Policies and Procedures | Staff Handbook

Welcome to Harvey Mudd College!

As an employee of Harvey Mudd, you are part of an innovative, dynamic and caring community. All College staff members are an integral part of maintaining our College’s profound success and a valuable resource in providing quality support for our students, campus, visitors and alumni.

In an effort to help you succeed at HMC, this handbook outlines the expectations we have of our staff members and provides answers to questions you may have about College policies, practices and procedures. If you need more information, please do not hesitate to ask your colleagues in the Office of Human Resources for clarification.

We anticipate that your experience at Harvey Mudd College will be purposeful and gratifying. You are a significant member of our campus. Again, welcome to Harvey Mudd.

We look forward to seeing you on campus and personally welcoming you into our HMC community.

Sincerely,

The Office of Human Resources

1. INTRODUCTION

This staff handbook applies to all staff members at Harvey Mudd College. It contains information about the College’s employment policies and procedures and an overview of the College’s benefits in effect at the time of publication. For specific information about employee benefits, you should refer to the plan documents, which supersede the handbook at all times. The latest version of the handbook will be maintained on the College HR website.

These policies and procedures are not intended to cover all possible situations that may arise in your relationship with the College. HMC reserves the right to interpret and administer the provisions of this handbook as needed. Except for the policy of at-will employment, which can only be changed in writing by the president, the College has the maximum discretion permitted by law to change, modify or delete any provision in this handbook or benefit described in this handbook at any time in writing, with or without notice. However, oral statements or representations cannot supplement, change or modify the provisions in this handbook.

This handbook replaces all earlier handbooks, and supersedes all prior inconsistent policies, practices and procedures. The provisions in this handbook are not intended to in any way create any contract with respect to your employment.

Each staff member should read and become familiar with the information contained in this handbook. Questions concerning this handbook should be directed to your supervisor or the Office of Human Resources.

2. THE MISSION AND HISTORY OF HARVEY MUDD COLLEGE

Mission

HMC’s mission statement remains vital to the Harvey Mudd College community and continues to guide all decisions made at the College.

Harvey Mudd College seeks to educate engineers, scientists, and mathematicians well versed in all of these areas and in the humanities and social sciences so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.

History

Harvey Mudd College (HMC) is one of the great success stories in contemporary American higher education. Chartered in 1955, Harvey Mudd College opened its doors in 1957 when the space race made technical education a priority in the United States. Forty-eight students and seven faculty members constituted the pioneers who shaped this unique institution born of the generosity of mining engineer, entrepreneur, and philanthropist Harvey Mudd and the vision of Joseph B. Platt, nuclear physicist and first president of the College.

The founders of HMC envisioned a distinctive educational experience for the College’s students. The curriculum was designed to create excellent scientists and engineers with unusual breadth in their technical education accompanied by a firm grounding in the humanities and social sciences. Another important distinction was the teaching model: class sizes were low, but the interaction between students and faculty members was high; academic programs were demanding, but the College fostered cooperation rather than competition through a student-directed Honor Code. All of these attributes are still at the heart of an HMC education.

The Claremont Colleges

Located within a 546-acre neighborhood in the foothills of eastern Los Angeles County, seven independent institutions—Pomona College, Claremont Graduate University, Scripps College, Claremont McKenna College, Harvey Mudd College, Pitzer College and Keck Graduate Institute—share a commitment to addressing the challenges of the 21st century. Each of these leading colleges and universities boasts distinct academic departments, research centers, institutes, cultural opportunities and recreational and gathering spaces. Students at The Claremont Colleges benefit from the diverse missions, character and culture of the seven undergraduate and graduate institutions as well as the uncomplicated integration of the academic and extracurricular programs that make up this truly unique consortium. This one-of-a-kind higher education community includes 8,500 students gathered from every corner of the United States and the world, and 3,270 expert faculty and staff who support them in their wide-ranging pursuits. The Claremont Colleges Services (TCCS) is the central coordinating and support organization for the colleges and manages shared services such as benefits administration, payroll process, library services and student health.

3. EQUAL OPPORTUNITY AND NONDISCRIMINATION STATEMENT

Harvey Mudd College is an equal opportunity and affirmative action employer committed to providing a workplace free of discrimination, harassment, and disrespectful or other unprofessional conduct. This includes discrimination, harassment, and disrespectful or other unprofessional conduct based on race (inclusive of traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), color, creed, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, age, sexual orientation, national origin (including language use and protected use of a driver’s license issued to undocumented persons under California Vehicle Code section 12801.9), ancestry, religion (including all aspects of religious belief, observance, religious dress and grooming practices), marital or registered domestic partner status, military service and veteran status, physical or mental disability, medical condition (including genetic characteristics and cancer or a record or history of cancer), genetic information, or any other legally protected class. The College also prohibits discrimination and harassment based on the perception that someone is a member of a protected class or is associated with a member of a protected class.

Consistent with applicable law, the College will provide reasonable accommodations to (a) otherwise qualified applicants and employees with disabilities; (b) pregnant employees who request an accommodation for pregnancy, childbirth, or related medical conditions; (c) employees who are the victims of domestic violence, sexual assault, or stalking; and (d) applicants and employees based on their religious beliefs, observance and practice.

In addition, the College prohibits retaliation against individuals who raise complaints of discrimination or harassment or who participate in workplace investigations concerning such complaints.

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits and termination of employment. It is the responsibility of all employees to conscientiously follow this policy.

For information about the College’s internal procedures for addressing complaints of discrimination, harassment, and retaliation, please refer to the College’s Prohibited Discrimination, Harassment and Retaliation Policy available online at  https://www.hmc.edu/human-resources/policies-procedures-and-guidelines/.

4.  PROHIBITED DISCRIMINATION, HARASSMENT AND RETALIATION

The College is committed to maintaining a work environment that is free of sexual and other forms of harassment based on protected classifications listed in our Equal Opportunity and Nondiscrimination Statement. We strongly disapprove of and will not tolerate harassment of applicants, employees (as used in this policy, the term “employee” includes contract workers, unpaid interns, and volunteers) by administrators, managers, supervisors, co-workers or third parties (including students) with whom employees come into contact.

Similarly, we will not tolerate harassment by our employees of non-employees with whom employees have a business, service, or professional relationship. In addition, we prohibit retaliation against individuals who raise complaints of harassment or who participate in workplace investigations.

Harassment includes verbal, physical, and visual conduct that creates an intimidating, offensive, or hostile working environment or that interferes with an employee’s work performance. Such conduct constitutes harassment when (1) submission to the conduct is made either an explicit or implicit condition of employment; (2) submission or rejection of the conduct is used as the basis for an employment decision; or (3) the harassment interferes with an employee’s work performance or creates an intimidating, hostile, or offensive work environment.

Harassing conduct can take many forms and may include, but is not limited to, the following (when based upon a protected classification): slurs, jokes, statements, gestures, assault, impeding or blocking another’s movement or otherwise physically interfering with normal work, pictures, drawings, or cartoons, violating someone’s “personal space”, foul or obscene language, leering, stalking, staring, unwanted or offensive letters or poems, offensive email, voicemail or text messages.

Sexually harassing conduct in particular may include all of these prohibited actions, as well as other unwelcome conduct, such as requests for sexual favors, conversation containing sexual comments, and other unwelcome sexual advances. Sexually harassing conduct can be by a person of either the same or opposite sex. Sexually harassing conduct need not be motivated by sexual desire to violate this policy. For example, hostile acts toward an employee because of their gender can amount to sexual harassment, regardless of whether the treatment is motivated by sexual desire.

Any employee who believes they have been the subject of, or who has witnessed, harassment or retaliation should immediately report the alleged harassment/retaliation following the complaint procedures described in the College’s Prohibited Discrimination, Harassment and Retaliation Policy attached as Appendix A to this Handbook and also available online at at https://www.hmc.edu/human-resources/policies-procedures-and-guidelines/. Employees may also use these procedures to complain of discrimination.

Supervisors and managers who receive complaints or who observe conduct in violation of this policy should immediately inform the Office of Human Resources or other appropriate administrators so that an investigation may be initiated. Every reported complaint of harassment will be investigated thoroughly and promptly. The investigation will be handled in as confidential a manner as possible consistent with a full, fair, and proper investigation.

If a violation of this policy is established, we will take corrective action. Corrective action may include, for example, training, referral to counseling, or disciplinary action ranging from a verbal or written warning to termination of employment, depending on the circumstances.

In addition to notifying the College about harassment, discrimination or retaliation complaints, affected employees may also direct their complaints to the California Department of Fair Employment and Housing (“DFEH”) or the United States Equal Employment Opportunity Commission (EEOC). The nearest office can be found by visiting the agency websites at www.dfeh.ca.gov and www.eeoc.gov.

5. EMPLOYMENT POLICIES AND PRACTICES

Affirmative Action

As a government contractor, HMC has adopted an Affirmative Action Plan and is committed to making a good faith effort towards achieving the objectives of the Plan.

Appropriate Behavior with Students

HMC discourages consensual intimate, amorous, or sexual relationships between students (HMC and non-HMC) and employees and absolutely prohibits such relationships whenever an employee exercises authority over, supervises, or evaluates HMC and non-HMC students.  Violations of this policy are subject to administrative action.

Attendance and Absenteeism

Reporting to work on time and working scheduled hours are essential functions of every HMC staff member’s job. Staff members are expected to report to work when scheduled, on time, and prepared to start work. Staff members must remain at work for their entire work schedule, except for meal periods and rest breaks, or when required to leave on authorized College business. Late arrival, early departure, or other absences from scheduled hours are disruptive and must be avoided.

When late or absent from work, you are expected to communicate to your supervisor, your supervisor’s designee, or department head as soon as you know you will be late or unable to report for work, and no later than the beginning of your scheduled start time. If you leave a message during non-business hours, you are encouraged to call back during business hours and speak directly to your supervisor or department head. Do not communicate through co-workers.

Staff members must provide an honest reason or explanation for the absence or tardiness and provide the expected duration of any absence. Unless other arrangements have been made through your supervisor or the Office of Human Resources, you must contact the supervisor on a daily basis during your absence.

Excessive absenteeism or tardiness will not be tolerated and will result in corrective action, up to and including termination. Absenteeism is considered excessive when a staff member appears to use leave indiscriminately and/or without justification or when a pattern of excess or abuse develops (for example, when sick leave frequently occurs on Fridays, Mondays, or immediately before and/or after a holiday or vacation).

Staff members that are absent due to illness for more than three consecutive workdays may be required to provide medical documentation to the supervisor. The supervisor in turn will forward a copy of the documentation to the Office of Human Resources. When a staff member is absent from work for more than seven consecutive working days, other than for a pre-approved vacation or leave of absence, the staff member must make a formal request for a leave of absence, and the supervisor or department head must promptly report the absence to the Office of Human Resources.

Generally, staff members who fail to report to work for more than three successive work days, without notifying their supervisors, are considered to have abandoned their jobs and in most cases will be terminated, unless otherwise prohibited by applicable law. This includes staff members who do not return from an approved leave.

Department directors and supervisors are responsible for establishing procedures for staff members to request time off in advance and to provide notice of unexpected absences, late arrivals or early departures. Staff members are responsible for following department procedures.

At-Will Employment

Employment as a staff member is at-will and may be terminated by either the College or the staff member at any time, with or without notice or cause. Consistent with this at-will employment policy, the College also has the right to transfer, reassign, suspend, or demote a staff member and reduce a staff member’s pay and benefits at any time, with or without notice or cause. This at-will employment relationship cannot be modified except by an express written agreement signed by the staff member and the president.

Computing and Network Resources

An overall guiding mission of The Claremont Colleges is education in an environment where the free exchange of ideas is encouraged and protected. The Claremont Colleges makes available computing and network facilities’ resources for use by the Colleges’ students, faculty and staff. These services are provided for educational purposes and to carry out the legitimate business of the Colleges.

The Colleges and members of the college communities are expected to observe federal, state and local laws that govern computer and telecommunications use, as well as the Colleges’ regulations and policies. An employee must not use campus computing or networking resources, or personal computing resources accessed through campus network facilities to collect, store or distribute information or materials, or to participate in activities that are in violation of federal, state or local laws or other College policies or guidelines. These include, but are not limited to, policies and guidelines regarding intellectual property and sexual or other forms of harassment.

Computing and network facilities resources users are required to use these resources within the Colleges’ standards of conduct. Individuals with expert knowledge of information systems or who make extensive use of these facilities, or with a position of trust regarding these facilities will be held accountable to a higher standard.

Responsible, considerate, and ethical behavior expected by the Colleges extends to use of computing and network facilities resources, and networks throughout the world to which electronic access has been provided. These CNF resources include but are not limited to:

• Computers and associated peripheral devices;
• Campus video cable;
• Classroom presentation systems;
• Voice messaging equipment;
• Data networking equipment systems, including remote and wireless access;
• Computer software;
• Electronically stored institutional data and messages;
• All other similar resources owned, controlled, and/or operated by the Colleges; and
• Services to maintain these resources.

The Colleges retain absolute ownership rights of the CNF resources. Such resources are not owned by a department or by any individual. CNF resources leased, licensed, or purchased under research contracts or grants, are administered under the terms of this Policy for as long as they remain within the lawful possession or control of the Colleges. CNF resources provided to on-campus residences are also owned, operated and provided by the Colleges.

File confidentiality

Your documents, files and electronic mail stored on a College-owned networked computer or server are normally accessible only by you. However, any file or document placed on a College-owned computer or network is subject to access pursuant to this Policy, and thus, should not be regarded as private or confidential. The system managers at both CINE (Claremont Intercollegiate Network Effort) and within the individual campus IT organizations have the ability to monitor traffic and directly view any file as it moves across the network, and they must occasionally do so to manage campus network resources. In short, files may be monitored without notice in the ordinary course of business to ensure the smooth operation of the network. All staff members working in information technology have clear guidelines that prohibit violations of privacy and confidentiality and, in the normal course of their work, they do not view the contents of user files or e-mail. However, you should be aware that authorized College personnel will take appropriate steps to investigate when there is a suspicion of inappropriate use of campus computing or networking resources. This may include monitoring network traffic, its contents, and examining files on any computer system connected to the network.

You should also know that all files on shared (e.g. network, google drive, one drive, etc.) systems, including e-mail servers, are backed up periodically on schedules determined by each college. Backup tapes are preserved for lengths of time also determined by individual college operating procedures. These tapes can be used to restore files that you have deleted accidentally. This means that the files on the tapes are also available to someone else with reason and authority to retrieve them.

Network monitoring

Troubleshooting on the campus network, as well as planning for enhancements, requires the collection of detailed data on network traffic. CINE regularly runs monitoring software that records and reports on the data that is transported across the campus networks. The reports include the origin and destination addresses, and other characteristics of files, including the URLs of the World Wide Web sites that are contacted. This data is accessed and used only by authorized IT staff members responsible for network performance, operations and planning. You should also be aware that many Web host machines on the Internet collect and log information about you and your identity when you visit their sites. This information may include, but is not limited to, information about the computer you are using, its address, and your e-mail address.

Many educational and business activities at the Colleges require network access to resources on the Internet. To ensure adequate bandwidth to these sites for the Colleges’ primary educational and business purposes, CINE and campus IT staff may restrict the amount of traffic to particular sites and the amount of traffic of specific types.

From time to time these network monitoring activities may allow systems managers to identify individuals whose activities downgrade the performance of the campus network or a segment of the network, or which appear to violate the general guidelines for appropriate use of campus computing and network resources. In such instances, a CINE staff member or a member of your own College’s IT staff may ask you to cease these activities. If you continue such activities, or if they include illegal activities, appropriate College authorities may be notified. In extreme cases, network privileges may be revoked on an interim basis pending resolution of the issue. The individual campuses determine specific corrective or disciplinary actions.

Passwords and Codes

Individuals entrusted with or that inadvertently discover logins and passwords are expected to guard them responsibly. These passwords are not to be shared with others. The same policy applies to door codes for restricted-access rooms/areas. Those who need logins or door codes can make a formal request to the administrator of those codes/passwords. Passwords may be used for the purpose of security, but the use of the password does not affect The Claremont Colleges ownership of electronic information.

Access to Resources

Access to CNF resources is a privilege, which is allowed only to the Colleges’ authorized personnel and students. All users must understand and abide by the responsibilities that come with the privilege of use. Such responsibilities include, but are not limited to, the following:

1. You must understand and comply with all applicable federal, state, and local laws.
2. You must not intentionally seek information about, browse, copy, or modify non-public files belonging to other people, whether at a Claremont college or elsewhere. You must not attempt to “sniff” or eavesdrop on data on the network that are not intended for you.
3. You are authorized to use only computer resources and information to which you have legitimately been granted access. Sharing your passwords with others is expressly forbidden. Any attempt to gain unauthorized access to any computer system, resource or information is expressly forbidden. If you encounter or observe a gap in system or network security, immediately report the gap to the manager of that system.
4. Each College’s Policy on Harassment applies as equally to electronic displays and communications as to the more traditional (e.g., oral and written) means of display and communication.
5. Messages, sentiments and declarations sent as electronic mail or postings must meet the same standards for distribution or display as physical (paper) documents would on college property.
6. Unsolicited mailings and unauthorized mass mailings from campus networks or computing resources (i.e., “spam”) are prohibited. Each campus may have specific policies regarding the use of existing group mailing lists (e.g., all-students or all-faculty). Contact your campus IT organization for details regarding these policies.
7. Spoofing, or attempts to spoof or falsify e-mail, network or other information used to identify the source, destination or other information about a communication, data or information is prohibited.
8. You must not degrade computing or network performance in any way that could prevent others from meeting their educational or College business goals. You must not prevent others from using shared resources by running unattended processes, by playing games or by “locking” systems without permission from the appropriate system manager.
9. You must conform to laws and College policies regarding protection of intellectual property, including laws and policies regarding copyright, patents, and trademarks. When the content and distribution of an electronic communication would exceed fair use as defined by the federal Copyright Act of 1976, users of campus computing or networking resources shall secure appropriate permission to distribute protected material in any form, including text, photographic images, audio, video, graphic illustrations, and computer software.
10. You must not use campus computing or networking resources, or personal computing resources accessed through campus network facilities to collect, store or distribute information or materials, or to participate in activities that are in violation of federal, state or local laws.
11. You must not use campus computing or networking resources, or personal computing resources accessed through campus network facilities to collect, store or distribute information or materials in violation of other colleges’ policies or guidelines. These include, but are not limited to, policies and guidelines regarding intellectual property and sexual or other forms of harassment.
12. You must not create or willfully disseminate computer viruses, worms, or other software intended to degrade system or network security. You must take reasonable steps to prevent your system from being used as a vehicle for such actions. This includes installing system and software patches as well as anti-virus signatures files.
13. Use of CNF resources for advertising, selling and soliciting for commercial purposes or for personal gain is prohibited without the prior written consent of the colleges. Faculty, students or staff who have questions about the legitimacy of a particular use should discuss it with the appropriate members of the IT staff on their home campus.
14. The disclosure of individually identifiable non-directory information to non- university personnel is protected by the Family Educational Rights and Privacy Act of 1974 (FERPA). The disclosure of financial or personnel records that are owned by the colleges without permission or to unauthorized persons is not permitted and may be prosecuted under California Penal Code 502.
15. Willful or unauthorized misuse or disclosure of information owned by the colleges will also constitute just cause for disciplinary action, including dismissal from school and/or termination of employment regardless of whether criminal or civil penalties are imposed. It is also expected that any user will report suspected abuses of CNF resources. Failure to do so may subject the individual to loss of CNF access and/or the disciplinary action referred to above.

