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  Introduction to the Handbook
  Message from the President
  About Your College
  Ivy Tech Foundation
  Regional Administrative Centers
  Personnel Policies and Procedures
  Employment at the College
  General College Operations
  Quality of Work Life for You and for Others
  Standard of Conduct
    - Confidentiality
    - Opinion Polls and Social Media
    - Political Activities
    - No Solicitation or Distribution
    - Conflicts of Interest
    - Employee Authored Texts
    - College Assets and Personal Business
  Employer/Employee Relations
    - Performance Evaluations
    - Performance Improvement
    - Open Door Policy/Problem Resolution
    - Involuntary Separation
    - Appeal Process
    - Mediation
    - Composition of the Committee
    - Disposition
    - Notice to the Parties
    - Gross Misconduct
  Additional Personnel Policies
    - Alternative Work Schedule
    - Personal Appearance
    - Professional Memberships
    - Accidents
    - Parking
    - Employment of Relatives
    - Performance Evaluations
  Payroll
    - Payroll Certification Form (PCF)
    - Absence or Lateness
    - Payroll Procedure
    - Faculty Salary Deferral
    - Direct Deposit
    - Payroll Deductions
  Closing of College Facilities
    - Non-Emergency Closings
    - Emergency Closings
  Safety at the College
  Computer Resources Policies
  Time Off
  Health and Dental Care Programs
  Other Core Benefit Programs
  Voluntary Benefits
  Retirement Programs
   
  Updates:

August 2014
July 2014
July 2013
September 2012
July 2012
July 2011
February 2011
December 2010
August 2010
July 2010
November 2009
September 2009
March 2009
January 2009
July 2008
January 2008
July 2007
March 2006
May 2005
March 2005
December 2004
January 2004
December 2003
September 2003
May 2003
March 2003
November 2002
May 2002
February 2002
December 2001

 

 

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Full-Time Employee Handbook
Personnel Policies and Procedures
   

For the College to operate smoothly, we have adopted certain policies and procedures which our employees need to follow. There are standards of conduct and guidelines to resolve employment problems. Other matters, such as personal appearance, parking, and the employment of relatives, are addressed in this section. Payroll procedures are detailed in this section, as are safety standards and the procedures for emergency closing of the College or region. You must know and understand these policies and procedures. If you have questions about any of these policies, please discuss them with your supervisor or your Human Resources staff.

Quality of Work Life for You and for Others

Ivy Tech Community College is committed to providing the best possible work environment for its employees.  As employees, we should respect and cooperate with our fellow employees, students, and visitors.  Each of us should take comfort in knowing that we work in a safe, secure, and ethical workplace, free of harassment, including sexual harassment, and prejudice of any kind. Prejudice can include, but is not limited to, prejudice against race, religion, age, national origin, gender, sexual orientation, physical or mental disability. Employees are prohibited from making statements or taking actions that are potentially offensive and embarrassing to other employees, students, or visitors of the College. Failure to adhere to the normal standards of courtesy and consideration may lead to disciplinary action. Each of us has a responsibility to conduct ourselves professionally and ethically and to report perceived unethical or illegal behavior. If you experience or observe what you perceive as unethical or illegal behavior, harassment or prejudice of any kind  you are encouraged to report it to your immediate supervisor or to a Human Resources Administrator immediately so that appropriate steps can be taken to protect the quality of work life at the College.  If you would prefer to make a report anonymously, you may do so through an anonymous and confidential reporting system, EthicsPoint. The link to EthicsPoint is available from the Home tab on Campus Connect.  When you use the EthicsPoint Reporting System, you can report perceived misconduct and gain clarity on whether or not something is cause for concern.  All reports will be reviewed and responded to appropriately.

We hope that you are proud to work at Ivy Tech, that you enjoy your work, and that you recognize your part in changing the lives of Hoosiers.

Standard of Conduct

As a public institution, the College must conduct its business in a manner which is beyond reproach. The actions of College employees must be, and must appear to be, proper. There are rules for accepting gifts, protecting confidential information, and participating in opinion polls. The College does not allow solicitation or distribution by employees during working time; similarly, employees must avoid conflicts of interest and refrain from conducting personal business on College time. These rules of conduct are more fully explained below:

 

Confidentiality

As part of your job responsibilities you may be aware of confidential information or data regarding employees, students, or the College. The confidentiality of much of this data is protected by federal laws such as FERPA, FMLA, and HIPAA. It is very important that you treat this information properly and not release it to unauthorized persons.

