional time is required due to a serious illness or injury, and this is substantiated by a physician’s report, it is possible to obtain a medical leave of absence without pay.

If an illness extends beyond six months, the College has a long term disability insurance plan. Information regarding this insurance coverage may be obtained from Human Resources.

NOTE: Pine Manor College pays out a full-time employee’s accrued sick time balance to his/her designated beneficiary in the event of the employee’s death according to the chart below:

The College will payout to a deceased full-time employee’s designated beneficiary unused sick time in the following way:

 Designated beneficiaries of a deceased full-time employee with more than 24 years of service will receive 100% of unused sick time.  Designated beneficiaries of a deceased full-time employee with 20 to 24 years of service will receive 75% of unused sick time.  Designated beneficiaries of a deceased full-time employee with 10 to 19 years of service will receive 60% of unused sick time.  Designated beneficiaries of a deceased full-time employee who have worked for at least one year but less than 10 years will receive 50% of unused sick time.

SUBJECT: PERSONAL DAYS

Personal days provide employees with authorized paid absences from work for the purpose of attending to personal business and emergency situations. Personal days may be used for religious services or observations, business appointments, funerals, inclement weather or other similar events.

All regular full-time employees employed by Pine Manor at the start of the fiscal year (July 1) are eligible for three personal days to be used during that fiscal year. Personal days accrue at the rate of one day per quarter. For those employees who begin employment after the beginning of the fiscal year, personal days will be on a pro rata basis.

Personal days do not carry forward or accumulate from one fiscal year to the next—they must be used in the year in which it is granted. Any personal days remaining at the end of the fiscal year are forfeited.

Use of personal time is always subject to approval in advance by the employee’s supervisor.

Unused personal days shall not be paid to an employee terminating, either voluntarily or involuntarily from the College. If the terminating employee has used more than the equivalent of one personal day per quarter, the time used exceeding this ratio will be deducted from the final paycheck.

61 7. AUTHORIZED ABSENCES

SUBJECT: AUTHORIZED ABSENCES FROM WORK

ATTENDANCE AND PUNCTUALITY

Prompt attendance is a necessary ingredient of efficient performance. Employees are expected, therefore, to be at work punctually, and return from lunch hours at the designated time. It is expected that you will notify your supervisor if you are going to be late for work. In cases of recurring tardiness, disciplinary action may be taken.

In cases of unexpected absence from work, you should notify your supervisor no later than sixty (60) minutes prior to the start of your work day, or as soon as possible. You must keep your supervisor regularly informed if the absence continues. Prior supervisory permission is required for situations of planned absences from work; i.e., vacations, floating holidays, personal appointments, etc.

If you are absent for three days without notifying the College, it will be assumed that you voluntarily have resigned your position with the College.

SUBJECT: MATERNITY LEAVE

Full-time female employees who have successfully completed the initial probationary period of their employment (90 days) are entitled under Massachusetts law to up to eight weeks of unpaid maternity leave for the purpose of giving birth or for adopting a child under the age of eighteen (or under the age of twenty-three if the child is mentally or physically disabled). At Pine Manor College, depending upon eligibility, full-time employees on approved maternity leave may use sick leave and Short-term Disability pay for the period when they are physically unable to work. Part- employees whether they work calendar year or the College’s fiscal year may apply sick leave time they have accrued toward the leave.

You must notify your department head, a minimum of two weeks in advance of your expected departure date to be eligible for this leave. You also must state your intended plans for leave and anticipated date of return to work. Your department head will provide formal notification to the Director of Human Resources about your departure date. However, you should approach the Human Resources Department as soon as you are sure of your pregnancy to discuss your options for leave. If you properly give this notice, upon returning from maternity leave, the College will make every effort to restore you to your original job or a substantially similar position.

Or full-time female employees who successfully have completed their probationary period and who have taken up to twelve weeks of family or medical leave for a purpose other than childbirth or adoption are still entitled under Massachusetts law to take eight additional weeks of maternity leave. In the event that you continue to suffer from a serious medical condition beyond the eight- week period, you should notify your department head and the Director of Human Resources as you may be eligible for additional unpaid leave under the Family and Medical Leave Policy.

For additional leave options please refer to the Family and Medical Leave Policy.

