Equal Employment Opportunity/Affirmative Action (EEO/AA) Policy

The College employs qualified persons and provides equal opportunities for the advancement of employees. The College employs, promotes, transfers, reclassifies, and trains in a manner which will not discriminate against any person because of race, color, creed, religion, gender, sexual orientation, national origin, physical or mental disability, or age, per the College EEO/AA policies. The College is committed to providing a work environment free of discrimination.

If you believe you have been discriminated against or harassed by a coworker, supervisor, or agent of the College, you should promptly report the facts of the occurrence and the names of the individuals involved to your supervisor, the Human Resources Administrator, or an Affirmative Action Officer. Your Supervisor, Human Resources Administrator, or Affirmative Action Officer will look into all reported occurrences and take the appropriate corrective action, if necessary.

Prohibition Against Harassment - Policy and Complaint Procedure

Ivy Tech will not tolerate harassment based on race, color, creed, religion, gender, sexual orientation, national origin, physical or mental disability or age, and/or opposition to prohibited discrimination or participation in this or any other complaint procedure. This prohibition covers harassment against any Ivy Tech employee by anyone (supervisors, co-workers, students, or non-employees) in or related to an Ivy Tech campus. The policy prohibiting harassment includes adverse treatment of employees because they report harassment or provide information related to such complaints.

Sexual Harassment

Sexual harassment is simply one form of harassment covered by this policy. Sexual harassment encompasses unwelcome sexual advances, requests for sexual favors, and other oral, written or physical conduct of a sexual nature where:

Sexual harassment would include, but not be limited to, actions such as: 1) sex-oriented oral or written (including electronic) "kidding" or abuse, 2) displaying or circulating photographs, drawings or graffiti of a sexual nature, 3) subtle pressure for sexual activity, 4) physical conduct such as patting, pinching, or constant brushing against another's body, and 5) explicit demands for sexual favors, whether or not accompanied by implied or overt promises of preferential treatment or threats concerning an individual's employment status.

Reporting & Complaint Procedure

Employees are encouraged to report inappropriate behavior before it becomes severe or pervasive. An employee who thinks that he or she has been a victim of harassment and who desires to file a complaint to that effect should complain first to his/her immediate supervisor unless that supervisor is the subject of the complaint. Under this circumstance or under any other circumstance where the employee prefers not to complain first to immediate supervision, the employee may file a complaint with the Human Resources Administrator or anyone else in a managerial role. All supervisors and members of management to whom a complaint of harassment is brought or who independently observe behavior prohibited by the harassment policy are to report the complaint of harassment or information about harassment promptly to the highest ranking official at the respective facility who is not the alleged harasser or to the Human Resources Administrator.

While employees are encouraged to file internal complaints of harassment before filing charges of unlawful harassment with the Equal Employment Opportunity Commission (EEOC) or the Indiana Civil Rights Commission (ICRC), there is no obligation to exhaust internal procedures. Employees should keep in mind that the deadline for filing an external complaint of alleged harassment runs from the last day of the unlawful harassment and not from the date that the internal complaint is resolved or the internal procedure abandoned. An employee with a question about the applicable deadline for filing an external complaint should contact the EEOC and/or ICRC.

Investigation

Employees filing complaints of harassment are assured that information about the allegation of harassment will be shared only with those who need to know about it. Records relating to harassment complaints will be kept confidential on the same basis. Complete confidentiality cannot be guaranteed since conducting an effective investigation would not be possible without revealing certain information to the alleged harasser and potential witnesses. Under no circumstances will the individual who conducts the investigation or who has any direct or indirect control over the investigation be subject to the supervisory authority of the alleged harasser.

Determination

After all of the evidence is in, interviews are final, and any credibility issues are resolved, a determination as to whether harassment occurred will be made and the parties informed of the determination. If no determination can be made because the evidence is inconclusive, the parties will be informed of this result.

Corrective Action

After the determination is made, the College will undertake prompt and appropriate corrective action including discipline up to and including termination of employment, whenever it determines that violation of this policy has occurred. Such corrective action will be reported to the employee making the complaint.