     
    The College has established a data classification system that identifies data as confidential, sensitive, public or confidential if personally identifiable.
     
    Confidential covers information that may not be released to the public except under appropriate court orders, legislative mandates, individual written consent or contractual obligations that support the operation of the College.
     
    Sensitive covers information that would normally be considered public under the Indiana Access to Public Records Act that certain records be made available. However, the college has chosen to make these data restricted in daily operation practices. College procedures regarding the manner in which these items are requested and distributed must be followed.
     
    Public Domain covers all information of a publication nature.
     
    Confidential if personally identifiable covers information that would normally be considered Public but can be associated with an individual.
     
    Under no circumstances are College data to be sold without approval of the College General Counsel.
     
    Procedures have been established for requesting and releasing confidential or sensitive data. Please direct inquiries to your Human Resources Administrator when contacted for this type of information.

 

Opinion Polls and Social Media

The following outlines Ivy Tech policy and provides advice to its faculty and staff related to opinion polls and the use of social media.

Opinion Polls: Employees should not conduct or take part in non-College sponsored polls that would seem to show the attitude of the staff or students. Of course, you are not restricted from participating in polls conducted among the general public where you do not represent the College.

Social Media: Social media are powerful communication tools that can have a significant impact on the reputations of those who use them.  This includes not only individuals but the organizations they work for and represent.  Social media includes but is not limited to Facebook, LinkedIn, MySpace, Twitter, Youtube, Flickr and other weblogs. Ivy Tech Community College has a significant presence on social media which is controlled by the Office of the President’s Marketing and Communications Department.  It is reasonable to expect that College employees have access to and participate in social media.  As a general rule, interactions with social media should be done with the following in mind.

While you have the right to use social media you are not permitted to do so as an authorized representative of Ivy Tech without appropriate, prior permission. Official Ivy Tech social media engagement and commentary is managed by the Office of the President’s Marketing and Communications department. Although you are not discouraged from participating in Ivy Tech social media vehicles, you must not present yourself as a representative of the College or use Ivy Tech’s logo unless you have special approval from the Office of the President’s Marketing and Communications Department
   
If you are authorized to make social media postings for the College or for a region or department within the College, you should use sound professional judgment, keeping in mind that such postings are permanent.  Further, when making such postings you should strive for accuracy.  It is extremely important that any College sponsored posting be truthful and accurate.  Likewise it is extremely important that all College postings are respectful towards its intended audience and the public in general.  . 
   
You must be aware that unless previously authorized, you do not speak for the College and you should make it clear that your postings, even on your private social media accounts, especially if you have identified yourself as an employee of the College, reflect your own personal opinions and not those of the College.
   
You may not use the Ivy Tech logo or any other College image in your personal social media sites in a manner that represents the site as an official college source.  You may not use Ivy Tech’s name to promote or endorse a product, cause, religious belief, political party or candidate.
   

You must respect copyright and fair use laws.  When posting, be mindful of the copyright and intellectual property rights of others.

   

You must comply with the privacy rights of College students and your co-workers.  Consequently, you may not disclose any confidential information related to a co-worker or any student, including but not limited to the student’s educational records.  Likewise postings about co-workers, students or any agent or representative of the College, even postings made to your personal accounts, must comply with College policies prohibiting harassment.

   
You must be mindful that anything you post on a social media site may be seen by anyone.  Therefore, inappropriate postings about co-workers, students, supervisors, College policies, actions or decisions could be the basis for disciplinary action.  You have rights afforded by state and federal law, but be aware that not everything you say or post on-line is protected.  False, defamatory, harassing or intimidating postings are not protected free speech.  You are encouraged to avail yourself of internal College procedures if you have a complaint or problem with anything related to your working environment.
   

Whenever accessing social media through the use of College resources, be mindful of College policies related to personal use of College resources.

Political Activities

The College is a public body of the State of Indiana. As a public employee, you are restricted by law from using your College position or the College name in any form of political persuasion or influence. While acting as a representative of the College, you cannot engage in political activities.

You must not use your position for political influence or give the impression that you are doing so. The political activities listed below are unacceptable to the College will result in disciplinary action up to termination.