SUBJECT: FAMILY AND MEDICAL LEAVE POLICY

Pine Manor College understands the importance of family issues to today’s work force. The College also recognizes that more of its employees than ever before face conflicting demands of family obligations and work. Because employees may find it necessary to take leave from their jobs for a temporary period to address certain family responsibilities or their own serious health conditions, and in order to comply with the Family and Medical Leave Act of 1993 (FMLA), the College has established its Family and Medical Leave Policy. Based upon your eligibility, the College will grant you up to twelve weeks of unpaid leave during any twelve-month period for any of the following reasons: (1) to care for your child within one year of birth, adoption, or the initiation of foster care; (2) to care for your child, spouse, or parent with a serious health condition; or (3) because you need care for your own serious health condition. Upon completion of such family or medical leave, you generally will be reinstated to the position you held when the leave commenced, or to an equivalent position with equivalent pay, benefits, and other terms and conditions of employment.

ELIGIBILITY

All full-time, part-time calendar year and part-time college year employees who have been employed by the College for at least 12 months, not necessarily consecutively, and have worked a minimum of 1,250 hours during the immediately preceding twelve months are eligible for a leave of absence under this policy.

SCHEDULING OF LEAVE

A. You may take a maximum of twelve weeks of leave during any twelve month period.

B. Family leave, that is for childbirth, adoption, or foster care must be taken and completed within one year of the birth, adoption, or the initiation of foster care. Such leave ordinarily must be taken all at once unless your supervisor agrees to an alternative leave arrangement that satisfies the operational needs of the College.

C. Medical leave for the serious health condition of yourself, your spouse, parent, son or daughter, may be taken when medically necessary. Depending on the circumstances, medical leave may be taken all at once, intermittently, or on a reduced leave basis. However, if your need for intermittent leave or leave on a reduced basis is foreseeable based on planned medical treatment, you must make a reasonable effort to schedule the treatment in a way that will minimize disruptions to College operations. The College may, with justifiable cause, ask you to modify your treatment schedule in order to better accommodate the College’s needs.

EMPLOYEE NOTICE REQUIREMENTS

A. If your need for family or medical leave is foreseeable, your request should be submitted in writing to your supervisor and the Director of Human Resources at least thirty days in advance. Otherwise, you must provide as much notice as is practicable under the circumstances. Such notice should include your reason for requesting leave as well as anticipated timing and duration. All requests must be approved by the Director of Human Resources.

B. If your need for family or medical leave, or its approximate timing, is not foreseeable, you are expected to give your supervisor notice as soon as possible under the circumstances. Ordinarily, such notice should be provided within one to two working days after you learn of the need for the leave.

C. You will be provided a detailed notice at the time you request family or medical leave, which specifies the College’s expectations and your obligations during such leave and the consequences of any failure to meet these obligations.

MEDICAL CERTIFICATION REQUIREMENTS

A. If you request a medical leave to care for a sick family member or because of your own medical condition, you must provide a doctor’s statement supporting your need for leave within 15 days after requesting leave.

B. A doctor’s statement will be required monthly, depending on the nature of the serious health condition, while you are on medical leave in order to certify your continuing need for leave. A doctor’s statement also may be required if you request an extension of leave, or if there is a significant change in circumstances related to your need for leave.

C. If you have been on medical leave, you must present a doctor’s statement certifying you are well enough to resume work, as a condition of returning to work. A medical certification also will be required if you are unable to return to work for medical reasons.

BENEFITS WHILE ON FAMILY OR MEDICAL LEAVE

A. You will be required to apply any unused vacation or floating holidays for an equivalent part of any otherwise unpaid family or medical leave. You must first exhaust any unused sick time that you have and thereafter your accrued paid vacation time and personal time. If you have no accrued paid time available, then your leave under this policy will be without pay.

Depending upon eligibility, you may receive sick pay and/or Short-Term Disability for the period you are physically unable to work. For eligibility, refer to the Sick Leave Policy and/or the Maternity Leave Policy in this Handbook.

Family and medical leave will be without pay except when an eligible employee uses accrued sick, vacation, or personal time to qualify for compensation during leave, or is eligible for short-term or long-term disability leave pay.

B. The College will maintain your health and dental insurance coverage, if any, for the duration of your family or medical leave as though you were continuously employed. The College will continue to pay its portion of your health and insurance premiums provided that you pay your contributory portion on a timely basis. You should contact the Director of Human Resources to arrange an acceptable payment schedule.

