staff handbook PROVIDENCE COLLEGE Providence College does not discriminate in its admission or employment policies and practices on the basis of extrinsic factors such as race, gender, age, ethnicity, religion, national origin, disability, or status as a veteran of the Vietnam War era, or as a disabled veteran. The College complies with applicable federal and state legislation and regulations regarding non-discrimination. Inquiries should be addressed to:
Department of Human Resources Harkins Hall, Room 407 549 River Avenue Providence, RI 02918 WELCOME LETTER FROM Reverend Brian J. Shanley, O.P., President
Before it was a place name, providence was a theological term denoting God’s loving plan to bring each created being into fulfillment. Thus the name Providence College does not merely reflect the location of the school, but rather its deepest mission: to provide an environment where each person created in the image and likeness of God comes to understand his or her identity and role in God’s plan for us.
We are dedicated to providing a work environment that respects diversity in all its forms, values individuality, is free of harassment of any type, and brings personal fulfillment through each individual’s work.
The administrators and staff are a group of individuals who bring their collective talent to the campus, are dedicated to the College’s mission, and strive every day to ensure that the faculty and students enjoy an environment that promotes excellence in teaching and in learning.
As a Dominican institution, Providence College takes special interest in the well-being of everyone in its community. The policies, benefits, and services described in this handbook reflect that concern.
We know you will take pride in being a member of our community and in your association with the many distinguished professionals and skilled support personnel who contribute to our pursuit of excellence. We expect that your skills, enthusiasm, and team effort will make an important contribution to the advancement of our mission and the continued success of the College.
We believe that working together in the spirit of a mutual respect and goodwill will make employment with Providence College a productive and fulfilling experience for us all.
Sincerely,
Reverend Brian J. Shanley, O.P. President
STAFF HANDBOOK table of contents
Purpose 4 Annual Work Schedules 13 Founding of Providence College 4 Fiscal Year Schedule 13 Mission of Providence College 4 Academic Year Schedule 13 College Mission Statement 5 Regular Full-Time Schedule 13 About the Department of Human Resources 5 Regular Part-Time Schedule 13 Hours of Work 13 EMPLOYMENT PRACTICES Attendance and Timeliness 13 Workplace Environment 7 Lunch Periods 13 Equal Opportunity and Affirmative Action 7 Rest or Break Periods 13 Recruitment and Selection 7 Personnel Records 14 Respect within the Community 7 References 14 Employee Code of Conduct 7 Voluntary Terminations 14 Workplace Policies 8 Involuntary Terminations 14 Harassment 8 Reduction-in-Staff 14 Violence in the Workplace 8 Return of College Property 14 Sexual Harassment 8 Whistle Blower Provision 8 PAY POLICIES Americans with Disabilities Act 9 Pay Periods/Compensation 15 Religious Holidays 9 Payroll Deductions 15 Work/Family Commitment 9 Federal Withholding Tax 15 Flextime 9 Social Security Tax 15 Nepotism 9 Rhode Island State Tax 15 Drug-Free Workplace Policy 10 Temporary Disability Insurance 15 Smoke-Free Campus 10 Medical Insurance 15 Family Education Rights and Privacy Act 10 Dental Insurance 15 Gramm Leach Bliley Act 10 Group Supplemental Retirement Annuity 15 Privacy of Health-Related Information 10 Optional Supplemental Life Insurance 15 Employment Information 11 State Taxes other than Rhode Island 15 Regular Employment 11 Direct Deposit Banking 15 Regular Part-time Employment 11 Early Pay Check for Vacation 15 Temporary Employment 11 Salary Advance 15 Job Posting and Career Opportunities 11 Overtime 15 Fair Labor Standards Act 11 Shift Differentials 15 Administrative Staff (Exempt) 11 Support Staff (Non-Exempt) 11 Employment Testing 11 Proof of Right to Work 12 Employee Orientation 12 Probationary Period 12 Seniority and Service Dates 12
STAFF HANDBOOK
SALARY ADMINISTRATION PROGRAM LEAVE PROVISIONS Compensation and Classification 17 Vacation 27 Position Classification 17 Paid Holidays 28 Review of Position Descriptions 17 Sick Time 28 Salary Ranges 17 Medical Leave 29 Salary Administration and Salary Increases 17 Federal Family Medical Leave Act 29 Performance Evaluation Program 18 Rhode Island Parental and Family Medical Leave 30 Transfer 19 Bereavement Leave 30 Promotion 19 Jury Duty or Court Appearances 30 Military Reserve Leave 31 STAFF BENEFITS Unpaid Leave 31 Retirement Income 21 Providence College Pension Plan 21 GENERAL INFORMATION/COLLEGE FACILITIES/SERVICES Group Supplemental Retirement Annuity 21 Identification Card 33 Social Security 21 Phillips Memorial Library 33 Health Insurance 21 Providence College Bookstore 33 Dental Insurance 22 Alumni Hall Athletic Complex 33 Premium Conversion 22 Concannon Fitness Center 33 Health/Dental Buyout Plan 22 Peterson Recreation Center 33 Life Insurance 22 Dining Facilities 33 Optional Supplemental Life Insurance 23 Campus Publications 33 Long-term Disability Insurance 23 ATM Services 33 Flexible Spending Accounts 23 Cultural, Social, and Athletic Events 34 Temporary Disability Insurance 24 Use of Mailing Lists 34 Workers’ Compensation Insurance and Benefits 24 Office Attire 34 Unemployment Compensation 24 Personal Phone Calls 34 Employee Assistance Program 24 Solicitations 34 Tuition 25 Notary Services 34 Tuition Remission Policy 25 Suggestions 34 Undergraduate School 25 Environmental Health and Safety 34 Tuition Exchange 25 Office of Safety and Security 35 Graduate School 25 Emergencies 35 School of Continuing Education 25 On-Campus Parking 35 Tuition Assistance 25 Inclement Weather Procedure 35 Technology Usage 36 Copyright Policy and Guidelines 36 Confidentiality 37 Outside Employment 37
APPENDIX I Staff Problem Resolution Process 39
STAFF HANDBOOK
purpose
The purpose of this Handbook is to The information contained in this Handbook The driving force behind the development provide an outline of Providence College’s is designed for general guidance only. of the College was the late Rt. Rev. general employment guidelines and staff Nothing in this Handbook is intended to Matthew Harkins, D. D., Bishop of benefits. Because this Handbook is a imply or create contractual obligations Providence, whose dream it was to create product of continuing development and between the College and any or all of its a center of advanced learning primarily refinement, the information contained can past, present, or future employees. for the Catholic youth of Rhode Island. and may be changed, as circumstances However, the College's charter demon- demand, or as the College exercises its Under Rhode Island law, anyone employed strates that the founders intended PC to sole discretion to do so. The College by the College is an at-will employee; serve members of all religious faiths as it reserves the right to alter, modify, or therefore, either the employee or the reads: “no person shall be refused admis- terminate these or any policies at any time College may terminate the employment, sion . . . nor shall any person be denied without notice. The College may and will with or without notice, at any time with or any of the privileges, honors, or degrees in exercise its option to change, in whole or without any reason or cause. said college on account of the religious in part, any information which may be opinion he may entertain.” contained in this Handbook with or with- The Staff Problem Resolution Process out notice during or after employment. In (Appendix I) sets forth the procedures for Bishop Harkins’ negotiations with the addition, not every policy or practice of the resolving differences and for handling Dominicans of the Province of St. Joseph College is contained in, or referred to, in discipline/discharge cases. In this manner, and his gifts of approximately 17 acres of this Handbook. Should any provision of questions can be resolved regarding the land and $10,000 in scholarship funds the Staff Handbook require interpretation, employment relationship. All employees helped make Providence College a reality. the College will issue the interpretation. are expected to utilize these procedures With donations coming primarily from No individual can change or make whenever a question or disagreement Catholics of modest means, and a pledge exceptions to the information in the Staff concerning that relationship occurs. from the Province of St. Joseph to provide Handbook. Therefore, no one can rely on Unionized employees are governed also Dominican administrators and teachers, 4 an oral statement or direction that is by the respective collective bargaining the College broke ground for the imposing inconsistent with the Staff Handbook. agreements. Harkins Hall in 1917. Two years later, in September 1919, it opened its doors to 71 Unless otherwise noted, the policies and Questions arising from the contents students and nine Dominican faculty procedures in this Handbook apply to all and use of this Handbook should first be members. staff of the College excluding faculty. addressed to the Department of Human Nothing appearing in this Handbook or Resources, or, as necessary, to the THE MISSION OF in any other document constitutes any appropriate department of the College. PROVIDENCE COLLEGE understanding or agreement, written or Providence College aims at something unwritten, regarding or relating to the This Handbook supersedes all previously ambitious and critically important. It employment relationship. This Handbook published staff employment handbooks. attempts to provide an education for the is not considered and is not intended to whole person – body, mind, and soul – create an employment contract or any THE FOUNDING OF that bridges the common divides between guarantee with respect to any condition PROVIDENCE COLLEGE matter and spirit, God and creation, faith of employment. Providence College was founded in 1917 and reason. through a joint effort of the Diocese of Providence and the Dominican Friars In doing so, it affirms the distinctively of the Province of St. Joseph, with the Catholic sense of sacrament and grace, blessing of Pope Benedict XV and the and, like the black and white Dominican consent of the General Assembly of the habit, joins together apparent opposites in state of Rhode Island. a greater unity. If successful, this means that everyone at Providence College – faculty, administrators, staff, and students – will understand that they are made in the image and likeness of God, that their work, love, and play can be replete with God’s grace, and that they have a unique role in God’s loving plan, that is, in his providence.
STAFF HANDBOOK
about the department of human resources
COLLEGE MISSION STATEMENT The Department of Human Resources Providence College is a primarily under- promotes and supports respect for the graduate, liberal arts, Catholic institution individual contributions of each staff of higher education. Committed to member, open communication among fostering academic excellence through the community, the sharing of information the sciences and humanities, the College and ideas, and cooperation and teamwork. provides a variety of opportunities for Together, all at Providence College can intellectual, social, moral, and spiritual support and advance the Mission and help growth in a supportive environment. to maintain the College as an outstanding institution of higher learning. The College actively cultivates intellectual, spiritual, ethical, and aesthetic values The members of the Department of within the context of the Judaeo-Christian Human Resources are available to counsel heritage. These values are nurtured by the and advise employees and supervisors; to unique tradition of the Dominican Order explain College policies and procedures; to which emphasizes quality teaching and encourage and support creativity, produc- scholarship. tivity, and career advancement; and to offer assistance in mediation of conflict Providence College recognizes the unity resolution and/or management issues. of the human family that proceeds from its one Creator. It therefore encourages To learn more about the Department of the deepest respect for the essential Human Resources and the services and dignity, freedom, and equality of every benefits available to employees of the person and welcomes qualified women College, please visit the web site at: and men from all religious, racial, and www.providence.edu/Human+Resources/. 5 ethnic backgrounds. Providence College prepares its students to be responsible and productive citizens to serve in their own society and the greater world community.
To learn more about Providence College as a Catholic and Dominican institution, please visit the web site at: www.providence.edu/Mission+Ministry/.
