Staff handbook

III. Appendices

Appendix A: Types of corrective action

If the performance or conduct of a staff member is unsatisfactory, the following actions may be initiated to try to improve the performance or conduct to meet expectations. In most cases these actions are initiated only after informally working with the staff member to try to resolve performance or conduct concerns. The intent of any action, with the exception of discharge, is to restore the performance or conduct of the staff member and build the strength of the Calvin community.

The action taken is dependent upon the nature of the problem, the willingness and ability of the staff member to benefit from corrective action, and what, if any, other forms of corrective action have occurred in the past. The action(s) taken will not always include all of the below, nor will the various actions necessarily be applied in any specific sequence. These procedures are guidelines and do not affect employment status as generally defined in the handbook.

Verbal communication

The supervisor of a staff member may notify a staff member verbally regarding conduct or performance that needs to change. Following a formal verbal notification, a written description of the situation and the action taken (designated as a “verbal communication”) will be placed in the personnel file of the staff member. The staff member will be asked to sign this written description as an indication that a copy has been delivered to him or her, and will be given the opportunity to provide a written response.

Written communication

If a written communication (see final findings and conclusion form) is issued, a complete record of the offense(s) and the action(s) taken shall be shown and explained to the staff member. A copy shall be placed in his or her personnel file. As with a verbal communication, a signature will be obtained from the staff member, and he or she will be given the opportunity to provide a written response. If a staff member believes that he or she is not being treated fairly, he or she is encouraged to seek consultation with a representative from the Human Resources Office, at which point he or she may file an appeal using the problem review and grievance procedure.

Suspension without pay

The staff member may be suspended without pay for an appropriate amount of time. This action may be taken for a serious violation, for repeated lesser violations of the code of conduct, or for failure to meet job responsibilities. If a staff member believes that he or she is not being treated fairly, he or she is encouraged to seek consultation with a representative from the human resources office, at which point he or she may file an appeal using the problem review and grievance procedure.

Demotion

In certain cases appropriate corrective action may result in demotion to a position of lesser responsibility and compensation. This action is most likely to be used in cases relating to performance and failure to meet job responsibilities. If a staff member believes that he or she is not being treated fairly, he or she is encouraged to seek consultation with a representative from the human resources office, at which point he or she may file an appeal using the problem review and grievance procedure.

Discharge

The employment of a staff member may be terminated. This action is taken for a serious violation, for repeated lesser violations of the code of conduct, or for failure to meet job responsibilities. Any staff member who is discharged may appeal that decision according to the policies outlined in the formal grievance procedure.

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Appendix B: Problem review and grievance procedure

This process is designed to provide an orderly and discreet review for the resolution of work-related conflicts, including appeals for corrective actions and involuntary termination. Consistent with the handling of all performance and disciplinary matters, the college seeks to handle the process with discretion and sensitivity.

A staff member who feels wronged should present his or her concern and request for action directly to the immediate supervisor to discuss the conflict or corrective action. If a staff member has a problem of such a sensitive nature that it cannot be discussed with his or her immediate supervisor, he or she should request a meeting with a representative from the human resources office.

At any time a representative from the human resources office is available to assist a staff member who believes that he or she has been treated unfairly. This representative can help a staff member think through an issue, assist in documenting any complaint, or serve as an advisor. This representative does not, however, represent the staff member nor advocate his or her position at any time during the resolution process.

No retribution or other adverse action will be taken against any staff member for filing a complaint, and work accommodations will be made, if warranted, based on the nature of the complaint.

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Appendix C: Benefits eligibility

BENEFITS ELIGIBILITY	Non-exempt	Non-exempt	Non-exempt	Exempt	Exempt	Exempt
	Full-time	Part-time	Part-time	Full-time	Part-time	Part-time
	(0.96 to 1.00 FTE)	(0.75 to 0.95 FTE)	(0.50 to 0.74 FTE)	(0.96 to 1.00 FTE)	(0.75 to 0.95 FTE)	(0.50 to 0.74 FTE)
Insurance:
Health	Yes	Yes	Yes	Yes	Yes	Yes
Dental	Yes	Yes	Yes	Yes	Yes	Yes
Flexible Spending	Yes	Yes	Yes	Yes	Yes	Yes
Adoption	Yes	Yes	Yes	Yes	Yes	Yes
Pension	Yes	Yes	Yes	Yes	Yes	Yes
Life	Yes	Yes	Yes	Yes	Yes	Yes
Disability	Yes	Yes	No	Yes	Yes	No
Workers' Compensation	Yes	Yes	Yes	Yes	Yes	Yes
Time away from work:
Paid holidays	Yes	Yes	No	Yes	Yes	Yes
Paid vacation	Yes	*PTO	*PTO	Yes	Yes	Yes
Paid illness	Yes	*PTO	*PTO	Yes	Yes	Yes
Paid funeral	Yes	*PTO	*PTO	Yes	Yes	No
Paid jury	Yes	*PTO	*PTO	Yes	Yes	No
Paid military	Yes	*PTO	*PTO	Yes	Yes	No
FMLA	Yes	Yes	>60% only	Yes	Yes	>60% only
*PTO: A paid-time off bank is available to part-time hourly staff working more than half-time but less than full-time. The allocation of paid-time off hours is based on equivalent years of service. More information is available at the time of appointment or through human resources.
Educational:
Employee tuition waiver	Yes	prorated to FTE	for every 1000 worked	Yes	prorated to FTE	prorated to FTE
Employee tuition reimbursement	Yes	Yes	No	Yes	Yes	No
Spouse tuition waiver	Yes	Yes	No	Yes	Yes	No
Calvin tuition waiver for dependents*	Yes	Yes	No	Yes	Yes	No
K-12 tuition grant*	Yes	Yes	No	Yes	Yes	No

*Immediate eligibility based on the position classification.

 

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