C. Life and Long-term Disability participation will continue uninterrupted for the 12- week period. However, you will be responsible for paying any supplemental amounts on a timely basis.

D. You will not accrue seniority or other benefits such as vacation or sick leave during any periods of family or medical leave. Employees are not eligible to begin receiving Short-Term Disability while on unpaid family and medical leave.

E. Paid or unpaid leave periods will be treated as continued service for the purpose of calculating pension and eligibility under the Tax-Deferred 403(b) Retirement Plan. However, the pension benefit is based upon earnings. If you are on a paid leave, you will have regular pension deductions. If you are on unpaid leave, you are not eligible to make pension contributions. For more information regarding the Tax- Deferred 403(b) Retirement Plan see Policy 6.7 or speak to the Director of Human Resources.

F. Reimbursement Accounts will continue during any paid leave. If you are taking an unpaid leave, you will have the option to increase post-leave contributions up to the maximum annual allowance.

G. In the event you fail to return to work after an unpaid family or medical leave is exhausted or expires, the College is entitled to recover health or other insurance premiums paid by the College during the leave period unless the reason you fail to return is due to: (1) the continuation, recurrence, or onset of a serious health condition; or (2) other circumstances beyond your control.

RETURN TO WORK

A. While you are on family or medical leave, you are expected to report periodically to your supervisor on your status and intent to return to work.

B. The College will make every effort to restore you to your original or equivalent position with equivalent pay, benefits, and other employment terms. However, in certain circumstances, particularly if it would create an undue hardship for the College, restoration may not be possible.

SUBJECT: BEREAVEMENT LEAVE

Depending on the relationship and circumstances, employees will receive a paid absence for three (3) full days for the death of a family member. Family members are defined as parent, guardian, spouse, child, stepchild, or sibling. Family members of either you or your spouse, or “significant other,” are included.

SUBJECT: JURY/WITNESS DUTY

Pine Manor College encourages employees to fulfill their civic responsibilities by serving jury duty or when summoned to testify as a witness on behalf of any city, town, county, state, or the federal government.

The College will pay the first three days of jury duty at the employee’s regular salary.

The employee must supply certification of service to Human Resources if less than three days are served.

Employees may be required to serve beyond the period of paid jury duty leave. Upon receipt of a jury slip and the jury duty check, the College will pay the difference between pay received for jury or witness duty and their regular Pine Manor salary. Employees must assign only the jury duty check to the College and not any other expense that he/she might incur.

Employees must show the jury duty summons or witness subpoena to their supervisor as soon as possible so that arrangements can be made to accommodate their absence.

If an employee is relieved of jury or witness duty early in the day, the College expects they will return to work for the remainder of the day.

SUBJECT: MILITARY LEAVE

Employees who are members of the National Guard or Ready Reserve of the United States Armed Forces and are required to participate in military training are entitled to a leave of absence for up to seventeen days per calendar year. You are required to provide reasonable advance notice to your supervisor of the date of departure and date of return. Upon immediate return and after providing documentation of satisfactory completion of the training, you generally will be restored to your previous position, or a similar position with the same status, pay and seniority.

In addition, federal law provides broad protection and rights for employees who leave their employment for the purpose of entering uniformed services for extended periods. “Uniformed services” refers to the Armed Services (including the Coast Guard), the Army National Guard and Air National Guard (when engaged in active or inactive duty for training or full-time duty), and the Commissioner Corps of the Public Health Service. The period of protection extends ordinarily for up to five (5) years. An employee who interrupts his or her career for uniformed service generally must give advance notice to the Director of Human Resources of the impending service and must report for work in a timely fashion after the period of uniformed service has ended.

SUBJECT: PERSONAL LEAVE

Under the Massachusetts Small Necessities Leave Act, employees who have worked at least 1,250 hours in a year, are eligible to take twenty-four hours unpaid leave during any twelve-month period to participate in school activities directly related to the educational advancement of a son or daughter of the employee, or to take a son or daughter to routine medical or dental appointments, or to accompany an elderly relative to routine medical or dental appointments or appointments for other professional services related to the elder’s care.

The College may require an eligible employee requesting such leave to use accrued paid vacation, unused personal leave, or unused sick leave for this purpose.