You must not give the impression that a political party, a political candidate, a political issue, or a partisan activity has the official or unofficial support of the College.
   
You must not use your position with the College to directly or indirectly influence the voting or political affiliation of co-workers or students.
   
You may not cause any co-worker or student to give time, money, loans, or gifts to the support of any political organization or cause.
   
You cannot engage in any political activity during your normally scheduled working hours or any other time you are performing your assigned College responsibilities.

 

No Solicitation or Distribution

Employees must not solicit employees or students, nor distribute or post any unauthorized material, during working time. Non-employees are not permitted to solicit, nor distribute or post materials, without the permission of the Vice President, Chancellor or designee. Report all such activity to the appropriate regional administrative office.

     

Conflicts of Interest

The College expects all employees to exercise good judgment and highest ethical standards in their private activities outside their employment if those activities can in any way affect the College. In particular, every employee has an obligation to avoid any activity, agreement, business investment or interest, or other situation that could be construed either as in conflict with the College's interest or as an interference with the employee's duty to serve the College at all times to the best of the employee's ability. To implement this principle and to establish guidelines, the following policy has been adopted.

1. Policy
  It is the policy of the College that:
  a. No employee shall have a direct or indirect interest in any business enterprise that has current or known prospective dealings with the College as supplier, customer, lessor, or lessee.
     
  b. No employee shall seek or receive, for personal or any other person's gain, any payment, whether for services or otherwise, loan (except from a bank at a competitive rate), gift or discount of more than nominal value, or entertainment that goes beyond common courtesies usually associated with accepted business practice from any business enterprise that has current or known prospective dealings with the College as a supplier, customer, lessor, or lessee.
     
  c. No employee shall, for personal or any other person's gain, deprive the College of any opportunity for benefit that could be construed as related to any existing or reasonably anticipated future activity of the College.
     
  d. No employee shall, for personal or any other person's gain, make use of or disclose confidential financial information learned as a result of employment by the College.
     
  e. No employee shall do any act that potentially could conflict with the principle that this policy is intended to implement.
     
2. Exceptions
  Specific exceptions may be made by the President upon application in writing by the employee. Such exceptions shall be wholly discretionary and shall be adopted at such times and under such conditions as will serve the interests of the College.
   
3. Standards for Compliance
  Since the fundamental duty of loyalty to the College is involved, the prohibitions of this policy should be construed broadly rather than narrowly. A conflict of interest may be deemed to exist even though it does not result in financial loss to the College and irrespective of the motive of the employee involved. Each employee has the personal responsibility of compliance with this policy. In the event of any question as to whether a conflict of interest exists in a particular situation, you are encouraged to discuss the matter with the person designated by the President to determine whether such a conflict in fact exists and, if so, how it may be resolved. Many times what appears to be prohibited may, under certain circumstances, be sanctioned by disclosure and approval. No set of principles can eliminate the need for human judgment.
   
4. Specific Practices not Permitted
   
  a. College equipment, materials or supplies will not be purchased from College employees.
     
  b. College students shall not be assigned on-the-job training activities at a site or business owned or operated by a College employee.
     
  c. Service contracts will not be awarded to College employees or to businesses owned or operated by College employees.

Employees should bring questions concerning the policies described in this section to the attention of appropriate supervisory personnel (such as a director or department head) who may, in turn, refer matters of policy interpretation to the appropriate administrator, i.e. Chancellor, Vice President, etc. If there is any question as to what action is necessary, advice from the College's General Counsel should be sought, especially in cases which involve non-routine matters which could have an effect on the over-all reputation of the College. Examples include violations which 1) reflect on the integrity of management or financial records, or 2) result in a significant loss or penalty to the College, or 3) endanger life, health or safety.

 

Employee Authored Texts

Faculty and staff members are encouraged to participate in research, writing, and publication of many types. These intellectual endeavors benefit the employee, students and the institution. The College intends to foster and support scholarly activity of this type. Curriculum committees, comprised of faculty, identify textbooks and course materials that students are required to purchase. The textbook author, publisher, and others may benefit financially from these purchases.  Ivy Tech employees involved in textbook selection decisions shall not be influenced by the potential to personally profit from the sale of the selected textbooks or course materials. Further, textbook selection decisions shall be void of self-dealing and the appearance of self-dealing on the part of the institution and all employees of the institutions. For further details on the adoption of employee-authored texts please refer to the Academic Support & Operations Manual (ASOM) or contact your regional Vice Chancellor of Academic Affairs.

