All staff members serve a probationary period that begins with the first working day.
This probationary period allows time for you to determine your satisfaction with the position and for your supervisor to evaluate your performance. The extension of a probationary period requires consultation and agreement with the Director of Human Resources. The extension will generally not exceed 60 days, or be given more than once.
A performance communication document must be completed by supervisors no later than 10 days before expiration of any probationary period. After any probationary period, if your performance becomes a matter of concern, the college may place you back on probationary status. The time provided in any additional probationary period allows you the opportunity to bring your performance to a satisfactory level. The length of any additional probationary period will be determined on a case-by-case basis.
Your job performance will be evaluated by your supervisor, using the performance communication document, on a regular basis - at least annually. This evaluation allows you and your supervisor to review together the quality of your work and determine your professional development plans. The evaluation assists in the determination of your wage/salary increase. All performance communication documents are kept in your personnel file in the Office of Human Resources where you may review them upon request.
The college encourages you to apply for promotions to positions for which you are qualified. If you are a regular and full-time employee, you are expected to have completed one year in your current position before transferring to a different position at the college. If you are a regular and part-time employee, you are expected to have completed your probationary period in your current position before transferring to a different position at the college. If you are a term employee, you are expected to have completed 2/3 or one year of your commitment, whichever is less.
Announcements of open positions at the college can be found on the Human Resources website. If you are interested in and qualified for an announced position, you should follow the application process as outlined in the announcement. Your qualifications, past performance, and capacity to assume the responsibilities of the open position will be evaluated when you are being considered for either a promotion or a transfer.
You will not be allowed to work in an administrative department which is supervised by an immediate family member. If you and an immediate family member are already employed by the college, you cannot transfer into a job in which you are supervised or evaluated by an immediate family member. If an immediate family relationship in a department is established after you are employed and no transfer option exists, either you or your immediate family member may be terminated.
Immediate family members include:
It is important that all employees perform to the best of their abilities at all times. There may be occasions when employees perform at an unsatisfactory level, violate a policy, or commit an act that is inappropriate.
The college may exercise its discretion to utilize forms of discipline that are less severe than termination, depending upon the individual case. Examples of such less severe forms of discipline include verbal warnings, written warnings, probationary status, suspension, and demotion.
A record of all formal disciplinary actions, including verbal warnings, is placed in your personnel file. You will be given a copy of all written warnings and be required to sign them indicating that you have received the document and have read and discussed it with your supervisor. By signing the document, you are not acknowledging that you agree with its content, merely that you have received and discussed its content.
Although one or more of these steps may be taken in connection with a particular employee, no formal order or procedure is necessary for appropriate action. An employee may, of course, resign at any time. Grinnell College may also terminate the employment relationship without following any particular series of steps whenever it determines, at its own discretion, that such action should occur.
Although you may resign at will, the college requests that you give advance notice in writing to your supervisor. Your resignation should specify the last day that you will be at work.
You are asked to give at least two weeks advance notice of the last day you will be at work. If you do not provide the requested notice, you may be considered ineligible for rehire.
Exit interviews are required upon termination of employment. You must schedule an appointment with the Office of Human Resources . At this interview, you should feel free to make any comments regarding your department or the college. Your comments, based on first-hand experience, can be extremely helpful.
During your exit interview, you are expected to return all college-furnished equipment, keys, credit cards, and I.D. cards. Arrangements for clearing any outstanding debts with the college and receiving final pay will also be made at this time.
If you leave your job at the college and are later rehired, you will be required to complete the probationary period in the same manner as other new employees. However, if the date of rehire is within one year of your previous college employment termination date, your benefits will be reinstated on the first of the month following the date of rehire. In such a case, you will also accrue vacation time based on your total years of service. Employees rehired more than one year after leaving will receive credit for prior years of employment only for service recognition.
Because staff provide a wide variety of services to the college, some offices and departments need to operate on different schedules. However, each employee has a regular work schedule each workweek.
General Office Workweek: The college workweek runs Sunday through Saturday. Most staff work Monday through Friday.
General Office Workday: Most staff are scheduled to work eight hours per day, exclusive of the meal period.