Consensual Romantic or Sexual Relationships

The College’s mission is promoted by and dependent upon professionalism exhibited by all employees, especially in regard to relationships between faculty and students and between employees.  Romantic or sexual relationships undermine such professionalism and adversely impact the College’s mission.  Such relationships are susceptible to exploitation and expose the College to potential legal liability.  Therefore, the College has developed this policy to regulate the consensual relationships as follows:

Faculty and Students

Voluntary consent by a student to a romantic or sexual relationship with a faculty member who is in a position of power over the student is inherently suspect. 

A faculty member, who for the purposes of this policy is defined as any College employee who has an educational or supervisory responsibility for the student, including but not limited to faculty members, tutors, advisors, counselors, administrators and staff is prohibited from entering into a romantic or sexual relationship with a student, even if the relationship appears to be consensual.

Faculty members are also cautioned against placing themselves in a position of authority over students with whom they have had a romantic or sexual relationship in the past or with entering into such a relationship with a student who is enrolled in the same program within which the faculty member teaches, as such relationships tend to expose both parties to potential exploitation.

Faculty members who find themselves entering into such a relationship, or who find themselves assigned to teach, or otherwise take on an educational or supervisory responsibility over a student with whom they have, or had, a romantic or sexual relationship are obligated to report the existence of such relationship to their supervisor and make arrangements to ensure that such student will not be placed under the academic or supervisory responsibility of said faculty member.

Between Employees

Co-workers who enter into a consensual romantic or sexual relationship should be guided by the College policy on sexual harassment. Special care should be taken by each partner in the relationship to behave professionally at work and to guard against any behavior (both at work and otherwise) that could result in a complaint of sexual harassment.

Voluntary consent by an employee to a romantic or sexual relationship with an employee who is in a position of power over them is inherently suspect. Any employee of the College with supervisory authority over another College employee (or in the case of a work study position, a student) shall not engage in a romantic or sexual relationship with such employee (including work study student employee) even if the relationship appears to be consensual.

Any employee of the College who find themselves in, or entering into, such a relationship with an employee over whom they have supervisory authority are obligated to report the existence of such relationship to their supervisor and to their Executive Director of Human Resources. The College will then use its best efforts to make arrangements to ensure that such employee (or work study student) will be removed from their supervisory authority.

Americans with Disabilities Act (ADA)

The College is committed to full compliance with the ADA. In order for the College to meet this commitment, it is the responsibility of the employee to notify the immediate supervisor and the Human Resources Administrator, in writing, of any special accommodation which may be required. The College also requires your participation in discussing the accommodation and possible alternatives.

New Employees

Employment Background Checks

This policy applies to all full and part-time employees, including student workers, of Ivy Tech Community College.

It is the policy of Ivy Tech Community College that all new full and part-time employees, including student workers, have an employment background check performed as a condition of employment.  All non-student workers are subject to a minimum background check that includes a criminal history and sexual offender search and verification of relevant employment and education credentials.   The background check may also include other verifications as appropriate to the type of position.  While an offer may be extended with the background check as a condition of employment, the hiring process is not complete until all background checks have been completed and the employment offer is confirmed.   Student workers are subject to a criminal history and sexual offender background check. 

Student workers who apply for other positions within the College will be subject to a background check as a condition of employment unless the College has performed the background check on the student worker within the past twelve (12) months. The results of the previously performed background check will be considered in any pending employment decision. 

Foreign nationals who have been offered employment will be subject to verification of education, verification of employment, a criminal history check and sexual offender search covering time in the United States if the period of time that the individual has worked in the United States exceeds one (1) year. A criminal history check in the individual’s prior countries of residence is required only if the individual’s visa and/or authorization to work in the United States was issued before implementation of the Patriot Act on October 24, 2001. The College will not require that a criminal history check be conducted in the individual’s prior countries of residence if the visa or authorization to work was issued or renewed under the provisions of the Patriot Act.

All individuals, including student workers, who seek employment with the College must complete an application for employment and certify by signature (electronic or written) that the statements provided are true and complete and acknowledge that employment background checks will be performed as a condition of employment.  

If the criminal history check reveals convictions which the individual disclosed in the employment application, the human resources office will review the report with the hiring manager and they will jointly evaluate each conviction, including any additional information that the individual provides, before the offer of employment is confirmed or withdrawn.  The existence of a conviction does not automatically disqualify an individual from employment.   Relevant considerations may include, but are not limited to, the nature and number of the convictions, their dates, and the relationship that a conviction has to the duties and responsibilities of the position.  Any decision to accept or reject an individual with a conviction is solely at the discretion of the College.  (All related information will be treated as confidential, and protected as such.)

