From time to time, the College or your supervisor will schedule meetings before, during, or after work. It's to your advantage to be at these meetings. They give you and your fellow workers a chance to receive information on Kenyon College events, to review problems and possible solutions, and to make suggestions about your department or your job.
If your attendance at Department Meetings is mandatory, you will be informed. If you are a non-exempt staff member and are required to attend a meeting during non-working hours, you will be compensated for the time spent traveling to and from the meeting as well as for time spent at the meeting.
In 2004, then-President S. Georgia Nugent formed the Presidential Advisory and Communications Team (PACT). In 2013, Kenyon's new president, Sean Decatur, requested that the team members consider a new name to reflect a more reciprocal view of communication. Kenyon Staff Council was unanimously approved by the representatives. Membership of Kenyon Staff Council consists of one non-exempt and one exempt employee from each college division, and three at-large members, as determined by election of all eligible employees. Kenyon Staff Council serves both to advise the president and senior staff on matters regarding Kenyon employees, and to advise employees regarding College positions and policies relating to its employees. Their goal is to promote a positive and rewarding workplace.
Successful working conditions and relationships depend upon successful communication. Not only do you need to stay aware of changes in procedures, policies and general information, you also need to communicate your ideas, suggestions, personal goals or problems as they affect your work.
In addition to the exchanges of information and expressions of ideas and attitudes which occur daily, make certain you are aware of and utilize all Kenyon College methods of communication, including this Employee Handbook, bulletin boards, discussions with your supervisor, memoranda, staff meetings, newsletters, training sessions, etc.
In addition, you may receive letters from Kenyon College. There is no regular schedule for distribution of this information. The function of each letter is to provide you and your family with interesting news and helpful information which will keep you up-to-date on the events here at Kenyon.
Kenyon College does not condone the illegal duplication of software. The copyright law is clear. The copyright holder is given certain exclusive rights, including the right to make and distribute copies. Title 17 of the U.S. Code states that "it is illegal to make or distribute copies of copyrighted material without authorization" (Section 106). The only exception is the users' right to make a backup copy for archival purposes (Section 117).
The law protects the exclusive rights of the copyright holder and does not give users the right to copy software unless a backup copy is not provided by the manufacturer. Unauthorized duplication of software is a Federal crime. Penalties include fines of as much as $250,000, and jail terms of up to five years.
Even the users of unlawful copies suffer from their own illegal actions. They receive no documentation, no customer support and no information about product updates.
1. Kenyon licenses the use of computer software from a variety of outside companies. Kenyon does not own this software or its related documentation and, unless authorized by the software manufacturer, does not have the right to reproduce it.
2. With regard to use on local area networks or on multiple machines, Kenyon employees shall use the software only in accordance with the license agreement.
3. Kenyon employees learning of any misuse of software or related documentation within the college shall notify the Library and Information Services or the Information Resources Council.
4. According to the U.S. Copyright Law, illegal reproduction of software can be subject to civil damages and criminal penalties, including fines and imprisonment. Kenyon employees who make, acquire or use unauthorized copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include dismissal.
Appropriate Use of Information Services
As information technology continues to play an increasingly important role in education and the world in general, it is essential that Kenyon students, staff, and faculty have open access to information and training in information skills in order to participate in the emerging electronic culture. Open access to Kenyon's information services requires an intellectual environment based on mutual respect and trust, information sharing, collaboration with peers, the free inquiry and expression of ideas, and a secure information infrastructure maintained by the College.
The health and well-being of such an environment is the responsibility of each member of the Kenyon community. All members are expected to behave in a responsible, ethical and legal manner regarding the use of Kenyon's information services. In order to insure such an environment, this policy summary defines the rights and responsibilities of individual members. By using Kenyon's information services, a member of the Kenyon community gives implicit consent to abide by these policies.
In instances where an employee voluntarily leaves our employ, Kenyon College management would like to discern the reasons for leaving and any other impressions a departing employee may have about Kenyon. If you decide to leave, you will be asked to complete an "Employee Separation Form". This form will be mailed to your home address with a self-addressed stamped envelope for your return. It is hoped that you will express yourself freely as well as provide insights into possible improvements we can make.
Suggestions regarding improved working conditions and morale are sincerely welcomed and valued. Your opinions are important to us!
You must have your supervisor's written authorization and/or a purchase order prior to incurring an expense on behalf of Kenyon College. To be reimbursed for authorized expenses, you must submit a payment order accompanied by receipts and approved by your supervisor.
If you are asked to conduct College business using your personal vehicle, you will be reimbursed at the current IRS mileage reimbursement rate for business use of a personal vehicle. This expense must be submitted on a travel and entertainment form and approved by a member of Senior Staff.
Federal law ("OSHA") requires that we keep records of all illnesses and accidents which occur during the workday. The Ohio state Workers' Compensation Act also requires that you report any illness or injury on the job, no matter how slight. If you hurt yourself or become ill, please contact your supervisor for assistance. If you fail to report an injury, you may jeopardize your right to collect workers' compensation payments as well as health benefits. OSHA also provides for your right to know about any health hazards which might be present on the job. Should you have any questions or concerns, contact the Office of Human Resources or your supervisor for more information.
The Role of the Guidelines
Kenyon College is committed to the principle of equal employment opportunity, and these guidelines are designed to assist the College in honoring that commitment. When an exempt or non-exempt staff vacancy occurs at Kenyon, whether as a consequence of the departure of an incumbent or by virtue of being newly created, the position can be filled either by conducting a search to identify the new appointee or by promoting a current employee of the College. Ordinarily positions will be filled by searches, and the highest level positions will normally be filled by national searches. In this manner the College can be assured that it is drawing on the most qualified individuals. The College must, however, be responsive to the obligation to provide advancement opportunities for its own employees; so there will be occasions when the President, the Director of Human Resources and the relevant Division Head may conclude that an internal promotion is in the best interests of the College.
The Search Authorization Process
After the authorization to fill a vacant position or create a new position has been granted by the Position Review Committee, requests to begin a search are submitted through the online recruitment system (PageUp.)
The Recruitment of Candidates
Placing the Advertisement
Other Recruiting Sources
Part-Time or Temporary Positions
Part-time openings and openings for a duration of no more than a year should, in most cases, be advertised. However, advertising for these positions may be limited to Kenyon's employment web site and/or local publications, and the application deadline may be more immediate.
The Search Committee
Protocol for Searches with Internal Candidates
Because they are conducted with members of the Kenyon community, searches in which there are internal candidates deserve particular attention and consideration. As a general principle, internal candidates should undergo the same procedures (presentations, interviews, etc.) as external candidates. However, to ensure the equitable treatment of all candidates (including internal candidates) during the search process, it is suggested that search committees adhere to the following recommendations:
Protocol for Searches Involving Spouses, Partners or members of the immediate family
In order to eliminate any potential for conflicts of interest, a person who is the spouse, partner or immediate family member of a candidate for a position may not serve as a member of the search committee.
The Assessment of Candidates
The Screening and Interview Process
Record Keeping
Accurate records must be kept throughout the hiring process. The online recruiting system database will archive search records including all dossiers submitted by applicants as well as information entered regarding the ranking and assessment of candidates. The chair of the search committee should keep copies of any records outside of information submitted through the online recruiting system for four years immediately following the search. These items may include notes or records kept by search committee members.
Presidential Discretion
The President has the authority to waive any of these procedures if it is concluded that the interests of the College are best served by such action.
Checklist for Search
Recognizing the fact that students often make good employees, our State encourages employers to consider their potential in business and industry. Because of our Legislators' concern for our minor workers, they have enacted very rigorous hazardous occupation laws for their protection as well as for the protection of their employers.