 

College Assets and Personal Business

You will use College assets while performing your job or while representing the College as part of your duties. You must not use College assets, or employ the College's name or other official materials such as the seal, logo, etc., in order to conduct your personal business. Personal visits, personal e-mail, or non-business related use of the Internet and telephone calls should be kept to a minimum. Under no circumstances should long distance personal calls be made at the College's expense. Also, do not provide transportation to family, friends, or anyone other than those authorized by the College when using a College motor vehicle.

If your conduct does not meet the appropriate standards, corrective action will be necessary. Except for instances of gross misconduct, the first step is normally counseling by your supervisor.

Employer/Employee Relations

 

Performance Evaluations

It is the policy of the College that all employees will receive an annual performance evaluation. While the evaluation of employee performance is an on-going process throughout the year, the formal written process takes place annually. Newly hired employees are evaluated at the conclusion of the probationary period and again during the annual process (providing there is a sufficient lapse of time). An employee who voluntarily applies for a different position and is selected for that position shall receive a performance evaluation at the conclusion of sixty (60) working days (or at the end of first full semester if a faculty member) to assess performance in the new position. An employee transferred by the College to a position of equal or lesser classification may not be subject to a performance evaluation until the next annual cycle.  The goal of the College’s evaluation process is to make certain that all employees understand their duties and responsibilities and to know what is expected of them.  This is essential to a good working relationship between the College and its employees.  However, nothing in this policy shall be construed as changing the at-will status of an employee or create entitlement to continuing employment with the College. In those instances when improvement of an employee’s performance or behavior is needed the annual or ongoing evaluation process described herein is intended to provide direction with the goal being performance or behavioral improvement and may be used in lieu of a first or second written performance improvement plan.

 

Performance Improvement

In addition to the evaluation process, the College uses a progressive corrective action process. Supervisors are concerned with preventing personnel problems from occurring, as well as correcting misconduct or poor work performance. Generally, an informal reminder is all that is necessary for an employee to correct a behavioral or job performance problem. However, if informal counseling is unsuccessful in solving a problem, or if the problem is severe, formal action may be necessary which action could include anything from a first written performance improvement plan up to termination of employment. Alternative forms of actions used at the College to correct misconduct or unsatisfactory work performance include, but are not limited to:

a performance evaluation (probation, interim, annual)as described above
a first written performance improvement plan
a second, written performance improvement plan
termination

These actions are not required to be taken in the order stated but do provide a basis for progressive action. The severity of the action taken will depend upon the severity of the problem.  New employees, who are still in their probationary period or have had this probationary period extended, may be terminated during their probationary period without any prior action taken. If you feel you have been unfairly treated or terminated, you may appeal your supervisor's actions, as explained in the Open Door Policy/Problem Resolution Process section.

 

Open Door Policy/Problem Resolution

The College administration wants to provide all employees with a working environment that contributes positively to good communication, cooperation and teamwork.  From time to time misunderstandings and disputes among employees occur. The College encourages employees to resolve these concerns informally, by use of the College’s Open Door Policy. The Open Door Policy/Problem Resolution Process is designed to accomplish a quick resolution of employee concerns in the most effective manner possible.

All employees are encouraged to bring to the attention of their immediate supervisor concerns perceived by them.  Supervisors have an obligation to meet with the employee, hear their concerns and attempt resolution.  Such concerns may cover matters such as the application of College policies and practices but not the existence of a college policy or procedure.  To help ensure that the concern is addressed in a timely manner, employees should discuss their concern with their supervisor as soon as possible, but in no event later than ten (10) working days following the event, or latest occurrence in a series of events, giving rise to the concern/dispute.  Supervisors may need to enlist the assistance of an up-line supervisor and/or human resources administrator in the process. The intent is early discussion of the issue and resolution of the concern within sixty (60) calendar days.

An employee who believes that a discussion with the employee’s immediate supervisor would be futile may request to meet with the next in line supervisor or human resources administrator for facilitation.  Such meetings are to be conducted in proper sequence of supervisors. 

When a resolution is reached it must be documented and signed by both the employee and the supervisor.  When a resolution cannot be reached between the employee and supervisor in a reasonable period of time, the local College CEO (i.e., Chancellor, Vice President, Provost or President), in consultation with human resources, will make a final determination on the matter.