SUBJECT: RELIGIOUS HOLIDAYS

Time-off may be granted for religious observances other than those that occur on holidays observed by the College or on your regular days off. You must give at least one week’s notice to your supervisor of the need for time off for a religious observance, and you must use a floating, personal or vacation day to receive payment during the absence. The College may deny your request if it will cause “undue hardship” in the conduct of College business. “Undue hardship” would exist, for example, if your presence is indispensable to the orderly transaction of business and the work cannot be performed by another employee, or where your presence is needed to alleviate an emergency situation.

73 8. SEPARATION

SUBJECT: SEPARATION

Your employment with the College is on an at-will basis, which means that either you or the College are free to terminate your employment at any time for any reason. The termination of an employee’s service with the College would be classified as one of the following: Resignation, Dismissal, Layoff, position elimination, or Retirement.

Voluntary Termination

You may chose to leave the College at any time for any or no reason. In order to be eligible for rehire, in the event you resign your employment, you must notify the College in advance in writing.

An exempt employee is expected to provide their supervisor with written resignation notice at least one (1) month in advance of the effective date of termination. In cases where the transfer of work may require more time, it is urged that the terminating employee discuss the logistics with the supervisor and try to work out a mutually convenient schedule.

Involuntary Termination

Pine Manor College is an at-will employer. Therefore, you may be terminated at any time for any or no reason, with or without cause, and with or without notice.

Exit Practices

The Human Resources will coordinate final paperwork, including benefits information and final paycheck. The College will pay you for earned wages and earned but unused vacation time on the next regularly scheduled pay day if you resign from employment. If you are discharged by the College you should receive your final pay on the date of termination. You cannot extend your employment by using accrued vacation or personal days. If the last day of work falls before a holiday, you will not be paid for that holiday.

The Director of Human Resources will attempt to schedule an exit meeting with you on your last day of work. At the meeting, you will receive termination paperwork, return all College property and have an opportunity to discuss any observations about your employment with the College.

75 9. BUSINESS ETHICS

SUBJECT: BUSINESS TRAVEL EXPENSES

TRAVEL Travel performed in the course of conducting Pine Manor business must be approved by your department head in advance.

Expenses for approved travel must be approved in advance by your department head and will be paid or reimbursed by the College when properly documented by you and approved by your department head. You are expected to exercise reasonableness when incurring expenses while traveling on business. Any expenses deemed unreasonable relative to the circumstances will not be paid or reimbursed and will be your personal responsibility. All requirements outlined on the expense form must be met before reimbursement is made.

Request for reimbursement must be submitted within thirty (30) days of an employee’s return to the College. Otherwise, an employee’s request must be approved by his/her superior prior to submittal.

AUTOMOBILE USAGE Upon prior authorization of your supervisor, you may drive personal vehicles on Pine Manor business. You will be reimbursed for business use of personal vehicles at a rate set annually by the College. This reimbursement is to compensate you for the cost of gasoline, oil, maintenance, depreciation and insurance. In addition, when driving on PMC business, you may claim reimbursement for parking fees and tolls actually incurred. You are responsible for any driving or parking infractions or fines as a result of your driving.

Any employee driving a personal vehicle on PMC business must submit proof of a valid driver’s license and automobile insurance and have the authorization of his or her supervisor.

INSTITUTIONAL ADVANCEMENT Pine Manor may authorize you to engage in entertaining on behalf of the College and to pay for or reimburse such expenses, as approved within the budget. Prior authorization must be received in advance by your department head. Any expenses deemed unreasonable relative to the circumstances will not be paid or reimbursed and you will be personally responsible.

NOTE: Certain departments have adopted more specific guidelines for expense reimbursement.

MEAL REIMBURSEMENT

You will be reimbursed for reasonable meal expenses, up to an amount to be determined by the College while on PMC business which requires overnight stay or travel. No reimbursement shall be made for alcoholic beverages. You are expected to exercise reasonableness when incurring meal expenses while traveling on business. Any expenses deemed unreasonable in the College’s sole discretion shall not be paid or reimbursed and will be your personal responsibility.

Employees attending PMC meetings, events or activities where meal service is provided must take advantage of the provided meals. No reimbursement will be approved for employees attending such meetings.