The respective Information Technology organization of one of The Claremont Colleges may immediately suspend service to an individual or computer found to be significantly degrading the usability of the network or other computer systems. Inappropriate use will be referred to the appropriate College authority to take action, which may result in dismissal from school and/or termination of employment.

The provisions of this policy apply to the institutions comprising The Claremont Colleges, including The Claremont Colleges Services.

Approved by the Council of The Claremont Colleges, Aug. 20, 2004.

Find more information on IT Policies at: https://www.hmc.edu/cis/about-cis/policies/.

Confidentiality of Information

Employees must be aware of their responsibilities under the HMC Policy on Safeguarding Confidential and Sensitive Information.

In performing their duties, employees may have access to confidential information including, but not limited to, proprietary business and financial information relating to the College and personal, confidential information related to other employees, students, applicants, alumni, volunteers, donors or others. This includes information that is machine readable, viewed online, in print, in other media or received verbally.

College employees must hold any confidential information in trust and confidence and should take all reasonable steps to safeguard and protect such materials from improper disclosure (e.g., password protecting computers and/or storing/filling confidential paperwork in a locked drawer/cabinet, etc.).

Confidential information to which employees have access is to be shared only as appropriate and only as the business need requires. When in doubt as to whether certain information is or is not confidential, prudence dictates that no disclosures be provided without first clearly establishing that such disclosure has been authorized by appropriate supervisory or management personnel. This basic policy of caution and discretion in the handling of confidential information extends to both external and internal disclosure.

The disclosure of confidential information to others who do not have a legal right to the information may violate the Family Educational Rights and Privacy Act of 1974 (FERPA), the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Gramm-Leach-Bliley Act (GLBA), and/or other federal and state laws.

College employees may not remove confidential information from a department or office, or duplicate/photograph/digitize confidential information, unless authorized by the College to do so. Upon termination of employment, the conclusion of an assignment, or as directed by a supervisor, employees must return all such materials and copies thereof to their proper location in the department or office.

Any employee who misuses or otherwise improperly discloses confidential information will be subject to disciplinary action, up to and including termination of employment.

Conflict of Interest

Regular and temporary staff members must avoid activities or situations which may result in a conflict of interest or the appearance of a conflict of interest. Staff members must not use their college positions for the direct or indirect financial, personal or professional benefit of themselves, members of their families or others with whom they have a personal relationship.

Staff members who are required to complete a Conflict of Interest Staff Disclosure Form have an affirmative obligation to carefully examine any situation where there is potential for a conflict of interest or the appearance of a conflict of interest.

Staff members who are concerned that a conflict may exist or who are uncertain as to the impact or appearance of their activities should consult with their supervisor or the Office of Human Resources prior to engaging in the activity. Other policies employees need to know that are related to the conflict of interest policy are listed below.

• Appropriate Behavior with Students
• Computing and Network Resources
• Consulting and Other Outside Activities
• Employment of Relatives and Transactions with Relatives
• Gratuities
• Purchasing and Contracts
• “Whistleblower” Policy

Consulting and Other Outside Activities

Harvey Mudd College recognizes that many staff members have expertise, talents, and knowledge which have value to outside organizations—public and private. Association with outside organizations can benefit the client or organization served, contribute to the professional growth and/or reputation of the staff member as well as bring credit and goodwill to the College. The following is intended to provide guidance concerning the appropriateness of such activities.

1. Professional Activities: There is a large area of professional activities, generally related to the individual’s position at the College that does not present a conflict of interest. These activities serve to increase job-related skills and expertise and/or provide direct benefit to Harvey Mudd College. These activities include: (1) participation in work-related conferences, seminars, professional associations, advisory panels, visiting committees, and the like; and (2) service as a trustee, director, or advisor of an external organization with the knowledge of his/her supervisor.
2. Outside Volunteer Activities: Outside volunteer activities in connection with public service can also contribute to College goals as well as provide valuable public and personal benefit. Primary commitment belongs to the College, and these activities should be scheduled so as not to interfere with one’s regular College work commitments. Staff members should refrain from actions on behalf of these outside organizations where the interests of the College and the organizations are, or could appear to be, in conflict. Even in connection with the most worthy activities, staff members should take care not to imply that they are speaking for the College.  In general, activities on behalf of public service are not considered to be part of one’s job and therefore should not, except on an occasional basis and with supervisor approval, be carried out during normal working hours or involve the use of College resources, such as administrative support or office supplies.
3. Outside Employment: Staff members may also have outside income sources, outside employment, or outside business interests that do not affect, either directly or by appearance, the College. These activities are not considered part of one’s job and may not be carried out during normal working hours or interfere with a staff member’s work hours, job responsibilities or other obligations associated with the staff member’s job without supervisor approval or involve the use of College resources (e.g. materials, equipment, facilities, phones, computers, other staff, and funds). Moreover, if one serving in a supervisory position wishes to engage the services of a staff member who performs outside work for hire, the supervisory employee may do so only with the prior approval of his or her vice president (or if the supervisory employee is a vice president, with the prior approval of the president) and with the understanding that any such engagement must be on an arm’s-length basis.
4. Other Outside Activities: There are also outside professional and other activities that do not fall neatly into the categories described above (strictly work-related, public service, and strictly non-work-related). A staff member may decide to participate in some outside professional or business activities primarily because the activity provides financial or personal benefits to the staff member (even though there are some recognizable benefits to the College.) In these situations, a staff member’s primary obligation is to the College and he or she must be sensitive to and avoid a situation where either the extent or type of activity could, either directly or by appearance, limit the staff member’s impartiality or effectiveness in the conduct of his or her College position.

Consulting arrangements (with or without pay) or other outside business interests where there is a risk of conflict of interest or serious appearance of conflict must be disclosed to one’s supervisor.

Other personal or outside business relationships that may affect one’s decision-making and/or have the potential for dividing loyalty must be reviewed with one’s supervisor. For example, disclosure is required when a staff member or relative of a staff member has an ownership interest in or is receiving a second income from a College whose product or service is used by the College and the use of this product or service can be directly or indirectly influenced by the staff member’s responsibilities at Harvey Mudd College.

Further, the staff member should be aware that if there is financial benefit or reward for themselves or others with whom there is a personal relationship, the potential for conflict of interest or divided loyalty increases substantially.

Disability Accommodation

Harvey Mudd College (“HMC”) will make reasonable accommodations whenever necessary for an otherwise qualified employee or applicant for employment with disabilities (as defined by applicable law), provided that (1) the individual is otherwise qualified to safely perform the essential functions of the job and (2) such accommodations do not impose undue hardship on HMC operations. 

A request for accommodation is a statement that an individual needs an adjustment or change at work, in the employment application process, or in a benefit or privilege of employment for a reason related to a disability or medical condition. The reasonable accommodation process begins as soon as the request for accommodation is made or HMC otherwise becomes aware of the need for an accommodation through observation or through information provided by a third party.

Employees seeking accommodation should contact their immediate supervisor/manager or the Office of Human Resources. Persons who require an accommodation in order to apply for a job should contact the hiring manager or the Office of Human Resources.

In response to a request for accommodation, or whenever HMC otherwise becomes aware of the need for an accommodation through information provided by a third party or direct observation, HMC will engage in an interactive process as necessary to determine the precise limitations that necessitate the request for accommodation and explore potential reasonable accommodations that could overcome those limitations.

HMC prohibits retaliation against an employee/applicant who makes a request for reasonable accommodation and against participants in the reasonable accommodation process. Any employee found to have engaged in such retaliation may be subject to discipline, up to and including termination.

Further details can be obtained by contacting the Office of Human Resources.

Dress Code and Professional Standards

It is important to the College that its employees project a professional appearance. Staff members are expected to dress in a manner consistent with the requirements of their position and in keeping with departmental policy and standards. Staff members required to wear uniforms must do so in accordance with department policy. In the interest of presenting a professional image, the College asks that all staff members maintain a neat, clean, and professional appearance and observe good habits of grooming and personal hygiene. Please dress professionally and in an appropriate manner for your position and the work of the day.

Department management has the discretion to establish dress and professional standards subject to and with due regard to traits historically associated with race, religious dress and grooming practices, and disability accommodation needs. Any staff member that requires a reasonable accommodation with respect to dress and grooming standards for reasons based on religion, disability or other grounds protected by federal, state or local laws should contact the Office of Human Resources. Reasonable accommodation will be granted unless it would cause an undue hardship to the College.

Driving on HMC Business

Staff members who are required, as part of their job responsibilities, to drive College-owned or rented vehicles must have and maintain a current, valid driver’s license and a DMV driving record that meets the criteria for coverage under the College’s insurance policy. College-owned/leased vehicles assigned to departments for campus programs and activities may not be used for personal business. While on College business, a staff member is expected to abide by state motor vehicle laws and regulations. Staff members are expected to exercise good judgment and safe-driving practices at all times when on College business, including avoiding any activity which may distract their attention from the road or violate any law. Such activity includes speeding or other reckless driving, ingesting alcoholic beverages, and use of a cell phone or PDA while operating a vehicle.

A staff member is responsible for immediately notifying their supervisor if the staff member’s driver’s license is revoked or suspended. The College retains the right to transfer to an alternative position, suspend or terminate a staff member whose license is revoked, or who fails to maintain personal automobile insurance coverage or who is uninsurable under the College’s policy.

A staff member who uses their personal vehicle for College-related business must have current automobile insurance for the vehicle that is used and furnish proof of such insurance upon request. Staff members who drive their own vehicles on College business and do not receive an auto allowance will be reimbursed at the College’s established mileage rate.

The College conducts DMV checks for new and current employees who are authorized to and may drive College-owned or rented vehicles. The Office of Human Resources coordinates authorizations for faculty and staff, and the Dean of Students Office coordinates authorizations for students. Further information about vehicle insurance is described in the Vehicle Insurance Policy.  

Drug-Free Workplace Policy

In accordance with applicable law, the College maintains a Drug-Free Workplace Policy. The policy can be found online at https://www.hmc.edu/human-resources/wp-content/uploads/sites/23/2013/12/2016_Nov-FINAL-HMC-Drugfree-Workplace-Policy.pdf., and includes important information concerning the health risks associated with drug and alcohol use and abuse.

The essential features of the policy are described below:

• Staff members shall not report for work or work under the influence of any drug, alcohol, or other substance that will impair work performance, alertness, coordination, or response, or affect the safety of others.
• The use, sale, possession, transfers or purchase of illegal drugs (this includes marijuana [1] as well as the unlawful or unauthorized use of a prescription drug) or alcohol on College owned or controlled property, during work hours or while performing College business regardless of location.
• Consistent with federal law, staff members are required to notify the College of any workplace-related drug conviction (including a plea of nolo contendere [no contest]) within 5 days of the conviction. The College, in turn, is required to notify the federal government within 10 days of receiving notice of any such conviction.

Nothing in this policy is meant to prohibit the proper use of over-the-counter medication or medication prescribed by a physician, to the extent that such use does not impair one’s performance or affects the safety of others. Staff members who take over-the-counter or prescribed medication should inform their supervisors, managers and/or the Director of Human Resources if they believe the medication will impair their job performance, safety or the safety of others, or if they believe they need a reasonable accommodation before reporting to work while taking the medication. Staff members need not and are not required to disclose underlying medical conditions. For more information on how to request a reasonable accommodation, please refer to the College’s Disability Accommodations Policy which is available online at https://www.hmc.edu/human-resources/policies-procedures-and-guidelines/.

This policy does not prohibit the use or consumption of alcohol at HMC sponsored activities or events where alcohol is served, or at social, business or professional events attended by HMC staff members while performing work for or in their capacity as HMC employees. However, staff members who choose to consume alcohol at such events must do so responsibly, they must conduct themselves properly and professionally at all times, and they must abide by all state and federal laws related to alcoholic beverages, including laws which prohibit the operation of vehicles while under the influence.

Staff members who violate these rules and standards of conduct will be subject to discipline, up to and including termination of employment and may be referred for prosecution. The College also supports enforcement, by applicable law enforcement agencies, of all local, state and federal laws. Violations of local, state, and federal laws and ordinances may result in misdemeanor or felony convictions and/or the imposition of other legal sanctions, including but not limited to fines, imprisonment, forfeiture of personal and real property, loss of driving privileges, and required attendance at substance abuse education or treatment programs.

Testing

To the full extent permitted by law, the College reserves the right to require all applicants for employment to submit to testing procedures designed to detect the presence of illegal drugs and/or alcohol. Further, to the full extent permitted by law, the College reserves the right to test current staff members for illegal drugs or alcohol, in cases where the College has reasonable suspicion that the staff member is violating this policy. Any staff member who refuses to submit to such a test shall be subject to discipline including possible immediate discharge.

Treatment and Rehabilitation

The College encourages and will reasonably accommodate staff members with chemical dependencies (alcohol or drug) to seek treatment and/or rehabilitation. However, it is the responsibility of each staff member to seek and accept assistance before alcohol and drug problems lead to corrective action, including termination. A staff member’s decision to seek assistance before alcohol and drug problems lead to disciplinary action will not be used as the basis for corrective action and will not be used against the staff member in any disciplinary proceedings. At the same time, performance standards must be maintained, and alcohol or drug abuse will not be an acceptable excuse for performance that requires corrective action.

To aid staff members with chemical dependencies who seek treatment and/or rehabilitation, the College provides an Employee Assistance Program (“EAP”). Additional information is available online at https://www.hmc.edu/human-resources/.

[1] While the use of marijuana has been legalized under California law for medicinal and recreational purposes, it remains an illegal drug under federal law and its possession and/or use as it impacts the workplace is prohibited by this policy. This is true even if the use of marijuana by a staff member meets the qualifications of the California Compassionate Use Act, Proposition 215. Therefore, even staff members, who qualify under Proposition 215 to use marijuana for medical purposes, may not possess, store, or use marijuana on College owned or controlled property, while performing College business or during a College sanctioned activity or events regardless of the location.

Employment Eligibility Verification (I-9 Form)

To comply with federal law, all staff members hired after November 6, 1986 must complete the Employment Eligibility Verification Form I-9. Staff members are required to present acceptable documents that establish identity and employment eligibility to a designated Office of Human Resources representative within three (3) business days from the date employment begins.

Staff members assigned to perform work on federal contracts or subcontracts containing the E-Verify clause will also need to be determined eligible to perform work on such contracts through the E-Verify process.

Former staff members who are rehired must also complete the I-9 Form if they have not completed an I-9 with HMC within the past three (3) years, or if their previous I-9 is no longer retained or valid.

Staff members whose work authorization documents carry an expiration date, must re-verify that they are still authorized to work in the United States prior to the date on which the authorization expires. HMC will typically provide a reverification reminder to the staff member, however, it is ultimately the responsibility of the staff member to bring updated documentation to the Office of Human Resources prior to the date on which the authorization expires.

The I-9 employment eligibility verification and re-verification process must be completed for each new staff member within the required time frame. Failure to complete the verification process within the required time frame will result in suspension or termination of employment.

Employment Categories

The applicability of certain policies and practices and the eligibility for certain benefits are determined by a position’s employment category, terms of employment and the number of regularly scheduled weekly hours associated with the position.

Regular Full-time staff members are hired to work on a regular basis for 40 hours per week and 12 months per year.

Regular Full-time (Dining Services) staff members are hired to work 40 hours per week on a regular basis during the academic year for 32-34 weeks. (Less than 12 months.)

Regular Part-time staff members are hired to work on a regular basis for less than 40 hours in a workweek and/or less than 12 months in a year.

Temporary staff members on HMC’s payroll may be hired:

• to work full- or part-time to fulfill a specific operational need related to workload, special projects, or staffing for a defined period normally not to exceed 12 months; or
• to work intermittently/on-call for generally less than 1,000 hours in an anniversary year.

Exempt Staff member – a staff member who, because of his/her position’s responsibilities and level of decision-making authority, discretion and independent judgment, is not subject to laws pertaining to overtime pay and meal and rest break requirements. Exempt staff members, under applicable law, meet salary and responsibility requirements that exempt them from earning overtime compensation. Exempt staff members are not required to account for and record work hours and are paid on a salaried basis, receiving a predetermined amount each month that does not vary due to actual hours worked.

Nonexempt Staff member – a staff member who, because of his/her position’s responsibilities, is subject to federal and state wage and hour laws pertaining to overtime, minimum wage, meal periods and rest breaks. Nonexempt staff members are paid on an hourly basis, are required to account for and record all hours worked and are paid for all hours worked.

Employment of Minors

Under the California Labor Code, “minor” means any person under the age of 18 years who is required to attend school under the provisions of the Education Code, except high school graduates under the age of 18. In order to work, a minor is subject to compulsory education laws, permit requirements, work hour restrictions, and all occupational prohibitions. HMC will not employ a minor who is under age 16. Department supervisors who plan to employ a minor are required to contact the Office of Human Resources for information and assistance prior to making an offer of employment.

Employment of Relatives and Transactions with Relatives

It is HMC’s policy to allow the employment of relatives of current employees, on the same basis as other applicants, provided doing so does not result in an actual or potential conflict with supervision, security, safety or morale.