General Office Work Hours: Most staff are scheduled to work their hours in a day that begins at 8:00 a.m. and ends at 5:00 p.m. A one-hour lunch break is generally scheduled between noon and 1:00 p.m.
Summer Hours: The college has adopted different workday and workweek schedules for the summer months. You will be informed each spring of the schedule.
Variations: Various factors, such as workloads, operational efficiency, and staffing needs may require variations in an employee's starting and quitting times and total hours worked each day. For example, it is important for some offices to remain open during the hour between noon and 1:00 p.m. or remain operational during evening hours (e.g., Library, Physical Education Complex).
Dining Services: Because Dining Services provides students with three meals per day, seven days per week when the college is in session, Dining Services staff are assigned to work different shifts and days of the week. However, each Dining Services staff member does have a regular work schedule each work week.
Special circumstances and commitments may make it necessary for you to switch days on duty with other qualified employees. Switching should be kept to a minimum and done only when absolutely necessary. Consult your supervisor for procedures.
One meal per shift will be provided for you, exclusive of days when normal food service is not in operation. This meal should be consumed at your normal work location unless you are directed otherwise by your supervisor.
Grinnell College offers most Support Staff employees an alternative workweek schedule called Flextime. The Flextime program mandates core hours during each day when all full time employees are expected to be at work. Additionally, offices are expected to maintain regular 8:00 a.m. and 5:00 p.m. office hours daily during the academic year. Commitment to quality service should guide all Administrative Department Heads and Faculty Supervisors in approving Flextime requests.
In evaluating the continued viability and success of the program, the college will periodically review how the implementation of Flextime has assisted in meeting the following objectives:
1. To maximize productivity while maintaining or increasing
traditional service levels;
2. To improve the use of office and equipment resources;
3. To increase flexibility in meeting irregular scheduling needs
of departments and employees;
4. To improve the work environment and thus morale;
5. To add a significant privilege.
Employees are not required to participate in Flextime, and departments are not required to offer Flextime to any or all of their support staff employees.
A Flextime work schedule request and subsequent approval should commit both the employee and the department for a specific period of time. Generally, the specific period of time approved should cover at least a semester. Individual work schedule adjustments of a shorter duration may be approved by a department in consultation with the Office of Human Resources but do not fall under the Flextime program.
Generally, employee requests for approval of a Flextime schedule should be sent to their Administrative Department Head or Faculty Supervisor one month prior to the requested start date. The granting of Flextime to one employee may require adjustments to other staff schedules, thus the effective date of Flextime schedules will be set by the Administrative Department Head or Faculty Supervisor.
ACTUAL hours worked MUST be reported on staff time sheets so that the Flextime schedule is clearly obvious.
No reduced lunch periods are approved as part of this program. The one hour lunch period provides a significant break from the busy schedules maintained in college offices. The core hours would require adjusting to implement shortened lunch periods resulting in reduced service from 3:30 p.m. to 4:00 p.m. Early lunch hours (from 11:00 a.m. to 12:00 p.m.) for those starting work at 7:00 a.m. are important to provide a break midway through the work day and likewise encourages offices to remain open for service during the traditional 12:00 p.m. to 1:00 p.m. lunch hour.
Support Staff (non-exempt): Your schedule includes one 15 minute paid rest period for every four hours worked. All offices will remain open during rest periods.
Dining Services Staff (non-exempt): Your schedule includes a 15 minute paid rest period for every four hours worked and a 10 minute break for every additional three and one-half hours worked. Available snacks and beverages may be consumed during breaks.
Support Staff (non-exempt) and Dining Services Staff (non-exempt): If you wish to leave campus during your rest period, you must advise your supervisor.
As a general rule, you are not permitted to schedule make-up
time outside of your regularly scheduled workday. Any exceptions
to this rule must be approved by your unit supervisor. This means
that if you need to take time off during your regularly scheduled
workday you must take personal time, sick time, or arrange for
unpaid time.
Occasionally the harsh winter conditions experienced in Iowa will make transportation to and from work difficult. Any announcement of either a delay in starting time or a cancellation of work will be broadcast on the local radio stations (Grinnell, Des Moines, and Iowa City).