SUBJECT: CONFLICTS OF INTEREST

The College supports the involvement of exempt employees in various outside activities that enhance their knowledge, understanding and overall professional growth. Such activities, undertaken for compensation or offered as contributed service, may include teaching, consulting, directorships, trusteeships, or community service. While engaging in these activities, you must ensure that ethical and legal conflicts of interests are avoided, and that the nature and extent of such activities do not overshadow or otherwise conflict with your full-time responsibilities to the College.

SUBJECT: EMPLOYEE SOLICITATIONS

The College generally does not permit organized solicitation of employees on the campus. The only exception is the Pine Manor College’s Annual Fund Drive. This policy covers oral, written and electronic mail solicitations.

Persons who are not employed by the College are prohibited at all times from distributing or posting materials, notices or literature, and are prohibited at all times from soliciting or selling items for any purpose on Pine Manor College property.

Supervisors and managers have the responsibility to inform such outsiders of these rules and, if appropriate, politely but firmly asking such persons to cease their actions and leave the premises or area. If such outsiders persist, Human Resources and Security should be contacted immediately.

Employees may not solicit another employee, for any purpose, on College property when either employee is on working time. Also, employees may not solicit another employee in work areas if such solicitation interferes with production, even when both employees are on non-working time. In order to keep working areas clean and free of litter, employees may not distribute any literature, notices or other material to another employee, for any purpose, at any time, in working areas or when either employee is on working time, regardless of whether or not employees are in working areas.

Definitions

“Working Time” does not include authorized lunch or rest periods or any other specified non-work periods of the day when the employee is not expected to be performing his or her duties or responsibilities, whether such non-work periods are paid or unpaid.

“ Work Areas” include those areas of Pine Manor College where employees perform their job duties or responsibilities but do not include rest areas, employee lounge areas, lunch rooms, cafeterias, and other such non-work areas.

80 10. HEALTH/SAFETY/ SECURITY

81 82 Policy: 10.1 Page: 1 of 1 Date: 1/2003

SUBJECT: FIRST AID/MEDICAL EMERGENCIES

It is the College’s policy to provide assistance in certain emergency situations through the Security Department and/or the Health Center. Employees should report all accidents or injuries promptly to their supervisor, Security, or Human Resources.

NON-EMERGENCY INJURIES OR ILLNESS

For minor scratches, cuts, splinters, bruises, or minor illnesses, the College recommends you utilize the infirmary at the Health Center (x717l).**

The Health Center will assess the injury or illness and may recommend transport to a medical facility for further treatment. In non-emergency cases, transportation will be by cab unless otherwise indicated by the injured/ill person.

The Health Center hours generally are:

Monday through Friday 9:00 a.m. to 5:00 p.m.**

If an injury or illness occurs when the Health Center is closed, contact Security at x7777.

MEDICAL EMERGENCIES

If you or a co-worker is experiencing a serious injury or illness (i.e. severe breathing difficulty, severe bleeding, loss of consciousness), contact Security at x7777 and request EMS (emergency medical services) be notified to respond. Be prepared to give the following information; location of the injured person, type and extent of injury, level of consciousness, treatment initiated at the scene.

Typically, all ill or injured persons will be transported to Beth Israel Hospital unless otherwise indicated by the injured/ill person. A representative of the College should accompany or follow the person to the hospital. Human Resources should be contacted by the person’s supervisor at the earliest convenience to report the incident.

** only while school is in full session

SUBJECT: SAFETY

Pine Manor College is concerned with the personal safety and health of each employee and the prevention of occupationally-induced injuries and illnesses. Safety and efficient operations go hand-in-hand, and it is the responsibility of every management employee to promote safe work practices.

However, each Pine Manor employee also has a responsibility for their own personal safety as well as the safety of their fellow workers. Pine Manor will endeavor to maintain mechanical and physical facilities of the College in good condition in order to provide safe and healthful working conditions and safeguard all employees.

It is the policy of the College to comply with all applicable local, state and federal legislation in relation to safety and health. Employees should immediately report any condition they feel is potentially unsafe or hazardous to their supervisor or Human Resources.