For the purposes of this policy, “relatives” include, but are not limited to: spouses/registered domestic partners (current or former), children (biological, adopted, belonging to spouse/registered domestic partner or any other parent/child-type relationship), siblings, parents, in-laws, step-relatives and persons living in the same household.

Employees may not be hired or hold a position in a department or office in which a relative participates in making recommendations or decisions regarding that employee’s appointment, evaluation, work assignment, promotion, transfer, retention/dismissal or salary.

If employees who marry, or otherwise become related, work in a direct supervisory relationship with one another or in a relationship that poses other problems described above, the College will attempt to structure a working relationship that will allow both to remain employed at the College. If a position is not available, or if no other option is identified that will allow both to remain employed at the College, the College will ask the affected employee to make the decision as to which will continue employment at the College.

Employees (faculty and staff) responsible for securing and/or approving the purchase of any goods/or services that involve or benefit a relative shall report the potential transaction to the Dean of the Faculty (for Faculty) and Office of Human Resources (for Staff), before engaging in any such transaction. The transaction will be evaluated under the terms of the College’s Conflict of Interest Policy and must have the approval of the area vice president before it may proceed or the president if the transaction involves a relative of a vice president.  Any exceptions must be approved by the president.

Employment Opportunities at HMC

The hiring of all staff and arrangements for a temporary worker must be completed through the Office of Human Resources in coordination with the hiring manager and in accordance with College equal employment opportunity policies and procedures. In order to begin the recruitment process, the hiring manager will contact the Office of Human Resources to seek approval to fill an existing position, create a new position, or bring a temporary worker on board. Together, the Office of Human Resources and the hiring manager will work to determine the department’s needs, create and/or revise the job posting and job description position, determine the appropriate salary range for the position, and determine the appropriate recruitment and selection process. Part of this process requires Business Affairs Office approval. As explained below, all regular staff positions will, as a general practice, be posted on the College’s Employment website.

In order to promote the career development of our employees, it is HMC’s goal to fill positions from within whenever qualified candidates are available. The College will post all non-temporary jobs on the College’s Employment web site for five (5) days, either before or while posting the position externally, unless approval from the president is obtained. The College has the sole discretion not to post a position and reserves the right to hire externally, even if an internal qualified candidate is available.

Gratuities

In order to avoid a conflict of interest or the appearance of a conflict of interest, at no time should a staff member solicit or accept gifts from current or potential vendors, contractors or their agents, local businesses, College departments, or others with whom there is a potential or ongoing business or professional relationship. Staff members may accept ordinary business courtesies, such as payment for a modest meal or event, or gifts which are promotional items without significant value and which are distributed routinely. Gratuities or gifts of money to the staff member cannot be accepted at any time and should be returned immediately to the giver.

Staff members are reminded to refer to the Conflict of Interest Policy and complete the Conflict of Interest Annual Staff Disclosure Form each year and submit it to their supervisor. All staff members are responsible for becoming familiar with and adhering to this policy. In addition, supervisors are responsible for ensuring that this policy is known by their staff members and that all staff members are following it.

Staff members who have questions regarding this policy or who are uncertain as to whether a conflict of interest exists should confer with their supervisor or the Office of Human Resources.

Identification Cards

HMC issues photo identification cards (ID card) to regular and temporary staff members through The Claremont Colleges Services Card Center, which is located on the first floor of Honnold/Mudd Library (south entrance). ID cards are HMC property and serve multiple purposes such as card swipe access to HMC facilities, library privileges, bookstore discounts, and Claremont Cash (see Services & Conveniences). A staff member should immediately report the loss or theft of his/her ID card to the Office of Human Resources.

Independent Contractors

An independent contractor is someone other than an employee who contracts with HMC to provide services in exchange for compensation. California law tightly controls who may properly be classified an independent contractor and there are significant financial consequences in the case of a misclassification. As a consequence, no one is authorized to engage a consultant or other service provider as an independent contractor without prior consultation with and the express authorization of the Business Affairs Office.

Initial Review Period

A new staff member’s first six (6) months of continuous employment or an existing staff member’s first 180 continuous days after assuming a new set of job responsibilities are considered the “Initial Review Period.” During this time, your supervisor will be observing your performance and ability to meet job requirements. During and at the end of the introductory period, your performance will be evaluated, and a decision made concerning regular or continuing employment.

• If your performance is considered satisfactory or better, you will be retained and become a regular staff member;
• If your performance is considered unsatisfactory or borderline, at any time within the first 180 days, we may extend your introductory period for an additional period of time to further evaluate your performance and suitability for the job, or we may decide to end your employment. Supervisors will partner with the Office of Human Resources, prior to notifying the staff member.

During and after the introductory period your employment is “at-will” and does not affect your eligibility for benefits. Our right to terminate your employment or change the terms and conditions of your employment, at any time, with or without cause, as described in the at-will employment policy contained in this handbook, is not altered by this policy.

Intellectual Property

It is the policy of Harvey Mudd College (“HMC”) that staff members shall own any and all intellectual property and proprietary rights in their inventions, creative works and other work product that they produce while at HMC subject to the following exception:

Any copyrights created by a staff member that qualify as a work made for hire as that term is defined in 17 U.S.C. § 101 and associated case law shall be owned as set forth in the applicable law (usually the copyright will be owned by HMC).

Lactation Accommodation

Staff members who are nursing mothers may take a reasonable amount of break time to accommodate the staff member’s need to express breast milk for the staff member’s child. When possible, the break time for nonexempt staff members for this purpose shall run concurrently with rest break. Any break time provided to express breast milk that does not run concurrently with break time already provided to the staff member shall be unpaid.

Harvey Mudd College has two formally designated lactation rooms. All nursing mothers have access to these locked, secure spaces; please request a key from keys@hmc.edu in the Office of Facilities and Maintenance. 

• McGregor Computer Science Center, Room 338.
• Platt Campus Center Basement, east side, basement level.

The time that it takes a staff member to get to and from the lactation location or to and from a refrigerator and sink with running water, shall not be included as part of a staff member’s break time.

Staff members who desire lactation accommodations (including an alternative lactation location) should contact the Office of Human Resources to request accommodations. A staff member’s request may be provided orally, by email, or in writing, and need not be submitted on a specific form (documentation, such as a doctor’s note, is not required for a lactation accommodation, or as to the number of or duration of lactation breaks needed by an staff member). The Office of Human Resources will respond in writing or by email to your request within five business days.

Discrimination on the basis of sex includes discrimination based on breastfeeding and related medical conditions and is unlawful. California law expressly prohibits retaliation against lactating staff members for exercising their rights and complaints concerning a violation of such rights may be submitted to the Office of Human Resources or filed with the California Labor Commissioner.

Makeup Time (Nonexempt Staff Members)

Makeup time allows a nonexempt staff member to request time off for personal obligations and make up the time on another day in the same workweek without receiving overtime compensation.

A staff member may not work more than 11 hours in a day or 40 hours in a workweek as a result of making up time that was or would be lost due to a personal obligation. A staff member cannot “bank” time to use in future workweeks.

A staff member is required to request makeup time in writing using HMC’s Makeup Time Request Form and must give the form to the supervisor for approval before the staff member takes the requested time off or works makeup time, whichever is first. A separate written request is required for each occasion. Requests are considered for approval based on business needs at the time the request is submitted. A staff member’s use of makeup time is completely voluntary. HMC does not encourage, discourage, or solicit the use of makeup time. The use of makeup time must be initiated by a staff member; a supervisor may not require or recommend the use of makeup time.

Meal Periods and Rest Breaks (Nonexempt Employees)

Meal Periods

Nonexempt employees who work more than five (5) hours in a workday are provided with an unpaid, duty-free meal period of at least 30 minutes, to begin by no later than the end of the fifth hour of work (i.e., by 4 hours and 59 minutes into an employee’s shift). If an employee works more than 10 hours, a second unpaid meal period of at least 30 minutes, duty-free, is provided, to begin by no later than the end of the tenth hour of time worked.

Employees are required to accurately enter the time the meal period(s) begins and ends on timecards.

Employees may complete written meal period waivers each academic year for the following: (1) for a first meal period when their shifts will last more than five hours and will be completed in six hours or less, or, (2) for a second meal period if they will work more than ten hours, but less than twelve hours and did not waive the first meal period for such shifts.

If for any reason an employee believes he/she is unable to take or does not take a meal period, as provided, a supervisor should be notified as soon as possible and within the pay period in which such event occurs and an employee must complete the meal period exception report. When required by law, Harvey Mudd will issue meal period premiums.

Rest Breaks

Nonexempt employees are permitted and authorized to take duty-free rest breaks of net, 10 minutes during their workday, one for each four-hour period of work, or major fraction thereof. Rest breaks are paid and are not entered on timecards.

There is no rest break for a shift of 3.5 hours or less. For a shift of 3.5 to six hours, there is one (1) rest break; for a shift of six (6) hours and up to 10 hours in a workday, there is a second rest break; for a shift of more than 10 hours and up to 14 hours in a workday, there is a third rest break; and so on. Rest breaks should be taken in the middle of each four-hour period of work insofar as practicable. For example, a person working an 8-hour shift, would have one rest break in the middle of the first 4 hours of work and a second rest break in the middle of the second 4 hours of work.

If for any reason an employee believes he/she is unable to take or does not take a rest break, as permitted and authorized, a supervisor should be notified as soon as possible and within the pay period in which such event occurs. When required by law, Harvey Mudd will issue rest period premiums.

Both Meal Periods and Rest Breaks

Meal periods and rest breaks are completely duty-free; this means that, during meal periods and rest breaks, employees are relieved of all duty, are not subject to call or on-duty, have turned off all pagers, radios, or other similar work-communication devices, and are free to leave the premises.

No supervisor is authorized to instruct or encourage an employee to skip a meal period or rest break, to take a short one, or to take a late one, or to interrupt meal and rest periods (absent rare, true emergencies), and employees should report any such issues to the Office of Human Resources.

Meal periods cannot be combined with or added to rest breaks, and neither meal periods or rest breaks are to be used to cover a late arrival to work or to leave early.

Open Door Policy

The College encourages staff members to discuss matters directly with supervisors who will always have an “Open Door” to hear staff member’s concerns. We believe a prompt; open and honest discussion is the best way to resolve concerns and ensure that College policy is being followed. If staff members have a problem, it can usually be resolved by following one or more of these steps:

• First, staff members are encouraged to promptly bring the situation to the attention of their immediate supervisor, who will investigate and provide a solution or explanation. Very often, immediate supervisors are in the best position to handle staff member problems satisfactorily.
• Second, if the staff member believes that the problem has not been resolved, they should put their concern in writing and present it to the next level supervisor who will investigate and provide a solution or explanation. The matter should be brought to the next level supervisor(s) as soon as possible after the staff member believes the immediate supervisor has not resolved the matter.
• In the event a staff member has a concern, and for personal reasons cannot follow the steps in the above procedures, a staff member may present his/her concern(s) in person or in writing to the appropriate vice president or the director for human resources.

This procedure, which we believe is important for both staff members and the College, may not result in every problem being resolved to a staff member’s satisfaction. However, HMC values staff members’ input and staff members should feel free to raise issues of concern without fear of retaliation. Complaints concerning discrimination and/or harassment should be made in accordance with the complaint procedure contained in HMC’s Policy on Prohibited Discrimination, Harassment and Retaliation.

Orientation and Training

During your first few days on the job, you will be scheduled to attend an orientation session in the Office of Human Resources. This meeting will cover employment policies, practices and procedures and will provide information about your employment, including information concerning your employment benefits.

All nonsupervisory staff members are required to complete one hour of sexual harassment prevention training. Supervisory staff members are required to complete two hours of sexual harassment prevention training. Training must take place within six months of hire or promotion and every two years thereafter. Temporary staff members or staff members hired to work less than six months, must be trained within 30 calendar days after hire or within 100 hours worked, whichever is earlier.

Overtime (Nonexempt Staff Members)

A staff member may be asked or required to work additional hours due to operational needs. A nonexempt staff member may only work overtime with prior approval from the supervisor, unless the overtime is due to an emergency in which case the staff member is expected to notify their supervisor as soon as possible after working the overtime.

Only actual hours worked in a given workday or workweek apply in calculating overtime. Hours paid as vacation, sick, personal holiday or College-observed holidays are not considered hours worked for the purposes of calculating overtime.

HMC provides overtime compensation in accordance with state and federal law as follows:

• All hours worked in excess of eight hours in one workday and 40 hours in one workweek are overtime and paid at one and one-half (1½) times a staff member’s regular hourly rate.
• The first eight hours on the seventh consecutive day of work in one workweek are paid at a rate one and one-half (1½) times the staff member’s regular hourly rate of pay.
• All hours worked in excess of 12 hours in one workday and in excess of eight hours on the seventh consecutive workday in a workweek are paid at two times the regular hourly rate of pay.

HMC is precluded as a matter of law from offering compensatory time off (“comp time”) in lieu of paying overtime.

Parking

In order to park on campus, staff members must register their vehicle with the Campus Safety Office and display a current parking permit on the vehicle. When a vehicle is registered for the first time, the staff member should bring their identification card, driver’s license and vehicle registration to Campus Safety. Parking permits must be renewed upon expiration, every five years.

Staff members are required to park in lots that are designated for faculty and staff. Repeat parking violations are subject to ticketing and towing and may result in disciplinary action. Parking procedures and an HMC parking map are available on the Facilities and Maintenance website at https://www.hmc.edu/facilities-maintenance/parking/.

Paychecks, Paydays and Direct Deposit

Hourly (nonexempt) staff members are paid on a bi-weekly basis every other Friday. Exempt staff members are paid once per month on or about the twenty-sixth of the month.

Staff members are strongly encouraged to establish payroll direct deposit to the staff member’s financial institution by electronic transmission. A staff member may start or stop direct deposit through the self-service feature in Workday or by contacting the Office of Human Resources.

Pay Transparency Policy Statement

HMC will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with HMC’s legal duty to furnish information.

Performance Evaluation Program

HMC recognizes all staff members as essential to the overall success of the College. This success is achieved by fostering a work environment in which staff members are inspired to perform to the best of their abilities. HMC’s performance management cycle and processes allow supervisors to set expectations for the year and to discuss each staff member’s potential contributions toward the achievement of departmental and College goals and objectives.

HMC will strive to use its performance management program to accomplish the following objectives:

• promote two-way performance related communications between supervisors and staff members that clarify expectations about the roles, goals, and behavioral accountabilities;
• promote professional growth for staff members by helping them in acquiring the desired knowledge and skills; or
• identify the barriers to effective performance and resolve those barriers through coaching and development support. Forms and resources are available on the HR Website.

The College encourages staff members and their supervisors to discuss work performance informally on a day-to-day basis. It is the College’s preferred practice that a written performance evaluation be conducted at the end of the introductory period and annually thereafter for all regular staff members. The frequency of performance evaluations, however, may vary, depending on the position, past performance, changes in job duties, recurring performance problems or due to the staff member being away from work on a leave of absence.

Performance evaluations are conducted by a staff member’s immediate supervisor and reviewed by the department head. The purpose of the evaluation is to review the staff member’s current level of performance, to examine the progress made since the last evaluation, and to establish goals for the staff member’s next evaluation. A satisfactory performance review does not guarantee an increase in rate of pay. Salary increases and promotions are solely within the discretion of the College and depend upon many factors in addition to performance.

Personnel Records and Release of Employee Information

The Office of Human Resources maintains official personnel records for HMC employees. California law requires employers to maintain a copy of personnel records for a period of at least three years after termination of employment.

Staff members are responsible for reporting any change in personal information that is employment-related, such as home address, home and/or cell phone number, number of withholding allowances (W-4), and emergency contact. Staff members may update their records through the self-service feature in Workday or by contacting the Office of Human Resources.

HMC considers a staff member’s current address on file to be correct and that official HMC mail is received by the staff member at that address.

HMC restricts disclosure of a staff member’s personnel file to authorized individuals within the College. Requests for information contained in personnel files are directed to the Office of Human Resources. Disclosure of information contained in a staff member’s personnel file to outside sources is limited to such actions as verifications of employment or official requests from authorized law enforcement or local, state, or federal agencies, or as otherwise compelled by law.

Current and former staff members may inspect their personnel file and certain earnings records in the presence of a College representative. Representatives of current and former staff members may also request access to a staff member’s personnel file on behalf of the staff member, provided that the representative is authorized to do so in writing by the staff member.

Requests to inspect files/records should be directed to the Office of Human Resources. Certain documents may be excluded or redacted by law and there are legal limitations on the number of requests that can be made.

Current and former staff members are also entitled as a matter of law to copies of their personnel file and certain personnel and earnings records. Any request for copies of such records must be made in writing to the Office of Human Resources. Copies of earning records will be made available no later than twenty-one (21) calendar days, and personal records within thirty (30) calendar days, from the date of the request.

Photo/Video Authorization

From time to time the College makes use of materials for promotional, educational, marketing and other purposes that may include photo or video image of employees. By acknowledging receipt of this Handbook, a staff member grants HMC permission to use their photograph, digital image, visual likeness, portrait, voice or other identifying feature(s) for any purpose that HMC deems appropriate, including in any and all HMC publications, media releases, multimedia productions, broadcasts, displays, advertisements, and/or on the world wide web or in other mediums now in existence or hereafter developed, and if appropriate, to use a staff member’s name and/or biographical information, without compensation to the staff member. Staff members who do not wish their photograph, digital image, visual likeness, portrait, voice, or biographical information to be used for such purposes may withdraw their consent by contacting the Office of Communications and Marketing at 909.607.6722 or communications@hmc.edu.

Property of Staff Members

Staff members are responsible for their own personal property. Those who bring personal property to work do so at their own risk. Whenever possible, personal property is best kept in a locked drawer, filing cabinet or locker to limit exposure. The College does not assume any risk for, or provide insurance coverage for loss or damage to personal property.

Property of the College

All College property—including desks and other office furniture, storage areas, work areas, lockers, file cabinets, office telephones, cell phones, modems, fax machines, photocopiers, and vehicles—must be used properly and maintained in good working order.

The College reserves the right, at all times and without prior notice, to inspect and search all College property for the purpose of determining whether this policy or any other policy of the College has been violated, or when an inspection and investigation is necessary for purposes of promoting safety in the workplace or compliance with state and federal laws, or for other legitimate business reasons. These inspections may be conducted during or outside business hours and in the presence or absence of the staff member(s) who work in the area being inspected.