STAFF HANDBOOK
EMPLOYMENT PRACTICES PAY POLICIES SALARY ADMINISTRATION PROGRAM STAFF BENEFITS
employment practices
WORKPLACE ENVIRONMENT opportunity and affirmative action policies, • Unauthorized possession, or use, or as well as with the College’s Hiring policy being under the influence of alcoholic EQUAL OPPORTUNITY which includes the search committee beverages on College premises or while AND AFFIRMATIVE ACTION process. This document is available from engaged in College business Providence College, both as an employer the Department of Human Resources. • Possessing, processing, dispensing, and as an educational institution, is com- selling, using, or being under the mitted to equal employment opportunity RESPECT WITHIN THE COMMUNITY influence of a controlled substance or for all persons without regard to race, Respect for the rights, dignity, and integrity illegal drug, or drug paraphernalia religion, age, gender, ethnicity, national of others is essential for the well-being of a (except in accordance with physician origin, disability, or status as a veteran of community. Actions by any individual that instruction) on College premises or the Vietnam era. This policy applies to all do not reflect such respect for others are while engaged in College business actions related, but not limited to, recruit- damaging to each member of the commu- • Disregard for safety and security of self ment, application processing, employment nity, and hence, damaging to Providence or others while on College property or procedures, job classification, rank, College. Each member of the community while engaged in College business transfer, promotion, tenure, termination, should be free from interference, intimida- • Use of profane or obscene language, training, performance evaluation, tion, harassment, or disparagement in the fighting, intimidating, threatening or compensation, or grievance procedures. work place, the classroom, and the social, harassing fellow employees, supervisory recreational, and residential environment. personnel, students, or visitors Providence College has a strong commit- • Possession or use, or threat of use, of a ment to affirmative action and to a diverse EMPLOYEE CODE OF CONDUCT weapon, firearm, or explosive on work force, and managers and supervisors Providence College is a community College property share responsibility for achieving the dedicated to the education of its students • Misrepresentation, falsification, or objectives of the Affirmative Action Plan within the context of the College’s Mission alteration of any official College of the College. and its values. Individuals employed at the documents or forms including, but College have the responsibility to treat not limited to, timecards, time sheets, 7 The College’s commitments to equal each other with dignity and respect, and to or employment applications opportunity and to affirmative action help one another while working within • Deliberate or reckless destruction of include, but are not limited to, the require- their respective areas. All employees are College property or equipment ments of Federal Executive Orders 11246 expected to exercise a high degree of • Conviction or entry of a plea of guilty and 11375, as amended, Section 503 of the integrity and sound judgment, and to or no contest to a felony or a 1973 Rehabilitation Act covering Vietnam behave ethically in accordance with gener- misdemeanor in state or federal court era veterans, Section 504 of the 1973 ally accepted sound business practices which carries a jail term of not less than Rehabilitation Act protecting the rights and with the Mission of the College. Each one year, or renders the employee of individuals with disabilities, the 1990 employee needs to respect and adhere to unable to perform the duties or Americans with Disabilities Act (ADA), the College’s behavioral expectations and responsibilities specific to a position and all applicable statutes of the state of to conduct himself/herself professionally. at Providence College Rhode Island. These commitments apply • Moral turpitude throughout the College and are the respon- The following examples of unacceptable • Violations of official College policy sibilities of all employees. The associate conduct, although not all inclusive, are and/or procedure. College policies vice president for human resources is meant to state what the College clearly would include those pertaining to responsible for ensuring consistent efforts believes is inappropriate behavior by its smoking, computer use, confidentiality, toward achieving the goals of equal employees. and other work-related processes opportunity and for maintaining records of compliance with the Affirmative Action • Failure to support and uphold the The above are examples that could result Program of the College. Mission of the College in immediate, involuntary termination. • Unwillingness or inability to work in An employee discharged for cause is not RECRUITMENT AND SELECTION harmony with others, discourteous eligible for rehire. Providence College The associate vice president for human conduct, or insubordination reserves the right to discipline employees resources regularly consults with the • Dishonesty, theft, or wrongful use or on a case-by-case basis and to terminate offices of the College about available possession of College property, employment without prior notice. positions, ensuring that recruitment and merchandise, funds, or the property screening procedures comply with equal of others
EMPLOYMENT PRACTICES WORKPLACE POLICIES SEXUAL HARASSMENT Anyone who believes he/she has been As a Catholic institution of higher learning, subjected to sexual harassment, or another HARASSMENT Providence College continually seeks to form of discriminatory harassment, is Providence College does not condone maintain an environment in which the encouraged to contact the associate harassment of any kind, against any group dignity and worth of all members of its general counsel and Title IX coordinator or individual, because of race, religion, community are respected. Discriminatory and/or the Department of Human ethnic identification, age, disability, or harassment of and by students, staff, and Resources for assistance. A copy of the gender. Such harassment is clearly in faculty is unacceptable conduct and Harassment Prevention Policy and conflict with the Mission and interests of is prohibited by federal and state law Grievance Procedures may be obtained the College as an educational community, and by College policy. The College’s from the Department of Human Resources and in many cases, with provisions of law. anti-harassment policy applies to all or the Office of General Counsel. It is students, faculty, and staff in both on- and also posted on the College’s web site: VIOLENCE IN THE WORKPLACE off-campus College-sponsored programs www.providence.edu/General+Counsel/ All members of the College community and activities. The College does not Policies/. share the responsibility to maintain a tolerate such misconduct, including any climate of behavior which does not foster associated retaliatory behavior, and anyone WHISTLE BLOWER PROVISION acts of violence and aggression. Acts of who engages in this behavior may be (SARBANES-OXLEY ACT) violence and aggression include verbal or subject to disciplinary procedures. The Sarbanes-Oxley Act of 2002 was physical actions that are intended to create brought into effect to address certain fear or apprehension of bodily harm, or Common types of harassment are based illegal and unethical behaviors exhibited in threaten the safety of others in the work- on a person’s race, color, national origin, corporations. Some provisions of the act place. This could include actions by any gender, religion, age or disability. This affect both for-profit and not-for-profit member of the College community as well includes harassment of an individual in organizations. as incidents in personal lives that could terms of a stereotyped group characteristic, 8 affect the workplace. Any acts of violence or because of that person’s identification The Whistleblower Provision of the act, to should be promptly reported to one’s with a particular group. This behavior can which Providence College must comply, supervisor or to the Department of Human be exhibited in visual, physical, verbal, requires that individuals wishing to report Resources. In the case of an emergency, and/or written form. Sexual harassment is concerns dealing with alleged unethical or contact the Office of Safety and Security unwelcome behavior of a sexual nature, or illegal behavior, have a method to report at Ext. 2222. Incidents of violence in the gender-based, that is severe or pervasive, anonymously and confidentially, and be workplace are considered to be serious and that creates a hostile or abusive assured of protection from any retaliation. misconduct and will not be tolerated. learning, working, or living environment, thereby unreasonably interfering with a To comply with the Whistleblower person’s ability to learn or work. This type provision, the College has contracted with of behavior may occur between/among EthicsPoint, a comprehensive and co-workers, and may be directed to anonymous internet and telephone based persons of the opposite or same sex as reporting tool that assists management that of the harasser. and employees in working together to address fraud, misconduct, and other Depending on the circumstances, such violations in the workplace, while helping behavior may not be severe or pervasive to cultivate a positive work environment. enough to create a hostile environment; however, it can make co-workers or students uncomfortable. Accordingly, the College considers such behavior to be inappropriate, and it therefore may result in disciplinary action regardless of whether it is unlawful.
EMPLOYMENT PRACTICES To report via the toll free phone number, The Department of Human Resources An employee is able to apply to his/her call 1.800.523.5145. To make a report will work closely with persons who have supervisor for flextime scheduling. via the internet, go directly to www. documented disabilities, or assert to Approval depends upon many factors ethicspoint.com and follow the links have such disabilities, so that they may including, but not limited to, the demands under “File a Report…” or visit the adequately fulfill their job-related duties placed on the employee, assurance of Providence College homepage, click on and responsibilities. sufficient coverage in his/her department Faculty/Staff, click on Human Resources, during the hours when the College is and click on Ethics. This will connect RELIGIOUS HOLIDAYS open, having appropriate resources directly to the EthicsPoint link. Providence College respects the rights of available during off-hours (i.e. computers, all members of the community to observe copying machine, etc.), having sufficient AMERICANS WITH DISABILITIES ACT religious holidays. The College expects assigned work which can be completed (ADA) employees to be willing to use available beyond normal hours, being able to work The Americans with Disabilities Act of paid (vacation) or unpaid time, whenever without supervision, and other factors. 1990, as amended, is a federal law that possible, when requesting time to observe prohibits discrimination in employment on religious holidays. All employees are Any approval of flextime is subject to the the basis of disability. To be protected by encouraged to find ways of achieving this support of the employee’s supervisor, the the ADA, a job applicant or an employee goal, while at the same time minimizing divisional vice president, and the human must have a documented disability. The interruption to the business of the College. resources department. Granting flextime to ADA states that any person who has a any employee does not insure an indefinite physical or mental impairment that WORK/FAMILY COMMITMENT arrangement. Requests should be renewed substantially limits one or more major life Providence College believes the well-being annually and should include a start and activities, any person who has a history or of employees is tied to a careful balance of end date. However, any arrangement may record of such impairment, or a person work and family responsibilities. Therefore, be modified or revoked at any time as the who is perceived by others as having such the College strives to provide a work envi- needs of the College, the office, or the impairment, is considered to be a person ronment which enables employees to be employee change. 9 with a disability. supportive family members and parents. NEPOTISM In accordance with Title I of the ADA, FLEXTIME The College permits individuals from the Providence College is obligated to provide In order to recognize the varied and same family to work at Providence College qualified individuals with disabilities an changing personal needs of staff members simultaneously. However, individuals from equal opportunity to benefit from the full and to support staff as they encounter the same family are not permitted to range of employment-related opportunities work/family concerns, the College provides supervise one another, either directly or available to others. Therefore, qualified flextime. Flextime may be utilized by staff, indirectly, or to work directly with one applicants and employees with disabilities as deemed appropriate by the supervisor, another. For further information, visit the are protected from discrimination on the in concert with the Department of Human College’s web site at: www.providence.edu/ basis of disability in the areas of hiring, Resources. Flextime recognizes employees’ General+Counsel/Policies/. promotion, discharge, pay, job training, obligations to respond to personal needs, fringe benefits, classification, referral, such as taking children to and from day and other aspects of employment on the care, helping elderly parents, short-term basis of disability. The College will make family needs, and so forth. Flextime reasonable accommodations that do not enables an employee to adjust daily work create an undue hardship or burden on the schedules to meet his/her special needs College with respect to the known physical while still fulfilling the requirements of or mental limitations of otherwise qualified his/her position at the College. individuals with disabilities.
EMPLOYMENT PRACTICES DRUG-FREE WORKPLACE POLICY Providence College is committed to PRIVACY OF HEALTH-RELATED Under the Drug-Free Workplace Act of complying with FERPA regulations. INFORMATION 1988, Providence College is required, and All employees are required to report The Health Insurance Portability and is committed, to maintaining a drug-free suspected problems, breaches, or Accountability Act of 1996 (HIPAA) is the environment for its employees and its inadvertent disclosures to the Office first-ever federal privacy law to establish students. This environment is guaranteed of the General Counsel. Contact the Office standards for the protection of medical to be free from the unlawful manufacture, of Academic Records for FERPA-related information and records. HIPAA’s goals distribution, dispensing, possession, policies and procedures. are to assure that individuals have access or use of controlled substances on to their health records and that informa- Providence College property or during GRAMM LEACH BLILEY ACT (GLBA) tion in those records is not made available the course of College business. Under the Gramm Leach Bliley Act to unauthorized persons, especially during (GLBA), Providence College is required to the electronic transmission of information. SMOKE-FREE CAMPUS safeguard nonpublic personally identifiable Under HIPAA, protected health informa- Providence College is a smoke-free financial information that it obtains from tion (PHI) may be shared without patient campus. Smoking is prohibited inside all a student, student’s parent or spouse, authorization only by a “covered entity” College-owned or operated buildings. employee, alumnus, or other third party, in to another “covered entity” when the Smoking is allowed outside campus the process of offering a financial product information is needed to provide treat- buildings only in designated smoking or service. ment or to bill for treatment; otherwise, areas. However, no outside smoking area patient authorization is needed. The law is within 50 feet of a building pursuant to In order to continue to protect critical defines a covered entity as a “health care Rhode Island law. For a list and map of information, Providence College has provider that conducts certain transactions designated smoking areas, please inquire adopted the Information Security Program. (administrative or financial) in electronic at the Office of the General Counsel or This program is designed to protect form, a health care clearinghouse, or a the Department of Human Resources. against unauthorized access to health plan.” Health plans, pharmacies, 10 confidential information that could result doctors, hospitals, and other health care FAMILY EDUCATION RIGHTS in substantial harm or inconvenience to providers are all covered entities. The AND PRIVACY ACT (FERPA) our students, alumni, or employees. HIPAA privacy rule establishes strict The Family Education Rights and Privacy All employees are required to report guidelines that covered entities must Act (FERPA) prohibits the College or its suspected problems, breaches, or follow to protect the confidentiality of PHI. employees from disclosing personally inadvertent disclosures to the GLBA identifiable information from student Program Coordinator. For more details, Although the College is not a covered education records – even to parents – visit the web site at: www.providence.edu/ entity, and thus not subject to HIPAA without prior written consent of the General+Counsel/Policies/. regulations, the College realizes that its student. These records include transcripts, records may contain confidential health grade reports, exams and papers, class information. Therefore, the College is schedules, financial aid information, and guided by HIPAA’s high standards for disciplinary records. Personally identifiable preserving privacy and will permit access student records whether maintained to and disclose PHI only when properly electronically, on paper, or in email form, authorized to do so. are protected from improper disclosures. Such disclosures would include written and verbal communications. Rhode Island law also protects the confidentiality of these records.