Everyone involved has an obligation to treat employee concerns with respect and dignity and to mutually resolve the matter in a timely manner, if at all possible.

 

Involuntary Separation

In some cases, the College must make the difficult decision to terminate the employment relationship with a faculty or staff member.  There are various reasons that such a decision may need to be made.  Examples include, but are not limited to, changes in the department’s business model, budget-related changes, changes in student enrollment, the need to reallocate human resources to better facilitate priorities, and those instances that involve performance or behavioral issues or gross misconduct.

The College takes these decisions seriously.  Each instance of termination of a full-time employee is reviewed, prior to the action, by the College’s General Counsel’s office, Vice President for Human Resources and Provost, as appropriate, to ensure that appropriate steps have been taken and that the reasons for the termination are sound.  Termination actions of part-time non-benefits-eligible employees are handled locally and must be approved, in advance, by the local Human Resources Administrator.

An appeal process for involuntary separation of a full-time benefits-eligible employee is provided as an opportunity for due process to ensure that the employee’s concerns related to the termination are heard and considered by the College.   This option is available if the employee:

  • Was a full-time benefits-eligible employee and;
  • Has successfully completed the new hire probationary period, and;
  • Employment has been involuntarily terminated.
  •    

    Appeal Process

    An appeal must be submitted in writing and must clearly state the facts giving rise to the appeal and include a description of the efforts, if any, to resolve the concern, remedy sought, and must be signed and dated.   Employees must file an appeal within a reasonable period of time, not to exceed twenty-one (21) calendar days, after the date of termination.

    The original copy of the appeal shall be filed with both the regional office of Human Resources and the College’s General Counsel (50 W. Fall Creek Parkway N. Dr., Indianapolis, IN  46208).  The General Counsel shall assign a Coordinator, from outside of the Employee’s Region or from a Region if the complaint is filed by a Central Office employee, who shall coordinate the handling of the complaint and shall be directed by the General Counsel’s office.

       

    Mediation

    Reasonable efforts should be made by the Coordinator to mediate a mutually agreeable resolution of the matter between the parties. If a resolution is agreed to, it should be documented and signed by both the Appellant and the Respondent. If a resolution cannot be reached in a reasonable period of time, the matter will be considered by the Committee.

       

    Composition of the Committee

    This committee is appointed by the appropriate regional, or College CEO or designee and is a committee whose purpose is to review all appeals referred to it and recommend a resolution to such CEO or designee. Principles of equal opportunity will be followed in composition of this body as much as is practically possible. This review and subsequent recommendation will begin no later than thirty (30) calendar days after mediation terminates. The Coordinator, who shall not be a voting member of the Committee, but will act in an advisory capacity and will conduct the formal hearing, shall keep the Committee informed of efforts related to mediation. The Committee will consist of three (3) employees and to the extent possible will contain representative membership as follows:

    One (1) faculty or staff person, with similar employee classification designation as the Appellant
       
    One (1) regional or Central Office administrator;
       
    One (1) other regional or Central Office College employee as determined by the CEO or designee.

       

    Disposition

    A record of all hearing meetings shall be kept. The Committee’s recommendations will be advisory and the regional or state-wide CEO or designate can either accept, reject or modify said recommendations.  Action taken by the CEO on the Committee recommendations will be final.

       

    Notice to the Parties

    Once final action has been taken on the Committee recommendations written notice of the recommendations and the CEO’s disposition thereof will be sent to the Appellant and the Respondent.

       

    Gross Misconduct

    Gross misconduct is that type of serious, improper behavior which the College cannot condone, and which does not require prior corrective counseling or warning as outlined in the performance improvement process. Gross misconduct threatens ongoing College operations, the health and safety of others, or your own health and safety and may lead to immediate termination. No list of specific misbehaviors can contain all of the types of gross misconduct which might occur. A few examples, not limited to the following, are:

    • Any false statement or material omission to a College administrator, including any intentional failure to accurately record your work time, any falsification of your Payroll Certification Form (PCF) or other fraudulent behavior;
    • Insubordination—refusing to follow supervisor's directions or refusing to perform in the manner which the supervisor requests or directs;
    • Mistreatment, including any violation of the College's policy against harassment, or endangering safety of other College employee, student or visitor;
    • Damaging College or Foundation property by serious negligence or a willful act;
    • Reporting to work or representing the College under the influence of alcohol and/or other drugs or in possession of alcohol or drugs, firearms, or other dangerous devices;
    • Conviction of a serious misdemeanor or any felony.