If there is no announcement, you are expected to report for work. Supervisors and employees are encouraged to be as flexible as possible in adhering to the normal work schedule while considering the safety of the employees. If employees are unable to work their normal work schedule, after consultation with their supervisor, they must either make up the time during the same work week, use accrued vacation, use personal time, or take time off without pay.
Closing: The college will close only for a major catastrophic
event; the college is a residential campus and cannot close completely
because the students must be provided minimum services. When a
closing is declared, classes will be canceled and most administrative
offices will be closed except for the following:
· Residence halls
· Forum
· Switchboard
· Facilities Management and
security offices, and other selected essential activities
· Dining Halls
Employees whose work schedule begins during a closing will not be required to work and will be paid for their scheduled hours.
Employees who are at work when a closing is declared will be released and paid for their regular scheduled hours.
Employees on approved vacation or sick leave when a closing is declared will be charged for vacation or sick leave.
Essential services employees will be required to work during a closing and will be given compensatory straight time off for the hours worked during the closing.
You are expected to maintain a neat and organized work area. If you keep food and/or drink in and around your work area, it should not be left exposed so that it makes your area look untidy or have unwelcome odors.
Grinnell College wishes to present a professional image to the different individuals and constituencies visiting the campus. You are expected to exercise common sense, and dress in a manner that is in keeping with your responsibilities.
Every time a telephone is answered or a call is made, goodwill is either built or damaged for an individual or the college. Some basic guidelines:
· Always answer with your office name and your name. In addition, if it is an outside call (two rings close together), you should identify the college first.
· Always give your name when making a call to another office.
· Personal calls should be avoided whenever possible. If it is necessary to make or receive such a call, be as brief as possible.
· You should only make personal long-distance calls on college business phones when absolutely necessary. These calls must be billed to your personal credit card.
· Always maintain a helpful attitude whenever someone calls and needs information. If you or others in your office do not have the information requested, courteously refer the caller to another office where such information is available.
The college encourages you to participate in community activities and is proud of the leadership record established by its employees in many service-oriented groups on and off the campus. However, your participation in activities that affect the quality of your work at the college or that involve you in actions that may conflict with the college's interests and mission are not allowed. You are encouraged to consult with your supervisor about activities you think might conflict with the interests or mission of the college.
You are free to accept employment outside of the college as long as your duties do not affect your ability to perform your job satisfactorily with the college. You are encouraged to consult with your supervisor about outside employment activities that could conflict with the interests or mission of the college.
In case of serious injury or illness, you should arrange to go immediately to a college-designated physician for treatment. You should request that a fellow employee notify your supervisor. In addition, if you are unable to drive yourself to the physician's office, you should request a co-worker to help you.
If you are able, immediately report any injury, no matter how small, to your supervisor. Then prepare an incident report and send it to the Office of Human Resources . If you are unable to prepare the report, it is your supervisor's responsibility to prepare it and send it to the Office of Human Resources .
Remember, medical and hospital expenses resulting from injuries suffered while on the job are paid by Worker's Compensation Insurance. If you do not report the accident or injury promptly, these benefits may be delayed or denied.
At the college, you will work with personal information. It is extremely important for you to handle this information properly. Under no circumstances should you discuss or release any information about any individual to anyone unless you have your supervisor's permission. This policy relates to outside inquirers as well as to other college employees. Always check with your supervisor if you have questions.
Grinnell College wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, the college prohibits the control, possession, transfer, sale, or use of such materials on its premises. The college requires the cooperation of all employees in administering this policy.
Offices, desks, lockers, computers, and other storage devices may be provided for the convenience of employees but remain the sole property of the college. Accordingly, an agent or representative of the college can inspect them, as well as any articles found within them, at any time, without prior notice.
The college likewise wishes to discourage theft or unauthorized possession of the property of employees, the college, visitors, and students. To facilitate enforcement of this policy, the college or its representative may inspect not only desks and lockers but also packages and persons entering and/or leaving the premises. An employee who wishes to avoid inspection of articles or materials should not bring such items onto the college premises.