If unreported convictions are revealed in the criminal history check, the offer of employment may  be withdrawn, and if employed the individual  may be separated from employment, unless the individual can provide evidence that shows the report is in error.   The decision to reject or terminate an individual with an unreported conviction is solely at the discretion of the College. (All related information will be treated as confidential, and protected as such.)
 

Orientation

Each location conducts an orientation program for new employees. This program will familiarize you with the College's statewide and regional policies and procedures. It also will acquaint you with your responsibilities and the benefits you receive as an Ivy Tech employee. Make sure you receive an orientation that meets these objectives. Also, be sure you receive any written materials and benefits information discussed during orientation.

Teamwork

As a new employee of the College, you have joined a team of people working together to make Ivy Tech an outstanding place to learn and work. Your attitudes and behavior, as well as those of your coworkers, influence how smoothly the College operates and the quality of the services we provide. Keep in mind each employee has a contribution to make to the total effort of the Ivy Tech team. A good relationship with your supervisor will improve the teamwork. Your supervisor is available to help you do your job safely, correctly, and completely. You can look to your supervisor for guidance and assistance. In addition, your supervisor is interested in hearing any suggestions you have about improving the quality or efficiency of the services provided by the College.

New Employee Probationary Period

All newly hired benefits-eligible Administrative and Support staff employees have a probationary period, which is the first ninety (90) working days of employment. The full-time faculty probationary period extends through the first full semester of employment. During this time, your work performance is evaluated, and it must be acceptable by the end of this period to successfully complete the formal hiring process. Employees may not apply for other Ivy Tech positions until the probationary period has been successfully completed. Your work performance continues to be evaluated after the probationary period. See the section entitled "Standard of Conduct" for details about the behavior the College expects from its employees. Also, refer to the section entitled "Disciplinary Procedures" for more information on job performance problems.

Employee Categories

Each position at the College is identified by an employee group. There are three (3) employee groups at the College and you have been hired into one of these groups; Faculty, Support, or Administrative. In each of these groups you are either benefits-eligible or non-benefits eligible. It is important that you understand the group associated with your position since these categories determine your payroll procedures and benefits eligibility. The employee groups are described below. The relationship between these categories and your benefits is discussed in more detail in the section on Payroll and the chapter on Retirement

Faculty

There are four types of faculty at the College. 

Administrative Faculty – typically the Dean of a designated Academic School, is employed on a 12-month basis (August - August), may have teaching responsibilities and is benefits-eligible.

Regular Faculty - employed on an Academic Year basis (9-months, Fall and Spring terms) and if enrollment is sufficient must be offered employment during the summer term with a minimum 50% contract.  If enrollment in the summer is not sufficient in the regular program area, faculty may be approved to teach in other areas where they are credentialed. The summer extended appointment is benefits-eligible. Benefits-eligible regular faculty may not be appointed as a non-benefits-eligible adjunct faculty during the summer term until the FTE reaches 100%.  Regular faculty may hold a program or department chair designation and is benefits-eligible. 

Twelve Month Faculty - faculty in this category typically teach in programs where cohort students are required to attend fall, spring and summer and are employed on a 12 month basis beginning in the Fall term.  Twelve month faculty may hold a program or department chair designation and are benefits-eligible.

In addition to teaching responsibilities, Administrative, Twelve Month and Regular faculty typically have responsibilities for advising, institutional support, community service and professional development.

Adjunct faculty - typically employed on a semester by semester basis to teach twenty (20) or fewer contact hours per week for the Fall and Spring terms.  Due to the compressed summer term, Adjunct Faculty may be employed to teach twenty-four (24) or fewer contact hours per week.  An adjunct faculty is non benefits eligible but may participate in certain voluntary benefit programs.

Support employees

Support employees are employed to help the administrative and faculty employees accomplish their tasks. Support employees are paid an hourly rate and can earn overtime pay when the work is requested and authorized by the supervisor. Support employees do not earn compensatory time.

Administrative employees

Administrative employees have responsibilities such as the coordination and management of others or the direction of a specialized function. Administrative employees are exempt, do not earn overtime pay, and do not earn compensatory time.

