Please read this handbook.
It tells you about the College's basic policies regarding your wages, hours, benefits, working conditions, and other matters of your employment. It also includes information you will want to know about the College.
Fringe benefit information in this handbook is only a general guide. Please read the benefits booklets which the College has given you for details.
If you have questions regarding your employment or the College, please ask your supervisor, Human Resources Administrator, or other Human Resources staff. They want to help you avoid misunderstandings. If they do not know the answer to your question, they will get it for you.
The College has essentially the following three types of personnel policies:
- No policy covering a particular subject. The local administrators are free to form their own policy covering that subject.
- A general policy, leaving the details up to the local administrators; for example, wage and salary administration.
- A detailed policy which administrators are expected to follow with less flexibility for local administrators; for example, health care and retirement.
All policies and benefit programs are subject to ongoing review by the College. Changes are made when necessary to ensure that the needs of both the employees and College continue to be met with regard to active and retired employees.
As changes occur or as new programs are developed, notification that these changes have been made will be communicated via statewide e-mail, on the Infonet bulletin board, and in the Inside Ivy Tech newsletter. It is important that you review these updates so that you are familiar with current policies and procedures.
No statement in this handbook is intended to create an employment contract between you and the College.
The College reserves the right to change personnel policies, benefits, and terms and conditions of employment at any time without notice.
Ivy Tech Community College of Indiana is an accredited, equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment, in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.
To Faculty and Staff:
It is an honor to serve as the president of Ivy Tech Community College of Indiana. I wish to first thank you for your support that has helped Ivy Tech become the largest singly accredited statewide community college system in the country and a national leader in so many areas.
We are proud of our past accomplishments and eagerly look forward to new challenges. Ivy Tech employees have a unique sense of teamwork. Together our faculty and staff ensure the success of our students and work to help them achieve their goals on their expected timeline, if not faster, and helping them achieve even more.
We provide opportunities for quality training and education - education which enhances the economic development and growth of Indiana by aligning with the needs of our workforce. We provide the talent Indiana companies’ need.
Some students enter the workforce right away with an Ivy Tech credential; for others this may be the start of their journey as they leave Ivy Tech with a credential and credits that transfer onto one of our many four-year partners.
During the busy routine of day-to-day activities, it is easy to forget the value of your contribution to the goals and mission of the Community College. At such a time, I would urge you to take a moment to talk with a student, look into a classroom, or listen carefully as a faculty or staff member discuss a graduate's success. Any one of these experiences will renew your enthusiasm. You will be reminded that your work is helping to make individual students' dreams come true and changing the lives of thousands of people each year. This is the work of which we can all be proud. Thank you for your individual contributions to accomplishing our mission. Together we really do change lives and make Indiana great.
Sue Ellspermann, Ph.D.
Ivy Tech Community College was founded in 1963 as Indiana Vocational Technical College. Back then, we focused primarily on technical and vocational education—but in the more than 50 years since, we’ve gone through enormous changes. Today, we’re Indiana’s only full-fledged community college, offering more than 150 programs in the following schools (and offering more than 100 transfer programs with in-state and out-of-state schools):
- School of Business, Logistics, & Supply Chain
- School of Public Affairs & Social Services
- School of Information Technology
- School of Arts, Sciences & Education
- School of Health Sciences
- School of Nursing
- School of Advanced Manufacturing, Engineering & Applied Science
We offer hands-on experience with some of the state’s most advanced technologies and training facilities, plus the convenience of more than 1,000 online classes, and the attention that comes with a small average class size of 22.
We have more than 40 locations, and teach classes in more than 75 communities. We have grown to become the largest public postsecondary institution in Indiana—and the largest singly-accredited statewide community college system in the entire country.
We are accredited by the Higher Learning Commission, and a member of the North Central Association. We shape our curriculum with the needs of local communities in mind—while our affordable tuition rates (annual full-time tuition just over $4,200) keep higher education accessible for those communities’ residents. A consideration that results in over 97% of our graduates staying in Indiana.