Minors 14 years of age and older may be employed while still in school. Hour restrictions are imposed on 14 and 15 year old students as follows:
1) No person under sixteen years of age shall be employed during school hours except where specifically permitted by Chapter 4109 of the Revised Code;
2) Before seven a.m. or after nine p.m. from the first day of June to the first day of September or during any school holiday of five school days or more duration; or after seven p.m. at any other time;
3) For more than three hours a day in any school day;
4) For more than eighteen hours in any week while school is in session;
5) For more than eight hours in any day which is not a school day;
6) For more than forty hours in any week that school is not in session.
Students 16 and 17 years of age may work unlimited hours. Employers of students 14 and 15 years of age must secure Work Permits from the student employee and must also complete, in duplicate, a Minor Agreement for each minor employed with one copy being given to the minor while the other is maintained in the employer's file.
Students 16 and 17 years of age, if not engaged in a bona-fide vocational program, must also have Work Permits and Minor Agreements. If the student is in a bona-fide vocational program, then a Training Agreement and Training Plan, prepared by the Vocational Instructor and properly completed by the student and employer, will take the place of the Work Permit and Minor Agreement.
Minors 16 and 17 years of age, are not required to provide a Work Permit after the last day of the school term in the Spring and before the first day of the school term in the Fall. (In non-hazardous employment). The minor shall provide the employer with the following:
1) Evidence of proof of age;
2) Statement signed by the minor's parent or guardian consenting to the proposed employment.
Kenyon College reserves the right to inspect all packages or closed containers brought into or taken out of the work area.
Kenyon College recognizes that employees with a life-threatening illness, including, but not limited to, cancer, heart disease, and AIDS, may wish to continue to engage in as many of their normal pursuits as their condition allows, including work. These employees must be able to meet acceptable performance standards. Performing normal job functions must not exacerbate their condition. Medical evidence must indicate that their condition is not a threat to other workers.
Supervisors need to be sensitive to the employee's condition and ensure that the employee is treated consistently with other employees. Kenyon College seeks to provide a safe work environment for all employees. Therefore, precautions should be taken to ensure that any employee's condition does not present a health and/or safety threat to other employees or our customers.
When dealing with situations involving employees with life-threatening illnesses, supervisors should:
*Remember that an employee's health condition is personal and confidential, and reasonable precautions should be taken to protect information regarding an employee's health condition.
*Contact Kenyon's Health & Counseling Center if you believe that you or other employees need information about terminal illness, or a specific life-threatening illness, or possible contagion. If you need further guidance in managing a situation that involves an employee with a life-threatening illness please contact the Office of Human Resources.
Contact the Office of Human Resources to determine if a statement should be obtained from the employee's attending physician that continued presence at work will pose no threat to the employee, co-workers, or customers. Kenyon reserves the right to require an examination by a medical doctor appointed by the College.
*Make reasonable accommodation for employees with a life-threatening illness provided that any accommodations made do not require significant difficulty or expenses.
*Make a reasonable attempt to transfer employees with a life-threatening illness who request a transfer and are experiencing undue emotional stress.
*Be sensitive and responsive to co-workers' concerns.
*Do not give special consideration beyond normal transfer requests for employees who feel threatened by a co-worker's life-threatening illness.
*Be sensitive to the fact that continued employment for an employee with a life-threatening illness may sometimes be therapeutically important in the remission or recovery process, or may help to prolong that employee's life.
All employees are expected to abide by the College motor vehicle rules and regulations. All motor vehicles on campus must be registered with the Office of Safety, where registration forms are available. Upon receipt of the completed form, the Safety Office will send the employee a decal to display on her or his vehicle(s).
You are encouraged to use the parking areas designated for our employees. Remember to lock your car every day and park within the specified areas. Courtesy and common sense in parking will avoid accidents, personal injuries, damage to your vehicle and to the vehicles of other employees. If you should damage another car while parking or leaving, immediately report the incident, along with the license numbers of both vehicles and any other pertinent information you may have to the Office of Safety.
Kenyon College does not assume any liability for any loss or damages you may sustain.
Normally, you will be expected to use the "Resolving Workplace Conflicts" procedure outlined earlier in this Handbook to resolve a problem. However, if the problem or complaint is of a personal nature, or a very delicate matter, you may meet first with the Ombudsperson, the Director of Human Resources or the Senior Staff member for your division to discuss it. They will decide if you should first discuss the problem with your immediate supervisor. If so, you will be directed to use the Resolving Workplace Conflict procedure. If the complaint, suggestion, or question is of such a nature that resolution would be hampered by that procedure, the Ombudsperson, Director of Human Resources or Senior Staff member you contact will take the appropriate action.
Our telephone bills can be astronomical. Please keep personal phone calls to a minimum - they must not interfere with your work. You are permitted to make limited local area calls on company telephones for essential personal business during lunch periods. Emergency calls regarding illness or injury to family members, changed family plans, or calls for similar reasons may be made at any time. Incoming urgent calls will be directed to you.
Please don't use Kenyon College as a personal mailing address, and do not put personal mail in the stacks that are to be run through the postage meter. Although the amount may seem small, it is still considered theft.
In some instances, employees may be allowed to borrow certain College tools or equipment for their own personal use while on our premises. In no instance may this be done off our premises, or without prior management approval. You understand and agree that Kenyon College is not liable for personal injury incurred during the use of College property for personal projects. As a Kenyon employee, you accept full responsibility for any and all liabilities for injuries or losses which occur, or for the malfunction of equipment. You are responsible for returning the equipment or tools in good condition. You also must understand that you may be required to pay for any damages that occur while using the equipment or tools for personal projects.
This Policy addresses the expectations and responsibilities for Kenyon community members to engage in free expression and peaceful demonstration on College property.
In May of 2017, the Kenyon College faculty adopted the following statement of freedom of expression:
"Because the central mission of the College, liberal education, requires free and open inquiry in all matters, students and faculty should have the broadest possible latitude to speak, write, listen, challenge, and learn. … By listening to and challenging those with whom we disagree, we open ourselves to the possibility of learning. And even when debates and arguments don’t change our opinions, they may help us understand their grounds more fully and improve our ability to defend them rationally and persuasively.”
The College extends this protection of expression to all Kenyon Community Members. This applies to all forms of demonstrations, protests and criticism, whether directed at national or local policy or at Kenyon. Members of the Kenyon Community should always be free to support causes by orderly means. However, members of the community may sometimes determine that circumstances call for demonstrations that are somewhat disruptive. In such an event, any action taken by a community member which calls for sanction or penalty will not be penalized more strictly or harshly for having occurred during a protest or demonstration. This is an essential extension of support for the free expression of ideas. The College stresses that it deplores acts of violence and any encouragement of violence, and it will make reasonable efforts to prevent violence and protect community members.
As used in this Policy:
The College adopts the following rules and procedures on its campus and other College property used for educational purposes. For areas within the Village of Gambier but not on Kenyon’s campus, the Knox County Policy 427 on “First Amendment Assemblies” applies. Note that Middle Path (including the section between Wiggin St. and Brooklyn St.) is owned by the College, and is considered part of campus proper for the purposes of the present demonstration and protest policy.
All members of the Kenyon Community may engage in peaceful demonstration (including, but not limited to, rallies, gatherings, protests, parades, and processions) on campus. However, disruptive conduct is not permitted.
Disruptive Conduct is conduct that substantially obstructs, impairs, or interferes with: (i) teaching, study, research, or administration of the College; (ii) the authorized and other permissible use of College facilities, including meetings of College students, faculty, staff, administrators and/or guests; or (iii) the rights and privileges of other members of the College community.
Disruptive conduct is characterized by:
Campus Safety and members of the Kenyon Concerns Coalition or their designated representatives may take reasonable steps (including dispersal of the protest, if necessary) to make sure that Disruptive Conduct does not occur.
Members of the Kenyon Community who violate this Policy may be subject to College disciplinary action. However, no disciplinary action will be more severe for actions taken as part of a protest or demonstration than for similar actions taken outside of such a context.
Any violations of pertinent criminal law may result in arrest and/or criminal charges.