In addition, to ensure the safety and security of employees, students and others and to protect the College’s legitimate business interests, the College reserves the right to question, inspect, or search any staff member or other individual entering or leaving College premises. The inspection or search may include any packages or items that the individual may be carrying, including briefcases, purses, handbags, knapsacks, and shopping bags. These items are subject to inspection and search at any time, with or without prior notice. The College also may require staff members while on the job or on College premises to agree to reasonable inspection of their personal property and/or persons. The individual may be requested to self-inspect his/her personal property or person by displaying the contents of any packages and/or turning out his/her pockets and so on in the presence of a representative of the College, typically a management staff member of the same gender.

Staff members are not permitted to remove HMC property from campus unless they obtain prior written approval from their supervisor and cabinet member responsible for that area.

On occasion, furniture or other items of personal property purchased by the College are no longer needed by a particular department. In such circumstances a designated representative of the department will attempt to determine if such property can be used by another department and, if such property can be used by another department, it will be transferred to that department. If there are no departments that indicate a use for such property, the cabinet member (or cabinet member’s designee) responsible for the department to which the property belongs shall determine whether the property is obsolete, outmoded, unusable or no longer usable by the College, or property for which future needs do not justify the cost of maintenance and/or storage. In such circumstances, the responsible cabinet member shall declare the property to be surplus and shall initiate procedures for the disposal of the property by completing the Harvey Mudd College Permission to Remove Items from Campus form. The form may be obtained from https://www.hmc.edu/bao/forms-and-policies/.

Pets in the Workplace

Dogs – Only dogs that are defined by law as service animals may be brought into any of the academic or administrative buildings on campus.

Cats – Cats are not allowed in any academic or administrative buildings on campus.

Exceptions – HMC reserves the right to consider granting and terminating exceptions to this policy when special or unique circumstances warrant. The Dean of Faculty has responsibility for making such determinations that involve faculty members and the Vice President, Chief Operating Officer and Treasurer for those involving staff.

Additional information is available online at https://www.hmc.edu/bao/forms-and-policies/, including the HMC Pet Policy and Assistance Animal Policy.

Pre-Employment Verifications, Reference and/or Background Checks

Pre-employment verifications, reference and/or background checks are required as a condition of employment, but only as permitted by law. To the extent that verifications, reference and/or background checks are required as a condition of employment, the offer of employment is contingent upon the College’s receipt of satisfactory results.

Current staff members may be required to submit to a background check, at HMC’s expense, as a requirement of fulfilling an internal job posting, to the extent permitted by applicable law.

If an applicant is a rehire to the College, and has less than one-year break in service, the background requirement will be waived.

Reporting Pay

Reporting pay is compensation paid to a nonexempt staff member who is required to report to work but (a) does not actually work, or (b) works less than the hours scheduled to work or usually works, or (c) is required to report to work a second time in any one workday and is given less than two hours of actual work to perform.

A staff member must be paid at least one-half of the hours scheduled to work or typically worked; however, the amount paid cannot be less than two hours or more than four hours.

Reporting pay does not apply when:

• a staff member is paid to be on on-call;
• public utilities fail (e.g. water, electricity, gas and sewer);
• work is interrupted by a natural disaster or causes outside of the College’s control; or,
• business is halted due to a threat to persons or property or ordered by civil authority.

Purchasing and Contracts

To avoid a conflict of interest, or the appearance of a conflict of interest, staff members should not make purchasing decisions, negotiate contracts and/or subcontracts where there may be a conflict of interest or an appearance of a conflict of interest. More specifically, staff members should refrain from these activities with any organization in which:

1. staff members or persons related by blood, marriage, members of the same household, including registered domestic partners or persons with whom staff members have a personal relationship, have a significant financial interest; or
2. staff members or persons related by blood, marriage, members of the same household, including registered domestic partners or persons with whom staff members have a personal relationship, have current or pending employment, consulting, management, fiduciary or similar affiliation.

Staff members who stand to gain, either personally or indirectly, from any transaction as described in this policy, or similar transaction, should identify their circumstances to their supervisor so that alternate arrangements can be made for the management of the transaction.

In addition, staff members may not solicit or accept gifts, gratuities, favors or anything of monetary value from current or potential vendors, contractors or their agents, local businesses, College departments, or others with whom there is a potential or ongoing business or professional relationship. Staff members may accept ordinary business courtesies, such as payment for a modest meal or event or gifts which are promotional items without significant value and are distributed routinely.

Staff members who negotiate federal contracts or have the authority to verify satisfactory completion of federal contract work must comply with the Anti-Kickback Act of 1986, which prohibits those involved in government contracting from offering, accepting, or attempting to accept inducements for favorable treatment in awarding contracts for materials, equipment or services of any kind.

Staff members are reminded that the Conflict of Interest Policy requires an Annual Staff Disclosure Form each year.

Not adhering to this policy is considered a serious matter and may result in disciplinary action, up to and including termination of employment.

Smoking Policy

Smoking and vaping are prohibited in all buildings owned, leased, or rented by the College (whether on or off campus) and in all College-owned or leased vehicles (including shuttles and carts). Smoking is only permitted in College parking lots, designated smoking areas, and public sidewalks immediately adjacent to College parking lots. The sale of smoking materials is prohibited on College property.

Smoking is defined as the “act of lighting, smoking or carrying a lighted or smoldering cigar, cigarette or pipe of any kind.” Vaping refers to the use of electronic nicotine delivery systems or electronic smoking devices such as e-cigarettes, e-pipes, e-hookahs and e-cigars. The smoking and/or vaping of cannabis is prohibited everywhere on College property, including designated smoking areas.

This policy has been created in recognition of the harmful effects of smoking, including “second hand” smoke, and in accordance with applicable state and local laws.

Solicitation and Distribution of Literature

In order to maintain and promote efficient operations, and security, the College has established rules applicable to all staff members which govern solicitation, distribution of written material and entry into premises and work areas.

No staff member shall solicit or promote support for any cause or organization during their working time and/or during the working time of the staff member or staff members at whom such activity is directed without authorization from the assistant director for human resources. Working time does not include meal and periods rest breaks, or any other periods in which staff members are not on duty.

No staff member shall distribute or circulate any printed or written non-College, non-work material in work areas at any time during their working time and/or during the working time of the staff member or staff members at whom such activity is directed.

Under no circumstances will non-College staff members be permitted to solicit or distribute written materials for any purpose on the College’s premises without prior authorization.

Standards of Conduct

HMC expects staff members to perform their work well, to adhere to a standard of good conduct and to observe College policies and procedures. Any failure to do so may result in a decision to impose discipline or terminate the employment relationship. Staff members should understand that while the College may elect to exercise its discretion and utilize forms of discipline that are less severe than termination (e.g., warnings, probation or suspension), no formal system of warnings or progressive discipline is required.

In order that staff members may more fully appreciate what is expected of them, the following are examples (not all-inclusive) of the type of conduct staff members are expected to avoid:

1. Falsification of employment records, employment information or other College records.
2. Failure to safeguard or respect the College’s confidential information.
3. Committing a fraudulent act under any circumstances.
4. Unsatisfactory job performance.
5. Failure to observe work schedules (including rest breaks and meal periods), frequent or excessive tardiness, absence from work or the work area, leaving work early without notifying your immediate supervisor or getting prior approval, and failure to notify a supervisor when unable to report to work.
6. Unreported absence.
7. Recording the work time of another staff member or allowing any other staff member to record your work time, or allowing falsification of any timecard, either your own or another staff member’s.
8. Theft, deliberate or careless damage or destruction of any College property or the property of any employee, student, or visitor.
9. Removing or borrowing College property without prior authorization.
10. Unauthorized use of College equipment, time, materials or facilities.
11. Provoking a fight or fighting during working hours or on College premises.
12. Participating in horseplay or practical jokes that impact safety on College time or on College premises.
13. Carrying firearms or any other dangerous weapons on College premises at any time.
14. Violating the College’s Drug and Alcohol policy, including unlawfully manufacturing, distributing, selling, offering to sell, dispensing, possessing, purchasing or using illegal drugs or controlled substances at any time either during work hours or non-work hours or reporting to work impaired by alcohol or illegal or controlled substances.
15. Engaging in criminal conduct whether or not related to job performance.
16. Insubordination, including but not limited to failure or refusal to follow the directives or instructions of a supervisor.
17. Using abusive or threatening language at any time on College premises.
18. Sleeping or malingering on the job.
19. Texting or making or accepting lengthy personal telephone calls, including cell phone calls, during working hours, except in cases of emergency or extreme circumstances.
20. Working overtime without authorization or refusing to work assigned overtime.
21. Committing acts of harassment, discrimination, and/or retaliation.
22. Violation of any safety, health, security or College rules, policies, or procedures.

Concerns or problems regarding a staff member’s work performance, conduct or a violation of HMC policies may result in corrective action such as a letter of expectation, verbal and written warnings, a performance improvement plan, suspension or termination of employment. No particular order, system or steps are required, and the College may, in its sole discretion, issue the form of corrective action that it deems appropriate under the circumstances. The College’s policy on corrective action does not limit or alter the at-will employment relationship.

Telecommuting

Please visit the HMC Staff Remote Policy website for detailed information regarding telecommuting.

Temporary Agency Workers

Temporary agency workers are used from time to time to provide services for which the College does not otherwise employ its own resources or when a short-term need for additional resources or special skills exists and the hiring of additional staff is not warranted. Temporary agency workers are employees of the third-party provider or temporary agencies with whom the College contracts for services and not employed by the College. As such, temporary agency workers are not eligible for and do not receive College sponsored benefits. Temporary agency workers may only be engaged through the Office of Human Resources.

Termination of Employment

Resignation
Staff members who decide to leave the College, are asked to give their supervisor at least two weeks’ written notice in advance as a courtesy, in order to permit proper processing of their final paycheck, the scheduling of an exit interview, and the return of all College property. However, as an at-will employee, you may terminate your employment with the College at any time, with or without notice.

Dismissal
The College reserves the right to terminate staff members at any time, with or without cause, and with or without advance notice.

Job Abandonment/Constructive Quit
Generally, staff members who fail to report to work for more than three successive work days, without notifying their supervisors or the Office of Human Resources, are considered to have abandoned their jobs and in most cases will be terminated, unless otherwise prohibited by applicable law. This includes staff members who do not return from an approved leave.

The decision to process a staff member’s termination due to job abandonment rests with the supervisor and appropriate vice president. A staff member will be notified in writing when the employment relationship has been terminated because of job abandonment.

Return of Property
On termination of employment, whether voluntary or involuntary, a staff member must return all HMC-owned property, including computer equipment (desktops, laptops, mobile devices, software, disks, flash drives or other computer-related equipment), reports, files, business cards, memoranda, records, credit/P-cards, card key passes, door and file keys, tools, equipment, uniforms, other physical and personal property, and any copies of same, which the staff member has received, prepared or helped prepare in connection with their employment with the College. Any property obtained through College funds is considered College property. Any property removed from campus must be approved by the supervisor and area vice president. If such property is approved to be removed from campus, it could be considered taxable to the staff member.

Final Pay at Termination
A staff member will be provided a final check at the time of termination in accordance with applicable state law. The check will include final wages and payment for accrued but unused vacation and personal holiday days/hours. Unused sick leave is not paid at termination.

Benefits at Termination of Employment (COBRA)
Under the Consolidated Omnibus Budget Reconciliation Act (COBRA), staff members and eligible beneficiaries may have the right to continue health insurance benefits because of a qualifying event such as termination of employment, a reduction in hours that results in loss of benefits eligibility, unpaid leave, the death of a spouse or registered domestic partner, a change in marital status, Medicare entitlement, or a child’s change in dependent status. The staff member has the responsibility to inform the Benefits Administration Office when a qualifying event occurs that affects benefits.

A staff member who terminates employment will be notified by The Claremont Colleges Services Benefits Administration Office about his/her right to continue coverage for the staff member and/or beneficiaries. The staff member or beneficiary is responsible for paying the entire health insurance premium plus an administrative fee.

Exit Interviews
The Office of Human Resources will schedule an exit interview with every staff member who leaves the College, regardless of the reason.  This interview allows staff members to communicate their views on their work with the College, including the job requirements, operations and training needs.

Timekeeping Requirements

Nonexempt staff members are required to accurately electronically record all time worked on a daily basis. Time records must reflect all hours worked, any absences, early or late arrivals, early or late departures, and the beginning and ending time of each meal period. Work and paid time off hours are rounded to the nearest 15-minute increment. At the end of each pay period, staff members must verify that the time recorded is an accurate reflection of the time worked. Altering, falsifying, tampering with time records, or recording time on another staff member’s time sheet may result in disciplinary action, up to and including termination of employment.

Exempt staff members do not record hours worked, but must accurately report all time away from work, including sick, vacation and personal holidays. Cabinet members who take paid time off, must also make certain that any such time is recorded against their paid sick, vacation and personal holiday account balances, except that Cabinet members with faculty status (who do not accrue vacation or receive personal holidays), need only report the use of paid sick leave benefits.

Paid time off is reported in four-or eight-hour increments (e.g. a whole day is recorded as eight hours; four hours is recorded for leave that is less than eight hours but equal to or greater than four hours), except when paid time off is coordinated with temporary disability benefits or when used for purposes permitted under the California Healthy Workplace, Healthy Family Act. Paid sick leave may be used in two-hour increments for exempt staff.

Off-the-Clock Work

Nonexempt staff members should not perform “off the clock” work. “Off the clock” work means time worked that is not reported or recorded. Any nonexempt staff member that does not report all of his/her time worked will be subject to corrective action, up to and including termination for repeat offenses. No one has the authority to make a nonexempt staff member work off the clock. If a nonexempt staff member is told to work off the clock, or encouraged to work off the clock, he/she must notify the Office of Human Resources immediately.

Supervisor Responsibilities

It is the responsibility of every supervisor to review and approve nonexempt staff members’ time records each pay period in accordance with payroll deadlines to ensure compliance with this policy, to ensure that nonexempt staff members are permitted to take uninterrupted meal periods and rest breaks in accordance with College policy and state law, and provide a schedule of required meal and rest breaks, if/when appropriate, and to counsel, coach and/or discipline staff members when timekeeping practices are violated. Failure to appropriately manage staff timecards may result in disciplinary action up to and including termination of employment.

Training Time (Nonexempt Staff Members)

The time a nonexempt staff member spends at required training (e.g. lectures, work courses, College-sponsored training programs or  meetings) is considered work time and is paid at the staff member’s regular pay rate. If the training for staff members is held during what would otherwise constitute a meal break, it is still considered working time for which a staff member must be paid (even if a meal is provided). In addition to paying for the time spent in the meeting or training, the College is liable for a penalty of one hour’s pay for each nonexempt staff member who was denied a meal break.

If the training session is off-campus, compensation for travel time may apply. Supervisors are advised to consult with the Human Resources Office to determine what is compensable.

Travel Time (Nonexempt Staff Members)

Generally, the time a nonexempt staff member is required to travel for College-related business is compensated as hours worked minus the time it customarily takes for the staff member to commute to and from work. Travel time is counted as work time and overtime pay rules apply.

If air travel is required, staff members will be paid from the time they leave their house until they reach their destination (subtracting their usual commute time), or until they no longer perform work (e.g., they have checked into the hotel). Nonexempt staff members who travel overnight need to obtain approval (prior to the travel) of their area Vice President and the Office of Human Resources to ensure compliance with overtime laws.

Nonexempt staff members must also take meal and rest breaks—even when traveling.

Certain other timekeeping rules may apply to travel time, and supervisors are advised to consult with the Office of Human Resources to ensure that time spent traveling is properly compensated.

Staff members must keep an accurate record of their time when traveling to make sure overtime is properly calculated.

Volunteers

Harvey Mudd College encourages and supports volunteer service. A volunteer may perform a variety of functions in support of campus activities such as assisting with campus events and general office work, providing volunteers are not assigned work that displaces a staff member, fills a vacancy or relieves a staff member of regular duties and responsibilities. College departments have the discretion to accept volunteer service in accordance with the conditions outlined in the College’s Guidelines for Volunteers.

A staff member may not become a volunteer at the College in any capacity in which he or she is employed at the College or which is similar to or related to the individual’s regular work at the College.

Wage and Salary Increases

Guidelines for determining salary increases are distributed each year by HMC’s Office of Human Resources, contingent upon the Board of Trustees’ approval of an annual salary increase program. Increases are not automatic and are awarded at the discretion of the supervisor and appropriate vice president. Salary adjustments, if any, normally coincide with the beginning of the fiscal year on July 1. Staff members on a leave of absence on July 1 are eligible for an increase; however, it will not take effect until the staff member returns to work.

Staff members who are on a Performance Improvement Plan are considered not in “good standing”, and therefore, not eligible for salary increase changes, except as may otherwise be necessary to conform to minimum wage requirements.

“Whistleblower” Policy

Harvey Mudd College is responsible for the stewardship of its human, financial, physical and technological resources that enable it to pursue its mission. HMC’s internal controls and operating procedures are intended to detect and prevent or deter wrongful or unlawful activities. However, intentional and unintentional violations of laws, regulations, policies and procedures may occur and may constitute wrongful or unlawful activities. HMC has a responsibility to investigate and report to appropriate parties’ allegations of suspected wrongful or unlawful activities, and to protect those employees who, in good faith, report these activities to the appropriate authority.

An employee may report suspected wrongful or unlawful activities at HMC and may elect to remain anonymous in filing a report. Confidentiality is an important part of this policy and the reporting process. If an employee chooses to identify themselves, their identity will be kept confidential, to the extent possible.

HMC may not: (1) retaliate against an employee who files a report under this policy or who refuses to obey an illegal order, or (2) interfere, directly or indirectly, with an employee’s right to file a report with HMC or with any applicable local, state, or Federal agency. It is HMC’s intention to take necessary action(s) to prevent and correct activities that violate this policy.

It is a violation of this policy to knowingly make false allegations with the intent to cause harm to another individual. Those making such allegations are subject to disciplinary action, up to and including termination of employment.