All those elements combine to make Ivy Tech a true engine of Indiana’s workforce, training Hoosiers for the careers that will grow our future economy.
In 2018, the College launched its new Strategic Plan: “Our Communities. Your College. Pathways for Student Success and a Stronger Indiana. Ivy Tech is committed to enabling our hardworking students to finish their programs and find high-value careers in growing fields. The seven goals of our strategic plan outline how we will achieve our vision of students earning 50,000 high-quality certifications, certificates, or degrees annually.
We are Ivy Tech, Indiana’s Community College. We serve the people of our state through accessible and affordable world-class education and adaptive learning. We empower our students to achieve their career and transfer aspirations. We embrace our vision of economic transformation inspired by the education and earnings attainment of our citizens, the vitality of our workforce, and the prosperity of our unique and diverse communities.
Ivy Tech Community College students will earn 50,000 high-quality certifications, certificates, and degrees per year aligned with the needs of our workforce.
We affirm ethical and academic standards that guide personal and intellectual development through principles of honesty, integrity, and fairness.
We foster engaging learning environments that employ leading technology and learning pathways that both challenge and support our students as they explore their potential.
We stand with students facing challenges impacting their college and career aspirations by leveraging the resources and services of our college and our community partners.
We commit to the discovery of insight and understanding through research, analysis, and measures as we advance educational attainment and align our contributions to the future needs of employers, educational partners, and communities.
We cultivate intellectual and cultural diversity; promote the free, open, and civil exchange of ideas; and celebrate the uniqueness of students, employees, and communities.
We seek and support collaborative relationships with community, philanthropic, workforce, and educational partners as we strive to achieve our mission.
Trustworthy and Transparent
We practice honesty, courtesy, and civility, respecting all. We believe in a college community inspired by collegiality, collaboration, and open communication.
Giving back a little can change lives!
The Ivy Tech Foundation is a not-for-profit organization established to direct contributions to provide support for the students and programs of Ivy Tech Community College of Indiana. The Foundation, organized in 1969, has contributed greatly to the statewide growth and development of the College. It continues to provide services where needed, especially in the area of financial support for Ivy Tech students.
Historically, staff and faculty have been tremendous supporters of the cause of the foundation through cash gifts and payroll deductions. Last year, over 1100 Ivy Tech employees provided financial support for Foundation activities. Many participate in the 1% giving club, knowing that it is not how much you give, but giving in proportion to what you have that matters. Payroll deduction is an easy and painless way to give. Gifts can be directed for use in areas of greatest need, or restricted to the uses of a particular Campus, instructional site, or program area. All gifts to the Foundation qualify as charitable contributions for federal income tax purposes as well as for special Indiana income tax credit.
More than $68 million in private donations has been received by the Foundation in the past five years. Donors have enthusiastically provided funds for student financial assistance, laboratory equipment and upgrades, and capital projects to renovate facilities, build buildings, and create new campuses across the State. Support for faculty training, staff development, and new programs associated with community college programming have also been targeted Foundation efforts.
For further information about the Ivy Tech Foundation and its programs, contact your local Executive Director of Development.