Rehired employees

Any rehired employee performing essentially the same duties as when previously employed, with a minimal break in service, is to be paid as an employee and not as an independent contractor. A minimal break in service is defined as being rehired within one (1) year of separation from the College. This policy is a result of the Internal Revenue Service's position on this issue. The President may grant exception to this policy after review by the General Counsel and Vice President for Finance and Treasurer.

Independent Contractors

When the College engages the services of individuals, other than full or part-time employees, IRS guidelines must be followed regarding the treatment of tax withholding. An Independent Contractor Determination Form, listing twenty (20) factors that indicate whether an individual is an employee or independent contractor, must be completed prior to engaging the services of individuals. Please contact your Human Resources Administrator for details.

Volunteers

Ivy Tech acknowledges the value of individuals who want to volunteer their services to the college. Volunteers may be utilized on an as needed basis to perform services that the college would 1) not typically hire individuals to perform, or 2) to supplement the existing work force on a short term or project oriented basis.

Classification Criteria

Classification criteria for Exempt (Administrative), and Nonexempt (Support) positions are described below and serve as guidelines in establishing appropriate classification for full-time positions.  Classification is determined based on the requisite job duties and combination of education, knowledge, skills & abilities needed to successfully perform the requirements of the job.  

For full-time faculty rank is determined based on a combination of the individual faculty member’s education and experience as described.   

If you have any questions, please contact your Human Resources Administrator

Faculty Promotion

The College has a formal promotion process for full-time administrative or regular faculty to provide a timely and comprehensive process to move from one classification/rank in the College to the next in a consistent manner. Full-time administrative or regular faculty may apply for promotion in the Fall or Spring semesters. The details of the promotion process are outlined in the Academic Policy & Procedures Manual Policy 7.4. Faculty receiving a promotion to the classification/rank of F3, F4, or F5 are eligible for a base salary pay increase when the promotion becomes effective.  Each region has the discretion to determine the increase amount within the ranges listed below

Contact your Vice Chancellor of Academic Affairs or Human Resources Administrator for additional information.

Administrative and Support Staff Credentials

Staff members are required to provide official transcripts to the College that document their academic credentials and other appropriate documents that provide evidence of other credentials required for their position. The College may, at its discretion, also require employees to provide evidence of all credentials listed on their resumes, asserted on their employment application, or claimed during the interview process. Required degrees are to be completed at regionally accredited institutions.

Faculty Credentials

Faculty members are required to provide official transcripts to the College documenting their academic credentials, and other appropriate documents that provide evidence of other credentials required for their position. Required degrees are to be completed at regionally accredited institutions. The College may, at its discretion, also require faculty to provide evidence of all credentials listed on their resumes, asserted on their employment application, or claimed during the interview process. For specific details of the faculty credential policy, see the Academic Policies and Procedures Manual, Section 3.8.

The College only recognizes degrees from accredited institutions regardless of whether the degree is required for the position. Employees may not represent themselves as having a degree from a non-accredited institution in any course of their employment with the College.

Job Postings

The College is interested in your career advancement, and encourages qualified employees to apply for open, posted positions. Position openings are posted on the College's employment site at jobs.ivytech.edu. Here you can search available posted positions located at any of our regional campuses and the central office, apply on-line, attach your resume, cover letter, or other supporting documents and check the status of your application, any time anywhere.

Human Resources, along with the administrator responsible for the hiring decision, are the best judges of who should be interviewed and will identify candidates (internal or external) for consideration. Therefore, application for a position does not necessarily guarantee an interview.

When the College Administration initiates a transfer of an employee to a vacant position of equal or lesser classification, a posting of the vacant position is not required.

Leaving the College

Just as there is a special process for new employees, there is a comparable process for employees leaving the College. You should be aware of this process, since it applies to all terminating employees.

Resignations

We request that you give adequate notice of your resignation. This allows the College to arrange for a replacement and to minimize the interruption of College services. Your last day of employment must be a worked day unless you are unable to return to work after an approved leave of absence.

If you are a Faculty member or part of the Administrative staff, as a general guideline, inform the College in writing thirty (30) calendar days in advance of your resignation. If you are Support staff, inform the College fourteen (14) calendar days in advance of your resignation.

Exit Interview

Benefits-eligible employees will have an exit interview when leaving employment with the College. At that time, you should ask about your right to convert your group insurance coverage to individual coverage or your extended benefit options. This is also a good opportunity to ask about any retirement contributions that have been made for you.

You must return all college equipment, including keys, to the appropriate department.

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