PROCEDURE

Definition of Wrongful or Unlawful Activities

A wrongful or unlawful activity is one that violates any state, federal, or local law or regulation or HMC policy undertaken by an employee, whether or not such action is within the scope of his or her employment. This includes but is not limited to:

• Theft of HMC property
• Misappropriation of funds
• Fraudulent allegations
• Willful misrepresentation of fact
• Falsification of records (including but not limited to accounting, payroll, personnel, student, and regulatory records)
• Forcing another employee to engage in wrongful or unlawful conduct
• Unlawful discrimination
• Sexual harassment
• Misuse of HMC property, technology and facilities

Filing a Report of Suspected Wrongful or Unlawful Activities

Any HMC staff or faculty member may report suspected wrongful or unlawful activities. An employee’s reporting of an allegation of wrongful or unlawful activities made with a belief in the truth of the allegation based upon the facts will be considered to be done in good faith, regardless of the outcome. An allegation is not in good faith if made with reckless or willful disregard of facts that would disprove the allegation.

Allegations of suspected wrongful or unlawful activities may be reported anonymously. Employees are encouraged to submit a report in writing so as to assure a clear understanding of the issues raised, but a report may be made orally. Such reports, whether made in writing or orally, should be factual and contain as much specific information as possible and include, at a minimum, the names of the parties involved, the location of the incident(s) and the nature of the possible wrongful or unlawful activity.

Where to Report

Allegations regarding unlawful discrimination and sexual harassment should be reported to the:

• Employee’s immediate supervisor, or
• Director for Human Resources, or
• Dean of Students, if students are involved

Allegations regarding forcing an employee to engage in wrongful or unlawful conduct; misuse of HMC property, technology and facilities; fraudulent allegations; misrepresentation of fact; and falsification of non-financial records should be reported to the:

• Vice President, Chief Operating Officer and Treasurer, or
• Director for Human Resources

Allegations regarding theft of HMC property, falsification of financial records, and misappropriation of funds should be reported to the:

• Vice President, Chief Operating Officer and Treasurer, or
• Director for Human Resources, or
• Through MySafeCampus/Convercent (see below)

If an employee is in doubt about whether or not to report an allegation, answering the following questions may help:

• Do I suspect or know illegal or improper conduct has occurred?
• Have I talked with my supervisor, department manager or is the supervisor or manager part of the issue?
• Do the issues or concerns remain unresolved or ignored?

If an employee answers “YES” to these questions, the employee should report the allegation.

Financial Misconduct Whistleblower Complaints

HMC has contracted with an outside reporting service called MySafeCampus/Convercent to facilitate the transmission of reports of financial misconduct.

Upon submission, the reporting party is provided with a confidential access number and asked to generate a personal password. Together, these will provide the user with access to the status of the report and allow the user to send and receive anonymous messages pertaining to the report. Responding to follow-up questions posted on the message board will assist in a thorough and efficient investigation.

A MySafeCampus/Convercent user will be asked to choose among three levels of anonymity:

• anonymous to both HMC and MySafeCampus/Convercent;
• anonymous to HMC but not to MySafeCampus/Convercent; or
• known to both parties

A MySafeCampus/Convercent report should contain as much detailed information about the incident(s) as possible in order to facilitate an efficient and thorough investigation. This detail should include, at a minimum, the names of the parties involved, the location of the incident(s) and the nature of the possible improper activity. Once a report is made, it is important for the reporting party to check the status of the report periodically, as requests for additional information will be posted on the MySafeCampus/Convercent message board. If the additional information is not provided, the investigation may not be conclusive, and action may not be able to be taken.

Confidentiality

Confidentiality is an important part of this policy and the reporting process. An employee’s identity will be kept confidential, to the extent possible.

Report Review and Acknowledgement to Reporting Party

Allegations of wrongful or unlawful activity will be investigated promptly and with discretion, and all information obtained will be handled on a “need to know” basis. The procedure for investigating an allegation of wrongful or unlawful activity is determined on a case-by-case basis. At the conclusion of an investigation, as appropriate, remedial and/or disciplinary action will be taken where the allegations are verified and/or otherwise substantiated. Allegations made in bad faith will be investigated and remedial and/or disciplinary action taken as appropriate. An employee who reports an allegation and identifies himself/herself will, to the extent possible, be kept informed of the status of the investigation.

Investigation Process

MySafeCampus/Convercent reports are instantly forwarded to individuals, designated by the College, for review and response. If the report involves a person who is one of the individuals designated by the college, the system will block submission of that report to that individual.

Periodically, but not less than annually, the Chair of the Audit Committee will report the results of investigations to the Audit Committee.

Protection from Retaliation

Any employee who believes he or she has been subjected to or affected by retaliatory conduct for reporting suspected wrongful or unlawful activity should report such conduct to the:

• Vice President, Chief Operating Officer and Treasurer, or
• Director for Human Resources

All complaints of retaliation will be investigated promptly and with discretion, and all information obtained will be handled on a “need to know” basis. At the conclusion of an investigation, as appropriate, remedial and/or disciplinary action will be taken where retaliation is verified and/or otherwise substantiated.

Outside Agencies

Nothing in this policy prohibits or limits an employee’s right to report allegations of wrongful or illegal activity directly to applicable local, state or Federal agencies.

Work Schedules and Workweek

Supervisors are responsible for establishing work schedules that facilitate service and support operational needs. Actual starting and ending times vary depending upon operational requirements and may be adjusted to allow for changing circumstances.

Definition of workday and workweek:

• Workday: For the purposes of record-keeping and reporting overtime, a workday begins at 12:01 a.m. and ends at midnight 24 hours later.
• Workweek: The workweek begins on Saturday at 12:01 a.m. and ends on Friday at 12:00 midnight.

6.  BENEFITS

This section contains general information about benefits that are available to eligible staff members. The terms on which benefits are made available to staff members are set forth in the governing plan documents. In the event of a conflict between the following descriptions and the terms of the plan documents, the plan documents will control. Benefits are reviewed on an annual basis and subject to change at any time.

For complete information on current offerings, premiums and plan features, staff members are advised to read benefit plan documents and policies available online from the Office of Human Resources website at www.hmc.edu/hrbenefits or to contact the Office of Human Resources. Information about benefits offered by the College under The Claremont Colleges group insurance plans and retirement benefits is also available from The Claremont Colleges Services Benefits Administration website at https://services.claremont.edu/benefits-administration/ and from The Claremont Colleges Services Benefits Administration Office.

Eligibility

Eligibility for certain benefits is determined by length of service, position held, classification (e.g., regular full-time or part-time), and other factors. In general, staff members in regular positions who are scheduled to work at least 20 hours per week are eligible to enroll in The Claremont Colleges elective benefit plans. Staff members in temporary positions are not typically eligible for benefits beyond those required by law.

Enrolling for Benefits

Initial Enrollment – Newly eligible staff members must enroll in health insurance benefits within the first 31 days from the date on which they are hired into a benefits-eligible position. If a staff member’s hire date is the first of the month, coverage is effective on the date of employment. If a staff member’s hire date is any date other than the first of the month, coverage is effective the first day of the following month.

Qualified Life Event – (e.g. adding/dropping dependents or dropping medical insurance). Changes may be made to existing coverage during the annual open enrollment period.  A staff member may request to change benefits outside of the open enrollment period under certain circumstances defined as a “qualified life event” or if they elect to pay insurance premiums post-tax. Examples of a “qualified life event” include the birth, adoption, or death of a beneficiary; marriage; divorce; the formation or termination of registered domestic partnership; and loss of coverage. Staff members are responsible for requesting benefit changes due to a life event and must apply within 31 days of the effective date of the life event. Please contact the Office of Human Resources for assistance with changing benefits due to a “qualified life event.”

The Claremont Colleges Elective Benefits

HMC is able to offer eligible staff members a variety of benefits under The Claremont Colleges’ group insurance plans described below.

Accidental Death and Dismemberment (AD&D)

AD&D insurance is available for staff members and their spouses, registered domestic partners, and qualifying beneficiaries in the event of an accident-related death or dismemberment. The premium is paid by the staff member through payroll deduction.

Employee Assistance Program (EAP)

The Employee Assistance Program (EAP) offers up to five free and confidential counseling and referral services such as legal consultations, childcare referrals, elder care services, psychological counseling, and financial counseling. EAP services are provided at no cost to staff members and members of their immediate household. The program is accessible online at www.liveandworkwell.comH (access code: claremontcolleges); or by phone at 800.234.5465.

Flexible Spending Accounts (FSA)

A Flexible Spending Account (FSA) allows staff members to save money by reducing taxable income to cover qualifying medical/dental, dependent/childcare expenses or personally paid health insurance premiums. Contributions that are allocated to an FSA are not subject to federal or state income taxes, or to social security tax. A staff member may use money in these accounts to pay for eligible expenses with pre-tax dollars in accordance with Internal Revenue Code. Funds in an FSA must be spent by the deadline specified during open enrollment; unspent funds are forfeited according to IRS regulations.

Health Insurance

COBRA

In compliance with the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), the College offers continuing medical, dental and vision insurance to staff members and their beneficiaries upon termination of employment or other qualifying life events such as a divorce or legal separation, a reduction in work hours, and a dependent child ceasing to qualify for coverage. The staff member or beneficiary is responsible for paying the entire premium and an administrative fee.

Dental Insurance

Eligible staff members may choose from several options for dental insurance. Coverage is available to spouses, registered domestic partners, and qualifying beneficiaries. The College and the staff member share in the cost of premiums.

Medical Insurance

Eligible staff members may choose from several medical insurance plans. Coverage is available to spouses, registered domestic partners, and qualifying beneficiaries. The College and the staff member share in the cost of premiums.

Medical Insurance – Age 65+

Most medical insurance providers offer plans to individuals 65 years or older who are eligible for and enrolled in both Parts A and B of Medicare. Prior to turning age 65, staff members are advised to consult with The Claremont Colleges Services Benefits Administration Office regarding the coordination of Medicare benefits with The Claremont Colleges’ health plans and other options that may be available to them and their spouse/registered domestic partner.

If a staff member leaves the College’s group medical plan because of retirement and the staff member’s spouse/registered domestic partner is not yet eligible for Medicare, the spouse/registered domestic partner may elect to continue health insurance benefits through the College’s group medical plan under COBRA.

Supplemental Medical Benefits

Staff members may choose from a variety of voluntary supplemental medical benefits such as accident insurance, critical illness insurance and hospital indemnity insurance.  Supplemental medical plans are not intended to replace medical insurance.

Vision Insurance

Staff members are automatically enrolled in the Core vision plan, which is paid for by the College, and may purchase additional benefits through the Buy-Up plan. Vision benefits are also available for spouses, registered domestic partners and qualifying beneficiaries through the Core plan and the Buy-Up plan, both of which are paid for by the staff member.

Voluntary Benefits

Staff members may choose from a variety of voluntary insurance plans.  Staff members pay for the plans with after-tax dollars.

Wellness Resources

The wellness programs offered through the medical insurance plans provide resources to support healthy lifestyle choices.  All staff members are eligible to participate in the wellness programs offered by their respective medical plans.

Life Insurance (Basic and Supplemental)

Staff members are provided with basic term life insurance for which the college pays the premium. The benefit is one times (1 x) the annual base salary (rounded to the next thousand), with a minimum coverage amount of $20,000 to a maximum coverage amount of $50,000. Staff members who enroll in the supplemental life insurance plan within 31 days of employment are eligible to purchase up to four times their annual base salary for themselves and up to fifty percent of the staff members supplemental and basic life combined for their spouse or registered domestic partner without evidence of insurability. Additional supplemental insurance coverage may be purchased at any time for individuals or for a spouse, registered domestic partner or qualifying dependent subject to evidence of insurability requirements. The current minimum and maximum benefit for basic and supplemental life insurance is available online.

Long-Term Disability (LTD)

To be eligible for long-term disability benefits, a staff member must have a regular   work schedule of at least 30 hours per week, meet the definition of total disability under the plan and continue in that status until the maximums outlined in the plan document are reached. The LTD program provides a monthly income benefit equal to 66 2/3% of the staff member’s covered monthly salary as of the date the disability began, but not to exceed the plan limits. The LTD premium is paid by the College and administered by The Claremont Colleges Services Workers’ Compensation and Disability Administration Office. Benefits begin on the first of the month following six consecutive months of total disability.

Travel Accident Insurance

The College pays the premium for travel accident insurance for staff members who travel on College business.

Federal and State Mandated Benefits

Short-Term Disability (VDI)

The Voluntary Short-Term Disability Insurance Program (VDI) is a state-mandated program that is designed to provide partial compensation for wages lost if a staff member becomes disabled by any non-work-related illness or injury and is unable to work. The staff member may be placed on short-term disability leave and receive VDI benefits, providing the staff member has submitted medical certification from a health care provider authorizing the need for leave.

The program does not cover injuries for which a staff member receives Workers’ Compensation benefits. Regular and temporary staff members are eligible to participate in this program.

Effective Date of Coverage:

• Each staff member is covered by the plan on the effective date of the plan unless he or she rejects coverage in writing. An individual employed after the effective date of the plan is covered as of his and her date of employment unless he or she rejects coverage in writing.

Disability Waiting Period:

• For each disability benefit period, the claimant will serve a seven-day, non-payable waiting period. Disability insurance benefits will begin on or by the eighth consecutive day of disability. For each disability period for the same or related condition separate by a period of not more than 60 days, where the claimant has already served a seven-day waiting period, a second seven day waiting period will be waived.
• If a disability period lasts more than 14 days, any waiting period previously allied will be waived.

Supplementing VDI Benefits: VDI benefits may be supplemented by sick leave, vacation and/or personal holiday.

Administration: VDI benefits are administered by The Claremont Colleges Services Workers’ Compensation and Disability Administration Office in accordance with California’s Unemployment Insurance Code. This benefit is paid by the College and financed from state-mandated payroll tax deductions from all faculty and staff.

Paid Family Leave (PFL)

PFL is a component of Short-Term Voluntary Disability Benefits and provides partial wage replacement for up to eight weeks during a 12-month period for qualifying staff members under one of the following situations: 

• to care for a seriously ill child, parent, parent-in-law, grandparent, grandchild, sibling, spouse, or registered domestic partner; or 
• to bond with a new child entering the staff member’s family through birth, adoption, or foster care placement. 

Benefit: The weekly benefit amount is based on the staff member’s wages. Staff members may supplement PFL with available paid sick leave, vacation or personal holiday.

Waiting Period: There is no waiting period. A staff member is entitled to eight weeks (eight weeks beginning July 1, 2020) of PFL benefits once a valid claim has been submitted and approved.

Conditions: For a family member’s illness, a staff member may request PFL benefits on an intermittent basis if the care rendered to a family member is provided in intervals or if the medical condition affecting a family member is recurrent. Staff members cannot request PFL benefits if another family member (e.g. grandparent or parent) is ready, willing, able and available to provide care to the ill or injured family member. A staff member may be required to sign an affidavit affirming this.

Benefits: Staff members are responsible for making payments for any elected benefits they may have with HMC during the time they are on leave and receiving PFL benefits.

Administration: The Claremont Colleges Services Workers’ Compensation and Disability Administration Office is responsible for administering PFL benefits.

Social Security and Medicare Taxes

The College pays a matching contribution to each staff member’s Social Security and Medicare accounts. The staff member’s portion is withheld from each paycheck as required by law.

Unemployment Insurance

Unemployment compensation insurance provides benefits for staff members who may become unemployed and who meet the eligibility requirements established by the California Unemployment Insurance Code.

Workers’ Compensation Insurance

A staff member who experiences a work-related injury or illness may be eligible for Workers’ Compensation benefits in accordance with state law. A staff member is expected to immediately report a work-related injury or illness to a supervisor. An Employee and Supervisor’s Report of Occupational Accident/Illness must be filed with The Claremont Colleges Services Workers’ Compensation and Disability Administration Office within two days of the work-related injury and illness (see Reporting Campus-Related Illness/Injuries in the Safety and Emergency Preparedness section). Accident/Illness Report forms are available online at www.hmc.edu/hrforms.

HMC Benefits

In addition to The Claremont College Elective Benefits, HMC offers the following to eligible staff members. Information and assistance with these benefits are available from the Office of Human Resources and on the Office of Human Resources website.

Back-Up Care

The College has partnered with Bright Horizons to offer eligible staff members the Back-Up Care Advantage Program which provides back-up care services when a staff member needs to be at work and regular child or adult/elder care is unavailable for reasons such as:

• the regular caregiver or spouse is unavailable;
• a child’s regular center or school is closed;
• a loved one is mildly ill or recovering from surgery; or
• there are gaps between full-time care giving arrangements.

Staff members have up to 80 hours of back-up care per calendar year and are responsible for the payment of a nominal hourly co-pay for services. A minimum of four hours is required for in-home care. Details are available on the HMC HR website.

Rideshare Incentive Program

The College offers cash incentives to eligible staff members who do not drive alone to campus or who travel to the College by alternative modes of transportation (e.g. bicycle or public transportation). Cash incentives are reported as taxable income.

Scholarship Plan for Dependent Children

The College offers scholarships to eligible children of employees who work at least half-time and who have been at the College for the equivalent of one full-time year. Scholarships may be granted only to dependent children pursuing an undergraduate course of study as candidates for a degree at an accredited college-level educational institution. The maximum scholarship which may be granted to a recipient is one-half of the tuition and mandatory fees (excluding the costs of books, supplies, health insurance, and room and board charges) required of undergraduate students at the institution to be attended by the recipient. However, no scholarship grant may exceed an amount equal to one-half of the then current tuition and mandatory fees applicable to students at Harvey Mudd College. The award for a part time employee is prorated on the basis of their regular weekly work schedule.

Additional information can be obtained on the HR Website at https://www.hmc.edu/human-resources/benefits/dependent-collegiate-scholarship/.

Tuition Waiver for Employees (HMC Courses)

After six months of service, an eligible employee may enroll in one course per semester at HMC, with the professor’s approval. Tuition and fees are waived.

Unpaid release time from work for the purpose of attending College classes during normal working hours is not permitted but may be approved in some cases at the discretion of the supervisor and area vice president. Employees who wish to attend College classes during normal working hours may use accrued vacation time to the extent it is approved in advance by the employee’s supervisor.