EMPLOYMENT PRACTICES EMPLOYMENT INFORMATION Temporary employees on the College ADMINISTRATIVE STAFF (EXEMPT) payroll usually are not entitled to fringe These employees are determined to be REGULAR EMPLOYMENT benefits. Typically, temporary employees exempt (not eligible for overtime) under An employee is considered to have regular substitute for employees on extended the provisions of the Fair Labor Standards employment if (1) the individual holds a leave, to assist in the completion of a Act. Employees in this classification are position which is part of the regular staff special project, or when there are delays in paid monthly and are not eligible for of the department (sometimes referred filling vacancies. If through the position payment of overtime. to as holding a “regular budgeted position posting process, an in-house temporary within the department”) and (2) at the employee is hired as a regular budgeted SUPPORT STAFF (NON-EXEMPT) time of hire, there is no specific ending employee, he/she will become eligible These employees are determined to be date to the employee’s tenure in that for benefits as of the first of the month non-exempt (eligible for overtime) under position. following the official hire date. When deter- the provisions of the Fair Labor Standards mining pension eligibility, an employee’s Act. They are required to complete weekly Staff occupying regular budgeted positions temporary service will be considered time reporting documents. Employees in may be entitled to benefits. This definition provided there has been no break in service. this classification are paid bi-weekly and is not intended to be a commitment of are eligible for overtime pay at straight continuous employment. JOB POSTING AND time between 35 and 40 hours and at time CAREER OPPORTUNITIES and one-half for hours actually worked in REGULAR PART-TIME EMPLOYMENT The College encourages and supports the excess of 40 hours during the College- An employee is considered to have regular professional advancement of employees defined work week. part-time employment if (1) the individual through internal promotion and transfer occupies a regular budgeted position but opportunities. All full-time and part-time Within the major employment categories has been hired for not less than 17.5 hours open positions can be accessed through defined above, employees are further and not more than 34 hours per week; and the Department of Human Resources designated as having either a regular or (2) at the time of hire, there is no specific internal web site. Positions are also posted temporary appointment. 11 ending date to the employee’s tenure in on centrally located bulletin boards. that position. This definition is not intended EMPLOYMENT TESTING to be a commitment of continuous Employees who are interested in a posted Full or part time regular employment employment. The individual who occupies position must have been in his/her current in Physical Plant is contingent upon a regular budgeted part-time position position for a minimum of twelve months. the results of a medical examination is not eligible for benefits except for To apply for a posted position, the employee performed by an outside service. All participation in a Group Supplemental needs to complete a Job Posting Application physical examinations are given in Retirement Agreement (GSRA). form which can be accessed through the compliance with ADA regulations. Department of Human Resources web site Full-time or part-time regular employment TEMPORARY EMPLOYMENT at: www.providence.edu/Human+ in the Office of Safety and Security is An employee is considered to have Resources/Forms. contingent upon the results of a medical temporary employment if the individual examination, a psychological exam, and a occupies a regular position but has been FAIR LABOR STANDARDS ACT (FLSA) criminal background check performed by hired only for a defined period of time. The Fair Labor Standards Act (FLSA) is a outside services. The College reserves the Temporary positions are defined as those federal law that regulates how positions right to test applicants in other work areas which, at the time they are established, are determined to be eligible or not eligible as required by law. are not expected to be part of the regular for overtime earnings. budgeted staff of the department. Any position which is not expected to exceed one year in duration is generally considered to be a temporary position.
EMPLOYMENT PRACTICES PROOF OF RIGHT TO WORK PROBATIONARY PERIOD SENIORITY AND SERVICE DATES All newly hired regular or temporary All new regular exempt employees are A regular employee’s seniority date employees are required to present proof considered to be on probationary status is based on the length of continuous of identity and employment eligibility for the first six (6) months of employment. full-time service with the College since (Form I-9) to the Department of Human For the first three months of employment, the most recent date of hire. A regular Resources within three days after com- regular exempt employees may take employee’s service date is based on total mencement of employment to satisfy vacation only with the prior approval of length of regular service with the College the requirements of the Wage and Hour the supervisor. and may be adjusted to reflect interrup- Administration, and Immigration. tions of service. For seniority purposes, Failure to do so can result in loss of All new regular hourly employees are regular part-time service, which is one’s position. considered to be on probationary status continuous from the most recent date of for the first three (3) months. The supervi- hire, is computed on the basis of full-time EMPLOYEE ORIENTATION sor, with the approval of the associate service, i.e., two years of half-time service It is the College’s policy to acquaint new vice president for human resources, may is equal to one year’s seniority. employees with their duties and to make provide an extension to allow an employee them feel a part of the College as quickly and the department time to address Employees who enter military service as possible. performance issues. and have reemployment rights within applicable federal law maintain their It is the responsibility of the Department Hourly, non-union employees on seniority and service dates. of Human Resources to provide a review probation accrue vacation, holidays, of the Mission Statement, salary, and and sick days from the beginning of Temporary employees do not have service benefit policies to new employees. New employment, but are not allowed use of or seniority dates. employees should contact the Department vacation time during the first three (3) of Human Resources during their first months of employment unless special 12 three (3) days of employment to complete permission is obtained from their supervi- all forms and arrange for an employment sors. Employees covered by a collective orientation. Commencement of computer, bargaining agreement are governed by the email, and benefit coverage begins once terms of the agreement. If an employee is all appropriate paperwork has been terminated during the probationary period, completed. It is the responsibility of the vacation benefits are not paid. immediate supervisor and department head to acquaint each employee with Probationary employees are paid for department policies and procedures and official College holidays which occur to train new employees as necessary. during the probationary period.
EMPLOYMENT PRACTICES ANNUAL WORK SCHEDULES HOURS OF WORK In cases of continued, undocumented The operation of the College requires The standard work week for most employee absence or tardiness, the different annual work schedules based administrative and staff employees immediate supervisor will issue a written on the needs of each department. The consists of seven (7) hours per day, five (5) warning to the employee and send a copy following describes the usual annual days per week, or thirty-five (35) hours. to the Department of Human Resources. work schedules: Most administrative offices of the College Further incidents of lateness or absence conduct business between 8:30 a.m. and will be grounds for disciplinary action, up FISCAL YEAR SCHEDULE 4:30 p.m., Monday through Friday, during to, and including, termination. Employees in this category are expected the academic year. The Department of to work twelve (12) months. The College’s Physical Plant and the Office of Safety LUNCH PERIODS fiscal year is July 1 through June 30. and Security usually have a standard work The College provides a daily, unpaid lunch week of 40 hours. Their work may include period scheduled by the supervisor and ACADEMIC YEAR SCHEDULE weekdays and weekends either on a determined by the needs of that office or Employees on an academic year schedule regular, seasonal or alternating basis. department. Lunch periods are staggered work fewer than twelve (12) months during to provide continuous coverage in offices a fiscal year, generally while the College Variations of work hours exist in some that need to remain open throughout is in session. The academic year is defined departments and some employees have the day. Lunch periods are either one half as beginning prior to the first day of work schedules of less than 35 or 40 hours hour or one hour depending on normal classes in the fall and ending after per week. During the summer months scheduled workweek hours. commencement. official business hours may be altered by the College. REST OR BREAK PERIODS REGULAR FULL-TIME SCHEDULE It is general practice for the College to Most clerical, office support, and some ATTENDANCE AND TIMELINESS allow two 15-minute, on-campus, rest or technical positions have a regular schedule Employees who are unable to report for break periods (usually mid-morning and of at least 35 hours per week. However, work, or who will be delayed in getting to mid-afternoon) in the course of a work day, 13 some positions in these categories call for work, are responsible for notifying their if work permits. By Rhode Island law an schedules up to 40 hours per week. The immediate supervisor well in advance of employee must take a minimum break of Department of Physical Plant, the Office of the regularly scheduled starting time or, in twenty (20) minutes if they are working Safety and Security, and Schneider Arena an emergency situation, as soon as is over six (6) hours per day. Rest periods personnel have a regular schedule of 40 practical. Each department head is given are paid time and are scheduled by the hours per week. Full-time employees work the discretion to set minimal notice supervisor in accordance with the needs of a minimum of 35 hours per week. requirements based on operational needs each department or office. Time allowed or departmental requirements. An employee for rest and break periods is neither REGULAR PART-TIME SCHEDULE who is absent due to illness for three or cumulative nor compensatory. Other than Employees in this category work regular more consecutive work days is required during luncheon periods, employees are schedules of not less than 17.5 hours nor to submit a physician’s note of explanation requested not to leave campus unless it more than 34 hours in a work week. to his/her supervisor. An employee who is in conjunction with a work assignment. is absent due to illness for five or more If the need arises for an employee to be consecutive work days is required to apply away from the premises, the supervisor for Family Medical Leave. should be consulted before the employee leaves campus.
EMPLOYMENT PRACTICES PERSONNEL RECORDS contact the employee who resigns to Severance pay is provided to employees Providence College protects the privacy of schedule an exit interview to discuss the involved in a layoff, reduction-in-staff, or its employees by restricting personnel data transition from College employment. If similar circumstance, but is not offered to to those needed for business, legal, or necessary, the employee’s supervisor will an individual who is discharged or unable contractual purposes; by limiting internal assist the employee in setting up an exit to perform his/her job responsibilities. access to personnel data to those with a interview. need to know; and by releasing informa- REDUCTION-IN-STAFF tion from the personnel files externally An employee who is absent from work Should circumstances occur that require only with the employee’s consent or to for five (5) consecutive work days without a reduction-in-staff, seniority and meet legal or contractual requirements. notifying and receiving permission from demonstrated ability are the criteria An employee may have access to, and his/her immediate supervisor (barring used to determine which employees are include comments on, information in any unusual circumstances that preclude retained. Seniority governs except where his/her own personnel file folder. If any timely notification) is assumed to have the College determines that the more employee wishes to see his/her personnel resigned his/her position at the College. senior individual does not demonstrate file, an appointment should be made with the ability to do the required tasks. The the Department of Human Resources. INVOLUNTARY TERMINATIONS determination of qualifications and ability The College strives to minimize the impact is made by the College. For purposes of payroll, insurance deduc- of work force reductions on its full-time tions, mailings, and emergency contacts, employees by giving prompt notice, by Employees subject to reduction-in-staff all changes in name, address, telephone, reassigning to other duties where practical, are given consideration in filling open dependents, marital status, etc., should be and/or by providing severance payments positions for which they are qualified, at reported to the Department of Human where reduction-in-staff is necessary. the sole determination of the College. Resources as soon as possible. There are several types of involuntary If employees are to be recalled from 14 REFERENCES termination: a reduction-in-staff, the recall is in Only the Department of Human Resources accordance with seniority and demonstrated is authorized to officially respond on 1. Discharge – Due to either ability to meet the requirements of behalf of the College to reference requests. (a) substandard job performance or available positions. The determination of On occasion current College employees (b) violation of Providence College qualifications is made by the College. may be contacted and asked to provide policies or procedures. This discharge employment reference information is usually without prior notice. Employee rights to recall from reduction- concerning a former or current employee. 2. Layoff – Due to temporary lack of work. in-staff are limited to six (6) months after If an employee is asked to provide a 3. Reduction-in-Staff – Due to job the day of the reduction. reference, the request should be referred elimination. to the Department of Human Resources. 4. Performance – Due to non-performance RETURN OF COLLEGE PROPERTY of a job after prior review has been When an employee transitions from VOLUNTARY TERMINATIONS provided. Discharge for non- Providence College for any reason, he/she An employee who voluntarily resigns performance without notice can occur must return any College property in his/her position is expected to provide during the probationary period, or in his/her possession such as College two weeks notice to the College. A written the case of serious violation of College Identification, office and desk keys, library resignation must be submitted to the policies and procedures. books, computers, portable phones, credit supervisor, with a copy sent to the cards, parking tags, leased automobiles, associate vice president for human Every reasonable effort is made to etc. The human resources representative resources. The employee is requested to give employees as much advance and the supervisor will assist the employee state the reason for the resignation. The notice as possible of pending layoff or in making sure all property is returned. Department of Human Resources will reduction-in-staff.