Campus Safety’s principal role in protests and demonstrations is to ensure the physical well-being of all people in the area, both participants and others, and to protect College structures and property from serious damage. If Campus Safety has been contacted by the Organizer or appropriate College official and asked to deal with a person or persons creating a nonviolent disturbance, Campus Safety will always start by asking the person or persons to stop the disruptive behavior prior to asking the person or persons to leave the event or area.
At a protest event, Campus Safety will attempt to locate the Organizer before handling any situation of nonviolent behavior unless the disruption necessitates urgent action to prevent tumultuous conduct. Campus Safety has the authority to respond to tumultuous conduct without first contacting the Protest Organizers. In all cases where time permits, Campus Safety will make contact to determine if de-escalation can be employed in place of physical interference.
In extreme cases where there is potential for violence or destruction of property, Campus Safety will notify the Knox County Sheriff of developing protests and demonstrations. The Sheriff, in conjunction with Campus Safety, will develop a plan for the event. The College recognizes that in matters of this sort in particular, full and prompt communication among all components of our College community is highly desirable, and that to the extent time and circumstances permit, such communication should precede the exercise of the authority, discretion and responsibilities granted and imposed in keeping with College policy.
Adopted September 23, 2019
Kenyon College Mail Services is located on the lower level of Farr Hall, behind the Bookstore. Mail Services receives all incoming USPS mail to the college from the Gambier Post Office and sorts it by department for daily pick up by each office. However, each office will receive a weekly delivery of all sorted government and inter-campus mail from the Mail Services staff, who will at the same time pick up all office outgoing mail for the week. Outgoing government mail leaves Gambier each Monday and Thursday morning, unless taken directly to the Gambier Post Office by office personnel for paid postage at the window, where it can be processed the same day.
Mail Services is never permitted to process personal mail. Inter-campus mail is to be restricted to any college related paper item or document that will fit in an inter-campus envelope. Items that are wood, metal, or plastic do not qualify as mail, nor do large boxes of paper or files, unless it relates to a bulk mailing order. Mail Services will not be responsible for returning books to the library.
For successful inter-campus mail deliveries please use FULL NAMES and LOCATIONS.
Should your office be closed for any reason, all mail will be held by Mail Services for your pick up or next weekly delivery. Mail Services will not be responsible for unlocking and securing building doors when closed.
Mail Services is open Monday - Friday 9am-1pm and 2pm-4pm. Michael Knight manages Mail Services and can be contacted at knightm@kenyon.edu or 740-427-5685.
It is our policy to advise all employees about advancement opportunities by means of bulletin boards, email or other suitable methods.
Whenever a position becomes available, every effort will be made to fill it by promoting a qualified employee. Jobs will be awarded based on individual ability and past job performance, as well as length of service if two people have similar qualifications. By utilizing all opportunities for education and performing your job well, you may become qualified to fill a position of greater skill, responsibility and value at Kenyon. Notwithstanding our commitment to internal promotions, Kenyon will continue to look outside the College for potential employees as well.
It is your responsibility to understand the machines you need to use to perform your duties. Good care of any machine that you use during the course of your employment,as well as the conservative use of supplies, will benefit you and Kenyon. If you find that a machine is not working properly or in any way appears unsafe, please notify your supervisor immediately so that repairs or adjustments may be made. Under no circumstances should you start or operate a machine you deem unsafe, nor should you adjust or modify the safeguards provided.
Along Middle Path
Along Middle Path, a collection of Kenyon news and notices, is published four times each year by the Office of Public Affairs. It contains coverage of people and events, as well as announcements of interest to alumni and other members of the College community. Issues of Along Middle Path are made available to everyone at Kenyon.
Kenyon College Alumni Bulletin
The Bulletin, Kenyon's magazine, is published four times each year by the Office of Public Affairs. All members of the faculty, administration, and staff are encouraged to bring potential story ideas to the attention of the public affairs staff. Material for the Bulletin may be submitted via email to Bulletin@kenyon.edu.
Kenyon is especially grateful to those who have devoted a number of years of their professional life to the College, and believe it important to honor them. Therefore, the following policy is intended to provide guidance to those planning these types of gift presentations or events.
Less than five (5) years of service with Kenyon
A department-only reception can be scheduled and may include (normally) up to one (1) hour of work time. No College funds are to be used for gifts or refreshments.
More than five (5) but less than ten (10) years of service with Kenyon
A department-only reception can be scheduled and may include (normally) up to one (1) hour of work time. Up to $150 dollars of department funds may be used for refreshments and/or a gift for the departing employee. The money spent will come from the sponsoring department's budget; therefore department heads are responsible for ensuring the $150 limit is observed.
Ten (10) years or more of service with Kenyon
An all-campus reception can be scheduled and may include (normally) up to one and one-half (1 1/2) hours of work time. Up to $250 of department funds may be used for refreshments and/or a gift for the departing employee. The money spent will come from the sponsoring department's budget; therefore department heads are responsible for ensuring the $250 limit is observed.
Retirement Receptions
The above policies will apply except in the case of those employees who RETIRE from Kenyon with fifteen (15) or more years of service. In that case, an all-campus reception can be scheduled and may include (normally) up to one and one-half (1 1/2) hours of work time. Up to $500 of department funds may be used for refreshments and/or a gift for the employee who is RETIRING from Kenyon. The money spent will come from the sponsoring department's budget, therefore department heads are responsible for ensuring the $500 limit is observed.
Only the President of the College may grant exceptions to any of the specific guidelines and/or limits imposed by this policy.
Kenyon College actively recycles as many materials as possible:
Acceptable (Please place these in the proper recycling bins.)
Aluminum Cans
Computer Paper
Ledger Paper - Bleached Bond, Copier Paper, Envelopes, Adding Machine Tape
Newspapers
Glass Bottles
Plastic Bottles and Containers
Shipping Cartons
Unacceptable (Please keep these contaminants out of the recycling bins.)
Carbons
Food
Wrapping Paper
Exception:
Metal paper clips and staples may be left on the paper. (No plastic bindings, please).
Just A Few Reasons For Recycling:
Solid Waste: It has been estimated that each man, woman, and child produces an average of four pounds of trash every day, almost 1,500 pounds a year. Most of this garbage gets buried in a landfill, and we are running out of landfill space at an alarming rate. Paper makes up about 25% of many cities' garbage, much of which could be diverted through office paper recycling programs.
Paper Production: As many as seventeen small trees are required to make one ton of paper. Recycling slows the demand for virgin timber fibers and lessens the strain on our forest resources.
Energy Conservation: Up to 64% less energy is required to produce paper from waste paper instead of from virgin wood pulp. In the case of office paper, the equivalent of almost three barrels of oil is saved for every ton of paper recycled.
Air & Water Pollution: The manufacturing of paper from used paper instead of from trees produces almost 60% less pollution of air and water.
Water Conservation: The manufacturing of recycled paper uses only half of the water that is required in the manufacturing of virgin paper.
How The Kenyon College Recycling Program Works
You will be given one small recycling container (for paper) on or near your desk and each office or department will receive a large container for aluminum and glass and plastic items. When you're through using the paper, aluminum, glass or plastic item, simply put it into the appropriate container instead of the trash can. When either of your containers is full, the custodial team in your area will empty it. That's the end of your involvement - it's that easy!
Because we all have a lifelong habit of just throwing something away when we're finished using it, it may take some time to remember not to throw the recyclable paper into the trash can. You have to think about it at first, but in a very short time it will become just another one of those things you do.
Please keep all "contaminants," including carbon paper, half-eaten sandwiches, wrapping paper, etc., out of the paper recycling containers. If you're recycling an old report, please remove the covers and plastic bindings. Metal staples and small paper clips do not need to be removed. Soda cans, soda bottles, glass jars and bottles, plastic bottles and containers can all be re-cycled. Please remove the lids and put these items into the designated recycling containers.
If you are "cleaning house" and getting rid of a lot of old forms or files, let your custodial team know ahead of time so they can prepare for extra pick-ups. NOTE: Please don't crumple up paper being thrown away (in the trash or in recycling) - it takes up much less space when it's flat. If you need plastic bags they will be provided.