Employees who are injured in the course of employment and who are absent from work for such reasons are subject to and paid in accordance with the provisions of the Massachusetts Worker’s Compensation Law. Employee absences during statutory waiting periods for Worker’s Compensation may be charged to an employee’s accrued sick leave. Employees will be paid under the Massachusetts Worker’s Compensation Law for absences that occur after the statutory waiting period has been satisfied.

SUBJECT: S ECURITY

Personal safety and physical security are the shared responsibilities of every employee at Pine Manor College.

All supervisors and employees should be alert to security procedures such as the care and custody of keys, the placement of valuables in areas where they could easily be stolen, and the reporting of suspicious persons and activities.

Employees should report all suspicious persons and incidents to Security as soon as possible. The Director of Campus Safety should be contacted for any questions on personal safety, physical security and crime prevention.

SUBJECT: INCLEMENT WEATHER OR OTHER EMERGENCY CLOSINGS

At times, emergencies such as severe weather, fires or power failures can disrupt the operations of Pine Manor College. However, because of the College’s activities and the complexity of the College’s operations, there are certain essential College services that must be provided despite emergency situations.

There is a wide variation in where employees live and work, as well as in the need for them to be at work at any given time. Both the College and employees share a concern for completing work and in protecting the well-being of those performing the work.

The College expects employees to make every effort -- consistent with their own safety -- to be at work if at all possible. If it is necessary to close the College because of inclement weather or other emergencies, announcements will be made on WBZ-AM (1030) and WEEI-AM (590) by 7:00 AM. Additionally, all department supervisors participate in a telephone chain to help ensure that every employee is personally contacted. If weather and driving conditions improve before 1:00 PM, employees are expected to make an effort to come in to work.

If weather conditions are such that the College is open but an employee feels they are unable to come to work, the employee must use available personal or vacation time in order to be paid for the absence. Employees with no available personal or vacation time will not be paid for the absence.

With the approval of the President or her designee, supervisors may allow employees to leave work early due to extremely severe weather conditions. Based on the needs of the College, a supervisor, at their discretion, may require that the time lost be made up.

Employees will be paid for three (3) hours of work at a rate of no less than the basic minimum wage or actual time worked, whichever is greater, if the decision to close the College is made after the work day has begun.

Employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive regular pay. In addition, employees with access to PMC technological resources such, as PMC email and hard drives, will be required to work from home.

SUBJECT: EMERGENCY AND FIRE PROCEDURES

In the event of a fire, immediately leave the building and then call Campus Safety at x7777 or 911. All employees must immediately evacuate the buildings when the fire alarms are activated. In the event of an emergency, follow the direction of the Campus Safety Officers.

SUBJECT: SMOKING

In keeping with Pine Manor’s intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace.

This policy applies equally to all employees, students and visitors.

SUBJECT: PERSONAL APPEARANCE

Having staff who maintain a professional appearance is important to the culture of Pine Manor College. The image PMC staff projects must demonstrate that they are professional, productive, thorough and reliable providers of service. To this end, it is the policy of the College that an employee’s dress and grooming should be, in the College’s opinion, appropriate to the employee’s work situation.

Contact Human Resources if you have any questions as to what constitutes appropriate attire.

89 11. GENERAL INFORMATION

SUBJECT: TELEPHONE

The volume of telephone calls received by Pine Manor College attests to its important in conducting our business. The use of the telephone for personal calls should be kept to a minimum. Any personal toll call should be charged to the employee’s home telephone or a personal calling card. The employee is responsible for any toll calls. Employees may receive a statement of telephone charges from the Business Office for which they are responsible.

To assure effective telephone communication, employees should speak in a courteous and professional manner and identify their name and office. Messages indicating times, dates, and telephone numbers should be written and not trusted to memory.

The College publishes a Telephone Directory which lists all internal extension and other helpful information regarding College departments, and Pine Manor staff. A copy may be obtained from the Business Office. For information regarding the features of the telephone system, contact the Business Manager or Human Resources.

SUBJECT: INFORMATION SYSTEMS

Pine Manor College’s information systems (including the Internet, Intranet, e-mail, computer equipment and software) are the College’s property and may be used only for legitimate College- related communications and not for personal use. Information systems may not be used to conduct or engage in personal, commercial or profit-generating activities unrelated to the College’s business without prior written approval from your supervisor.