Retirement Benefits

Academic Retirement Plan

The Academic Retirement Plan (ARP) is a defined contribution retirement plan under which HMC contributes 12 percent of base salary. Contributions are immediately vested.  Employer contributions will be made by default to the appropriate retirement fund unless they select their own investment allocation. To participate in the ARP staff members must have attained age 21 and may be required to satisfy a service requirement that varies depending upon the position they occupy.

Time-Off Benefits

Bereavement Leave

Regular full-time and part-time staff members may be excused for up to five days with pay, following the death of a:

• Child, including grandchild or stepchild;
• Current spouse or registered domestic partner or his/her child;
• Parent, including grandparent, stepparent, step grandparent, or in-law;
• Brother or sister, including stepbrother or stepsister or in-law

Bereavement leave must be completed within three (3) months of the family member’s death. Bereavement leave can be used intermittently (e.g. two days can be taken off to handle immediate affairs and then a month later three more days are taken to attend a celebration of life service). Bereavement leave is only available to employees who have worked for the College for at least 30 days prior to the commencement of the leave. Employees may be requested to provide documentation, such as an obituary.

Holidays

Harvey Mudd College observes the following as paid holidays for regular benefits eligible staff members:

• New Years’ Day
• Martin Luther King Jr.’s Birthday
• Cesar Chavez Day
• Memorial Day
• Juneteenth
• Fourth of July
• Labor Day
• Thanksgiving
• Day after Thanksgiving
• Christmas Eve
• Christmas Day

When a holiday falls on a Saturday, it is observed on the preceding Friday. When the holiday falls on a Sunday, it is observed on the following Monday.

In addition to receiving holiday pay, nonexempt staff members who are required to work on one of the above observed holidays are paid a holiday premium at one and one-half times the staff member’s regular pay rate for hours worked.

Exempt staff members who are required to work on a holiday may request to take an alternative day off within 30 days after the holiday.

Jury Duty and Witness Leave

The College will provide staff members with time off, as required by law, to serve on a jury or grand jury or to appear as a witness in court or another legal proceeding. In addition, regular staff members will be granted paid leave for up to 10 days of jury or witness service per calendar year.

Any jury service that extends beyond 10 days will be without pay, except that exempt staff members who work any portion of a workweek in which they also serve on jury duty or appear as a witness will receive their full salary for that workweek. Staff members may elect to substitute accrued vacation during any unpaid leave due to jury duty or a witness appearance.

Staff members are required to provide reasonable advance notice of the need for jury/witness leave. Staff members also are expected to report to work each day or portion of a day they are not performing jury/witness duty.

Personal Holidays

Eligibility

• Regular staff members who are regularly scheduled to work at least 20 hours a week are eligible to accrue personal holiday hours.
• Staff members who are regularly scheduled to work less than 20 hours a week and temporary staff members, not benefit eligible, are not eligible to accrue personal holidays.

Use and Scheduling

• A staff member is eligible to use personal holiday once it is accrued.
• A staff member may not use personal holiday in advance of earning it.
• The scheduling and use of personal holidays must be arranged with and approved by the supervisor in accordance with department procedures.

Reporting Personal Holiday on Time Records

• Nonexempt staff members use and report actual personal holiday hours used which are rounded to the nearest 15-minute increment.
• Exempt staff members use and report personal holiday hours in four- or eight-hour increments, except when personal holiday is used to supplement disability or paid family leave benefits.

Accrual Rates and Maximum Accrual

• Current staff members accrue 1.33 hours per month up to the maximum of three personal holidays. Staff members who have a balance of personal holiday hours on June 30 will have the balance carried over to July 1 and will be granted additional personal holiday hours up to the equivalent of three days.
• A newly hired staff member accrues 1.33 hours per month up to the maximum of three personal holidays.
• The number of personal holiday days/hours accrued is prorated to a staff member’s specific FTE (Full-Time Equivalency). For example:
  • 100% FTE (40-hours/week) accrue at 1.33 hours/month
  • 62.5% FTE (25-hours/week) accrue at 0.84 hours/month;
  • 50% FTE (20-hours/week) accrue at 0.67 hours/month
• Staff members may accrue up to a maximum of three personal holidays.

Termination of Employment

Upon termination of employment, a staff member is paid for accrued but unused personal holiday up to the maximum.

Paid Sick Leave Benefits

The College provides paid sick leave benefits to all regular full-time, part-time and temporary staff members for periods of temporary absence due to illness, injury, and other specified purposes as outlined below.

Rate of Accrual and Maximum Accrual

Regular full-time staff members who are regularly scheduled to work at least 20 hours a week accrue paid sick leave from the date of hire at the rate of one day per month and may carry over accrued but unused paid sick leave from one fiscal year to the next (July 1 – June 30), up to a maximum of 120 days.

All other staff members accrue paid sick leave at the rate of one hour for every 30 hours worked and may carry over accrued but unused paid sick leave from one fiscal year to the next, up to a maximum of 48 hours.

If a staff member reaches this cap, no future paid sick leave will accrue until the staff member uses sick leave to fall below the cap.

Use of Accrued Sick Leave

Paid sick leave may be used for absences due to the diagnosis, care, or treatment of an existing health condition of, or preventive care for, the staff member. Paid sick leave may also be used for specified purposes by a staff member who is the victim of domestic violence, sexual assault, or stalking. 

Each calendar year, a staff member may use accrued and available sick leave entitlement for absences due to the diagnosis, care, or treatment of an existing health condition of, or preventive care for, a staff member’s family member. An employee may use available kin care, up to one-half of their annual sick leave accrual, or six days (48 hours), per fiscal year (July 1 – June 30) for the care of a family member. The designation of sick leave taken for these reasons shall be made at the sole discretion of the employee. For the purpose of this policy, “family member” means (a) a child, (b) a biological, adoptive, or foster parent, stepparent, or legal guardian of a staff member or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the staff member was a minor child, (c) a spouse, (d) a registered domestic partner, (e) a grandparent, (f) a grandchild, (g) a sibling, or (h) or other persons living in the employee’s immediate household. A “child” includes a biological, adopted, or foster child, stepchild, legal ward, a child to whom the employee stands in loco parentis or child of a registered domestic partner. 

Paid sick leave may be used in increments of no less than 15-minute increments for non-exempt staff and two-hour increments for exempt staff.

Regular staff members may use paid sick pay upon accrual. All other staff members may not use paid sick pay until they have reached their 90th day of employment and paid sick leave may not be taken in advance of earning it. If a staff member does not have sufficient paid sick leave to cover an absence, the staff member may request to use vacation or personal holiday or receive no pay for the absence.

For use of sick leave for an extended period of time, please refer to Section 7 (Leave of Absence), which outlines the requirements and parameters of leaves at HMC.

Requests to Use Paid Sick Leave

Where the need to use paid sick leave is foreseeable, reasonable advance notice is required. Where the need for paid sick leave is not foreseeable, notice must be provided as soon as practicable. Notice may be provided verbally or in writing to the staff member’s supervisor or the Office of Human Resources. Staff members who take more than three days of paid sick leave may be required to provide appropriate documentation in support of the leave, which, in the case of an absence due to a staff member’s own illness or disability, may include a medical release to certify that the staff member is able to resume normal duties.

Compensation for Sick Leave

For nonexempt staff members, paid sick leave will be compensated at the regular rate of pay for the workweek in which the staff member takes paid sick time. For exempt staff members, paid sick leave will be compensated in the same manner as the College calculates wages for other types of paid leave.

Paid sick leave does not accrue while a staff member is on a leave of absence. Staff members will not be paid for credited but unused paid sick leave upon termination of employment. However, staff members who are re-employed with the College within a year of separation will have their accrued, unused paid sick leave under this policy made available to them.

No Retaliation or Discrimination

The College prohibits any form of retaliation or discrimination against a staff member for attempting to use or using paid sick leave under this policy, and for any other reason prohibited by applicable law. Staff members who believe they have been discriminated or retaliated against should report their concerns to the Office of Human Resources.

Time Off to Vote

If a staff member does not have sufficient time outside of working hours to vote in an official state-sanctioned election, the staff member may take off enough work hours to vote. Such time off must be taken at the beginning or the end of the staff member’s regular workday. HMC will pay a staff member up to two hours of time off to vote. When possible, a staff member requesting time off to vote is required to give his/her supervisor at least two days’ notice.

Vacation               

Eligibility

• Regular staff members who are regularly scheduled to work at least 20 hours a week are eligible to accrue vacation.
• Staff members who are regularly scheduled to work less than 20 hours a week and temporary, non-benefit eligible, staff members are not eligible to accrue vacation.
• Vacation does not accrue during periods of paid and unpaid leaves of absence.

Use and Scheduling

• Newly hired staff members are eligible to use vacation once it is accrued.
• A staff member may not use vacation in advance of earning it.
• The scheduling and use of vacation must be arranged with and approved by a staff member’s supervisor in accordance with department procedures.

Reporting Vacation Leave on Time Records

• Nonexempt staff members use and report actual vacation hours used, which are rounded to the nearest 15-minute increment.
• Exempt staff members use and report vacation hours in four- or eight-hour increments, except when it is used to supplement disability, paid sick leave or paid family leave benefits.

Accrual Rates and Maximum Accrual

• Vacation is accrued beginning with a staff member’s date of hire. The amount accrued is prorated to a staff member’s specific FTE (FTE stands for Full-Time Equivalency, e.g. a 40-hour/week, 12-months/year position = 1.0 FTE; a 20-hour/week, 12-months/year position = .50 FTE).
• The maximum amount that may be accrued is one and one-half (1 ½) times the annual accrual.
• Staff members are granted their vacation accrual at the beginning of each pay period. Nonexempt staff members accrue at 1/26^th of their annual amount at the beginning of each pay period as outlined in the chart below. Exempt staff members accrue 1/12^th of their annual amount at the beginning of each pay period equivalent to 14.67 hours per month with a maximum of 33 days accrual.

The following chart lists the annual accrual in days and maximum accruals for non-exempt staff:

Months of Continuous Employment	Number of Days Accrued	Maximum Days Accrual	Bi-Weekly Per Pay Period Accrual
1st through 12th	10	15	3.08
13th through 24th	12	18	3.68
25th through 36th	18	27	5.54
37th and after	22	33	6.77

Termination of Employment

Upon termination of employment, a staff member is paid for all accrued but unused vacation.

7.  LEAVES OF ABSENCE

Harvey Mudd College offers staff members a variety of leave options in the event the staff member needs to be absent from work for an extended period of time due to personal, medical, or family care needs. If more than one leave option is applicable, the period of leave eligibility on each leave may run concurrently. Some leaves require the staff member to complete forms or obtain certification from a health care provider. Required forms are available from the Office of Human Resources or The Claremont Colleges Services Benefits Administration Office.These forms provide detailed information on what leaves you may qualify for and the requirements and parameters of the use of accrued sick, vacation and personal hours you may use to supplement funding for a leave.

It is the staff member’s responsibility to ensure that he or she complies with all requirements when requesting a particular type of leave. If a staff member has questions or needs assistance, information is available from the Human Resources Office, The Claremont Colleges Services Benefits Administration Office, and The Claremont Colleges Services Workers’ Compensation and Disability Administration Office.

Medical and Family Care Leave

Disability Leave for Work Related Injuries or Illness

Any staff member who is disabled and unable to work due to a work-related injury or illness will be granted an unpaid leave of absence. The duration of leave will be consistent with applicable law. Any leave for an injury or illness which qualifies as a serious health condition within the meaning of FMLA or CFRA shall run concurrently with any leave to which the staff member is entitled under the College’s Medical and Family Care Leave policy.

The provisions of the College’s Medical and Family Care Leave policy regarding the effect of the leave on pay and benefits. For the purpose of applying these provisions, a disability due to a work related injury or illness is considered to be a serious health condition.

A staff member who is granted a leave under this policy must keep the Office of Human Resources timely appraised concerning changes in status that may impact his/her ability to return to work and the expected date of return.

Federal Family and Medical Leave Act (FMLA), The California Family Rights Act (CFRA)

A staff member’s leave due to a personal serious health condition or for family care may satisfy the requirements of the federal Family Medical Leave Act (FMLA) and/or the California Family Rights Act (CFRA), in which case, the staff member is entitled to specific rights and benefits during the leave. 

While FMLA and CFRA leave generally run concurrently and have similar provisions, there are some differences. When there are differences, the leave that offers the greater benefit applies.

The following table summarizes each leave and how each is administered at HMC. The chart is intended as a general guide only. The Office of Human Resources will discuss individual leave circumstances with the staff member and provide further details.

Eligibility

A staff member is eligible for FMLA/CFRA leave if he/she:

• has worked at HMC for a total of at least 12 months;
• has worked at least 1,250 hours over the 12-month period prior to the date leave begins

Eligibility and Break in Service

• Even with a break in service, a staff member is eligible for leave as long as the staff member has worked for HMC for a total of 12 months

Length of Leave

• Up to 12 weeks in a 12-month period. (May be longer based upon type of leave and law.) Leave taken for the birth, adoption, or foster care placement of a child must be concluded within one year of the birth or placement of the child with the staff member for adoption or foster care.

Intermittent Leave

• A staff member may take leave intermittently or on a reduced leave schedule if medically necessary.
• Leave taken to bond with a newborn, or child placed with a staff member for adoption or foster care generally must be taken in blocks of at least two weeks’ duration; however, the College, will provide staff members with leave for such purposes of less than two weeks’ duration on any two (2) occasions.

Calculation of Leave Period

• The 12-month leave period is measured on a “rolling” system, backward from the date a staff member uses any family/medical care leave.
• Note, however, the 12-month period of leave taken to care for an injured service member is measured forward from the date of a staff member’s first leave to care for the covered service member begins. [see “Reason for Leave.”]

Reason for Leave – FMLA

• Birth or placement of a child for adoption or foster care
• To care for a spouse, child or parent who has a serious health condition*
• The employee’s inability to perform essential functions of his or her position because of a serious health condition
• A qualifying exigency arising out of the employee’s parent, child or spouse being called to active duty in the Armed Forces

* A staff member is entitled to take up to 26 weeks of leave to care for a parent, child, spouse or next of kin undergoing medical treatment for a serious illness/injury incurred in the line of active military duty.

Reason for Leave – CFRA

• Birth or placement of a child for adoption or foster care 
• To care for a spouse, registered domestic partner*, child, parent, grandparent, grandchild, sibling who has a serious, or a designated person** 
• The staff member’s inability to perform essential functions because of a serious health condition*** 
• A qualifying exigency arising out of the employee’s parent, child, spouse, or registered domestic partner being called to active duty in the Armed Forces.* 

* Registered domestic partners, grandparents, grandchildren or siblings are not covered under the FMLA. If a staff member takes CFRA for this reason the time does not count against the 12-week FMLA entitlement. 

** Under CFRA, a “designated person” is identified as “any individual related by blood or whose association with the employee is the equivalent of a family relationship.” An employee may identify their “designated person” at the time the employee request leave to care for that person. An employee may have only one “designated person” in a 12-month period.

*** Leave due to the staff member’s disability due to pregnancy, childbirth or a related medical condition is not counted against the 12-week CFRA leave entitlement. [see “Pregnancy Disability Leave.”] 

Definition of Serious Health Condition

• An illness, injury, impairment, or physical or mental condition that involves (i) admission to a medical care facility with the expectation of an overnight stay, or (ii) continuing treatment by a health care provider for a condition that either prevents the staff member from performing the essential functions of his/her job, or prevents a qualifying family member from participating in school or other daily activities).

Definition of Covered Family Members

• Parent – biological, adoptive, stepparent, legal guardian or individual who stood in loco parentis when the staff member was a child. 
• Child – biological, adopted, foster, stepchild, legal ward, child of a person standing in loco parentis under age 18 or over age 18 if the child is incapacitated. 
• Grandchild – a child of the staff member’s child. 
• Grandparent – a parent of the staff member’s parent. 
• Sibling – a person related to another person by blood, adoption, or affinity through a common legal or biological parent. 

Notice Requirements

• For leaves that are foreseeable, the College requests 30 days’ notice (oral or written). For leaves that are not foreseeable, notice should be given as soon as possible.

Benefits During a Leave

• Health insurance benefits continue during a leave under the same terms and conditions as was provided while the staff member was working. The staff member is responsible for his/her share of premiums.

Medical Certification Requirements and Second & Third Opinions

• If leave is due to the staff member’s illness or to care for a covered ill family member, the staff member must provide medical certification from a health care provider.
• If the staff member applies for and is granted VDI benefits, medical certification submitted with the application may be accepted for purposes of FMLA/CFRA leave.
• FMLA – A leave taken due to the need to care for a service member must be supported by a certification from the service member’s health care provider.
• FMLA – A leave taken due to a “qualifying exigency” related to military service must be supported by a certification of necessity.
• HMC may require a staff member to obtain a second medical opinion from a health care provider selected by HMC. A third opinion may be required if the first and second opinions differ. HMC pays for the expense of a second and third medical opinion.

Recertification

• Recertification may be required if the authorized leave period expires and the staff member requests additional leave, and as otherwise permitted by law.

Return-to-Work

• If a leave is due to the staff member’s own serious health condition, HMC will require certification by the staff member’s health care provider that the staff member is fit to return to his/her position before returning to work.
• With few exceptions, a staff member who returns from an approved leave will be reinstated to the same or equivalent position.
• If the same or equivalent position ceased to exist during the staff member’s leave and, had the staff member not taken the leave, the staff member would not otherwise have been employed at the time reinstatement is requested, HMC may not be required to reinstate the staff member.
• A staff member who does not return at the end of an approved leave will be considered to have voluntarily resigned.

Compensation During a Leave

• FMLA and CFRA leave is unpaid. However, a staff member may substitute accrued, but unused, paid sick leave, vacation and/or personal holiday benefits for unpaid leave.
• For staff members who qualify for and are receiving partial income replacement benefits through VDI or California Paid Family Leave, the College will integrate/coordinate such payments with sick, vacation or personal holiday pay payments so that the staff member may receive up to 90% of their normal weekly gross wages.

Pregnancy Disability Leave (PDL)

Under California law, female staff members who are disabled due to pregnancy, childbirth, or related medical conditions may take an unpaid pregnancy-related disability leave (PDL) as described below. PDL runs concurrently with FMLA leave but does not run concurrently with CFRA leave. The chart is intended as a general guide only. The Office of Human Resources will discuss individual leave circumstances with the staff member and provide further details.