EMPLOYMENT PRACTICES EMPLOYMENT PRACTICES PAY POLICIES SALARY ADMINISTRATION PROGRAM STAFF BENEFITS
pay policies
PAY PERIODS/COMPENSATION MEDICAL INSURANCE OVERTIME (HOURLY EMPLOYEES) The Providence College work week begins A pretax deduction is made for an It is sometimes necessary for the College on Sunday and ends on Saturday. Hourly employee’s share of the cost of health to require an hourly employee to work in employees are paid bi-weekly, generally care and is subject to change. excess of forty (40) hours per week. Under on Fridays, for work performed during the federal guidelines, when this happens, two previous weeks. Exempt employees DENTAL INSURANCE time and one-half the regular hourly rate is generally are paid monthly on the last A pretax deduction is made for an paid to hourly employees for actual hours business day of the month. employee’s share of the cost of dental worked over forty (40). Time and one-half care and is subject to change. also is paid for overtime hours worked Federal and state laws require that time on a Sunday, holiday, or non-scheduled records be maintained for hourly GROUP SUPPLEMENTAL workday (if not part of the regularly employees. Actual hours worked are RETIREMENT ANNUITY scheduled work week). All overtime hours recorded by the employee on timecards Upon hire, employees may choose to must be approved by the supervisor and and are certified by the immediate participate in a GSRA and invest the funds the Department of Human Resources prior supervisor. Individual departments will in either TIAA-CREF or T. Rowe Price. to being worked. maintain records on such matters as attendance, vacation eligibility/usage, OPTIONAL SUPPLEMENTAL Each supervisor is responsible for and sick time. Administrative employees LIFE INSURANCE assessing the need for overtime. If complete monthly timesheets recording An employee is eligible to purchase possible, the supervisor will attempt to used vacation and sick time. Falsification optional supplemental life insurance accommodate employees who, for of time records is cause for disciplinary on the first of the month following the personal reasons, have difficulty action, which may include suspension date of hire. complying with an overtime request. and/or termination of employment. Accommodation is subject to the STATE TAXES OTHER minimum operating requirements of PAYROLL DEDUCTIONS THAN RHODE ISLAND the department. 15 The following are required federal and If you live in a state other than Rhode state payroll deductions: Island, you may request the payroll office Compensatory time off, in lieu of pay to deduct additional taxes for that state. for overtime, is not permitted under FEDERAL WITHHOLDING TAX Rhode Island state law. This deduction is computed from Internal DIRECT DEPOSIT BANKING Revenue Tax Tables, based on marital Regular employees generally have pay Holidays, vacation days, and bereavement status and the number of exemptions checks automatically deposited in a bank days are considered days worked for the claimed on Form W-4. If an employee of his/her choice. The check can be purpose of calculating overtime. Sick wishes to change the number of deposited into two accounts and may be leave, whether regular sick time or exemptions, Form W-4 is available in split between a checking and savings worker’s compensation time, and all the payroll office. account. other leaves used during the work week, are not included as hours worked for the SOCIAL SECURITY TAX (FICA) EARLY PAY CHECK FOR VACATION purpose of overtime calculation. This deduction is computed at the An hourly employee may ask for his/her Employees covered by a collective rate prescribed by law and is matched pay check in advance, payable on the bargaining agreement are governed by the College. bi-weekly payroll occurring before the by the terms of the agreement. vacation begins. Timecards must be RHODE ISLAND STATE TAX completed and given to the payroll SHIFT DIFFERENTIALS This deduction is computed from state department at least three (3) weeks in Hourly employees, governed by a Tax Tables using information from the advance of the vacation to insure that collective bargaining agreement and employee’s W-4 form. the check is processed on time. assigned to night-shift hours, are entitled to a premium above the normal pay rate. TEMPORARY SALARY ADVANCE DISABILITY INSURANCE An employee may request a salary advance The cost of the state Temporary Disability once every twelve months. The request Insurance is established by the state of must be in writing and approved by the Rhode Island. This rate is subject to immediate supervisor and the associate change on an annual basis. vice president for human resources.
PAY POLICIES
EMPLOYMENT PRACTICES PAY POLICIES SALARY ADMINISTRATION PROGRAM STAFF BENEFITS
salary administration program
COMPENSATION POSITION CLASSIFICATION When a position becomes vacant, the AND CLASSIFICATION Each administrative and support staff supervisor is expected to review the The compensation and classification position is assigned a grade utilizing a current description before recruitment plan at Providence College is designed point factor evaluation method which begins. In cases of significant changes to achieve the following objectives: consistently applies ten to twelve well- in job content, a Position Description defined factors to many disparate Questionnaire must be completed. If • Provide for the continued retention positions. Factors include, but are not there are minor changes in job content, and attraction of competent, quality limited to, competencies such as Required adjustments to the current position employees Knowledge, Accountability, Problem description may be made by the supervisor • Compensate based on the Solving, Job-Related Demands, and and returned to the compensation analyst. contributions, content, and Responsibility. The classification system The compensation analyst will provide complexity of the work may be reviewed and changed periodically. guidance and assistance on which • Recognize and reward exceptional Each position receives a grade assignment process to use. contributions within a salary grade structure. Grade • Provide salaries that are commensurate structures are reviewed annually utilizing SALARY RANGES with the defined market local, regional, and national survey data. Each grade has a salary range with a • Ensure equitable salary administration minimum, midpoint, and maximum dollar throughout the College The Department of Human Resources value. Salary ranges are adjusted annually, • Provide guidelines for salary reviews survey data for all benchmark subject to approval by the executive vice recommendations positions annually. A benchmark position president and the associate vice president • Establish a salary grade schedule is a position with standardized characteris- for human resources. tailored to the needs and organization tics so detailed that other positions can be of the College compared to the benchmark position as SALARY ADMINISTRATION • Make transparent to the internal being above, below, or comparable to it. AND SALARY INCREASES community all policies, procedures, and Benchmark positions are used for making Employees are normally hired between 17 guidelines related to the compensation pay comparisons both within and outside the minimum and the midpoint of the program the College. Employees covered by a position’s grade range to which a position • Assist in compliance with federal collective bargaining agreement are has been assigned, depending on regulations and affirmative action goals governed by the terms of the agreement. experience and qualifications. Exceptional qualifications or experience, internal salary Every staff position has a description REVIEW OF POSITION equity within a grade, or external prevailing which communicates information about DESCRIPTIONS AND/OR GRADE wage level consideration, may warrant a the duties, responsibilities and minimum CLASSIFICATION higher salary in some cases with the prior qualifications for the position upon being When an employee or a supervisor written approval by the direct supervisor, hired. Each employee is given a copy of believes that changes in the responsibilities the divisional vice president, and the asso- his/her position description to ensure that of a position are significant enough to ciate vice president for human resources. he/she understands the responsibilities warrant a review of the position descrip- involved. tion, he/she completes a Position Movement through the range is achieved Description Questionnaire (PDQ), signs through merit increases, which are the PDQ, and has the divisional vice contingent upon performance, and are president approve the request. The super- available annually on July 1. The maximum visor then contacts the compensation percentage allowed for merit increases is analyst to initiate the review. A review of approved each year by the President and a particular position can be requested the Cabinet. once per year.
SALARY ADMINISTRATION PROGRAM PERFORMANCE A review of performance is initiated by the supervisor using the position description EVALUATION PROGRAM as criteria as well as previously agreed upon goals and objectives. The supervisor A formal annual performance appraisal designates one of the following five defined levels of performance to the appraisal: program helps to promote better communication between an employee and Level Definition his/her supervisor, allows employee input, and facilitates job performance standards (E) Exceptional Individual consistently makes unique and substantial based on established goals and objectives contributions to the department. Individual works at a pertinent to the position description. more superior, creative, and productive level than the A performance review is prepared by position requires. Performance continuously approaches the supervisor and communicated to the highest level of achievement. the employee so that the employee understands performance expectations. (C) Commendable Individual regularly exceeds the competencies and A performance plan is communicated requirements of the position. to a new employee prior to the end of the probationary period. (FC) Fully Competent Individual consistently fulfills the requirements of the position. All employees receive an annual performance review which is effective on (NI) Needs Improvement Individual fulfills some requirements of the position, July 1. Review forms are available under but must demonstrate improvement. Forms at the human resources web site at: www.providence.edu/Human+Resources/ (U) Unacceptable Individual does not fulfill basic requirements of the Forms/. Managerial/supervisory employees position and as a result, employment may be affected. must complete a self-evaluation prior 18 to the performance review. The self-evalua- A rating of E, C, FC, or, NI may result in a merit increase based on a combination tion form is also on the human resources of the rating and an employee’s place in his/her grade range. The increase is web site. Employee feedback concerning added to the employee’s current base salary. The amount of the merit increase job satisfaction, career goals, and position is determined annually, based on budgeting consideration and approval by the responsibility is encouraged during the President and the Cabinet. appraisal, as well as at any time during the year. Individuals joining the College between January 1 and March 31 of each fiscal year are eligible for one-half of the full merit award based on the performance review. Individuals joining the College after April 1 are not eligible for any merit award. Temporary employees, as well as employees in grant-funded positions, are exempt from this program.
Details of this program can be obtained from the human resources department.
SALARY ADMINISTRATION PROGRAM TRANSFER PROMOTION Whenever possible, vacancies offering A lateral transfer is a move to another A promotion occurs when an employee more opportunity and responsibility are position within the same salary grade. moves to a position with greater or sub- filled from within the College on the basis It may be temporary or regular, and does stantially different responsibilities which of ability, competency, and seniority of the not carry a salary adjustment. A new has a higher grade level and new title. employee. All vacancies are posted and employee may apply for a posted announced in appropriate publications. position one year after the date of hire. A salary increase will be affected to at least An employee interested in an available the minimum of the new grade. The salary position at the College should contact the An administrator who is temporarily adjustment will be made in consideration human resources department for more transferred to a higher graded position for of the employee’s length of service and information about the position and a a specified period of time of three months internal salary equity within the grade. preliminary evaluation of his/her or more will carry an appropriate stipend qualifications. After this discussion, if the to be determined by the divisional vice To help foster employee success in the employee wishes to be considered formally president and the associate vice president new position, the supervisor will provide for the position, the human resources for human resources. A bi-weekly staff performance feedback after three months. representative will refer the application member who is requested to do work for consideration. In the spirit of open above his/her assigned grade level will In cases of transfer and/or promotion communication, when and if serious be compensated through payment of where two or more employees are of equal consideration is being given to an overtime for hours worked over forty (40) ability, as determined by the supervisor applicant/employee, the employee should in fulfilling the additional responsibilities. and the human resources department, notify his/her supervisor of the possibility An employee transferred for a period of seniority of an employee governs, except of a transfer. time to a lower rated position will be paid when one of the employees currently is in at a rate mutually agreed upon by the the department in which the vacancy supervisor and the associate vice president exists. In such cases, given equal abilities, for human resources. preference is given to the employee who 19 is currently in the department. Since Providence College is an equal opportunity employer, and since positions may require specialized training and experience, nothing stated herein prevents the College from filling any vacancy by hire, by transfer, or by any other means.