Please do your part to recycle reusable materials and reuse items until they genuinely need to be replaced. Also, please pay attention to ways of conserving energy. Some of the easiest ways to do this are to make sure lights, equipment and faucets are turned off, and all doors and windows are closed whenever practical.
Waste of time, materials, equipment and utilities is costly to you and Kenyon. You can help make every minute count. Eliminate waste whenever possible. In the long run, you will benefit by helping to reduce operating costs. The money saved by eliminating waste may be passed along to employees in the form of larger annual increases and other benefits.
Kenyon College does not respond to oral requests for references. We will, however, indicate the dates of current or prior employment and position held upon written request.
All requests requiring a reference and/or more information such as eligibility for rehire, salary, job performance etc., will not be honored without the current or prior employee's completing a "reference release waiver." This waiver, signed by the current or prior employee, releases Kenyon College from any claims which may arise from providing the information requested. In the event you leave the employ of Kenyon College and you would like us to give information regarding your employment, please make sure you have a signed waiver on file in the Office of Human Resources.
As an employee, do not under any circumstances respond to any requests for information regarding another employee unless it is part of your assigned job responsibilities. If it is not, and you receive a request for a reference, you should forward the request to the Office of Human Resources.
While we hope both you and Kenyon College will mutually benefit from your continued employment, we realize that it may become necessary for you to leave your job with Kenyon. If you anticipate having to resign your position with Kenyon, you are expected to notify your supervisor at least two (2) weeks in advance of the date that you must leave. You must also work at least the ten days (consecutively) prior to the resignation date stipulated in your resignation notice in order to receive payment for any unused or earned vacation time you may have accrued. You may not use vacation, sick, personal or any other type of paid time to cover the 10 day requirement. Your resignation date will be the last day that you work.
Exempt administrative personnel should submit written notice of resignation to her or his supervisor three months prior to the proposed resignation date.
Any Kenyon College property issued to you, such as keys, equipment, tools or uniforms, must be returned to Kenyon at the time of your dismissal or resignation, or whenever it is requested by your supervisor or a member of management. You are responsible to pay for any lost or damaged items. The value of any property issued and not returned may be deducted from your paycheck, and you may be required to sign a wage deduction authorization for this purpose.
Safety is everybody's business. Safety is to be given primary importance in every aspect of planning and performing all Kenyon College activities. We want to protect you against injury and illness, as well as minimize the potential loss of work time.
Please report all injuries (no matter how slight) to your supervisor immediately, as well as anything that needs repair or is a safety hazard.
Below are some general safety rules. Your supervisor or department head may post other safety procedures in your department or work area:
*Avoid overloading electrical outlets with too many appliances or machines.
*Use flammable items, such as cleaning fluids, with caution.
*Walk - don't run.
*Use stairs one at a time.
*Report to your supervisor if you or a co-worker becomes ill or is injured.
*Ask for assistance when lifting heavy objects or moving heavy furniture.
*Keep cabinet doors and file and desk drawers closed when not in use.
*Sit firmly and squarely in chairs that roll or tilt.
*Wear or use appropriate safety equipment as required in your work.
*Avoid "horseplay" or practical jokes.
*Start work on any machine only after safety procedures and requirements have been explained (and you understand them.)
*Use air hoses only for the use intended. Avoid blowing air at yourself or anyone else.
*Wear appropriate personal protective equipment, like shoes, hats, gloves, goggles, spats, hearing protectors, etc., in designated areas or when working on an operation which requires their use.
*Keep your work area clean and orderly, and the aisles clear.
*Stack materials only to safe heights.
*Watch out for the safety of fellow employees.
*Use the right tool for the job, and use it correctly.
*Wear gloves whenever handling castings, scrap, barrels, etc.
*Operate motorized equipment only if authorized by your immediate supervisor. All operators must be licensed by Kenyon.
Remember, failure to adhere to these rules could be considered serious infractions of safety rules and will result in disciplinary actions.
Maintaining the security of Kenyon College buildings and vehicles is every employee's responsibility. Develop habits that insure security as a matter of course. For example:
*Always keep cash properly secured. If you are aware that cash is insecurely stored, immediately inform the person responsible.
*Know the location of all alarms and fire extinguishers, and familiarize yourself with the proper procedure for using them, should the need arise.
*When you leave Kenyon's premises make sure that all entrances are properly locked and secured.
The College has an Escort Service available to the entire Kenyon community. Simply call the Office of Safety at extension # 5109 or 0 to make escort arrangements. An officer will gladly walk you to your destination on campus. Do not walk alone at night.
Emergencies on campus can be reported by dialing ext. # 5555 from a College telephone. There are seventeen blue-light emergency phones throughout the campus for reporting matters that range from suspicious activity and medical emergencies to fires and requests for escorts. A safety officer will be automatically dispatched to the telephone where the call was placed.
Years of Service Awards:
Each year, Kenyon College honors its long-term employees by presenting service recognition awards at an annual College function. Service recognition awards will be given after you have completed five, ten, fifteen, twenty, twenty-five, etc. years of service.
Each employee recognized will be given a "thank-you" gift from the College, presented by the President.
Distinguished Service Awards:
Every year Kenyon honors its long-term employees by presenting years of service recognition awards. In the 1998-99 academic year, we began a program (in addition to the years of service recognition) to honor exempt and non-exempt staff members who had exceptional accomplishments; who provided outstanding service and dedication to Kenyon students, staff, and others and who contributed to the overall vitality, beauty and legacy of the College.
Nominations can be made by any Kenyon employee or student. The Office of Human Resources reviews the nominations with the appropriate division head then forwarding the nomination to a selection committee who will review the nominations and recommend one administrator and one staff member to receive the award. The award will be comprised of an honorary plaque and an accompanying check in the amount of $500.00! Also, the recipients of this award will receive FREE meals at the All Employee Luncheons for the upcoming academic year.
This honor is intended to publicly recognize the work of select administrators and staff members who, while acknowledged for their years of service, deserve special recognition for extraordinary contributions to the College.
Recipients are announced at the annual Years of Service recognition event in May.
Policy for Severe Weather Conditions/Power Outages
Given the range of institutional programs, the number of essential services provided and the continuing needs of resident students, the College will remain open in all but the most extreme circumstances. The decision to excuse or dismiss employees from work due to severe weather conditions will be made by the Chief Business Officer, Director of Campus Safety and the Director of Human Resources, in consultation with the President, Provost and VP for Student Affairs. Supervisors are not authorized to make such decisions individually, except as noted below and with the consent of their Division Head(s). College employees are urged to use their own discretion in deciding whether they can safely commute to work. If personal health or safety is at issue in that decision, responsible judgment should be used.
When weather conditions are so extreme that it becomes necessary to postpone or cancel any College activity, including but not limited to, canceling classes and/or sending home non-essential personnel, employees will be notified at the earliest possible time as follows:
Members of the campus community are asked to NOT call the Department of Campus Safety so that telephone lines there can remain open for emergency calls.
A. The College does not expect employees to take unnecessary risks to report to or remain at work. In cases where an employee decides, due to personal circumstances, that it is best not to report to work or to leave early because of adverse weather conditions and where the College has not issued a closing, late opening or early dismissal, the employee is expected to take annual leave or leave without pay, whichever is appropriate.
B. Power Outages – If employees deem their work environment to be unsafe during a power outage, they may leave after consulting with their supervisor regarding the duration of the outage. All other provisions of section 2-A are applicable.
Support operations directly involved with maintaining the health, safety and needs of our resident students are considered essential. These support operations include Dining Services, Maintenance, Student Affairs staff who are designated as “on-call”, and Campus Safety. The Bookstore and Library and Information Services, because of the high demand for services and the need to operate continually during severe weather, are also considered essential operations. Members of the Kenyon Emergency Preparedness Team (KEPT) may also be required to report to campus, depending on the nature of the event and the discretion of the KEPT Co-Chairs.