    Additional Personnel Policies

    Alternative Work Schedule

    The College allows for full-time non-faculty staff employees to work an alternative work schedule if the employee’s department is sufficiently staffed and alternative scheduling would not hinder business needs to provide required operations and services.  With a common work week consisting of five (5) eight (8) hour days, an alternative work schedule may consist of four (4) or more days per week that total forty (40) hours (based on 100% FTE). 

    Requests for an alternative work schedule must be made in writing and approved by the immediate supervisor, department head, human resources and the chief executive officer.  Employees on an alternative work schedule may be required to be available at specific times and to change their schedules to accommodate variations in work demands.  The College, at its discretion, may revoke the approval of an alternative work schedule when deemed necessary.  Notice will be provided to the employee as far in advance as possible so personal arrangements can be made, as required.  

     

    Personal Appearance

    There are many different work environments at the College. Some jobs require working with the public or students; other jobs are less visible. The College strives to present a professional image and business-like atmosphere. How you dress depends on what your duties are and in what department you work. In any case, it is important that you maintain an acceptable standard of dress and grooming. Your supervisor will assist you in determining what is appropriate for your job.

     

    Professional Memberships

    The College will not pay for personal memberships in professional organizations; however, the College will pay for organizational memberships. Exceptions to this policy may be made in the following circumstances and at the discretion of the College. All exceptions must be approved in writing by the Executive Director of Finance and available for review

    If a professional organization does not provide for an organizational membership, the College may pay for the individual membership. Documentation must be on file to support that College membership was not available.
       
    If an individual membership is less expensive than an organizational membership, the College may pay for the individual membership. This exception would apply in a unique situation where only one (1) person needs the membership, and it is cheaper than an organizational membership.
       
    Given that the College pays for many organizational-wide memberships, the Region is encouraged to determine if the College already holds a valid membership prior to incurring additional membership expenses.

     

    Accidents

    You must report any visitor, student or employee accident to your supervisor no later than the end of the day during which it occurs. Report the time, place, witnesses and a description of the accident and any injury on the appropriate accident report form as soon as possible. You should do this no matter how minor the accident. Supervisors must report accidents to the designated Regional staff.

    If you fail to report an accident which develops into a serious injury at a later date or one which results in someone losing time from work, the injured person may have difficulty receiving insurance benefits. Late injury claims may result in the claim being denied. It is your responsibility to file the College's injury report form promptly because state laws require the College to do so.

     

    Parking

    The parking lot at your workplace will have parking spaces marked for the disabled. It may also have spaces marked for students, visitors, employees, and special loading zones for deliveries. You should park in the area assigned to you.

     

    Employment of Relatives

    The College may employ qualified persons related to you. Family members include your spouse, parent, child, brother, sister, grandparent, grandchild, aunt, uncle, niece, nephew, cousin, step-relative or half-relative, and in-laws. No family member may be under the direct administrative control of another family member. You cannot initiate, participate in, or influence in any way any College decisions regarding an applicant or employee related to you.

    Payroll

    The College has developed certain procedures for reporting time worked and for receiving a paycheck. These are outlined below.

     

    Payroll Certification Form (PCF)

    A Payroll Certification Form (PCF) is required to be completed each pay period for all full and part-time hourly support staff.  Administrative staff, Administrative Faculty, and Regular Faculty complete a PCF only when lost time is taken.  Examples of lost time include, but are not limited to, vacation, sick, bereavement leave and faculty release time. Supervisors of adjunct faculty are responsible for reporting absences on the verification of missed time form.

    It is incumbent upon supervisors to maintain accurate records of time worked and not worked to ensure proper recording for payroll.  Failure by the employee to submit a properly completed PCF, upon the due date, may result in incorrect pay or late payment.

     

    Absence or Lateness

    Your working hours are set by your supervisor. Any change in your work schedule will be made by prior supervisory approval and notification. It is important that you be at work on time according to those hours. Tardiness or absence affects your co-workers and the College's services. If you are going to be late or absent, inform your supervisor within one (1) hour before the beginning of the work day. A faculty member who must be late or absent should also contact the Vice Chancellor of Academic Affairs or designee as soon as possible before a scheduled class in order that a substitute can be found. Failure to inform your supervisor may result in denial of your request for leave-pay benefits, and may also result in disciplinary action.