SALARY ADMINISTRATION PROGRAM
EMPLOYMENT PRACTICES PAY POLICIES SALARY ADMINISTRATION PROGRAM STAFF BENEFITS
staff benefits
Following is an overview of Providence Retirement benefits are payable as early as An employee should, on or about his/her College’s benefit program components. age 55, but would be subject to additional annual birthday, receive a statement of Please contact the Department of Human tax consequences. Retirement at age earnings on record from the Social Resources for details of all staff benefits. 59 1/2 or older avoids tax penalties. Security Administration. Social Security Full benefits under the plan are available benefits are not payable automatically. RETIREMENT INCOME at age 65. An employee retiring at or Application for benefits should be made a An employee’s retirement income is after age 65 is entitled to collect from minimum of three (3) months prior to the derived from at least three sources: his/her pension plan and should contact desired retirement start date. Further TIAA/CREF directly. Further information information is available on the web site at: • Pension benefits received under the is available on the web site at: www.ssa.gov. terms of the College retirement plan; www.tiaacref.org or www.troweprice.com. • Pension benefits received HEALTH INSURANCE through individual Social Security GROUP SUPPLEMENTAL All regular, full-time employees are eligible contributions; and RETIREMENT ANNUITY (GSRA) for health insurance offered by the College. • Income derived from personal planning A group supplemental retirement annuity An employee may select individual or and investment. (GSRA), administered by TIAA/CREF, is a family coverage. Specific plan details, tax deferred annuity to help an employee current rate information, and enrollment PROVIDENCE COLLEGE begin putting aside extra funds for forms are available in the Department of PENSION PLAN the future in addition to the College’s Human Resources. The insurance carrier, The Providence College Pension Plan is a retirement contribution. Participants the contents of the plan, and the employee defined contribution plan (403b) designed determine (within prescribed federal contribution may be subject to change at to provide monthly income at retirement. tax shelter limitations) the amount to be the sole discretion of the College. All regular employees of the College deducted from their paychecks. An participate in the plan after two years of annual recalculation of the employee’s Coverage begins the first of the month service, working a minimum of 1,000 contribution is suggested. Initial following the date of hire, i.e., for 21 hours per year for two consecutive years, enrollment, change to deducted amounts, employees who join the College on June 15, and attaining the age of 21. TIAA/CREF or termination of plan participation may coverage becomes effective on July 1. and T. Rowe Price are available to the be made once per month. An employee Family coverage may include a spouse employee for investment of funds. The may begin contributions to a GSRA or and/or unmarried children. Unmarried entire cost of this plan is paid by the discontinue a GSRA at any time during children listed on the employee’s College to TIAA/CREF or T. Rowe Price. the year. A GSRA offers a loan feature. insurance plan will be covered until The plan for both investment companies January 1 after their 19th birthday, or, if is administered by TIAA/CREF. The College provides information on full-time or part-time students, until TIAA/CREF and T. Rowe Price’s GSRA January 1 following their 25th birthday. In each pay period the College contributes funds. Contact the human resources Students are responsible for completing at a rate of 4.5% of the employee’s gross department for more information. an annual student certification form salary during the first year of participation, distributed by the health plan. To avoid 7% in the second year, and 10% in the SOCIAL SECURITY loss of coverage, the student must third year and each year thereafter. An Employees and the College participate complete and return the form to the employee can place the College’s contribu- equally in the Social Security program. appropriate health plan. Information tions in percentage increments into TIAA’s Benefits are payable upon death, disability, on the current carrier is available at the annuity vehicle, one or more of CREF’s and retirement under Social Security. Department of Human Resources. investment accounts, or T. Rowe Price These payments are separate from investment accounts. income received from Providence A contribution is required toward the College’s retirement plan. plan premium by each employee. The current contribution is 20% of the full premium. Employees covered by a collective bargaining agreement are governed by the terms of the agreement.
STAFF BENEFITS Changes in plan participation, other Coverage with Delta Dental begins the HEALTH/DENTAL BUYOUT PLAN than as a result of a qualifying event, i.e., first of the month following the date of The College also offers a health insurance marriage, childbirth or adoption, death, hire; i.e., if hired on June 15, coverage is buyout program available and renewable divorce, or loss of coverage, etc., may be effective July 1. Family coverage may during each annual open enrollment made only during the annual open enroll- include a spouse and/or unmarried period. Currently, an eligible employee ment period. If a qualifying event occurs children. Any unmarried children listed on who elects to waive coverage under the outside of the open enrollment period, an one’s insurance plan will be covered until College’s medical/dental insurance plan employee must notify the Department of January 1 after their 19th birthday, or, if receives a medical/dental buyout refund of Human Resources within thirty (30) days full-time students, until January 1 after $1,400 and/or $165 respectively for each of the occurrence. their 26th birthday. Students are year that participation is waived (proof of responsible for completing an annual health insurance coverage is required). The Health insurance for active employees student certification form distributed by buyout amount(s) are processed through over age 65 and their spouses remains the the dental plan annually. To avoid loss the payroll system on either a monthly or a same as it was prior to age 65. The College of coverage, the student must complete bi-weekly basis and are subject to federal recommends that employees contact the and return the form to the appropriate and state withholding taxes. The amount Social Security Administration three dental plan. of the refund for the buyout may be months before turning 65. changed at the College’s discretion. Changes in plan participation, other In certain instances, federal law requires than as a result of a qualifying event, i.e., LIFE INSURANCE availability of continued coverage where marriage, childbirth or adoption, death, On the first of the month following initial coverage under the group health plans divorce, or loss of coverage, etc., may employment, regular full-time employees would otherwise end. In compliance with be made only during the annual open are eligible for College paid group life the federal COBRA program, the College enrollment period. If a qualifying event insurance coverage through CIGNA. The offers employees and their families the occurs outside of the open enrollment insurance coverage is equal to the full 22 opportunity for a temporary extension of period, an employee must notify the amount of the annual salary plus $5,000 health coverage at group rates with the Department of Human Resources within to a maximum of $300,000. The insurance employee paying the full cost of coverage thirty (30) days of the occurrence. carrier and the contents of the plan may plus a 2% administrative fee. Further Further information is available at: be subject to change at the sole discretion information about continuation of www.deltadental.com. of the College. Employees covered by a coverage (COBRA) is available in the collective bargaining agreement are Department of Human Resources. In certain instances, federal law requires governed by the terms of the agreement. availability of continued coverage where DENTAL INSURANCE coverage under the group dental plan In all cases, if the amount of insurance is All regular employees are eligible to would otherwise end. In compliance with not an even multiple of $1,000, it is raised choose dental insurance offered by the the federal COBRA program, the College to the next higher $1,000 multiple. For College. Employees may select individual offers employees and their families the example, if the salary is $21,500, the policy or family coverage. The College requires a opportunity for a temporary extension of coverage amount is $27,000. contribution toward the premium from dental coverage at group rates with the each employee. The contribution rate is employee paying the full cost of coverage An employee leaving the College may 20%. The insurance carrier, the contents of plus a 2% administrative fee. Further convert this insurance to a private plan the plan, and the employee contribution information about continuation of and continue it at his/her own expense. may be subject to change at the sole coverage (COBRA) is available in the To do so, he/she should complete and discretion of the College. Employees Department of Human Resources. submit a life insurance conversion form covered by a collective bargaining available through the human resources agreement are governed by the terms PREMIUM CONVERSION department. Further detailed information of the agreement. Providence College offers a Premium is available in the human resources Conversion Account which allows department or general information is employees to pay for their share of available at: www.cigna.com. medical and/or dental premiums with pre-tax dollars.
STAFF BENEFITS OPTIONAL SUPPLEMENTAL Under the plan, employees are assured of FLEXIBLE SPENDING ACCOUNTS LIFE INSURANCE replacement of a substantial portion of Providence College offers Flexible For greater financial protection, an income when faced with long-term illness Spending Accounts (FSA) to allow employee may choose to elect supplemental or injury. After certification of the disability employees to use pre-tax monies to pay life insurance coverage above the basic life by the insurance carrier, the plan provides for qualifying non-reimbursable healthcare insurance provided by the College. This the following benefits beginning the first of and/or dependent care expenses. insurance is available to employees at low the month following six consecutive Participation in the Flexible Spending group rates based upon the employee’s months of disability: Accounts is optional. The service provider age and salary and is effective the first of may be subject to change at the sole the month following employment. • A monthly income, inclusive of any discretion of the College. income from Social Security and Employees can choose from one to three Workers’ Compensation, of 66 2/3% of Employees become eligible to participate times their annual salary, to a maximum of an individual’s basic annual salary as in the Flexible Spending Accounts on the $500,000 including College-provided basic of the date of disability, to a maximum same effective date of eligibility as health- life insurance. benefit of $6,000 per month. care benefits. The maximum amount an employee can contribute to either the No Evidence of Insurance (EOI) is • Where applicable, contributions to the Healthcare and/or Dependent Care FSA required for the optional insurance in TIAA/CREF pension plan will continue in a Plan Year is $5,000 per account. The excess of one times an employee’s annual in accordance with the terms of the annual amount that an employee elects salary, or $300,000, whichever is greater, retirement plan. to contribute before taxes to the FSA is as long as it is purchased during the first divided into equal installments and taken 31 days of initial eligibility or during the • Where applicable, continuation of from his/her paycheck during the year. first 31 days after marriage, or the College-provided life insurance benefits birth/adoption of a child. For optional at the level of coverage at the time of An election to contribute to the FSA employee insurance purchased at other disability until age 65. remains in effect through the Plan Year. 23 times, and for optional insurance in excess Changes to the deduction amount may of one times annual salary or $300,000 The above group disability benefits be allowed only if the employee has a and/or amounts greater than $300,000, continue during the period of a disability “qualifying event” such as a change in EOI is required. until age 65. If the disability occurs on or family status. The IRS requires that an after age 63, benefits will continue for a employee use all the money in his/her LONG-TERM period of no more than 36 months or for a FSA(s) each Plan Year for eligible expenses DISABILITY INSURANCE period of 12 to 36 months, depending on incurred during that same plan year. On the first of the month following age, at the time of total disability. Money remaining in the account(s) employment, the College provides all after the grace period will be forfeited. regular full-time employees with long-term An employee receiving benefits from the Further information is available at: disability insurance coverage through plan due to a non-occupational accident www.avantserve.com/Login.aspx. CIGNA. The cost of this coverage is paid or injury is considered separated from by the College. The service provider may the College at the time total disability is be subject to change at the sole discretion granted. Extended absence due to injury of the College. Employees covered by a on the job prompts the College to request collective bargaining agreement are disability insurance benefits for the governed by the terms of the agreement. employee while determination of a workers’ compensation case is pending.
Specific plan details are available in the human resources department. This plan is subject to change. For further information, visit the web site at: www.cigna.com.
STAFF BENEFITS TEMPORARY DISABILITY An expected extended absence of more EMPLOYEE ASSISTANCE INSURANCE (TDI) than six months due to injury on the job PROGRAM (EAP) Under the provisions of the Rhode Island allows an employee to request group The Employee Assistance Program (EAP) Temporary Disability Act, if an employee is disability insurance benefits through Cigna is a benefit and a resource. It is private, away from work for more than one week if the employee carries this insurance. confidential, and free of charge. Staff because of illness, the employee is entitled members may use a referral service to to a percentage of his/her average weekly If an employee is absent on Workers’ an off-campus counseling group, Sobel wage, the percentage being determined Compensation, the following applies: and Raciti. The plan provider may be and payable by the state. subject to change at the sole discretion • Vacation and sick time continues of the College. Should an employee need to file for TDI to be earned. benefits, information can be found on • Benefits are maintained by the College. The EAP and Work-Family consultation the web site at www.dlt.ri.gov/tdi/. • Workers’ Compensation is applied services are staffed by licensed concomitant with the provisions of psychologists and are open to all WORKERS’ COMPENSATION the Family Leave Act. concerns, including social, family, INSURANCE AND BENEFITS • If the injury recovery lasts more than six psychological, alcohol, drug, job, health, In accordance with state law, the College months, the College cannot guarantee legal, stress, parenting, or financial carries Workers’ Compensation Insurance that the employee’s position will remain issues. Their licensed professionals will for each individual on Providence College’s open. If the College fills or eliminates help employees evaluate their situation, payroll. It is important that any injury, the position, the employee will be designate an appropriate course of action, however slight, incurred by an employee placed in a comparable position, if and then provide assistance for resolution while on the job, be reported immediately one is available. of the problem or concern. Employees or to the supervisor, the Office of Safety their immediate families can utilize this and Security, and the human resources Further information can be found at: free, private, and confidential service. 24 department in order to comply with the www.beaconmutual.com. Contact LifeScope EAP at 1.800.227.2195 provisions of the law. or www.lifescopeeap.com. UNEMPLOYMENT COMPENSATION Compensation payments are made directly All employees of Providence College to the employee by the insurance company. are covered by the provisions of the Absence due to a certified work-related Rhode Island Employment Security Law injury is not charged to sick leave with the (commonly referred to as “Unemployment exception of the first three (3) days. Compensation”) and, therefore, are entitled to applicable benefits under the Act. This program provides weekly income benefits to all eligible individuals during periods of full or partial unemployment. Employees on approved leaves of absence, or academic-year employees, are not eligible for unemployment compensation.