When Classes are Not In Session
Certain student support operations are not as vital when classes are not in session. If the College declares a severe weather day when classes are not in session, Division Heads of the respective essential operations noted in C above, have the discretion to determine which employees remain designated as Essential Personnel.
When a decision is made to declare a severe weather day, closing administrative offices, the following will apply:
A. Except for Essential Personnel, benefit-eligible employees will be granted an excused absence with pay only when one of the following situations occurs:
B. Any level 2 Snow Emergency that is in effect at the start of a shift (for most persons that would be 8:30a.m.) shall be considered to be in effect for the entire shift regardless of when the snow emergency is lifted.
C. Employees who have committed to annual leave, (sick, personal or vacation) prior to any College announcement of closure or delayed opening, will be charged for annual-leave time accordingly.
D. If time is missed due to any other weather conditions OR the local school district in which the employee resides is closed, in order to be paid, the time must be made up or a personal or vacation day must be used. If the time will be made up it must be done within the same pay period.
E. Employees covered by a collective bargaining agreement should refer to their bargaining agreement for any additional terms or conditions provided therein.
Any questions regarding this policy should be directed to the Office of Human Resources to ensure the policy is applied consistently and fairly for all.
Revised April, 2018
The College recognizes that smoking is hazardous to both the smoker and the nonsmoker. Smoking is not permitted in any College buildings, including all residence halls, apartments, houses, and academic and administrative buildings. Smokers are asked to respect smoking guidelines and smoke only in designated areas. This rule applies to all campus buildings and all outdoor athletic competitions (with the understanding that, at athletic events, parking areas are designated smoking areas). Smoking in the area immediately adjacent to locations of ingress or egress to a public place or place of employment is against Ohio law, and anyone smoking outside of a non-residential building is expected to uphold this aspect of the law.
Since the first cases of the Acquired Immunodeficiency Syndrome (AIDS) were identified, the medical community has learned much about the nature of this disease. Researchers now know, for example, that AIDS is actually the end stage of a disease that begins with the Human Immunodeficiency Virus (HIV). HIV is both a precursor to and the cause of AIDS. Therefore, being aware of HIV infection and its transmission are extremely important. Transmission of the disease does not occur through casual contact; it requires the exchange of bodily fluids, such as occurs during intimate sexual contact, or by exposure to blood or blood products from an infected person.
The College's responses are based on recommendations issued by the Centers for Disease Control, the Ohio Department of Health, and the U.S. Public Health Service. As those recommendations are modified or expanded, the College will review and appropriately revise these guidelines.
If a Kenyon employee suspects that they are HIV-infected, where can testing or care be obtained?
While the College does not offer on-campus health care for employees, it can provide a list of outside HIV counseling and testing sites. Individuals who are tested and those who test positively should consult their family physician for counseling and follow-up medical care.
What if a Kenyon employee is concerned that a coworker or supervisor is HIV-infected or has AIDS?
Kenyon will not require transfers or changes in working conditions because an employee is HIV-infected or has AIDS or because of concerns about a coworker having an HIV-related illness. Federal law prohibits discrimination against handicapped individuals, including persons with AIDS or related illnesses. Complaints of discrimination would be handled according to established grievance procedures.
What if a food service employee is HIV-infected or is suspected of having AIDS?
Employees known to be infected with HIV are not restricted from work. All evidence indicates that HIV is not transmitted during the preparation or serving of food or beverages. Still, all food employees should follow existing standards, which include good personal hygiene and appropriate safety practices. The concern of other employees about a coworker being HIV-infected or having AIDS is not a legitimate reason for changes in work assignments. The presence of a food-service employee with HIV infection will also not be considered a legitimate reason for releasing a student from the board plan.
What about the concerns of the custodial staff?
If an employee is working in an area where exposure to blood or bodily fluids is likely, normal health and safety precautions should be taken. The concern of other employees about a coworker having HIV infection or AIDS is not a legitimate reason for changes in work assignments.
How will Kenyon respond if an employee discloses that they are HIV-infected?
HIV infection will be treated as any other serious illness. Kenyon's personnel guidelines on medical disability will apply for employees who are unable to continue working.
Are medical and employment records confidential?
Yes. Medical information provided by the employee for the personnel record is confidential. Anyone who handles personnel or medical records may not improperly release information from these files. Kenyon will not make available confidential information about students or employees except when required by law or when given written permission by the employee or student.
Are there specific provisions in the College's health and life insurance policies regarding HIV infection and AIDS?
No. HIV infection and AIDS are treated as any other chronic illness. Life insurance benefits would be paid to the named beneficiary; disability insurance also has no exclusions and would be paid.
Will employees be routinely tested for HIV infection?
No. Kenyon does not require HIV-antibody testing for the purpose of employment or continued employment. However, if a person suspects that they have been exposed to HIV, testing is recommended. The Health and Counseling Center can provide a list of off-campus counseling and testing sites.
Kenyon College has a vital interest in maintaining safe, healthful, and efficient working conditions for its employees. The College is committed to a drug-free school and work environment for its students and employees and furthermore supports the applicable laws governing the use of alcohol and illicit drugs.
Kenyon also recognizes that its own health and future are dependent upon the physical and psychological health of its employees. Accordingly, Kenyon has established the following guidelines with regard to use, possession or sale of alcohol or drugs:
*The manufacture, possession, use, distribution, sale, purchase, or transfer of, or being under the influence of, alcohol or illegal drugs is strictly prohibited while on Kenyon premises or while performing College business. The use of alcohol when authorized by the College for approved College functions is not prohibited. For purposes of this policy the term "drug" shall include any illicit drug, controlled substance, intoxicating substance, inhalant, counterfeit substance, look-a-like substance, marijuana, cannabis, opiate, hallucinogen, narcotic, or other unlawful drug for purposes of federal or state law including, but not necessarily limited to the Drug Free Workplace Act and the Drug Free Schools and Community Act.
*Employees will not be permitted to work while under the influence of drugs or alcohol. Individuals who appear to be unfit for duty may be subject to a medical evaluation which may include drug or alcohol screening. Refusal to comply with a fitness-for-duty evaluation may result in disciplinary action up to and including discharge. An employee shall notify the Director of Human Resources of any criminal drug statute conviction for a violation occurring in the work place no later than five (5) days after such conviction.
*Off-the-job illegal drug use which could adversely affect an employee's job performance or which could jeopardize the safety of other employees, the public or College facilities, or where such usage could jeopardize the security of College finances or business records, or where such usage adversely affects students, customers, or the public's trust in the ability of the College to carry out its responsibilities, will not be tolerated. Employees who are involved in or suspected of involvement in off-the-job drug activity will be considered in violation of this policy.
*Employees undergoing prescribed medical treatment with a controlled substance that may affect the safe performance of their duties are required to report this treatment to their supervisor through their personal physician.
Kenyon College recognizes that alcoholism/drug abuse is a form of illness that is treatable in nature. The College shall not discriminate against employees based on the nature of their illness. No employees shall have their job security threatened by their seeking of assistance for a substance abuse problem. The same consideration for referral and treatment that is afforded to other employees having non-drug/alcohol related illnesses shall extend to them.
*Every effort shall be made to provide an early identification of a substance abuser, to work with and assist the employee in seeking and obtaining treatment without undue delay.
*Early identification of the substance abuser shall be based upon job performance and related criteria, as well as resulting impairment on the job from the job activities. The supervisor of the employee shall bring such information to the attention of the designated representative for further evaluation. An employee who voluntarily seeks treatment for a substance abuse problem which requires a leave of absence for treatment shall be granted such leave of absence and further shall be eligible for benefits under the specifications of the existing paid and unpaid leave and insurance policies.
