POMONA COLLEGE EMPLOYEE HANDBOOK Published: May 2003 Revised: July 22, 2019 1 RECEIPT AND ACKNOWLEDGMENT OF A HANDBOOK FOR THE EMPLOYEE’S OF POMONA COLLEGE PLEASE PRINT: ________________________________________________________________ Name Department I have received a copy of A Handbook for the Employee’s of Pomona College, effective August 1, 2019. I understand that this Handbook contains important information about Pomona College’s general personnel policies, practices and procedures and about my privileges and obligations as its employee. I agree to read and comply with this Handbook during my employment at Pomona College. I also understand that this Handbook may be amended at any time and that Pomona College may rescind, or add to, any policies, practices, and procedures described in the Handbook at any time. Pomona College will advise employees of material changes accordingly within a reasonable time. I further understand that any policy updates and/or revisions will be communicated by email from Human Resources and posted on the College HR web site and the HR web portal. I understand that this Handbook is not an express or implied contract of employment for a specific period of time. This means that the College and I have the right to end our employment relationship at any time with or without notice or cause, unless otherwise prohibited by law. Employment at the College is “at will.” ________________________________________________________________________ Employee’s Signature Date 2 POMONA COLLEGE EMPLOYEE HANDBOOK ................................................................ 1 RECEIPT AND ACKNOWLEDGMENT OF A HANDBOOK FOR THE EMPLOYEE’S OF POMONA COLLEGE .......................................................................................................................................................................... 2 INTRODUCTION ............................................................................................................................................................ 6 FOREWORD ....................................................................................................................................................................................6 ABOUT POMONA COLLEGE ....................................................................................................................................................7 THE CLAREMONT COLLEGES AND AFFILIATED INSTITUTIONS ........................................................................8 THE CLAREMONT COLLEGES ..........................................................................................................................................8 AFFILIATED INSTITUTIONS .......................................................................................................................................... 10 SECTION I - EMPLOYMENT .................................................................................................................................... 11 EMPLOYMENT AT THE COLLEGE ..................................................................................................................................... 11 AT-WILL EMPLOYMENT ................................................................................................................................................. 11 NON-DISCRIMINATION ................................................................................................................................................... 11 WAGE AND SALARY INFORMATION ......................................................................................................................... 14 HUMAN RESOURCES (“HR”) DEPARTMENT ......................................................................................................... 16 ROLE AS AN EMPLOYEE AND CO-WORKER .......................................................................................................... 16 ORIENTATION SESSIONS ................................................................................................................................................ 16 IDENTIFICATION (ID) CARD ......................................................................................................................................... 16 PERFORMANCE EVALUATION ..................................................................................................................................... 17 EMPLOYEE RECORDS ....................................................................................................................................................... 18 RESOLVING PROBLEMS: OPEN-DOOR POLICY .................................................................................................... 18 WHISTLEBLOWER POLICY ............................................................................................................................................ 19 SAFETY IN THE WORKPLACE....................................................................................................................................... 21 REPORTING ON-THE-JOB INJURIES .......................................................................................................................... 21 EMERGENCY/DISASTER PLAN .................................................................................................................................... 22 EMERGENCY NOTIFICATION SYSTEM ..................................................................................................................... 22 TERMINATION ..................................................................................................................................................................... 23 PAY FOR VACATION AND PERSONAL DAYS AT TERMINATION ................................................................. 25 CONVERTING BENEFITS AT TERMINATION ........................................................................................................ 25 STUDENT EMPLOYMENT ............................................................................................................................................... 25 SECTION II - EMPLOYEE BENEFITS..................................................................................................................... 28 BENEFITS REQUIRED BY LAW........................................................................................................................................... 28 ELECTIVE BENEFITS ............................................................................................................................................................... 28 Flexible Spending Accounts (FSAs) ............................................................................................................................ 29 Group Dental Insurance ................................................................................................................................................... 29 Group Health Plans ............................................................................................................................................................ 29 Group Life Insurance ......................................................................................................................................................... 29 Group Vision Plans ............................................................................................................................................................. 29 Personal Accident Insurance (AD&D) ....................................................................................................................... 29 TIME OFF BENEFITS ............................................................................................................................................................... 30 Holidays ................................................................................................................................................................................... 30 Holiday Replacement for Exempt Staff..................................................................................................................... 30 Personal Time ....................................................................................................................................................................... 30 School Closure ...................................................................................................................................................................... 31 Sick Leave Benefits ............................................................................................................................................................. 31 Supplemental Emergency Staff Sick Leave ............................................................................................................. 33 Summer Early Release ...................................................................................................................................................... 33 Vacation Benefits ................................................................................................................................................................ 34 3 Vacation Accrual Rates for Regular Status Full Time Employees................................................................ 35 CHILD CARE ................................................................................................................................................................................