STAFF BENEFITS TUITION Tuition Exchange: After seven (7) years of TUITION ASSISTANCE The College supports and encourages continuous service for full-time employees Providence College provides an additional employees and their families to invest in or after nine (9) years of continuous education benefit for regular employees higher education programs. The College service for academic-year employees, the in the form of tuition assistance. An offers the following programs: children of regular staff are eligible for employee may enroll in job-related tuition remission exchange at participating undergraduate degree programs not TUITION REMISSION POLICY institutions. Students must apply through offered at Providence College. The Tuition benefits may be subject to federal the normal admission process and be program must directly improve the taxes where applicable. accepted at the participating College. A list employee’s ability to contribute to of participating schools is available at: Providence College in his/her current Undergraduate School: All members of www.tuitionexchange.org. position. The College reserves its right to the regular full-time staff are eligible for a reevaluate, modify, or rescind this program waiver of tuition for taking courses in the Graduate School: All members of the at any time, with or without notifications. undergraduate program immediately regular staff are eligible for a waiver of upon full-time employment. Classes are tuition for taking courses in the graduate Employees must be full-time/full-year or available outside of normal working hours. program immediately upon full-time full-time/academic-year, and must have employment. Members of an employee’s completed a minimum of 12 months of After one year of full-time employment immediate family (spouse, sons, and continuous service. Employees must be (as of the start of the academic year), daughters) are eligible for one-half employed at Providence College on the members of an employee’s immediate remission of the tuition charges. After first day of classes and, upon completion family (spouse, sons, daughters) are seven (7) years of continuous service, of the course, must be considered in good eligible for tuition remission at the members of an employee’s immediate standing. All courses must be taken during discount rate of 15% per year of service up family are eligible for full remission non-work hours. The cost of books, lab to full remission after seven (7) completed of tuition. fees, registration fees, supplies, etc., is and consecutive years of service. not reimbursable. 25 Academic-year employees are eligible for Family members of regular academic-year tuition remission at the discount rate of employees are eligible for one-half A maximum of five courses per calendar 12% per year of service up to full remission remission of the tuition charges. After year (generally not to exceed 15 credits) after nine (9) completed and consecutive seven (7) years of continuous service, may be taken. Tuition assistance amounts years of service. Students must apply members of an academic-year employee’s are as follows: through the normal admission process immediate family are eligible for full and be accepted at the College. The cost of remission of tuition. The cost of books, lab • 100% tuition reimbursement for an books, lab fees, registration fees, supplies, fees, registration fees, supplies, and other earned grade categorized as an or other non-tuition expenses, is not non-tuition expenses is not reimbursable. “A” or “B”. included. • 75% tuition reimbursement for an School of Continuing Education (SCE) earned grade categorized as a “C”. and Summer School: All members of the • Any grade categorized as a faculty and regular full-time staff and “D” or below will not qualify for members of their immediate families reimbursement. (spouse, sons, and daughters) are eligible for full remission of tuition for taking courses in the School of Continuing Education and Summer School immediately upon full-time employment. The cost of books, lab fees, registration fees, supplies, etc., is not reimbursable. Part-time employees are eligible for a limited benefit. For further information, part-time employees should contact the Department of Human Resources.
STAFF BENEFITS
LEAVE PROVISIONS GENERAL INFORMATION / COLLEGE FACILITIES / SERVICES APPENDIX I leave provisions
VACATION All regular full-time employees are entitled Basic vacation for administrative and support staff is as follows: to vacation leave. Regular nine-month and ten-month employees are eligible for vaca- Administrative Staff — Full-Time/Full-Year tion leave on a prorated basis. Vacation is Maximum Vacation Days granted on a fiscal year basis each July 1. Years of Service as of July 1 Accrued Each Fiscal Year 1 Year to Less than 5 Years 15 Days* Vacation time begins to be earned during 5 Years to Less than 10 Years 18 Days the first month of employment. No paid 10 Years to Less than 15 Years 21 Days vacation time may be taken in the first 15 Years or More 24 Days three (3) months without permission of the immediate supervisor and the *Upon hire, administrative employees are granted fifteen (15) days of vacation for Department of Human Resources if grades 18 – 21, twenty (20) days for grades 22 – 25, and twenty-five (25) days for extenuating circumstances occur. All grade 26 or above. vacation time must be taken during the fiscal year in which it is earned, provided the probationary period has been Support Staff — Full-Time/Full-Year completed, or it will be forfeited. Vacation time may not be carried forward to, Maximum Vacation Days nor advanced from, the next year. Years of Service as of July 1 Accrued Each Fiscal Year 1 Year to Less than 5 Years 10 Days All vacation requests must be approved 5 Years to Less than 10 Years 15 Days in advance by the department supervisor. 10 Years or More 20 Days This will assist in the proper planning of vacation to maintain the necessary coverage within each department. The Administrative Staff — Full-Time/Academic-Year 27 College reserves the right to approve or Maximum Vacation Days Maximum Vacation Days deny the request for vacation based on Years of Service Accrued Each Fiscal Accrued Each Fiscal operational and staffing requirements. as of July 1 Year/9-month Year/10-month
If an employee uses vacation and leaves Less than 1 Year 5 Days 5 Days the College prior to earning the amount 1 Year to Less than 5 Years 11 Days 12 Days of used vacation, he/she will owe the 5 Years to Less than 10 Years 13 Days 15 Days College a portion of the used, but 10 Years to Less than 15 Years 16 Days 18 Days unearned, vacation time. If an employee 15 Years or More 18 Days 20 Days has earned more vacation than used, he/she will be paid the prorated earned, but unused portion upon separation. Support Staff — Full-Time/Academic-Year Maximum Vacation Days Maximum Vacation Days Employees are encouraged to cooperate Years of Service Accrued Each Fiscal Accrued Each Fiscal with each other in arranging for vacation as of July 1 Year/9-month Year/10-month leave requests, recognizing that there may Less than 1 Year 3 Days 3 Days be administrative or minimum coverage 1 Year to Less than 5 Years 7 Days 8 Days requirements necessitating the scheduling 5 Years to Less than 10 Years 11 Days 12 Days of vacation leave at certain periods of 10 Years or More 15 Days 16 Days time. Employees on unpaid leaves of absence do not earn credit for vacation If an administrative or support staff employee is hired after July 1, vacation is prorated time except if on approved family medical on a monthly basis. Administrative and support staff employees hired after March 16 leave. Employees covered by a collective are not eligible to earn or use vacation within the remaining fiscal year. bargaining agreement are governed by the terms of the agreement.
The monthly vacation earn rate for full- time/full-year administrative, professional, and support staff is calculated by dividing the maximum annual allowance by twelve.
LEAVE PROVISIONS PAID HOLIDAYS SICK TIME Providence College officially observes a number of holidays throughout the year. Full-time/full-year and full-time/academic- A regular full-time employee, including anyone on probationary status, is entitled year administrative employees, may earn to holiday pay based on his/her straight-time hourly rate times the employee’s two and one-half (2.5) sick days per month standard work day. worked, to a maximum of thirty (30) days per year. Total accumulation allowed is 180 Providence College recognizes the following days as paid holidays: days. Full-time/full-year or full-time/aca- demic-year support staff employees earn New Year’s Day January 1 .8333 sick days per month worked, to a Martin Luther King Day Third Monday in January maximum of ten (10) days per year. Total President’s Day Third Monday in February accumulation allowed is up to sixty (60) Good Friday Friday preceding Easter days. Employees are encouraged to Memorial Day Last Monday in May accumulate paid sick time to be used in Independence Day July 4 the event of long-term illness. Victory Day Second Monday in August Labor Day First Monday in September Supervisors are responsible for the Columbus Day Second Monday in October administration of the sick time policy. Day before Thanksgiving Fourth Wednesday in November Employees who are absent due to illness Thanksgiving Day Fourth Thursday in November for three or more consecutive work days Day after Thanksgiving Fourth Friday in November are required to submit a physician’s note Christmas Day December 25 of explanation. Patterns of absence that indicate abuse of the policy may require Holiday observance may be changed at the sole discretion of the College. submission of a medical certification for each absence, and may lead to 28 Holidays falling on Sunday will be observed on the following Monday. If the disciplinary action. holiday falls on Saturday, the preceding Friday will be observed. If an employee’s absence from work due to An hourly employee who, for business reasons, is required to work on an observed illness exceeds five consecutive days, the College holiday, will be paid time and one-half (1.5) his/her hourly rate in addition to employee is required to apply for a leave of holiday pay at the regular hourly rate. An administrative employee who is required to absence under the Family and Medical work on a holiday may be eligible for compensatory time at the discretion of his/her Leave Act. A doctor’s note may be required supervisor. Employees covered by a collective bargaining agreement are governed by at any time during an approved absence. the terms of the agreement. To return to work, the employee must obtain a doctor’s statement certifying the ability to resume work responsibilities. Extended absence due to illness, and/or inability to meet the requirements of the job, can be reason to initiate total disability insurance benefits, if eligible, and prompt replacement by the supervisor and/or the College as deemed necessary.
Paid sick time is not an accrued benefit payable upon separation of employment.
LEAVE PROVISIONS MEDICAL LEAVE Upon return to the College the employee FEDERAL FAMILY An employee is entitled to take a disability will be reinstated in his/her former MEDICAL LEAVE ACT leave, using earned sick time, to cover the position unless the former position has Every employee, male or female, who has period of time he/she is physically unable been filled or eliminated by the College. been employed by Providence College for to be at work. During this time, if eligible, If the former position is unavailable, the at least twelve (12) months before the an employee may receive TDI benefits affected employee will be placed in a request for a leave, and for at least 1,250 from the state. comparable position if one is available. hours during that twelve (12) month period, is entitled to twelve (12) weeks of If an employee is on leave due to a If an employee is absent on a paid or unpaid family medical leave in any twelve qualified disability, employee benefits are unpaid medical leave due to illness or (12) month period. Federal “family medical provided under Rhode Island’s Parental hospitalization (other than coverage under leave” is defined as leave by reason of and Family Medical Leave Law and the RIPFML or FMLA), the following applies: (1) the birth and care of a new born child; federal Family Medical Leave Act. These (2) the adoption or foster care of a child regulations are applied separately, as well 1. Vacation and sick time continue by the employee; (3) the care of a spouse, as in conjunction with one another. to be earned. parent, or child having a serious health The individual’s position remains open condition; or (4) serious personal health pending his/her return. 2. Benefits are maintained by the conditions that prevent an employee from College. To maintain insurance performing his/her job. A doctor’s note is required from the coverage, the employee continues employee stating the start date of the to be responsible for the employee Employment service and health insurance medical leave, the reason for the leave, premium contribution. benefits continue while an employee is and an approximation of the duration of on leave. The employee is responsible the leave. This note must be sent to the 3. For illness lasting more than three (3) for payment of applicable insurance Department of Human Resources prior months, the College cannot guarantee contributions as if he/she were at work. to the beginning of the leave. Once the that the job will remain open. If the 29 medical leave has ended, and before an position has been filled or eliminated, The employee is required to give thirty (30) employee can return to work, the employee the College will place the affected days notice of the date on which the FMLA must provide a doctor’s note to the employee in a comparable position if leave will start and end, and the reason for Department of Human Resources that one is available. the leave. This requirement will be waived releases the employee to return. if the employee is prevented by a medical If an employee chooses to separate from emergency from giving such notice. A request for an unpaid leave due to the College due to a qualified disability, childbirth beyond the period of certified and is rehired within six (6) months At the end of the leave period, the medical disability (after the doctor following the termination, the employee College is required to restore the employee approves a return to work) should be will be reinstated with credit for the length to the same position held when the leave made to the department supervisor. An of the prior continuous year of service. began, or to a comparable position with extended leave (including the original For more complete information about equivalent seniority, status, benefits, medical absence) of a maximum of six (6) legislated guidelines, contact the pay, and other terms and conditions of months may be approved. Reasonable Department of Human Resources. employment, if available. However, if an advance notice is important so that employee has used all available time under arrangements can be made to provide FMLA, and the employee does not return coverage during the period of absence. to work at the end of the FMLA leave, The employee is responsible for all benefit the College is not required, at the time of premiums after the medical leave has been the employee’s return to work, to return completed and the unpaid leave begins. the employee to the original position held prior to the leave, and may post the position. Upon availability for work, the employee may apply for any position that is posted and for which he/she is qualified.