Nothing in this policy is construed to prohibit the College from its responsibility to maintain a safe and secure work environment for its employees or from invoking such disciplinary actions as may be deemed appropriate for actions of misconduct by virtue of their having arisen out of the use or abuse of alcohol or drugs or both. Depending on the nature and seriousness of the infraction, an employee may be subject to disciplinary action up to and including dismissal and may be further required to participate in and/or successfully complete a drug or alcohol evaluation, assistance, or rehabilitation program in conjunction with such discipline or otherwise. Depending on the nature of the violation, the authorities may be contacted for criminal prosecution.
Through this program of providing the above information to each employee, the College is making a good faith effort to implement an alcohol-drug program as required by the Drug-Free Schools and Communities Act amendments of 1989 and the Drug Free Workplace Act of 1988.
We encourage all employees to bring forward their suggestions and good ideas about how our College can be made a better place to work, or how we can improve on our goal of providing the best quality liberal education to our students. When you see an opportunity for improvement, please talk it over with your immediate supervisor. They can help you bring your idea to the attention of the people in the College who will be responsible for possibly implementing it.
All suggestions are valued and listened to. When a suggestion from an employee has particular merit, we provide for special recognition of the individual(s) who had the idea.
Your immediate supervisor is the person on the management team who is closest to you and your work. Your day-to-day contact with your supervisor gives you a chance to receive guidance and counsel regarding your assignments and the progress you make on your job. Your supervisor can show you how your work fits into the overall picture, teach you how to do things, explain the "hows" and "whys," and encourage you when things look a little tough.
Remember, your supervisor knows most of the answers, and, if not, knows where to get them. Your supervisor probably started in a job much like yours and can guide and help you; they want you to succeed! Please get to know your supervisor, and when you need help or have questions, complaints, problems or suggestions, contact them first. They are interested in your success, the success of every member of your department, and the overall success of Kenyon College.
Your supervisor is human, has many responsibilities, and needs your cooperation, assistance, and loyalty. They want to help you - that's their job - so please ask, and please be willing to meet your supervisor half way. If they cannot help you or answer your question, your question will be referred to someone who can. You can expect to be treated fairly and with respect. Like Kenyon College, your supervisor has a direct interest in you. They want you to consider them as your adviser, friend and mentor. Go to your supervisor for information about your job, your pay, or other matters of College policy.
Please don't overburden your supervisor with questions that can be answered by reading this handbook or by checking bulletin boards. Do feel free to ask for clarification of regulations or responsibilities. Any problem that hinders the efficient completion of your responsibilities should be taken up with your supervisor.
Internal theft can be a serious problem for Kenyon College. Although taking small items of College property many seem inconsequential, the cumulative effect can be very large. Stealing from the College is like stealing from yourself. Losses from theft immediately affect our ability to increase salaries and can jeopardize our ability to run an economically viable educational institution.
Property theft of any type will not be tolerated by Kenyon. We consider property theft to be the unauthorized use of College services or facilities or the taking of any College property for personal use. The following list of examples is not all-inclusive, but provides illustrations of several activities which are unacceptable.
Use of College copy machines for personal use. The office copiers are not provided as a free service to employees. If you wish to use a College copier for personal use, please follow the established procedure to reimburse Kenyon. Failure to do so is a form of property theft.
Taking of company property. No item purchased or supplied by Kenyon should ever be removed from College premises without express authorization of your immediate supervisor and the proper paper work associated with the situation. This rule applies to all College property including equipment, tools, computers, and even pens and paper. Your supervisor has been given detailed instructions on the circumstances in which they can authorize you to borrow College equipment or to take samples of your work home. A checkout procedure will be used, and if you fail to return any item removed on schedule, the value of the items will be charged against your paycheck and you may be subject to disciplinary action for theft.
Penalty Clause. Unauthorized possession or removal of College property is a very serious offense. Employees violating this policy will be subjected to discipline up to and including possible dismissal and prosecution. Kenyon College will consider the dollar value of the item(s) taken, the employee's seniority, and the employee's past work record in setting penalties.
If you are authorized to operate a College vehicle in the course of your assigned work, or if you operate your own vehicle in performing your job, you will be considered completely responsible for any accidents, fines or traffic violations incurred. Please contact the Office of Safety if you have any questions.
Transfer from one position to another may be required or requested from time to time. Such transfers (up, down, or laterally) will be made with a possible adjustment in pay. Transfers for more than thirty (30) days will be considered permanent transfers.
In the event that you are temporarily or permanently transferred for the College's benefit to a lower position, your wage may need to be adjusted to suit the new position. If you are permanently transferred to a lower position because there is no work in your department, your wage must be reduced to suit the job to which you are transferred.
Certain departments at Kenyon provide uniforms which employees must wear while at work. Upon termination of employment, the uniforms must be returned or the cost will be deducted from your final paycheck.
Policy for Employee Use of College Vehicle
1. College vehicles can only be rented by College departments for College business.
2. All drivers must be certified by the Safety Office, including driving record check and completion of driver training program. Certified drivers must be identified at the time vehicle reservations are made.
3. When a vehicle is needed, contact the Coordinator of Transportation Services in Safety. An account number, the destination, name(s) of driver(s), date and time of pickup and return must be provided. Requests must be made at least three days in advance and are granted based on vehicle availability. The use of a College vehicle can be denied in the event of adverse weather and unsafe road conditions.
4. The following vehicles are available:
Contact the Safety Office for the current per mile charge for each type of vehicle.
5. Drivers must:
A. Pick up keys, gas cards, and mileage forms at the Switchboard in the Safety Building.
B. Follow the "Rules of the Road" when operating a College vehicle.
C. Return vehicle to the appropriate parking space as scheduled and turn in keys, gas receipts, and completed mileage forms to the Switchboard upon return.
6. Possession or consumption of alcohol or illegal drugs is prohibited in College vehicles. Smoking is also prohibited.
A. Statement of Policy.
Kenyon College (the “College”) strictly prohibits the possession or use of Weapons, as defined by this policy, on Campus by anyone except law-enforcement officials, armored car couriers, others specifically authorized by the College to support curricular or co-curricular programs (e.g., theatre stage weaponry, athletic fencing equipment), or other lawful activities. Concealed Handgun Licensees and Active Duty Service Members may store a handgun in a locked motor vehicle. The firearm and all of the ammunition must remain inside the person's privately owned motor vehicle while the person is physically present inside the motor vehicle, or each firearm and all of the ammunition must be locked within the trunk, glove box, or other enclosed compartment or container within or on the person's privately owned motor vehicle. The person’s vehicle must also be parked in an authorized location. The act of immediately placing a handgun in a locked motor vehicle will not be considered a violation of this policy.
B. Definitions.
“Active Duty Service Member” is an active duty member of the armed forces of the United States who is carrying a valid military identification card and documentation of successful completion of firearms training that meets or exceeds the training requirements described in section 2923.125(G)(1) of the Ohio Revised Code. Active Duty Service Members should contact the Director of the Office of Campus Safety at 740-427-5000 for a determination as to whether the training meets this requirement under this policy before storing a handgun in a car on campus.
“Concealed Handgun Licensee” is an individual who has been issued a current and valid concealed handgun license under section 2923.125 of the Ohio Revised Code or has a current and valid concealed handgun license issued by another state with which the Ohio Attorney General has entered into a reciprocity agreement under section 109.69 of the Ohio Revised Code. A list of states with reciprocity agreements is found at the Ohio Attorney General’s website: http://www.ohioattorneygeneral.gov/Law-Enforcement/Concealed-Carry/Concealed-Carry-Reciprocity-Agreements.
“Weapons” include, but are not limited to: firearms, explosives, or any instrument or weapon of the kind commonly known as blackjack, slingshot, billyclubs, sandclubs, sandbag, or metal knuckles (including replica or facsimile Weapons), paintball guns, tasers, toy weapons that could reasonably be mistaken for a firearm or explosive, or any other devices which could reasonably be mistaken for a firearm or explosive. This policy does not prohibit small quantity personal protection chemical spray devices (e.g., key chain sprays) intended for defensive purposes or tools possessed and used by employees in accordance with departmental policies.