815 East 60th Street
Anderson, Indiana 46013
590 Ivy Tech Drive
Madison, Indiana 47250
200 Daniels Way
Bloomington, Indiana 47404
261 Commerce Drive
Marion, Indiana 46953
4475 Central Avenue
Columbus, Indiana 47203
3714 Franklin Drive
Michigan City, Indiana 46360
3501 N. First Avenue
Evansville, Indiana 47710
4301 South Cowan Road
Muncie, Indiana 47302
3800 North Anthony Boulevard
Fort Wayne, Indiana 46805
2357 Chester Boulevard
Richmond, Indiana 47374
50 West Fall Creek Parkway North Drive
Indianapolis, Indiana 46208
8204 County Road 311
Sellersburg, Indiana 47172
1815 East Morgan Street
PO Box 1373
Kokomo, Indiana 46903
220 Dean Johnson Boulevard
South Bend, Indiana 46601
3101 South Creasy Lane
Lafayette, Indiana 47903
8000 South Education Drive
Terre Haute, Indiana 47802
1440 East 35th Avenue
Gary, Indiana 46409
3100 Ivy Tech Drive
Valparaiso, Indiana 46838
50 Walnut Street
Lawrenceburg, Indiana 47025
COLLEGE SYSTEMS OFFICE
50 West Fall Creek Parkway North Drive
Indianapolis, Indiana 46208
Personnel Policies and Procedures cover a wide range of topics about your employment at the College: the type of position you might have, how you must conduct yourself, details about your paycheck, and the safety standards the College must maintain.
It is important that all employees are aware of this information. You are responsible for reading and understanding it. If there is something you do not understand, ask your supervisor for help. Your supervisor or Human Resources staff will be glad to assist you.
We would like to welcome you as a new employee to the College. As an employee of Ivy Tech, you need to understand the employment process. There are certain policies and procedures dealing with equal opportunity employment, new employees, advancement opportunities, and terminating employees. Also, there are different groups of employees and different types of employment at the College. If you have any questions about these, please ask your supervisor.
Non-Discrimination/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, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. The College is committed to providing equal opportunity in education and employment for all. Discrimination based on any protected class is prohibited.
As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment, in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.
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, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status, 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 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:
- Submission to the conduct is an explicit or implicit term of employment;
- Submission or rejection of the conduct is the basis for any employment decision affecting that individual; or such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creates an intimidating, hostile or offensive working environment.
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.
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.
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.
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.
This policy sets forth guidelines to address the needs of transgender and gender non-conforming employees. Ivy Tech Community College is committed to creating a safe work environment for transgender and gender non-conforming employees. This policy cannot anticipate every situation that might occur with respect to transgender or gender non-conforming employees as the needs of each transgender or gender non-conforming individual must be assessed on a case-by-case basis. In all cases, the goal is to ensure the safety, comfort, and healthy development of transgender or gender non-conforming employees while maximizing workplace integration and minimizing stigmatization of the individual. Employees who are considering or are in the process of transitioning to the gender they identify with, should consult with their Human Resources department for guidance and assistance with their transition in the workplace. Likewise, any transgender or gender non-conforming employee who believe they have been discriminated or retaliated against, for any reason, should contact their Human Resources department for assistance.
Transgender employees have the right to discuss their gender identity openly, or to keep that information private. College administrators, faculty and staff should not disclose information that may reveal an individual’s transgender status or gender non-conforming presentation to others unless or until the transgendered individual requests or consents to such disclosure.
Official Records for Employees
A transgender employee has the right to be addressed by the name and pronoun corresponding to their gender identity. Ivy Tech Community College will, consistent with any applicable legal requirements, change an employee’s official record to reflect a change in name and gender. Consistent with this, upon such formal change the College will update employee photographs to ensure that the employee is represented accurately.
As noted above, an employee has the right to be addressed by the name and pronoun that correspond to the individual’s gender identity. A court-ordered name or formal surgical or medical gender change is not required. Additionally transgender employees have the right to dress in a manner consistent with their gender identity, consistent with College policy.
Restroom/Locker Room Accessibility
Employees have the right to use the restroom or locker room facility that corresponds to their gender identity. Employees who want additional privacy may make use of individual user facilities, or more private areas, if such exist.
It is unlawful and violative of college policy to discriminate in any way against an employee because of the employee’s actual or perceived gender identity. Ivy Tech Community College of Indiana is committed to creating a safe work environment for all of its employees and will take such actions as necessary to enforce this policy.
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.
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.
Failure on the part of the faculty member or supervisor to comply with this policy may result in adverse employment action being taken, up to and including termination of employment.