LEAVE PROVISIONS RHODE ISLAND PARENTAL AND At the end of the leave, the College is JURY DUTY OR FAMILY MEDICAL LEAVE required to restore the employee to the COURT APPEARANCES The Rhode Island PFML applies to same or an equivalent position to the one Providence College acknowledges the employees who work an average of thirty held prior to the leave, if one is available, importance of participating in civic affairs (30) or more hours per week and who with equivalent seniority, status, benefits, and grants time off without loss of pay or have worked for twelve (12) consecutive pay, and other terms and conditions of benefits. Employees are asked to notify months. If these requirements are met, employment. However, if an employee has their supervisor immediately, if required to each employee is entitled to thirteen (13) used all available time under RIPFML, and participate in jury duty, and forward a copy consecutive weeks of unpaid parental and the employee does not return to work at of the court’s notification to the human family leave during any two (2) benefit the end of the RIPFML leave, the College is resources department. The College offsets years. Rhode Island “parental and family not required, at the time of the employee’s earnings with remunerations received from medical leave” is defined as leave by rea- return to work, to return the employee to the court. Therefore, paid stipends for jury son of (1) the birth of a child; (2) the the original position held prior to the service must be signed over to the College. placement of a child – less than 17 years leave, and may post the position. Upon old – in connection with the adoption of availability for work, the employee may Time off for jury duty covers only the time such child by the employee; or (3) the apply for any position that is posted and an employee actually serves. Whenever serious illness of a child, one’s self, parent, for which he/she is qualified. attendance is not required, the employee spouse, mother-in-law, or father-in-law. is expected to report to work. BEREAVEMENT LEAVE Employment service and health insurance In the event of the death of a member If an employee must appear in court for benefits continue while an employee is of the immediate family, the employee is a personal matter unrelated to College on leave. The employee is responsible permitted five (5) working days off with business, time away from work will be for payment of applicable insurance pay per occurrence. The definition of unpaid or may be charged to vacation. contributions as if he/she were at work. immediate family includes husband, wife, 30 children, parents, brothers, or sisters. An employee is required to give thirty (30) days notice of the date on which the leave A maximum of three (3) work days with will start and end, except if prevented from pay is allowed in the event of the death of doing so due to a medical emergency. a brother-in-law, sister-in-law, mother-in- The College is required to maintain law, father-in-law, grandparents, guardian the employee’s health benefits during or member of the same household. the leave period. Additional time off, due to required extended travel or similar complications, may be granted without pay at the discretion of the department supervisor and the human resources representative. Except in very unusual circumstances, bereavement leave must be utilized within seven (7) days of the date of death. Bereavement time must be recorded on the employee’s timecards.
Subject to a supervisor’s prior approval, one day may be granted to attend the funeral of a close relative or friend.
LEAVE PROVISIONS MILITARY RESERVE LEAVE UNPAID LEAVE Employees covered by a collective Providence College complies with the An employee may request an unpaid leave bargaining agreement are subject to the Uniform Services Employment and of absence, not to exceed six (6) months terms of the agreement. Reemployment Rights Act (USERRA). between paid and unpaid time, with the approval of his/her supervisor, the If a request for an unpaid leave is Regular employees who are members divisional vice president, and the associate approved, the following applies: of the National Guard or organized vice president for human resources. Reserves are paid the difference between Each request should be in writing and 1. During the absence, vacation and sick their military duty training pay and their will be considered in view of urgency, time do not continue to be earned. The regular compensation, excluding military type of leave, length of employment, employee is not eligible for holiday pay travel allowance, not to exceed fifteen (15) and the effect an absence will have on a for those holidays that fall during the calendar days each year. Advance written department’s and the College’s operations. unpaid leave. notice requesting the leave, along with Reasonable advance notice is important so a copy of the military orders, must be that arrangements can be made to cover 2. If an employee wants to maintain submitted to the human resources depart- the duties of the employee during the benefits, he/she will be responsible ment. Any military duty must be recorded leave. When an employee requests leave, for paying the full cost of the monthly on the employee’s time records. Voluntary he/she must also state when he/she premiums. COBRA premiums may be military duty is not covered under this intends to return to work. applicable. requirement. Unpaid leaves of absence may be 3. If an unpaid leave of absence lasts Upon returning to work from duty, the approved for reasonable periods of time. more than thirteen (13) weeks, the employee should forward a statement of An extension of an unpaid leave may be College cannot guarantee that the military pay to the Department of Human granted in certain cases, depending on employee’s job will remain open. If Resources and the payroll office so that an individual circumstances. An extension the College fills or eliminates the adjustment in earnings can be arranged. must be requested in writing and approved position, the College will place the 31 This time off will not affect the use of by the direct supervisor, the next level individual in a comparable position vacation time. If the employee chooses to of supervision, and the associate vice if one is available. take this time as vacation, no differential president for human resources. pay will be paid. 4. If an employee engages in other employment during the unpaid leave In the event of a war or other national, without the consent of the College, state, or local emergency, military leave he/she may be subject to termination. will be granted for up to a maximum of one year. Military orders must be 5. If an employee fails to report for work submitted, in advance, to the human at the beginning of the first regular day resources department. During approved of employment after unpaid leave, and extended military leave, an employee without first obtaining the permission is eligible to receive all employee benefits of his/her supervisor, the individual and reemployment is guaranteed. may be subject to termination. Extended military leave is unpaid, but an employee may use the vacation allotment.
LEAVE PROVISIONS
LEAVE PROVISIONS GENERAL INFORMATION / COLLEGE FACILITIES / SERVICES APPENDIX I
general information/college facilities/services
IDENTIFICATION CARD PROVIDENCE COLLEGE BOOKSTORE DINING FACILITIES The PC Card is a photo identification card The bookstore is located on the lower There are two (2) dining facilities, a and a financial transaction card, which level of Slavin Center. Faculty and staff are coffee shop, and a convenience store on provides access to a host of services entitled to a 10% discount on selected campus. Raymond Dining Hall is the across the campus. This card is used for items with one dollar minimum purchase primary dining facility for students. Alumni identification purposes, access to some and display of their Providence College ID Hall Food Court is the primary dining campus buildings, and allows employees card. Discounts are not applicable on facility for staff. Jazzman’s Café is available to obtain discounts at the Providence textbooks. for coffee, pastries, take-out, and other College bookstore (textbooks excluded), light refreshments and is located on the at the cafeterias, and for other campus ALUMNI HALL ATHLETIC lower level of Davis Hall on the East privileges. Value Transfer Stations (VTS) COMPLEX/PETERSON Campus. The convenience store is located are used for adding money to your ID card. RECREATION CENTER/ next to Jazzman’s. All employees are VTS machines are located in lower Slavin CONCANNON FITNESS CENTER invited to use the Alumni Hall Food Court Center, the Phillips Memorial Library, and The Alumni Hall Athletic complex, the and the Raymond Dining Hall facilities. Davis Hall. Peterson Recreation Center, and the Prices and hours vary for each facility. Concannon Fitness Center are available The College offers a 10% discount on The PC Card is the property of Providence for use by full-time employees. Racquetball purchases made by the employee with College. Employees are expected to carry courts, the gymnasium, exercise room, his/her Providence College ID card if the the identification card with them while on pool, indoor track, and showers are employee puts money on his/her ID card. campus. The card should be used for available during specified times. Schedule Otherwise, the employee will pay full price. College-related purposes only. information may be obtained by calling Vending machines are located throughout Ext. 2253. Outdoor tennis courts are the major buildings on the campus and The photo identification cards are available on a limited basis throughout accept employee ID cards for purchases. available at the Campus ID office located the year. in Harkins Hall, 4th floor Room 400 CAMPUS PUBLICATIONS 33 between 8:30 a.m. and 4:30 p.m. Monday Presentation of an employee’s Providence The College advises its employees of through Friday. Cards are valid during College identification card/membership ID campus activities through several the period of employment. Any questions will gain admission to specified facilities publications: The Spectrum, The Cowl, concerning ID cards should be directed and programs during the year. Employees Providence Digest, and Providence to 865-CARD, the Campus ID office. and their dependents using the facilities magazine. All of the publications are Further information can be found at: are subject to all applicable rules, available without charge and are www.providence.edu/pccard. regulations, membership fees, and time distributed on campus. schedules established by the College. PHILLIPS MEMORIAL LIBRARY The College, at its sole discretion, may ATM SERVICES Employees may use the Phillips Memorial change or modify access or membership For the convenience of the College Library and check out books upon guidelines without prior notice. community, two automated bank teller presentation of a Providence College ID, machines (ATM) are located on the or through the on-line library service. lower level of the Slavin Center. Use and check-out of books and materials is subject to the Library’s rules and regulations. Loan privileges for books may be obtained at the Library.
GENERAL INFORMATION/COLLEGE FACILITIES/SERVICES CULTURAL, SOCIAL, SOLICITATIONS Blood-Borne Pathogens and Hepatitis B AND ATHLETIC EVENTS During working hours and within official The Occupational Safety and Health Providence College offers a wide variety College buildings, soliciting, distributing of Administration (OSHA) has prescribed of events that are available to employees handbills, or scheduling of meetings are safeguards to protect workers against the free-of-charge or at reduced rates. These not allowed at Providence College unless health hazards related to blood-borne events include athletic events, concerts, they are for officially sponsored College pathogens in the workplace. The intent guest speakers, exhibits, films, and plays events or have been approved by the of this OSHA standard is to eliminate or performed on campus. Athletic event human resources department or other minimize occupational exposure to the schedules may be obtained by going to appropriate office. human immune deficiency virus (HIV) the Providence College web site or by and the hepatitis B virus (HBV). contacting the Department of Athletics. NOTARY SERVICES A notary service is available on campus. Most occupations at the College present USE OF MAILING LISTS Check with the human resources depart- a low risk of exposure to blood or other College mail and/or mailing lists may ment for a list of authorized notaries. potentially infectious materials. However, be used only for official College business there are some employees who may, or for mailings sponsored or endorsed SUGGESTIONS because of their occupational duties, be by the College. The communication of ideas is encouraged. at risk of exposure on a routine basis. More efficient ways of accomplishing a Therefore, employees hired in the Office OFFICE ATTIRE task, or more cost-effective procedures of Safety and Security, the Office of Health During the academic year, employees are should be discussed with department Services, coaches/trainers in the expected to wear professional business supervisors. Department of Athletics, and other attire both on and off campus. During the identified departments who may have the summer business casual dress is allowed ENVIRONMENTAL potential to be in contact with blood-borne to be worn on campus. When representing HEALTH AND SAFETY pathogens as a result of work activity, are 34 the College off campus, regular business Providence College is committed to required to receive the special training attire must be worn. providing a safe and healthy working within the first fifteen days of employment environment for all employees. on possible exposure to blood-borne PERSONAL PHONE CALLS pathogens. This is a federal requirement. The operations of the College require a The human resources department heavy usage of the telephone service. In maintains the records and reports of Continued employment depends upon order to keep the lines clear and to provide accidents, insurance company reports, attendance at this training session. prompt service, personal calls, both and activities relative to the safety Following these precautions and exercising incoming and outgoing, are expected to be program. The director of environmental caution to minimize accidents in the limited to those of absolute necessity. health and safety is responsible for workplace, will help to ensure the safety assuring compliance with the Rhode Island of all College employees. For further Right-to-Know law and OSHA Hazardous information, contact the Office of Communication Standard which provides Environmental Health and Safety. training and information regarding hazardous substances that may be found in some work areas. Copies of Material Safety Data Sheets, which provide information on compounds or chemicals classified as hazardous, are accessible to employees and may be obtained through the department supervisors.
GENERAL INFORMATION/COLLEGE FACILITIES/SERVICES THE OFFICE OF The College provides comprehensive Employees are not permitted to park, SAFETY AND SECURITY emergency response training for faculty, even on a temporary basis, in designated The Office of Safety and Security is staff, and students. An emergency fire lanes or designated handicap spaces. responsible for safeguarding members of procedures quick reference guide, which In consideration of campus members, the College community, keeping peaceful includes all emergency telephone and rally vehicles must not block the flow of traffic. conditions, protecting private and institu- point locations for specific buildings. will Parking and driving on campus is a tional property, and enforcing the public be located in every campus classroom privilege which can be rescinded for law and College regulations, including the and office, Maps with exit routes and the frequent violations or nonpayment of registration of cars on campus. designated rally point for that building fines, which are payable within seven (7) are posted in all campus buildings. Annual working days to the Office of Safety and Safety and security officers have responsi- emergency response drills for faculty, Security. Employees receiving four (4) bility for the safety and security of all staff, and students are scheduled through- or more parking violations are subject properties owned and used by the out the year. to having their cars towed at their College. They are in direct contact with the own expense. Providence Police and Fire departments. Special “blue light” emergency telephones are located throughout campus and can INCLEMENT WEATHER PROCEDURE The Office of Safety and Security provides be utilized for on-campus calls (non- On occasion, adverse weather conditions nighttime, on-campus escort services, if emergency) and for emergency purposes. may cause an employee to be concerned needed. Employees should report any A number of the emergency phones are about his/her safety in traveling to or from suspicious activity to the Office of Safety fitted with a special “red light” that can work, depending on the distance of travel, and Security immediately. Inquiries be activated to alert faculty, staff, and the hazards of driving, the availability of regarding lost and found articles may students of a campus-wide emergency public transportation, or a number of other also be made to the Office of Safety and and send an audible message with instruc- subjective factors. In the above circum- Security by calling Ext. 2391. tions reflecting what immediate actions stances, hours missed are charged against individuals need to take. an employee’s vacation time. 35 EMERGENCIES In the event of a serious injury or medical ON-CAMPUS PARKING On rare occasions, when weather emergency on campus, employees should The College provides several parking conditions are especially severe, the contact the Office of Safety and Security at facilities on campus for cars only. Upon Administration may decide to cancel office Ext. 2222. Officers are equipped to render being hired, an employee will be assigned operations on such days earlier than the emergency first aid, and will arrange trans- to a specific parking area. A parking permit normal close of business. For early portation to an appropriate medical facility. must be obtained from the Office of cancellation, the vice president for Safety and Security in order to park in the academic affairs informs the College Accidents that occur on campus are to assigned parking area. Parking in assigned community of the time of closing through be reported immediately to the Office of areas is on a first-come, first-served basis. internal voicemail, as well as through the Safety and Security and to the department College’s Weather Advisory Line. When supervisor. First Report of Injury forms The College assumes no responsibility for inclement weather necessitates cancella- must be filed with the Office of Safety and theft or damage to an employee’s vehicle tion of work for an entire day, or prior to Security and then forwarded to the human while on campus. Employees parking on the commencement of the workday, or resources department. campus must have minimum auto liability necessitates a delayed start to the workday, insurance of $10,000. an announcement will be made on the Weather Advisory Line. Employees may reach the Weather Advisory Line by dialing 865.1012 to determine the College’s operating status during weather-related emergencies. In the above circumstances, hours missed are not charged against an employee’s vacation time.