    It is important that all College employees maintain a satisfactory attendance record. A record of poor attendance may result in disciplinary action.

     

    Payroll Procedure

    Payroll procedures and policies at the College vary, depending on your employment group and type. However, there is one policy that applies to all employment groups: College employees do not accrue overtime hours to use as compensatory time off. Read this section carefully to determine which rules apply to you. If you have any questions, ask your supervisor.

    Support Staff Employees— Support staff employees are paid every other Friday for the pay period ending two (2) weeks prior. Pay periods begin on Monday at 12:01 A.M. and end on the second Sunday at 12:00 midnight. This bi-weekly schedule means you can earn twenty-six (26) paychecks per year. For any scheduled paydate that falls on a holiday in which the College is open but the financial institutions are closed, the paydate will be the preceding working day.
       

    Overtime— As a Support staff employee, you are paid at an hourly rate. A normal workweek consists of five (5) working days of eight (8) hours each day. You are eligible to earn overtime if your supervisor requests you work additional time outside your regular schedule under the following conditions:

    1. Although not required by law, the College pays overtime if you are required to work more than your regularly scheduled eight (8) hour day, provided you have been at work the entire eight (8) hour period.

    2. In compliance with the FLSA, the College pays overtime if you are required to work beyond your regularly scheduled forty (40) hour week, provided you have been at work the entire forty (40) hour period.

    There are a few employees whose regular work schedules require more than eight (8) hours a day, but forty (40) or less hours a week. Under those scheduling conditions, overtime in a day is not earned until hours are worked in excess of those regularly scheduled. If you have received pay for time-off as described in 1 and 2 above, and you work hours beyond your regular schedule, you will be compensated for the additional hours at your regular hourly rate to eight (8) worked hours in the day or to forty (40) hours in the week.

    The College pays you one and one-half (1 1/2) times your regular hourly rate for your approved overtime work. There is no accrual of overtime hours to be used as compensatory time off.

       
    Administrative Staff, Administrative Faculty and Regular Faculty Members— Administrative staff, Administrative Faculty and Regular Faculty members are exempt employees and do not accrue overtime or compensatory pay. As an exempt employee, you are expected to coordinate your schedule with your supervisor so that all assigned time and all necessary work are completed. This may require schedule flexibility to accommodate additional hours at work or to allow for work at locations away from the College. Administrative staff, Administrative Faculty and Regular Faculty are paid semi-monthly on the fifteenth of the month and the last working day of the month.
     
    If the fifteenth of the month is on a Saturday or a Sunday, you will receive your check on the preceding Friday;
       
    End-of-month paychecks are released on the last working day of the month.
       
    For any scheduled paydate that falls on a holiday in which the College is open but the financial institutions are closed, the paydate will be the preceding working day.
       
    Adjunct Faculty are exempt employees, do not accrue overtime or compensatory pay and are expected to fulfill the requirements of their teaching assignment. If a substitute faculty is needed to cover the absence of an adjunct faculty, the adjunct faculty members pay will be docked the appropriate amount for the time period missed. Adjunct faculty are paid every other Friday on the bi-weekly pay schedule.
       
      For any scheduled pay date that falls on a holiday in which the College is open but the financial institutions are closed, the pay date will be the preceding working day. 
       

     

    Faculty Salary Deferral

    The College provides Regular Faculty the option to have their 9-month contract paid over 12 months. This is referred to as the Faculty Salary Deferral program.  

         
       

    How does this program work?

       

    Salary deferral is an option available to full-time regular faculty at the beginning of each academic year and to newly hired full-time regular faculty who begin employment at the beginning of the Spring semester.     

    Faculty employed at the beginning of the academic year interested in participating must sign up for faculty salary deferral annually before the start of the academic year.  The salary deferral amount is a calculation of the difference between the contract amount/18 pays and the contract amount /24 pays.  The deferred amount will be paid back to you in six payments over the summer term.  This applies to faculty who begin salary deferral at the beginning of the 9-month academic year.