Eligibility

• A female staff member who is disabled by pregnancy, childbirth or a related medical condition may take a leave for the period of actual disability of up to four months (i.e. 17 1/3 weeks).
• There is no length of service or minimum hours worked requirement before being eligible for leave.
• In addition, a staff member may be eligible under CFRA for a child-bonding leave after the birth of a child, up to a maximum of 12 weeks.

Reason for Leave

• Disability due to pregnancy, childbirth or a related medical condition including morning sickness and prenatal care.

Intermittent Leave and Accommodations

• A staff member may take leave intermittently or on a reduced leave schedule if medically necessary.
• The College will also reasonably accommodate medical needs related to pregnancy (such as temporarily modifying work duties, allowing more frequent breaks, transfer to a less strenuous or hazardous position (where one is available)

Leave During Approved Campus Closure

• Any days/weeks of approved campus closure do not count against the 12-week leave entitlement.

Notice Requirements

• For leaves that are foreseeable, the College requests 30 days’ notice (oral or written). For leaves that are not foreseeable, notice should be given as soon as possible.

Benefits During a Leave

• Health insurance benefits continue during a leave under the same terms and conditions as was provided while the staff member was working.
• The staff member is responsible for her share of premiums.

Certification Requirements for Leave or Accommodation

• Except in a medical emergency where there is no time to obtain it, a staff member must provide a written medical certification from their health care provider of the medical need for a reasonable accommodation, transfer, or PDL.

Recertification

• Recertification may be required if the authorized leave period expires and the staff member requests additional leave.

Compensation During a Leave

• PDL is unpaid. However, a staff member may substitute accrued, but unused, paid sick leave, vacation and/or personal holiday benefits for unpaid leave.
• For staff members who qualify for and are receiving partial income replacement benefits through VDI, the College will integrate/coordinate such payments with sick, vacation or personal holiday pay payments so that the staff member may receive up to 90% of their normal weekly gross wages.(see Short-Term Disability Leave)

Return-to-Work

• HMC will require certification by the staff member’s health care provider that the staff member is fit to return to her position before returning to work.
• With few exceptions, a staff member who returns from an approved leave will be reinstated to the same or equivalent position.
• If, however, the same or equivalent position ceased to exist during the staff member’s leave and, had the staff member not taken the leave, the staff member would not otherwise have been employed at the time reinstatement is requested, HMC may not be required to reinstate the staff member.
• A staff member who does not return at the end of an approved leave will be considered to have voluntarily resigned.

Reproductive Loss Leave

Employees are eligible for reproductive loss leave if they have been working for at least 30 days prior to the leave’s commencement and suffer a qualifying event. 

Eligible employees may take leave for up to five days when they suffer a reproductive loss event, which is the day, or the final day for a multiple day event, of one of the following:

• Failed adoption: The dissolution or breach of an adoption agreement with the birth mother or legal guardian, or an adoption that is not finalized because it is contested by another party.
• Failed surrogacy: The dissolution or breach of a surrogacy agreement, or a failed embryo transfer to the surrogate.
• Miscarriage: May be a miscarriage by a person, by the person’s current spouse or domestic partner, or by another individual who would have been a parent as a result of the pregnancy.
• Stillbirth: May be a stillbirth resulting from a person’s pregnancy, the pregnancy of a person’s current spouse or domestic partner, or another individual that would have been a parent as a result of the pregnancy.
• Unsuccessful assisted reproduction: An unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure (i.e., artificial insemination or an embryo transfer, including gamete and embryo donation). This event applies to a person, the person’s current spouse or domestic partner, or another individual, if the person would have been a parent of a child born as a result of the pregnancy.

The five days of leave do not need to be consecutive. Additionally, if a staff member experiences more than one reproductive loss event within a 12-month period, they can receive another five days of leave. Staff members can take up to 20 days of total leave within a 12-month period. No documentation is required to certify reproductive loss leave.

Generally, reproductive loss leave must be taken within three months of the reproductive loss event; however, if prior to or immediately following a reproductive loss event, a staff member is on or chooses to go on leave under another leave entitlement (e.g., PDL, CFRA, etc.), then the staff member may complete their reproductive loss leave within three months of the end of the other leave.

Reproductive loss leave is unpaid; however, a staff member can use existing accrued vacation, personal or sick leave.

Temporary Disability Leave for Non-Work Related Injuries or Illness

Staff members who have exhausted or are otherwise not eligible to take a leave of absence under the College’s leave policies may apply for a temporary disability leave to reasonably accommodate a qualified disability under the Americans with Disabilities Act or the California Fair Employment and Housing Act.

Applications for temporary disability leaves under this policy will be considered through an interactive process on a case-by-case basis, consistent with the College’s obligations under federal and state laws, and must be supported by evidence of medical necessity. The application must be submitted to the Office of Human Resources, as soon as the staff member learns of the temporary disability and anticipates being unable to work. The request must specify the date the leave begins and an expected return-to-work date. If there is a change in the return-to-work date, the staff member must notify the Office of Human Resources immediately. The staff member is required to provide periodic certification of the medical disability. At any time during the leave, the College may require an independent confirmation of the medical disability by a qualified medical practitioner chosen by the College.

The provisions of the College’s Medical and Family Care Leave policy regarding the effect of the leave on pay and benefits.

The duration of a leave under this policy shall be consistent with applicable law, but in no event shall the leave extend beyond the date on which an staff member becomes capable of performing the essential functions of his or her position, with or without reasonable accommodation.

As soon as practical, but no later than one week before the end of a temporary disability leave, a staff member must confirm a return-to-work date with the Office of Human Resources. Prior to returning from a temporary disability leave, the staff member must secure a release from his/her healthcare provider confirming the release to return to work to perform regular duties or set forth any restrictions.

Staff member’s returning from a temporary disability leave, will be offered the same position held at the time the leave began, if available. If the staff member’s former position is not available, a comparable position will be offered. If neither the same nor a comparable position is available, the staff member’s return to work will depend on job openings existing at the time of the staff member’s scheduled return. The College makes no guarantees of reinstatement, and reinstatement will depend on the staff member’s qualifications for existing openings.

Bone Marrow and Organ Donation Leave

All staff members who have been employed for at least 90 days are eligible to take bone marrow and organ donation leave under this policy.

Eligible staff members may take up to five business days of paid leave per 12-month period to donate bone marrow. Any staff member requesting bone marrow donation leave must provide a written verification that the staff member is a bone marrow donor and there is a medical necessity for the donation.

Eligible staff members may take up to 30 days of paid leave and 30 days of unpaid leave per 12-month period to serve as an organ donor. Any staff member requesting organ donation leave must provide a written verification that the staff member is an organ donor and there is a medical necessity for the donation.

Eligible staff members may use bone marrow or organ donation leave all at once or intermittently. Leave taken under this policy will not run concurrently with FMLA/CFRA leave.

To qualify for paid leave under this policy, a staff member who has accrued unused paid sick or vacation time must first use up to five days of paid sick or vacation time in the case of a bone marrow donation leave and up to two weeks of available sick or vacation time when taking organ donation leave. Any leave that is accrued under this policy, but not used, will carry over to the next calendar year.

Any leave taken for the donation of an organ or bone marrow will not constitute a break in service for purposes of the staff member’s right to salary adjustments, the ability to accrue paid sick leave and vacation benefits, or seniority. During any leave taken under this policy, the College will maintain and pay for coverage under any group health plan, for the full duration of this leave.

Staff members must request leave under this policy from their supervisor and the Human Resources Department. Requests for leave must be made as far in advance as possible, but no less than ten calendar days before the leave is scheduled to begin. Requests must include a written verification stating that the staff member is an organ or bone marrow donor and there is a medical necessity for the donation of the organ or bone marrow.

Military Leave

HMC grants military leaves and benefits continuation in accordance with federal and state law. If a staff member enters active duty in the Armed Forces of the United States or is required to attend periodic military training, a leave of absence will be granted in accordance with the laws governing such leaves. Requests for the leave must be submitted in writing to HMC with as much advance notice as possible. Written verification from the appropriate military authority should accompany the staff member’s request, if available. However, the leave request will not be delayed if verification is not immediately available. A staff member eligible to be reemployed will be restored to the job and benefits the staff member would have attained if not absent due to military service, or in some cases, a comparable job as required by applicable laws.

Military Spouse Leave

Pursuant to California law, staff members who work an average 20 or more hours per week may take up to ten (10) days of unpaid leave during the period their spouse or registered domestic partner is on leave from a qualifying military deployment. Eligible staff members must provide at least two (2) business days’ notice that their spouse or registered domestic partner will be on leave from a qualifying deployment, and submit written documentation certifying that their spouse or registered domestic partner will be on leave from a qualifying deployment during the period of leave requested by the staff member. Staff members may elect to substitute accrued, but unused vacation or personal holiday benefits for any portion of the unpaid leave.

Leave for School Activities/Daycare Purposes

Leave for School Activities/Daycare Purposes

A staff member who is the parent or guardian of a child suspended from a public school and who, pursuant to California Education Code section 48900.1, is requested by the school to attend a portion of the school day in the child’s classroom will be granted time off without pay to do so. A staff member who is granted time off for this purpose may use accrued vacation or personal holiday benefits.

A staff member who is the parent, guardian, grandparent, stepparent, foster parent or a person who stands in loco parentis (in the place of a parent) to a child will also be granted up to forty (40) hours per calendar year, but no more than eight (8) hours in any calendar month, to find, enroll or reenroll a child in a school or with a licensed child care provider or to participate in the activities of schools (K-12) or licensed child daycare facilities attended by their children/step-children.  Staff members must use accrued vacation or personal holiday benefits, for purposes of a planned absence under this policy

Such persons will also be granted time off to address a child care provider or school emergency.  A child care provider or school emergency means that the staff member’s child cannot remain in a school or with a child care provider due to one of the following:

• The school or child care provider has requested that the child be picked up, or has an attendance policy (excluding planned holidays) that prohibits the child from attending or requires the child to be picked up from the school or child care provider;
• Behavioral or discipline problems;
• Closure or unexpected unavailability of the school or child care provider, excluding planned holidays; or
• A natural disaster, including, but not limited to, fire, earthquake or flood.

A staff member wishing to take time off under this policy must provide his or her supervisor with reasonable notice of the planned absence. If both parents of a child are employed by the College, the request to take time off to participate in school or daycare activities will be granted to the first parent to provide notice of the need for time off. The request from the second parent will be accommodated if possible.

The College reserves the right to request that the staff member furnish written verification from the school or daycare College as proof that the staff member participated in school or daycare activities on the specific date and at a particular time.

The College prohibits any discrimination or discharge due to a staff member taking time off under this policy.

Leaves Related to Domestic Violence, Sexual Assault, Stalking and Certain Other Crimes

Leaves Related to Victims of Domestic Violence, Sexual Assault, Stalking and Certain Other Crimes 

The College will provide unpaid time off to a staff member who has been the victim of domestic violence, sexual assault, stalking or other crimes and public offenses that caused physical injury or mental injury and a threat of physical injury to seek any relief, including but not limited to time off to ensure the health, safety, or welfare of the staff member or his or her child. This includes time off for court proceedings, services from a domestic violence shelter, program, rape crisis center, or victim services organization, psychological, psychological counseling or mental health services, medical attention, and participation in safety planning programs, and/or to take other actions to increase safety from future crime or abuse, including temporary or permanent relocation. A victim of a crime for purposes of this policy also includes a staff member whose immediate family member is deceased as a direct result of a crime.  

• The College requires reasonable advance notice of the leave when feasible. If time off is taken due to an emergency, the staff member must, within 15 days of the absence, provide the College with certification of the need for the leave such as a police report, court order, documentation from a healthcare provider, victims advocate, or counselor , or any other form of documentation that reasonably verifies that the crime or abuse occurred, including but not limited to, a written statement signed by the staff member, or an individual acting on the staff member’s behalf, certifying that the absence is for a purpose authorized by law. 
• Staff members taking leave under this policy may elect to apply accrued and unused sick pay, vacation or personal holiday benefits.
• Also, College will provide reasonable accommodations for a staff member who is a victim of domestic violence, sexual assault, or stalking, and who has disclosed that status to the College, if the staff member requests an accommodation for his or her safety while at work. Such accommodations may include a transfer, reassignment, modified schedule, changed work telephone or work station, assistance in documenting domestic violence, sexual assault, or stalking that occurs in the workplace, an implemented safety procedure, or another adjustment to a job structure, workplace College, or work requirement in response to domestic violence, sexual assault, or stalking, or referral to a victim assistance organization.
• The College will engage, in good faith, in a timely and interactive process with the staff member to determine an effective reasonable accommodation, and the College may request that the staff member provide (i) a written statement, signed by the staff member or someone acting on his or her behalf, certifying that the accommodation is for the purpose stated above, and (ii) a certification demonstrating the staff member’s status as a victim of domestic violence, sexual assault, or stalking. Every 6 months after the date of the previous certification, the College may request recertification of such status.
• The College will maintain certifications as confidential if it identifies the staff member as a victim of domestic violence, sexual assault, or stalking, and will disclose such information only as required by law, or as necessary to protect the staff member’s workplace safety. The College will notify the staff member before such disclosure.
• The College prohibits discrimination, discharge, or retaliation against a staff member for taking time off or requesting an accommodation under this policy or based on the staff member’s status as a victim of domestic violence, sexual assault, and/or stalking. 

Crime Victims’ Leave

Consistent with California law, the College will provide time off to a staff member to attend judicial proceedings related to a serious crime, if the staff member is a victim of a serious crime, an immediate family member of a victim, a registered domestic partner of a victim, or the child of a registered domestic partner of a victim. The College requires that where feasible, in advance of taking leave, the staff member provide Human Resources with a copy of the notice of each scheduled proceeding that is provided to the victim by the agency responsible for providing notice. If advance notice is not possible, the staff member is required to provide Human Resources with a copy of the notice within a reasonable time.

No staff member who is absent from work pursuant to this provision will be discharged or otherwise discriminated against in compensation or other terms, conditions or privileges of employment, because of such absence. Such leave is unpaid. Staff members taking leave under this policy may elect to apply unused vacation or personal holiday benefits to such leave.

Other Leaves of Absence

 A staff member will be granted a leave of absence in the manner and to the extent required by applicable law to perform emergency duty as a volunteer firefighter, reserve peace officer or rescue worker, to participate in a substance abuse treatment or literacy education program, or for other reasons mandated by law.

For a full explanation of eligibility requirements, leave duration, notice obligations, the leaves effect on pay and benefits, and other related matters, staff members should contact the Office of Human Resources. Unless otherwise required by law, staff members will not be paid for such leaves of absence.

Unpaid Leave of Absence for Personal Reasons

A leave of absence without pay for personal reasons may, at HMC’s sole discretion, be granted to regular staff members for such purposes as education, public service, or special family needs. The following conditions apply to a leave without pay for personal reasons:

• Regular staff members who have completed at least one year of continuous service are eligible to request an unpaid leave for personal reasons.
• A staff member is required to request a leave in writing and submit it with as much advance notice as possible.
• The request for leave and extensions must be approved by the staff member’s department director, in consultation with staff in the Office of Human Resources. Consideration will be given to the staff member’s reason for requesting the leave and the impact of the staff member’s absence on the operation of the department and/or HMC.
• The maximum duration of a personal leave of absence is one year. Leaves of absence for a period longer than 30 days normally are granted only to staff members who have completed at least two years of continuous service.
• A staff member’s pay and benefits are discontinued during periods of unpaid leave; however, if the staff member wishes to continue coverage under group health insurance, he/she will be responsible for the total cost of the premium and must make arrangements for payment with the Claremont Colleges Service’s Benefits Administration Office prior to the beginning of the leave.
• A leave of absence will not be granted to a staff member who has accepted employment elsewhere. If a staff member on leave accepts employment elsewhere, the leave will be ended immediately and employment with HMC terminated.
• The time spent on an approved leave without pay is considered continuous service with HMC.
• It is the staff member’s responsibility to report to work on the staff member’s first workday after the leave expires. Should a staff member not report to work after the expiration of the leave, HMC will consider the staff member to have voluntarily resigned.
• There is no guarantee that the staff member will be returned to his/her former position at the end of the leave.

8.  EMERGENCY MANAGEMENT AND EMPLOYEE SAFETY

Office of Emergency Preparedness and Safety

The College’s Office of Emergency Preparedness and Safety (OEPS) operates within the Facilities and Maintenance Department and is responsible for the development and implementation of campus-wide emergency preparedness, emergency response and employee workplace safety programs.

The OEPS provides specialized training, practice exercises, workplace safety programs and informational bulletins, and provides resources to assist students, faculty and staff of the college. 

The office is located in the lower level of the Platt Campus Center.

Contact information is available from the Emergency Preparedness website at https://www.hmc.edu/emergency-preparedness/ and by calling 909.621.8226 (on-campus extension: 18226).

Emergency Management and Response

Reporting to work on time and working scheduled hours are essential functions of every HMC employee’s job. Employees are

Providing a safe and healthy learning environment for students, faculty and staff who live, work and study on campus is of utmost importance. Many emergencies occur with little to no warning; therefore, it is critical for HMC to plan ahead to help ensure the safety and general welfare of all members of the campus community. It is additionally important to plan ahead for the protection of academic research and longevity of campus facilities.

Emergency Operations Plan

The Harvey Mudd College (HMC) Emergency Operations Plan (EOP) serves as the principal prevention, protection, mitigation, response and recovery plan in the event of an emergency or disaster at HMC. The EOP establishes policies, procedures and organizational structure including the roles and responsibilities of all HMC departments and individuals in an emergency.

An emergency is an event that has the potential to cause loss of life or significant injuries to faculty, staff and students or the public; or suspend business, disrupt operations, create significant physical or environmental damage; or threaten the College’s financial standing or public image.

A disaster is an unexpected natural or man-made event that has the potential to cause significant physical damage or destruction, loss of life, or permanent change to the natural environment.

The HMC Emergency Operations Plan establishes the framework within which Harvey Mudd College will implement, and continually improve emergency procedures, in order to effectively mitigate against, prepare for, respond to, and recover from man-made and natural disasters.

The HMC Emergency Operations Plan is available from the Office of Emergency Preparedness and Safety.

MUDD Alert

The Harvey Mudd College mass notification system, Mudd Alert, provides rapid emergency notification to the Harvey Mudd community during crucial emergency situations, such as severe environmental conditions, acts of unexpected violence on campus or other circumstances that call for immediate notification or action.