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.
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.)
- “Hiring Process Complete” means that all required background checks have been completed and the employment offer is confirmed.
- "Criminal history check" means verifying that the selected applicant or employee does not have any undisclosed criminal history in every jurisdiction where the applicant or employee currently or has resided.
- "Educational verification" means ensuring that the selected applicant or employee possesses all educational credentials listed on the application, resume or cover letter or otherwise cited by the candidate that qualify the individual for the position sought.
- "Employment verification" means ensuring that the selected applicant or employee actually worked in the positions listed on the application, resume, or cover letter or otherwise cited by the candidate that qualify the individual for the position sought, as well as all employment during a period of at least seven (7) years immediately preceding application at Ivy Tech. This verification should include dates of employment and reasons for leaving each position.
- “Sex offender search" means verifying that the selected applicant or employee does not have undisclosed convictions of certain sex and violent crimes in every jurisdiction where the applicant or employee currently or has resided.
Please contact the Human Resources office if you have any questions regarding the application of this policy.
Each location conducts an orientation program for new employees. This program will familiarize you with the College's statewide and campus 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.
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.
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
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 twelve (12) or fewer contact hours per term. As a part-time employee an adjunct faculty is not eligible for participation in the College's core benefit programs but may participate in certain voluntary benefit programs.
All faculty are exempt, are not eligible for overtime pay and do not earn compensatory time. Faculty are expected to teach their assigned courses and fulfill all other faculty appointment obligations consistent with the faculty loading guidelines outlined in the Academic Support and Operations Manual, Section 7.2. Consult with your Human Resources Administrator or Vice Chancellor of Academic Affairs for more information.
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.
- benefits-eligible support employees are in positions that are typically planned for a period of twelve (12) months or more and work a regular schedule of at least thirty-two (32) hours per week.
- non-benefits-eligible part-time support employees are in positions that are planned for a period of twelve (12) months or more and work a regular schedule of less than twenty-nine (29) hours per week.
- non-benefits-eligible temporary support employees are in positions that are typically planned for less than twelve (12) months per year and cannot exceed 1,456 hours worked in twelve (12) consecutive months.
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.
- benefits-eligible administrative employees are in positions that are typically planned for a period of at least twelve (12) consecutive months and work a regular weekly schedule of at least thirty-two (32) hours per week.
- non-benefits-eligible part-time administrative employees are in positions that are typically planned for a period of twelve (12) months or more and work a regular weekly schedule of less than twenty-nine (29) hours per week.
- non-benefits-eligible temporary administrative employees are in positions that are typically planned for less than twelve (12) months per year and cannot exceed 1,456 hours worked in twelve (12) consecutive months.
Each of the three (3) employee groups has a salary classification structure. Salary ranges by classification are determined annually. Contact your Human Resources Department for further information
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.
If a former full-time benefits eligible employee is rehired to a full-time benefits eligible position within 180 calendar days after termination or losing benefits eligible status if still employed, the College will bridge continuous years of full-time service, including seniority for the rate of vacation accrual, the College’s non-elective retirement contribution percentage, and eligibility for the College Retiree Medical plan. Eligibility for employee benefit programs are subject to the provisions of the Benefit Plan Document, Summary Plan Description and/or established policy as written. The then-existing Plan document will govern all aspects of eligibility for employee benefits.
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.
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 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
Exempt (Administrative) Staff Classifications
E-1 Exempt positions with responsibility for the coordination of staff or student activities or positions where responsibilities are focused on specialized duties. Generally, a bachelor's degree is required with one (1) to three (3) years' related work experience OR an associate degree or industry related certification along with three (3) to four (4) years' related work experience. Positions with supervisory duties typically require one (1) to two (2) years' prior experience. Positions typically report to higher level exempt staff. Positions may include: advisors, associate/assistant directors, coordinators, librarians, network administrators, administrative assistant.