    For newly hired faculty who elect to participate at the beginning of the spring semester the deferral amount is a calculation of the difference between the contract amount/9 pays and the contract amount /15 pays.  The deferred amount will be paid back to you in six payments over the summer term. 

    Faculty hired at other times during the year may elect to participate in salary deferral at the beginning of the next academic year only.  Salary deferral is an annual election.  A Salary Deferral Agreement Form must be completed prior to the beginning of each academic year.

         
       

    Can I drop out of the program?

       

    The salary deferral program is a twelve (12) month program. You may drop out of the deferral plan if you terminate employment with the College or by written request while actively employed. You will receive all of your deferred money with your final paycheck, upon termination.  If you request to opt out of the program while actively employed, the deferred money will be paid out on the next payroll date.  Taxes for the deferred pay will be calculated when paid.  

    For more detailed information about this program and how taxes and benefits are handled, please contact your Human Resources office. 

         

     

    Direct Deposit

    Newly-hired employees are required to have payroll direct deposit as a condition of employment. The only exceptions are workstudy students.

     

    Payroll Deductions

    Certain payroll withholding is required by law and some may be authorized by you. The law requires the College to withhold from your paycheck Federal, State, and County income tax, and, in most circumstances, Social Security. Also under certain circumstances, the College will withhold amounts from your paycheck due to legal garnishment, wage assignments, or qualified domestic relations orders. If you are eligible, you may authorize payroll deductions for the following items:

    Ivy Tech Foundation contributions
    Additional tax withholdings
    Dependent health and dental insurance premiums
    Optional life insurance premiums
    Long-term disability insurance premiums
    United Way contributions
    Organization dues
    Credit union savings and loan payments
    Supplemental Retirement Annuity (SRA) contributions
    Other retirement benefit contributions
    Flexible Spending Accounts
    Indiana College Savings Plan

    Some of these deductions may be made on a pre-tax basis. See the Health Care and Retirement sections of this handbook for more details.

    College Closings

    The College may close due to emergencies or other events that are authorized by the President, Vice President, or Chancellor.

     

    Non-Emergency Closing of College Facilities

    It is possible the College might close for non-emergency reasons. If it is a partial day closing, benefits-eligible employees and adjunct faculty working at the time of the closing will be paid for the remainder of their normal working period during which the College is closed. If the benefits-eligible employee or adjunct faculty's normal working period has not yet commenced when the closing occurs, then the employee will be paid for their normal working period. This would include entire day closings. Benefits-eligible employees who have pre-arranged time off or call in sick on a day when a closing occurs will be required to use accrued leave to be paid for the time not worked. Faculty members may be required to make up any lost hours of instruction without additional pay.

    If you are a benefits-eligible support staff employee and, upon supervisory request, you work a full or partial day when the College is officially closed, you will receive one and one-half times your normal pay rate in addition to your normal pay for the specific hours of work performed on such days.

    Non-benefits-eligible administrative and support employees are paid only for hours actually worked. If you are a non-benefits-eligible administrative or support employee, you are not eligible for pay during College or regional closings if you do not work your scheduled hours.

     

    Emergency Closing of College Facilities

    It is possible the College might close for emergency reasons, such as severe weather. If the emergency causes a partial day closing, benefits-eligible employees and adjunct faculty working at the time of the closing will be paid for the remainder of their normal working period during which the College is closed. If the benefits-eligible employee or adjunct faculty's normal working period has not yet commenced when an emergency closing occurs, then the employee will be paid for their normal working period. This would include entire day closings. Benefits-eligible employees who have prearranged time off or call in sick on a day when an emergency closing occurs will be required to use accrued leave to be paid for the time not worked. Faculty members may be required to make up any lost hours of instruction without additional pay.

    If you are a benefits-eligible support staff employee and, upon supervisory request, you work a full or partial day when the College is officially closed, you will receive one and one-half times your normal pay rate in addition to your normal pay for the specific hours of work performed on such days.

    Non-benefits-eligible administrative and support employees are paid only for hours actually worked. If you are a non-benefits-eligible administrative or support employee, you are not eligible for pay during College or regional closings if you do not work your scheduled hours.

    When the College is open and inclement weather or snow emergencies prevent a benefits-eligible employee from coming to work or a substitute instructor covers for an adjunct faculty, the benefits-eligible employee will be required to use accrued leave to be paid for time not worked and the adjunct faculty will be docked for the time period missed.

     

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