“Possession” includes, but is not limited to: storage in offices, residential facilities, lockers, desks, briefcases, or personal vehicles parked on the College's property.
“Campus” includes all the lands and facilities of the College whether owned or leased, and whether located in the United States or abroad.
C. Applicability.
This policy applies to anyone on Campus, including the College's personnel, students, volunteers, vendors, independent contractors and visitors. It also applies to the College's personnel and students attending or participating in a College-sponsored activity off campus.
D. Sanctions for Use or Possession of Weapons.
Sanctions will be imposed in accordance with the procedures of the Student Handbook, Staff Policies and Procedures Manual, or Faculty Handbook, as appropriate.
1. Personnel.
With respect to the College's personnel (which includes faculty, staff and student staff, volunteers, vendors and independent contractors for the purpose of this policy), possession of weapons on campus or while attending or participating in a College-sponsored activity off campus is subject to corrective action, up to and including termination of employment, cancellation of any applicable contract and/or further legal action including, but not limited to, a trespass action, or a restraining order.
2. Students
With respect to students, possession of Weapons on campus or while attending or participating in a College-sponsored activity off campus is subject to sanctions up to and including dismissal and/or further legal action including, but not limited to, a trespass action, or a restraining order.
3. Visitors
With respect to visitors, possession of Weapons is subject to expulsion from Campus by Campus Safety and further legal action including, but not limited to, a trespass action, or a restraining order.
E. Reporting Concerns about Weapons, Violence, and Destruction of Property.
The College expects all members of and visitors to the campus community to help maintain safety and security at on campus and at College-sponsored activities off campus.
All persons who have knowledge of Weapons on campus have an obligation to report that knowledge promptly to the Director of Campus Safety or, in the Director's absence, an on-duty Campus Safety Officer.
All persons concerned about a situation that is potentially violent have an obligation to report that concern promptly to a Campus Safety Officer, to the Office of Student Rights and Responsibilities, or to a supervisor.
All persons concerned about an imminent threat of violence or about the imminent destruction of property are strongly encouraged to report that concern immediately to the Office of Campus Safety at 740-427-5000 or to local police (911). The College prohibits retaliation against anyone who makes a good faith report.
F. Search.
In cases of suspected possession of Weapons by the College's students or personnel (which includes faculty, staff and student staff, volunteers, vendors or independent contractors for the purpose of this policy), the College reserves the right to search personal belongings on the College’s property, including, but not limited to, student residences, employee office/work spaces, vehicles, purses, briefcases, bags, and articles of clothing (jackets, coats, etc.).
All such searches must be approved in advance by the Vice President for Finance or the Director of Human Resources in the case of staff, or the Provost in the case of faculty, or the Vice President for Student Affairs or Dean of Students in the case of students. In the absence of the pertinent officer, the President may authorize the search.
The College may request the involvement of law enforcement officials in cases of suspected possession of Weapons and /or when a threat of violence appears imminent. Persons may be asked to leave campus or remain in the presence of Campus Safety personnel or Knox County Sheriff deputies until a search is conducted or until the situation is resolved safely and appropriately. Campus Safety staff may take into temporary custody, for safe-keeping, Weapons discovered in a search.
G. Contact information.
For further information about this policy, please contact the Office of Campus Safety at 740-427-5000.
Effective Date: March 2017
Policy on Employee, Student, Vendor, Alumni and Applicant Disclosure of Misconduct Including Questionable Accounting or Auditing Matters (Whistleblower Policy)
(Approved by the Board of Trustees, May, 2017)
I. PURPOSE AND APPLICABILITY
The purpose of this policy is to set forth Kenyon College’s (the “College”) policy on Board member, employee, volunteer, student, vendor, alumni and applicant disclosure of misconduct, including misconduct relating to accounting or auditing matters, and to protect Board Members, employees, volunteers, students, vendors, alumni and applicants from retaliation in the form of an adverse employment and other action for disclosing in good faith what the Board Member, employee, volunteer, student, vendor, alumni or applicant believes evidences certain unlawful practices. This policy is applicable to all Board Members, employees, volunteers, students, vendors, alumni of the College and to applicants for jobs at the College.
II. STATEMENT OF POLICY
The College is committed to the highest ethical standards of conduct and expects those individuals and organizations affiliated with the College to be equally committed. To maintain those standards, the College needs the help of the College community. Board Members, employees, volunteers, students, vendors, and alumni have a duty to disclose information they have regarding suspected or alleged misconduct existing within the College that they reasonably believe constitutes wire fraud, mail fraud, bank fraud, securities fraud, questionable accounting, internal controls or auditing matters, the wrongful use or disclosure of an individual’s personal information (such as identity theft), disclosure of a student’s education records in violation of the Family Educational Rights and Privacy Act (FERPA), misuse of personal financial, health, or other private information in violation of state or federal law or College policy, or any other conduct or activity that violates the College’s policies, procedures or legal obligations. It is the policy of the College that Board Members, employees, volunteers, students, vendors, alumni and applicants who disclose information regarding suspected or alleged misconduct shall be free from fear of retaliation to make known in good faith any information about the suspected or alleged misconduct. The confidentiality of the reporting individual will be maintained as much as possible, keeping in mind that the name of the disclosing individual, if known, may need to be disclosed in the course of an investigation or to comply with the law..
A Board member, employee, volunteer, student, vendor, alumni or applicant who retaliates against any individual(s) or organization who discloses information regarding suspected misconduct under this Policy or who, following such disclosure, seeks a remedy provided under this Policy or any law or other College policy may be subject to suspension, termination, cancellation of the applicable vendor contract, removal from campus or any other action the College deems necessary. Intentionally providing false information regarding an actual or potential violation of this policy, making a disclosure of suspected or alleged misconduct in bad faith, or intentionally withholding information regarding suspected or alleged misconduct without an appropriate basis for doing so may also result in discipline under this Policy, including suspension, termination, cancellation of the applicable vendor contract, removal from campus or any other action the College deems necessary.
III. PROCESS FOR DISCLOSURE
A. An employee, volunteer, student, vendor, alumni or applicant shall disclose all relevant information regarding suspected misconduct to the following designated intake officers, in accordance with the subject matter of the disclosure:
Subject Matter Intake Officer
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Disability Violations
Discrimination/Harassment/Retaliation /Hostile Workplace/Bullying
Environmental Hazards/Unsafe Workplace Conditions
Faculty/Staff Handbook Violation
Financial Improprieties/Fraudulent Accounting (including but not limited to: wire fraud, mail fraud, bank fraud, securities fraud or questionable accounting, internal controls, and auditing matters ) Illegal/Unethical Business Practices
Athletic Rules Violation
Safety/Security Issues
Waste of College Resources
Wrongful Termination
Other Conduct
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President’s Chief of Staff OR Title IX/Civil Rights Coordinator
President’s Chief of Staff OR Civil Rights/Title IX Coordinator
Chief Business Officer OR Director of Facility Operations
Faculty - Provost OR Associate Provost Staff - VP for Finance OR Director of Human Resources
VP for Finance OR Controller OR Contact Campus Conduct Hotline to direct concern to Chair of the Audit Subcommittee
VP for Finance OR Controller OR Contact Campus Conduct Hotline to direct concern to Chair of the Audit Subcommittee
VP for Student Affairs OR Director of Athletics (except for alleged or suspected misconduct related to Title IX, which shall be reported to the Title IX/Civil Rights Coordinator
VP for Student Affairs OR Director of Campus Safety
VP for Finance OR Controller OR Contact Campus Conduct Hotline to direct concern to Chair of the Audit Subcommittee
VP for Finance OR Director of Human Resources
President’s Chief of Staff OR Provost |
All Title IX related matters should be communicated directly to the Civil Rights/Title IX Coordinator or to the Deputy Civil Rights/Title IX Coordinator.