E-2 Mid-management positions with responsibility for the management and operational performance of activities of a department or function within a major organizational unit. Positions typically have responsibility for the supervision of exempt and/or non-exempt staff; managing departmental budgets; and, establishing departmental procedures and processes. Most positions require a bachelor's degree; master's preferred with three (3) to five (5) years' related experience. Some professions require a master's degree. Technical related positions require an associate degree or industry related certification along with four (4) to five (5) years' related work experience. Positions with supervisory duties typically require three (3) years' prior experience. Positions typically report to higher level exempt staff. Positions may include: directors, system developers, registrars, managers, assistant vice chancellor of student affairs.
E-3 Senior level administrative positions with responsibility for the direction of one (1) or two (2) major organizational departments. Positions typically supervise exempt and non-exempt staff. Typical responsibilities found in this classification are the development and control of budgets and personnel. Positions usually report to an officer of the College or higher level exempt staff. Most positions require a bachelor's degree; master's preferred with five (5) years' related experience. Some professions require a master's degree. Positions with supervisory duties typically require three (3) years' prior experience. Positions may include: executive directors, assistant vice chancellors of academic affairs.
E-4 The highest level of classified staff, positions in this category are those that typically report directly to an officer of the College. These senior administrative positions typically require planning, direction & control of a major organizational unit and/or a major College-wide function, with responsibilities that include frequent contact and coordination with College officers to assure operational implementation, of policies and procedures; or staff positions reporting to the President that require extensive experience, leadership and educational training. A doctorate and experience in higher education is required for some professions. Five (5) to ten (10) years' management experience desirable. Positions may include: Executive Director of Administration, Vice Chancellor/Dean, Vice Chancellor of Academic Affairs, Vice Chancellor of Student Affairs.
Certain positions that serve in a capacity for oversight of the college, a campus, or a major college-wide academic or administrative area are not classified. Typically, positions are President, Chancellor, Vice President and other officers of the College.
Nonexempt (Support) Staff Classifications
N-1 Position classification level no longer used
N-2 Positions involving the performance of relatively specific functions and duties that require a high school diploma or GED and can be performed through on-the-job training. Responsibilities are typically routine in nature, but require accuracy, care, and discretion. Responsibilities can be learned on-the-job given minimal education/training and/or experience. Positions may include: Maintenance/Custodial Worker, Receptionist, Clerk, and Security Officer.
N-3 Positions requiring intermediate level knowledge, skills, and abilities, typically associated with completion of a high school diploma or GED and specialized training (technical certification /associate’s degree) or two (2) to three (3) years of related experience. Works under general direction, with specific instructions on non-routine matters and has well developed oral and written communication skills. Positions may include: Maintenance/Custodial Worker, Office Assistant, Account Clerk, Academic Lab Assistant, and Security Officer.
N-4 Positions generally require advanced level knowledge, skills and abilities attained through two (2) years of specialized post-secondary education/training or technical/industry certification in a specific area and substantial related experience. Positions further entail independent work effort, confidentiality, and working relationships and contacts with administrators both inside and outside the organization. May supervise lower-level staff and/or student employees. Positions may include: Lead Custodial Worker, Executive Secretary, Office Coordinator, Technician.
N-5 The highest level of nonexempt staff, typically requiring an associate degree or technical/industry related certification and substantial knowledge, skills, abilities, & related experience. Positions typically entail the performance of administrative, professional or supervisory duties in conjunction with responsibilities typically associated with subordinate positions. Positions may include: Maintenance Supervisor, Office Supervisor, Coordinator, Senior Executive Secretary.
Faculty (Exempt) Classifications
F-1 Faculty Fellow
Description: Up to a two year teaching commitment dependent on college need and individual performance. Understood as entry point into the profession for credentialed individuals with minimal or no teaching experience. Rationale for the category is twofold - to provide mentoring and an introduction to teaching at the college level to individuals entering the teaching profession, both recent graduates and those changing careers; and second, provide the college with flexibility in relocating the temporary position following the appointment period as the need presents. Generally financed with non-recurring funds.