GENERAL INFORMATION/COLLEGE FACILITIES/SERVICES The Weather Advisory Line is the primary The privilege to use the College’s Willful disregard of Providence College’s source of information regarding early information technology resources is given Copyright Policy by members of the closings or cancellation of work due to with the understanding that its use will be community may result in personal liability inclement weather. The cancellation of in conformity with the mission, educational in the event that legal action is taken classes does not constitute an announce- goals, and values of Providence College. against them. ment of no work. As a secondary source The use of the College’s technology, of information regarding closings or therefore, should be supportive of its The Copyright Law is clear. The copyright cancellations, employees may refer to educational and research role along holder is given certain exclusive rights, local radio and television broadcasts. with its values and standards. With this including the right to make and distribute privilege comes responsibility. Misuse copies of differing media. For example, Employees providing essential services of technological resources may be cause unauthorized software may affect the are required to report to work, or remain for dismissal. Further information is operation of the College’s computer system, on duty, even though the College is available in the Acceptable Usage Policy subjecting it to viruses and possible work closed. Employees covered by a collective for Information Technology or on the product destruction. If an employee learns bargaining agreement are governed by web site at: http://itweb.providence.edu/ of any misuse of the Copyright Law within the terms of the agreement. helpdesk/aup.html. the College, he/she must notify his/her supervisor, the information security officer TECHNOLOGY USAGE COPYRIGHT POLICY in the Department of Information The information technology resources AND GUIDELINES Technology, or the Office of the General of the College are maintained and owned The federal Copyright Law (Title 17, Counsel. The policy references the federal by Providence College. Hence the use of United States Code, Section 101 and Copyright Law and helps navigate the law. this technology is a privilege, not a right. following) requires all members of the The College’s guidelines are available at Recognizing the benefits to the members Providence College community to respect the Phillips Memorial Library web site at: of the College community, the College the proprietary rights of owners of www.providence.edu/academics/phillips+ 36 provides, or is in the process of providing, copyrights and to refrain from actions that memorial+library/copyright.htm. the following: computer labs, electronic constitute an infringement of copyright mail, voice mail, Internet access, multime- or other proprietary rights. Copyright dia-equipped classrooms, cable television, guidelines have been developed to assist and other technological resources and members of the community to comply services. All hardware, software, and with federal copyright law. Members of content is owned by the College. the Providence College community are expected to become familiar with these copyright guidelines, to act with careful consideration of their requirements, and to seek assistance whenever necessary and as directed.
GENERAL INFORMATION/COLLEGE FACILITIES/SERVICES CONFIDENTIALITY OUTSIDE EMPLOYMENT An employee’s daily responsibilities may A regular staff member has a primary include the handling of, or exposure to, obligation to the College. As such, each confidential information. Information staff member has the responsibility to resources are vital College assets; devote his/her primary effort to assigned therefore, all employees are responsible responsibilities and other duties related to for maintaining and safeguarding these his/her department, program, division, assets. Due to the confidential nature of and the College. Outside activities, information received, accessed, processed, whether gainful or not, are not to interfere and maintained, every employee is with or infringe upon these responsibilities. responsible for protecting information The purpose of this statement is to avoid about the College’s current and former the likelihood that other outside activities students, staff, and faculty, and about its will detract from the staff member’s primary general operations. This responsibility commitment to Providence College. continues after leaving the employ of the College. An employee may not seek to Under no circumstances should a staff access confidential information unless member become involved in outside access is necessary in the performance activities that would tend to create of assigned duties. An employee must conflicts of interest with his/her position limit access to confidential information within the College or adversely affect the to those with a legitimate reason for the College or its mission. information. The unauthorized use of another employee’s computer identifica- Providence College employees may tion or password is strictly prohibited. not use any College property or resources The employee’s supervisor will review with for personal or non-College business 37 all new employees specific safeguarding purposes. mandates and procedures in effect for all those employed within the department.
GENERAL INFORMATION/COLLEGE FACILITIES/SERVICES
LEAVE PROVISIONS GENERAL INFORMATION / COLLEGE FACILITIES / SERVICES APPENDIX I
APPENDIX I staff problem resolution process
The College encourages an employee and The Staff Problem Resolution process PROBLEM RESOLUTION supervisor to resolve any employment- covers the following types of issues: PROCESS OUTLINE related issues, concerns, or grievances Although most issues can be resolved on between themselves on an informal basis. • Alleged violation, misinterpretation, an informal basis with a supervisor, more The employee should expect and should or inappropriate application of a formal provisions have been established receive fair and courteous consideration personnel policy or procedure affecting to resolve difficult problems. and a prompt reply. an individual • Disciplinary action Any decision made as a result of a Whenever an issue, concern, or grievance • Alleged discrimination or discriminatory complaint or grievance will apply only cannot be resolved informally, the College harassment to the employee who submitted the will arrange for a formal review and will • A matter relating to environmental complaint or grievance and will not seek a fair and timely resolution of the and safety conditions serve as a precedent for establishing or problem. The employee should discuss changing any College policy or procedure. his/her concerns or issues with his/her This process does not cover the following immediate supervisor. The College believes types of issues: An employee is expected to comply with, that any employee having a complaint or and will be bound by, the time limits speci- grievance should have an opportunity to • Terminations related to: just cause; fied in the procedures unless extensions be heard and to resolve the issue without reduction-in-staff (unless the have been formally requested and granted fear of discrimination, recrimination, or terminations are alleged to be based on extraordinary circumstances. penalty. No employee will be retaliated discriminatory in intent or effect); against because he or she has sought expiration of temporary assignment; An employee is expected to provide the resolution of a problem through the Staff or completion of an externally funded College with an opportunity to address Problem Resolution process. grant or contract his/her problem by exhausting the • Challenges to, or the content of, College’s Staff Problem Resolution process published personnel policies and before pursuing his/her complaint in any 39 procedures (unless the policies or state or federal court or agency. procedures are alleged to affect an identifiable class of employees in If the employee alleges violations of a discriminatory manner) both employment practices and equal opportunity and affirmative action NOTE: If the employee believes any guidelines, the associate vice president issue(s) involves discrimination or for human resources will coordinate discriminatory harassment, he/she may efforts to resolve the issues. bypass the first step and discuss the matter with the associate vice president The associate vice president for human for human resources or the associate resources has primary responsibility for general counsel. If sexual harassment is implementation and enforcement of determined to have taken place, the these problem resolution procedures. matter will be investigated by the associate general counsel.
APPENDIX I The procedure for presenting a problem for resolution is as follows: step 1step 2 step 3
The employee should first bring his/her If the employee is not satisfied with the If the employee is not satisfied with the concern to the immediate supervisor’s Step 1 outcome, the employee may, Step 2 outcome, the employee may, within attention. Within five (5) business* days, within five (5) business days of receiving five (5) business days of receiving a the supervisor should arrange a private a response pursuant to Step 1, ask the response pursuant to Step 2, submit and confidential problem-resolution supervisor to involve the supervisor’s his/her complaint in writing, along with meeting with the employee to discuss next level of supervision, i.e., the “next- any related correspondence and support- the concern. As soon as is possible and, level supervisor.” The employee must ing documentation, to the associate vice within ten (10) business days of the present his/her complaint or grievance president for human resources. problem-resolution meeting between the in writing utilizing the Problem Resolution employee and supervisor, the supervisor Process form. The form is available on As soon as is possible and within seven will provide the employee with a written the human resources department web (7) business days of receipt of the written response that attempts to resolve the site under Forms. complaint, the associate vice president problem satisfactorily. for human resources or his/her designee In the absence of a next-level supervisor, will commence an investigation of the If circumstances are such that the the associate vice president for human complaint, beginning with a problem- employee believes that it would not be resources or his/her designee will become resolution meeting with the employee. appropriate to bring his/her concern involved (please proceed to Step 3). The investigative process may include first to the attention of the immediate interviews with other employees as supervisor, the employee should inform As soon as possible, and within seven (7) deemed necessary, and every reasonable 40 the Department of Human Resources business days of the request to involve effort will be made to preserve confiden- of the circumstances and then proceed the next-level supervisor, the next-level tiality to the extent the investigative directly to Step 2. supervisor will arrange a problem- process allows. Employee-witnesses who resolution meeting with the employee. are asked to provide information pursuant If the employee’s concern relates to an As soon as possible, and within ten (10) to an investigation are mandated to allegation of discriminatory harassment, business days of the meeting, the cooperate with the investigation. The the employee has the right to bring his/her next-level supervisor will provide the College will not retaliate, or permit complaint directly to the associate general employee with a written response that retaliation, against an employee who counsel and Title IX coordinator. The attempts to resolve the problem complains in good faith, or who employee may decide to provide notifica- satisfactorily. cooperates with an investigation. tion of the discriminatory harassment Within fifteen (15) business days of the complaint to his/her supervisor, but is not problem-resolution meeting, the obliged to do so. Under circumstances associate vice president for human addressed in this paragraph, the grievance resources or his/her designee will procedures outlined in the Harassment provide the employee with a written Prevention Policy will be followed to response that attempts to resolve the resolve the matter. problem satisfactorily.
APPENDIX I step 4
If the employee is not satisfied with the Within ten (10) business days of receipt of Step 3 outcome, the employee may, within the request for a hearing, the Employee five (5) business days of the response of Problem Review Committee will convene. the associate vice president for human The hearing will be closed to persons other resources’ response (or the response of than those participating as noted in the his/her designee), request a hearing by previous paragraph. The Committee will the Employee Problem Review Committee. provide the employee with an opportunity Such a request should be submitted in to present his/her complaint. The writing to the associate vice president for Committee will review written submis- human resources. sions. The Committee may interview other employees as deemed necessary, and every The Employee Problem Review Committee reasonable effort will be made to preserve will consist of five members: one member confidentiality to the extent possible. will be chosen by the employee; three Employee-witnesses who are asked to members will be chosen by the associate provide information are mandated to vice president for human resources; and cooperate with the Committee. The the fifth member will be the associate College will not retaliate, or permit vice president for human resources. The retaliation, against an employee who three members chosen by the associate complains in good faith or who cooperates vice president for human resources will with the Committee. Within ten (10) 41 represent the following groups: one business days of the conclusion of the administrator; one staff employee who is hearing, the Committee will submit in assigned to the employee’s general work writing its recommendation to the area or department, and one member of executive vice president of the College. the Ordinary Faculty. Within fifteen (15) business days of receipt of the recommendation, the executive vice president, who is not required to conduct a hearing and who may consider the matter on written submission, will issue a decision to the employee and provide a copy of the decision to the associate vice president for human resources. The decision of the executive vice president is final.
*The phrase “business days” will exclude Saturdays, Sundays and holidays.
NOTE: This procedure does not apply to employees governed by a collective bargaining agreement.
APPENDIX I
Department of Human Resources Harkins Hall, Room 407 549 River Avenue Providence, RI 02918
Publication date: September 2007