If the disclosure is by a Board of Trustee member, it shall be made to the Chair of the Trustee Affairs Committee, unless the complaint involves the Chair of the Trustee Affairs Committee, in which case the complaint shall be made to the Chair of the Board of Trustees.
Any disclosure shall be made in a signed written document as soon as possible, preferably in 6 months of the occurrence or the discovery, but in any event within one year in order to allow the College the best chance of preserving and accessing evidence relevant to the investigation of the disclosure. If the person making the disclosure wishes to remain anonymous, the College maintains an anonymous telephone hotline to receive calls concerning suspected misconduct as provided for in this Policy. The hotline number is 866-943-5787. The hotline is available 24 hours a day, 7 days a week, 365/366 days a year and is provided by an independent service staffed by trained compliance risk specialists that document the caller’s concerns and forwards them to the appropriate intake officer.
Any individual who suspects misconduct as discussed in this Policy shall refrain from obtaining evidence to which they do not have right of access. Such improper access may itself be considered an improper activity that could subject the individual to disciplinary action.
Disclosures and investigatory records related to disclosures will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation and in accordance with all applicable laws. If the disclosing individual discloses his or her identity or other information related to the disclosure directly or indirectly through his or her own actions outside of the official investigative process, the College shall not be obligated to maintain the confidentiality of the identity of the individual.
As set forth in more detail in section IV of this Policy, it is College’s policy that there shall be no retaliation of any kind by anyone associated with or affiliated with the College for disclosures made in good faith pursuant to this Policy. However, if a Board Member, employee, volunteer, student, vendor, alumni or applicant knowingly provides false information in relation to a complaint, investigation, hearing or other event under this Policy or acts in bad faith in disclosing information under this Policy, or intentionally withholds information without an appropriate basis for doing so, they will be subject to disciplinary action, up to and including termination or expulsion, and such action shall not be considered retaliation as defined in this Policy.
B. The disclosing individual is not responsible for investigating the suspected misconduct or for determining fault or corrective measures, nor does the disclosing individual have a right to participate in any investigative activities other than as requested by appropriate individuals as set forth in this Policy who are charged with responsibility for investigating all reported concerns. The disclosing individual may contact the intake officer or the hotline to receive updates on the investigation.
C. The intake officer shall consider the disclosure and take whatever action they determine to be appropriate under the law and circumstances of the disclosure, including opening an investigation or referral to the appropriate department for handling, as applicable.
D. In the case of disclosure of misconduct involving the designated intake officer, the disclosure shall be directed to the alternate intake officer. The alternate intake officer shall consider the disclosure and take whatever action they determine to be appropriate under the law and circumstances of the disclosure, including opening an investigation or referral to the appropriate department for handling, as applicable.
E. In the case of disclosure involving financial misconduct, the intake officer or the Campus Conduct Hotline shall also provide a report of the disclosure to the Audit Subcommittee for their review and consideration. The Audit Subcommittee shall have the authority to resolve the matter in accordance with its stated procedure.
F. If the disclosure involves the President, the disclosure shall be directed to the Chair of the Board of Trustees
IV. NON-RETALIATION POLICY
Retaliation of any kind against any member of the College’s community who makes a disclosure or complaint under this Policy, or who in good faith discloses suspected impermissible activities, or the warning signs thereof, or who raises any other concern under this Policy to an administrator, or who refers a matter for complaint or investigation, or who participates in the complaint, investigation or hearing process under this Policy, is strictly prohibited.
The term “retaliation” includes, but is not limited to, discriminating against, mistreating or taking adverse employment action or other adverse action against someone who has made a complaint or disclosure under this Policy or raised any other concern under this Policy to an administrator, or who referred a matter for complaint or investigation, or who participated in the complaint, investigation or hearing process under this Policy.
For purposes of this Policy, an "adverse employment action" shall be defined as actions including: discharge, demotion, suspension, being threatened or harassed, or in any other manner discriminated against with respect to compensation, terms, conditions or privileges of employment. For purposes of this Policy, “adverse action” includes, but is not limited to: dismissing, suspending or disciplining a student or changing or lowering a grade or evaluation of a student or in any other manner negatively affecting the student’s academic career; terminating or threatening to terminate a customer or vendor relationship; and discriminating against or mistreating an alumni or volunteer. The College’s commitment to nonretaliation does not preclude the College from addressing performance or behavioral issues, even if the individual
has participated in reporting misconduct that is protected by this Policy. This Policy does not prohibit an employment action or any other action that would have been taken regardless of the disclosure of information under this Policy.
If an employee, volunteer, student, vendor, alumni or applicant believes that they have been retaliated against in the form of an adverse employment or other adverse action for disclosing information regarding suspected misconduct under this Policy, raising a concern under this Policy, or referring a matter for complaint or investigation, or participating in the complaint, investigation or hearing process related to a disclosure made under this Policy, they may file a written complaint requesting an appropriate remedy to the President’s Chief of Staff or the Provost.
If a Board Member believes that they have been retaliated against in the form of an adverse action for disclosing information regarding suspected misconduct under this Policy, raising a concern under this Policy, or referring a matter for complaint or investigation, or participating in the complaint, investigation or hearing process related to a disclosure made under this Policy, they may file a written complaint requesting an appropriate remedy to the Chair of Trustee Affairs or the Chair of the Board of Trustees.
A Board Member, employee, volunteer, student, vendor, alumni or applicant who engages in retaliation as prohibited under this Policy will be subject to disciplinary action, up to and including possible termination of the relationship with the College or expulsion.
V. PROCESS FOR ADJUDICATION OF RETALIATION COMPLAINTS STEMMING FROM DISCLOSURE
A. An employee, volunteer, student, vendor, alumni or applicant who believes they have been retaliated against in violation of this Policy must file a complaint with the President’s Chief of Staff or the Provost within ninety (90) days from the effective date of the adverse employment action or the date on which the employee, volunteer, student, vendor, alumni or applicant should reasonably have had knowledge of the other adverse action.
B. Complaints of retaliation shall be filed in writing and shall include:
1. Name and address of the complainant;
2. Name and title of individual(s) against whom the complaint of retaliation is made;
3. The specific type(s) of adverse action(s) taken;
4. The specific date(s) on which the adverse action(s) were taken;
5. The specific date of the disclosure made, the substance of the disclosure, the name of the person or persons to whom the disclosure was made, and any other relevant information relating to the disclosure by the complainant;
6. A clear and concise statement of the facts that form the basis of the complaint of retaliation;
7. A clear and concise statement of the complainant's explanation of how his or her previous disclosure of misconduct is related to the adverse employment or other adverse action; and
8. A clear and concise statement of the remedy sought by the complainant.
C. Within sixty (60) calendar days of receipt of the complaint of retaliation, the President’s Chief of Staff or Provost shall consider the written complaint, shall conduct or have conducted an investigation which, in his or her judgment, is consistent with the circumstances of the complaint and disclosure, and shall provide the complainant with a determination regarding the complaint of retaliation.
D. The determination shall be in writing and shall include the findings of fact, the conclusions of the investigation, and, if applicable, a specific and timely remedy consistent with the findings. The decision of the President’s Chief of Staff or Provost shall be final.
E. The process for the adjudication of complaints of retaliation stemming from disclosure of suspected misconduct by a Board Member will involve a written complaint of retaliation to be filed with the Chair of Trustee Affairs or the Chair of the Board of Trustees. Within sixty (60) calendar days of receipt of the complaint of retaliation, the Chair of Trustee Affairs or the Chair of the Board of Trustees shall consider the written complaint, shall conduct or have conducted an investigation which, in his or her judgment, is consistent with the circumstances of the complaint and disclosure, and shall provide the complainant with a determination regarding the complaint of retaliation. The determination shall be in writing and shall include the findings of fact, the conclusions of the investigation, and, if applicable, a specific and timely remedy consistent with the findings. The decision of the Chair of the Trustee Affairs or the Chair of the Board of Trustees shall be final.
Effective Date: May 2017