You must not engage in any web-based electronic chat room discussions (unrelated to your position), create any web-site that represents the College without prior written approval from your supervisor, or send or forward inappropriate e-mail messages. The use of information systems to sponsor, facilitate or participate in illegal activities is prohibited strictly. Illegal activities include lotteries, raffles, betting and other gambling for anything of value and participating or facilitating in the distribution of illegal goods and materials.

Users are strictly prohibited from using College information systems in any way that may be offensive to others, by transmitting, among other things, sexually explicit or obscene messages or cartoons, ethnic or racial slurs, or anything that may be construed as unlawful harassment or disparagement based on race, color, religion, sex, national origin, age, disability, ancestry, sexual orientation, marital status, military status, or any other status protected by law. Users violating this prohibition may be subject to disciplinary action, up to and including termination.

Users should have no expectation of privacy in connection with the entry, creation, transmission, receipt, or storage of data via the College’s information systems. Users waive any right to privacy in data entered, created, received, stored or transmitted via the College’s information systems, and consent to access and disclosure of such data by authorized Pine Manor College personnel. Pine Manor College reserves the right to access these systems at any time, with or without prior notice.

SUBJECT: MAIL ROOM

Because of the great volume of College mail, please limit personal mail sent to and from the College. All College mail is received and sent from the Mail Room located in the Ferry Administration Building.

Employees may use the postage facilities of the College for minor mailings, but must arrange reimbursement for all costs involved.

Although employees should avoid using copy machines for their personal use, employee may use copy machines from time to time for minor copying.

The Mail Room is also the location to report any items that are lost -- or bring any items that are found.

SUBJECT: CAMPUS FACILITIES

ATHLETIC FACILITIES Pine Manor College encourages all employees to participate in athletic activities as a means to better health. There, the athletic facilities of the College are available for use by employees as long as such use does not interfere with students’ use of these facilities.

- Tennis Courts - Platform Tennis Court - Weight Room - Dance Studio - Gymnasium (basketball, volleyball, badminton, aerobics) - Softball and Soccer Fields - Cross-Country Trail

All athletic activity must be on the employee’s own, and the College is not responsible for any injuries suffered during utilization of the facilities or College-sponsored activities.

Contact the Director of Athletics about availability of these facilities.

INFORMATION TECHNOLOGY

The Information Technology staff offers a wide variety of seminars dealing with many kinds of software. These seminars are open to all members of the Pine Manor community. Employees are required to pay the cost of materials used and need their supervisor’s permission to attend during work hours. Additional information may be obtained by contacting the Director of Institutional Technology.

CONCERTS, THEATERS, LECTURES

Employees, as well as their families and friends, are welcome to attend the cultural events sponsored throughout the year by the College. Information regarding these activities appears in the College newspaper and on bulletin boards located throughout the campus.

LIBRARY

Employees are welcome to use the Annenberg Library and may check out books and other materials. Information on the resources, services, and use of the library system is available at the front desk of the Library.

PARKING ON CAMPUS

Staff and faculty parking is available to employees at no expense. A parking permit must be obtained from Security and the parking sticker should be affixed to the employee’s car. Parking is allowed in designated areas only.

DINING HALL

The Dining Hall is housed in the Campus Center. Meals are served cafeteria style. Employees may use their employee I.D. cards to purchase meals in the Dining Center, and the payment will be deducted from their paycheck. The personal guests of employees may pay at the door.

SUBJECT: FOR YOUR INFORMATION

MAINTENANCE PROBLEMS

In the event of maintenance problems, contact the Business Office during regular working hours (x7120). After regular working hours, refer problems to Security (x7l92).

NOTARY PUBLIC

For those employees wishing to have materials notarized, a notary is available in the Business Office and/or through the Bursar.

PERSONAL PROPERTY

All personal property brought on the premises of the College is done so at the owner’s risk. Care should be taken to ensure that items of value are protected (e.g., through personal homeowners insurance), as the College bears no responsibility for any damage or loss that may occur.

PUBLICATIONS

The Publications and Media Relations Department provides access to College catalogues, brochures and news clippings and serves as the central source of external communications for College-related events.

PURCHASING PROCEDURES

An authorized purchase order is required before any commitment to purchase can be made. If an employee wishes to purchase essential goods or services for their department, a purchase order must be secured from the Business Manager and authorized by their supervisor.

96 12. NOTES

97 BO1 15445613.4