- Meets ASOM credentialing requirements for teaching assignments.
- Must remain in this classification at least one (1) year.
- Must have less than two years or equivalent of full time college-level teaching experience.
Description: Entry point into the profession for credentialed individuals with minimal or no teaching experience. Primarily for identified long term college needs in a discipline or program area.
- Meets ASOM credentialing requirements for teaching assignments.
- Must remain in this classification at least one (1) year.
- Must have less than five years or equivalent of full time college-level teaching experience.
F-3 Assistant Professor
Description - Entry point into the college for credentialed faculty with some college-level or equivalent teaching experience; or faculty with little or no teaching experience who possess an earned doctorate degree in the discipline.
- Meets ASOM credentialing requirements for teaching assignment.
- Must have five (5) or more years related teaching experience with at least two (2) years teaching equivalency full time in higher education; or must possess an earned doctoral degree in the assigned academic discipline.
- Must remain in this classification at least two (2) years at Ivy Tech and must have achieved five (5) years full time teaching experience in higher education before becoming eligible for F-4 classification.
F-4 Associate Professor
Description - classification for experienced faculty with teaching experience at the college.
- Meets requirements of F-3 classification.
- Minimum of Master's Degree.
- Evidence of teaching expertise, peer review required.
- Service to College outside teaching and administrative assignments (e.g. campus and statewide committees).
- Evidence of professional and community service.
- Must remain in this category at Ivy Tech for at least four (4) years before becoming eligible for F-5 classification.
Description - classification for faculty with significant teaching experience at the college.
- Meets requirements of F-4 classification.
- Master's required, Doctorate preferred.
- Evidence of significant contributions to College at statewide level.
- Evidence of professional contributions to field of study or to the teaching/learning process.
- Evidence of professional and community service.
- Scholarly activities -- one or more of the following: publication, or participation at state or national levels in organizations
Reports to the Department Chair or above, and has the responsibility for one program, one campus or one academic initiative. Manage all elements of the designated responsibility, including enrollment management, program administration, and human resource management, ensuring coordination with academic and non-academic departments. Performs faculty responsibilities as required.
Reports to the Dean of the School or above and provides leadership to establish a professional learning environment. Has the responsibility for two or more programs, campuses or academic initiatives. Manage all elements of designated responsibility, including enrollment management, program administration, and human resource management, ensuring coordination with academic and non-academic departments. Performs faculty responsibilities as required.
A faculty member who holds a Program or Department Chair designation is paid an administrative stipend for assuming these responsibilities. This stipend is not part of the faculty base salary.
Reports to the Vice Chancellor of Academic Affairs and serves as principal academic and administrative leader of the designated academic School working to achieve the College’s mission and strategic plan initiatives. The Dean has the responsibility for planning, budgeting, scheduling, staffing, curriculum, instruction, and other academic matters. This position actively represents the School and the College to students, parents, professional organizations, secondary and post secondary articulation partners, business and industry and other relevant constituencies. The Dean may deliver assigned classes in accordance with College loading policy and course objectives as needed.
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 Support and Operations 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 campus has the discretion to determine the increase amount within the ranges listed below:
|F3||Assistant Professor||$500 - 1,000|
|F4||Associate Professor||$1,000 - 1,500|
|F5||Professor||$1,500 - 2,000|
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 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 Support and Operations Manual, Section 7.1.
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.
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 campuses and the systems office, apply on-line, attach your resume, cover letter, or other supporting documents and check the status of your application, any time anywhere.
Benefits-eligible Administrative, Administrative Faculty, Regular Faculty and Support staff openings are posted for at least five (5) working days.
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.
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.
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.
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 campus. 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, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. 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 My Ivy. 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:
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 campus 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.
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.