During an emergency, Mudd Alert messages will contain real-time updates, important information or other instructions.

All campus telephone numbers and email addresses are connected to the Mudd Alert system. To receive a Mudd Alert message on a cell phone and/or a home phone by, sign up using the Mudd Alert Registration Form.

All campus telephone numbers, and email addresses are connected to the Mudd Alert system. To receive a Mudd Alert message on a cell phone and/or a home phone by, sign up using the Mudd Alert Registration Form.

Although registering your mobile device to receive a text or voice message is optional, it is highly recommended. Every community member is encouraged to add their cell phone to the system and to participate in regular Harvey Mudd emergency preparedness drills.

You can sign up to receive Mudd Alert message via your cell phone by signing up via the HMC Faculty and Staff Mudd Alert Registration Form at the following link: https://www.hmc.edu/emergency-preparedness/mudd-alert/.

Emergency Evacuation Plan

Each staff member should become familiar with all exits near work areas. After an earthquake or other emergency that may create unsafe indoor conditions, staff members should exit directly to the evacuation assembly area nearest to their location. Each building has at least one evacuation coordinator who will conduct a roll call of all building occupants in order to account for each occupant. Once a building is evacuated, occupants may not return until the building has been declared safe and they have been cleared to return.

Staff members are encouraged to keep emergency supplies (e.g. a blanket, comfortable shoes, flashlight, eyeglasses/contact, and medications) either in their office, locker or vehicle should they need access to them in the event of an emergency.

Employee Safety

The personal safety and health of each employee of Harvey Mudd College is of primary importance. Employees are expected to observe safe workplace practices; wear required personal protective equipment (e.g. safety glasses or gloves); learn about potential hazards and unsafe conditions and know how to identify, report and correct such conditions; and report all work-related injuries or illnesses to their supervisor.

Injury and Illness Prevention Program (IIPP)

The personal safety and health of each employee of Harvey Mudd College are of primary importance. Harvey Mudd College is committed to establishing and maintaining a safety and health program conforming to regulatory standards and best practices for occupational safety to benefit those who live, work and study on campus. HMC’s Emergency Preparedness and Safety and The Claremont Colleges Service’s Environmental Health and Safety offices assist the campus in meeting its obligations for compliance with state and federal health, safety, and environmental regulations through education, auditing and monitoring, technical consultation and the provision of direct services.

The Harvey Mudd College (HMC) Injury and Illness Prevention Program (IIPP) serves as the principal safety program for all workplace safety programs for Harvey Mudd College. This IIPP complies with the Cal/OSHA requirement to provide a safe and healthful workplace for all employees (California Code of Regulations Title 8, Section 3203). It establishes methods for identifying and correcting workplace hazards, providing employee safety training, communicating safety information, and ensuring compliance with safety programs. The IIPP consist of eight core elements:

1. Implementation responsibilities
2. Program compliance and enforcement
3. Hazard identification
4. Hazard correction and control
5. Training
6. Workplace inspections
7. Injury/illness reporting and investigation
8. Communication

The complete IIPP is available from the Office of Emergency Preparedness and Safety vie the following website: https://www.hmc.edu/emergency-preparedness/employee-safety/.

All Harvey Mudd staff, faculty, students and facility users are responsible for stopping work activities that represent an imminent danger. Imminent danger means a reasonable expectation of substantial harm to the well-being of Harvey Mudd community members or the environment. More details can be found in the College’s Stop-Work Policy at Stop-Work Policy | Emergency Preparedness and Safety | Harvey Mudd College (hmc.edu)

Safety Training

All HMC employees are required to receive General Safety training regardless of their job assignment. Training is available and can be scheduled with the HMC Emergency Preparedness and Safety Office. The following safety trainings are required by Cal/OSHA for all HMC employees:

• Injury and Illness Prevention Program orientation
• Hazard Communication program general awareness
• Workplace confrontation minimization
• Ergonomics overview

Supervisors are expected to assist employees with determining the appropriate Occupational Safety training needed for their worksite and job assignment. Occupational Safety training identified by the supervisor for the employee must:

• Consist of safety information specific to the hazard and equipment used by employee;
• When appropriate, meet the requirements for specific occupational regulations associated with the work area and/or job task.

The Office of Emergency Preparedness and Safety offers a variety of safety courses for employees and supervisors. Information regarding Employee and Supervisor Safety Training Resources can be found on the HMC website and the following link: https://www.hmc.edu/emergency-preparedness/employee-safety/safety-training/.

Hazard Communication and Material Safety Data Sheets

All employees who either direct the operations of and/or perform work in any laboratory where chemicals are used must become familiar with the requirements of the Chemical Hygiene Plan. The Chemical Hygiene Plan can be found at the following link:  https://www.hmc.edu/chemistry/safety-resources/.

It is important to clean up spills and remove hazards from work areas. If spills are large or contain hazardous materials or blood, please do not clean the spill and call the Facilities & Maintenance Office for removal by trained individuals. If an employee’s position requires first aid response or facilities cleaning, the employee will receive special training through the Office of Emergency Preparedness & Safety.

Safety Data Sheets (SDSs) provide information necessary for the safe handling of chemicals. SDSs should be consulted before working with an unfamiliar chemical. Explanation of SDS formatting and GHS classifications and pictograms may be found in the Chemical Hygiene Plan.

Employees have a right to receive SDS sheets that pertain to their jobs by contacting their supervisor.

Reporting Unsafe Conditions on Campus

If there is eminent danger or threat, contact Campus Safety 909.607.2000 or use any campus emergency phone for a direct line to Campus Safety.

Report incidents that do not involve personal injury using The HMC Hazard/Safety Concern Reporting Form.

Employees are to report ALL workplace incidents (injuries, exposures, or illnesses), and unsafe conditions to their supervisors immediately. Supervisors are to report ALL injuries, exposures or illnesses immediately to HMC Office of Human Resources 909.607.9700 or 909.607.4096 and the TCCS Disability Administration and Unemployment Insurance Office 909.621.8847. After regular business hours and weekends report ALL injuries, exposures or illness to Campus Safety 909.607.2000.

Non-urgent situations should be reported, via the HMC Work Order System including suggested remedies. The link to the work order system is https://www.hmc.edu/facilities-maintenance/.

Reporting Campus-Related Injuries/Illnesses

INJURY REQUIRING IMMEDIATE MEDICAL ATTENTION OR INJURY THAT HAPPENS OUTSIDE OF BUSINESS HOURS

Remain calm and do not move the injured party unless his/her location poses a possible danger.

INJURED PARTY	WHO TO CALL
EMPLOYEES** STUDENTS VISITORS OTHERS	CAMPUS SAFETY   909.607.2000
	OR
	FIRE/LIFE/SAFETY   9-911 – on-campus phones* 911 – cell and off-campus phones If the 911 City Dispatch system is called, also contact Campus Safety as they will assist Claremont PD/Fire or other responders in locating the injured party.

Individuals responding to an incident are to use their judgment when determining if the injury is serious/life threatening and necessitates calling the local 911 City dispatch system.

*Via campus phone:

911 = Campus Safety

9-911 = Fire/Life/Safety – City Dispatch System 

INJURY NOT REQUIRING IMMEDIATE MEDICAL ATTENTION OCCURRING DURING REGULAR BUSINESS HOURS (MONDAY – FRIDAY)

INJURED PARTY	WHO TO CALL
EMPLOYEES **	TCCS WORKERS COMP (WC)/ DISABILITY OFFICE   909.621.8847
	OR
	HMC OFFICE OF HUMAN RESOURCES   909.607.4096
STUDENTS VISITORS OTHERS	CAMPUS SAFETY   909.607.2000

** ADDITIONAL RESPONSIBILITIES FOR SUPERVISORSIndividuals responding to an incident are to use their judgment when determining if the injury is serious/life threatening and necessitates calling the local 911 City dispatch system.

1. Complete the Supervisor’s Report of Occupational Injury/Illness form.
2. Ensure that the injured employee completes the Employee’s Report of Occupational Injury/Illness form.

Both forms should be submitted to the TCCS WC/Disability Office. Forms are available at www.hmc.edu/hrforms (Accident Report Forms).

Workstation Evaluation

A workstation evaluation assesses the layout of a work area and what and how an employee uses equipment and/or tools to prevent work-related injuries. On-site evaluations are conducted by The Claremont Colleges Service’s Environmental Health and Safety Specialist. An evaluation may be initiated by an employee or supervisor by contacting staff in the Office of Human Resources who facilitates scheduling with The Claremont Colleges Services. The employee’s department is responsible for covering the cost of resulting changes to the work area or equipment/tools.

Workplace Violence

HMC is committed to providing a workplace that is free from acts of violence or threats of violence. In keeping with this commitment, HMC has “zero tolerance” for actual or threatened violence against faculty, staff, students, visitors or any other persons who are either on HMC premises, attending on or off-campus HMC-sponsored events or have contact with campus constituents in the course of their duties.

Compliance

Security and safety in the workplace are every employee’s responsibility. Employees who engage in or contribute to violent behavior, or who threaten others with violence may be subject to disciplinary action, up to and including dismissal. HMC may consider criminal prosecution of those who threaten or commit acts of violence.

Prohibited Behavior

Any behavior that threatens life or the well-being of others is prohibited. The following list of behaviors, while not all-inclusive, provides examples of prohibited conduct.

• Intimidating, threatening or hostile statements or actions (including direct or implied threats of harm to self or others)
• Raising one’s voice in anger, name-calling, ethnic or racial epithets, sexual comments
• Aggressive or hostile behavior that creates reasonable fear of injury to another person or subjects another individual to emotional distress
• Physical abuse or attack, pushing, or stalking
• Vandalism, arson or sabotage
• The use or carrying of weapons of any kind (whether or not licensed to carry a concealed weapon) onto HMC property
• The possession of unauthorized drugs or alcohol while at work or on property used for College programs

Reporting and Investigation

In situations where an employee becomes aware of an imminent act of violence, a threat of imminent violence or actual violence, emergency assistance must be sought immediately. In such situations, employees should immediately contact:

• Campus Safety Office at extension 72000; 909.607.2000
• HMC’s Facilities and Emergency Preparedness Office at 18226; 909.621.8226

Further, employees should notify the Human Resources Office if any restraining order is in effect, or if a potentially violent non-work-related situation exists that could result in violence in the workplace.

All reports of workplace violence will be taken seriously and will be investigated promptly and thoroughly. In appropriate circumstances, the College will inform the reporting individual of the results of the investigation. To the extent possible, the College will maintain the confidentiality of the reporting employee and of the investigation. The College may, however, need to disclose results in appropriate circumstances, for example, in order to protect individual safety.

Employees can report violations of the policy and raise any questions regarding their obligations under this policy without fear of reprisal. However, an employee who willfully files a false report may be subject to corrective action.

Corrective Action and Discipline

If the College determines that workplace violence in violation of this policy has occurred, the College will take appropriate corrective action and will impose discipline on offending employees. The appropriate discipline will depend on the particular facts but may include written or oral warnings, probation, reassignment of responsibilities, suspension, or termination. If the violent behavior is that of a non-employee, the College will take appropriate corrective action in an attempt to ensure that such behavior is not repeated.

Under certain circumstances, the College may forego disciplinary action on the condition that the employee takes a medical leave of absence. In addition, the College may request that the employee participate in counseling, either voluntarily or as a condition of continued employment.

Employee Assistance Program

Any employee who believes that he or she may have a problem that could lead to violent behavior is encouraged to use the College’s Employee Assistance Program. The EAP is a professional, confidential counseling service that is available at no cost to all employees and members of their immediate household to assist in resolving emotional difficulties, marital and family conflict, stress, chemical dependency, conflicts at work, and other concerns. The EAP counselor can help to clarify a problem and to develop an action plan during the counseling session.

The program is accessible online at www.liveandworkwell.com (access code: claremontcolleges); or by phone at 800.234.5465. Further information regarding the EAP may be obtained from the Office of Human Resources.

Workplace Violence Prevention Plan (WVPP)

Harvey Mudd College is committed to providing a safe working and educational environment. This Workplace Violence Prevention Plan (WVPP) addresses the hazards known to be associated with the four types of workplace violence as defined by California Labor Code (LC) section 6401.9.  

This WVPP applies to all faculty, staff, and student employees of the College. It also applies to third parties (including but not limited to applicants, students, vendors, volunteers, customers, trustees, family members or visitors) who may have contact with members of the HMC community on the HMC campus. 

Harvey Mudd College will not condone or tolerate threats of violence or workplace violence by any employee, applicant, student, vendor, volunteer, customer, trustee, family member or visitor.

The WVPP consists of [10] core elements:

1. Responsibility and Authority 
2. Communication and Training
3. Reporting Workplace Violence
4. Emergency Response Procedures
5. Hazard Assessment and Correction
6. Post Incident Response and Investigation Procedures
7. Recordkeeping
8. Employee Access to Records
9. Annual Review
10. Reporting Responsibilities

The complete WVPP can be accessed through the HMC Emergency Preparedness and Safety webpage along with additional health and safety resources provided by the College, or by reaching out to hr@hmc.edu.

9.  SERVICES AND CONVENIENCES

Bookstore

Staff members are eligible for a discount on most merchandise from the Huntley Bookstore, which is the central bookstore for The Claremont Colleges. A College ID must be presented at the time of purchase to obtain the discount.

Campus Dining

Staff members may dine at HMC’s Hoch-Shanahan Dining Commons for breakfast, lunch and dinner, as well as other dining halls at Pomona College, Scripps College, Pitzer College and Claremont McKenna College at a discounted price. A College ID is required at the time of purchase.

For information about other dining facilities at The Claremont Colleges, please consult each institution’s website.

Information Technology

The College provides staff members with a variety of information  technologies such as email, office and other software, messaging, videoconferencing, telephones and internet service for College-related business. The College maintains a Policy on Incidental Personal Use of Information Technology with which staff members are expected to comply.

Campus Fitness Facilities

Staff members, their spouses, and registered domestic partners; have access to the College’s Linde Activity Center at no cost.

Staff members also have access to swimming and fitness facilities at Scripps and Claremont McKenna Colleges. Information about access, hours of operation, charges, and facilities is available from each college.

Registration information is available from the Office of Human Resources.

Campus Safety

Campus Safety protects the persons and property of students, faculty, staff and visitors to The Claremont Colleges, assisting law enforcement and other emergency service providers as needed, by being the first responder to emergencies of any kind. Other services offered by Campus Safety are around-the-clock escort service, street patrol, alarm/surveillance checks, security and traffic patrol at events and crime prevention presentations.

Contact Information:

• On-campus – 72000
• Off-campus –909.621.8170

Claremont Cash

Staff members may credit cash to their HMC ID card and use the ID card as a general-purpose debit card. Claremont Cash is accepted at campus dining centers, the bookstore, and a number of local businesses. Information about and access to Claremont Cash are available through The Claremont Colleges Services, Card Center Located on the first floor of Honnold Library.

Credit Union

The Claremont Colleges offer staff members access to two credit unions:  School’s First Credit Union and Chaffey Federal Credit Union. Information about each one is available on the HMC Human Resources website.

Discount Entertainment and Recreation Tickets

The Claremont Colleges Services Card Center sells discount tickets for movies, theme parks and various recreational activities. To purchase or order tickets, contact the Card Center directly at extension 72273; or in person located on the first floor of Honnold/Mudd Library near the south entrance. Staff members may purchase discounted tickets for various attractions throughout Southern California through Fun Express directly by visiting funex.com. (Enter 15-53186  when asked to provide a College code). A list of attractions and pricing information is available on the Human Resources website.

Facilities Use

Reservations for using HMC facilities for meetings, conference or other special events are made through the Event Management System of the Facilities and Maintenance Department. Facilities and Maintenance should be contacted if an event needs special set up, parking or other services.

Library Privileges

Benefits-eligible staff members may activate their borrowing privileges at Honnold/Mudd Library, located at 800 Dartmouth Ave., by presenting their College identification card at the circulation desk. In addition to its own collections, the library has reciprocal borrowing agreements with numerous California colleges and universities. Information about services is available at www.cuc.claremont.edu.

Mailroom Services

The mailroom receives and distributes staff, faculty and student incoming mail and packages and offers shipping supplies for various carrier services. Overnight, certified, registered and insured letters/packages for staff and faculty are accepted in the Mailroom during regular business hours with the exception of certain departments which have alternate arrangements with the delivery drivers. Receiving personal mail is discouraged, since all mail is subject to being opened for proper identification and distribution. Find more information at: https://www.hmc.edu/bao/mailroom/.

10. ACKNOWLEDGEMENT OF RECEIPT OF HMC’S STAFF HANDBOOK

I acknowledge that I have received a copy or am able to access a copy of Harvey Mudd College’s staff handbook, have read it, and understand its provisions. I further understand that I may also review the handbook on the College’s Human Resources website at www.hmc.edu/hrpolicies by using a computer located at my workstation, department, or home. I understand and agree that if I have a question, I am obligated to ask my supervisor for any clarification of any provisions in the handbook.

Other than the At-Will Employment policy, I further understand that the statements contained in the handbook do not create any contractual or other legal obligations of employment. I also understand that the College may at any time modify, rescind, or revise any policy, benefit, or practice described in the handbook, except for its At-Will Employment policy.

I understand and agree that in the absence of a fully executed individual employment contract that expressly provides otherwise, my employment with the College is at-will and can be terminated by either me or the College at any time without cause or prior notice, and nothing in this handbook should be interpreted to the contrary. Consistent with the At-Will Employment policy, I also understand that the College has the right to transfer, reassign, suspend, or demote a staff member and reduce a staff member’s pay and benefits at any time, with or without notice or cause. This is the entire agreement between me and the College on the subject; it supersedes any prior inconsistent representations or agreements.

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STAFF MEMBER SIGNATURE AND DATE

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PRINT NAME

Return to the Office of Human Resources

11. APPROVAL HISTORY

Approved by Cabinet: November 18, 2020

Environmental Health & Safety Handbook for Employees

• Environmental Health & Safety Handbook for Employees (PDF)

Sexual Misconduct & Complaint Resolution Policy

• The Sexual Misconduct & Complaint Resolution Policy is available on the Student Affairs website at: https://www.hmc.edu/student-life/title-ix-sexual-misconduct/