Public Service Policy
Ivy Tech, as a state supported educational institution and an instrumentality of the State of Indiana for certain purposes under IC 21-22, does not endorse political candidates, political activities, or partisan activities. Employees are afforded constitutional rights and privileges of free speech, association, thought, and action; and are expected to abide by the responsibilities attendant to the exercise of these rights. The College understands that some employees, who wish to do so as a personal activity, may desire to participate in political activities and public service. An employee who intends to become a candidate for election or appointment to any public office, or to hold any public office, is responsible for knowing and complying with the policy set forth herein, and all state and federal election laws.
- "Federal office” refers to President of the United States, Vice President of the United States, and Senator and Representative in the Congress of the United States. IC 3-5-2-24
- “Elected office” means a federal office, state office, legislative office, school board office, or local office. Political party offices (such as precinct committeeman and state convention delegate) are not considered to be elected offices, for purposes of this policy. IC 3-5-2-17
- “Candidate” means a person who:
- (1) has taken the action necessary to qualify under Indiana law for listing on the ballot at an election or to become a write-in candidate;
- (2) has publicly announced or declared candidacy for an elected office; or
- (3) otherwise seeks nomination for or election to an elected office, regardless of whether the individual wins election to the office. IC 3-5-2-6
- “Candidate’s committee” means:
- (1) the principal political committee that each candidate is required to have under IC 3-9-1; or any federal law, or
- (2) an exploratory committee established by a candidate who has not decided whether to become a candidate for a specific office. IC 3-5-2-7.
- “Legislative office” refers to senator and representative in the Indiana general assembly. IC 3-5-2-28
- “Local office” means a circuit office (including judge), county office, city office, town office, township office, or other civil office for which the electorate of a political subdivision votes. The term includes all elected offices other than federal, state, legislative, and school board offices. IC 3-5-2-29
- “Public servant” means a person who is elected or appointed to office to discharge a public duty for a governmental entity. IC 35-31.5-2-261(2)
- “Appointed office” means a position appointed by an elected office or governmental entity to discharge a public duty for a governmental entity.
- “School board office” refers to an elected position on the school board of a school corporation. IC 3-5-2-45
- “State office” refers to the governor, lieutenant governor, secretary of state, auditor of state, treasurer of state, superintendent of public instruction, attorney general, justice of the supreme court, judge of the court of appeals, and judge of the tax court. IC 3-5-2-48
A full-time employee’s primary professional or occupational commitment is to the College. Part-time employees are expected to devote their professional or occupational time and energy in accordance with their agreed upon commitments. The Political Activities policy states that employees must not use their positions with the College for political influence or give the impression that they are doing so. As such, individuals serving in certain positions in the College may not become a candidate for elected office or form a candidate’s committee while employed with the College. Individuals in these positions serve as public spokespeople for the College and are often required to interact directly with local, state and federal elected officials and petition local, state and federal governments on behalf of the College and is in conflict with the College’s nonpartisan/nonpolitical position. These positions are:
- Those individuals service on the Cabinet of the President
Before becoming a candidate for elected office, forming a candidate’s committee, or becoming a public servant, an employee must execute a written agreement with the College attesting that appropriate arrangements have been made to ensure their candidacy in no way will interfere with the full performance of their employment with the College or the College’s nonpartisan/nonpolitical position. The arrangements made and the written agreement are subject to the approval of the Chancellor of the Campus, if a campus employee, and the President. The written agreement is available at the link provided: Public Service Policy Agreement
Employees who seek an elected office or appointed office must do so on their own time. If the duties associated with either their campaign for elected office or their service in appointed or elected office will interfere with the full performance of the employee’s duties as an employee of the College, then an alternate relationship with the College, which may include a change from full-time status to that of part-time, an unpaid leave of absence, or termination of employment, must be arranged.
No College resources, personnel or equipment of any kind may be used in furtherance of an employee’s candidacy for elected office or during their service in elected or appointed office. The employees must be clear in their statements of candidacy that they are not speaking on behalf of the College, and they must do everything reasonably within their control to assure that there is no public misperception on this point.
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 campus 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.
It is the policy of the College that:
- 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.
- 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.
- 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.
- 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.
- No employee shall do any act that potentially could conflict with the principle that this policy is intended to implement.
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
- College equipment, materials or supplies will not be purchased from College employees.
- College students shall not be assigned on-the-job training activities at a site or business owned or operated by a College employee.
- 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 campus 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.
Leadership Escalation Policy
The College expects all Campus and Systems Office leaders to act thoughtfully and urgently to evaluate situations for potential adverse impact to students, other departments, campuses, the College as a whole, or external partners, and escalate all items both important and urgent to their timely resolution.
The purpose of this policy is to elevate and resolve concerns that arise from time to time, however this policy is not intended to replace and/or override existing College policies and procedures relative to public safety emergency responses, potential information security breaches, or ethics concerns. In these types of incidents, the appropriate College policies and procedures shall be utilized.
Organizational Scope of Audience:
All Campus-level and Systems Office leaders (e.g. Chairs, Deans, Directors, Executive Directors, Vice Chancellors, Chancellors, AVP’s, Vice Presidents, Sr. VP’s, President).
Acknowledging that issues and problems arise periodically, the following policy is intended to guide leadership actions so that the issue or problem is resolved at the lowest possible level in the College with effective communication and handling to allow other departments, campuses and/or the College to avoid similar issues or problems Additionally, if the issue or problem is not being resolved in a reasonable period of time, the policy is intended to guide how leaders act and escalate the concern to other organizational levels until the issue or problem is resolved.
This policy recognizes that issues and problems do not typically “get better” with time, and that they should be addressed as quickly as possible. In addition, Ivy Tech operates in a matrix reporting structure requiring that various individuals across the organization may need to be informed and/or engaged when an issue or problem is identified. This policy does not provide an exhaustive list of situations in which this policy should be utilized, so leaders are encouraged to be proactive rather than reactive and to consider whether the issue involves a situation in which we are not fulfilling our promise to students or external partners, potential legal issues, and/or where actions at one campus may impact other campuses and/or the College as a whole. If any of those are the case, escalation steps should always be followed in a timely and thoughtful manner.
This policy is intended to address the needs of people (e.g. students, employees, community), the College (e.g. department, campus, etc.), and community and/or external partners (e.g. K12, employers, other colleges or universities). To that end, this escalation policy sets the expectation of leaders to engage the appropriate individuals and departments, and inform the appropriate individuals and offices across the College.
- Leaders are empowered to address the issue or problem identified within College policy and applicable College procedures. Where an exception is being made to an existing policy or procedure, that should be documented (with the rationale) and it should be made clear that the exception does not set a precedent.
- If the leaders are unable to resolve the issue or problem, they are empowered and expected to notify and engage their direct supervisor or the appropriate leader at their part of the College in a timely manner. They are also empowered to follow-up on the issue or problem until it is resolved.
- If the issue or problem impacts more than one department or campus, the leaders are empowered to notify their peers at the other departments or campuses, as well as the appropriate leaders within Systems Office.
- The escalation of an issue or problem should progress upward in the College until it is resolved. If necessary to resolve the issue or problem, unresolved issues or problem should be escalated progressively up to the College President.
- It is expected, as part of this policy, that appropriate parties (internal and/or external) should be notified by the most appropriate Ivy Tech leader (i.e. Chancellor, President, College administrator).
- To outline the progression through the escalation of issues or problems, please see the following procedure.
The intent of the policy is outlined in the following flowchart.
There are many related policies and procedures; the following list is intended to be representative rather than an exhaustive list.
- Ethics Point
- Finance escalation policy
- OIT Change Control Process
- Blackboard Escalation Process
- Ivy Tech Foundation Whistleblower Policy
Senior Vice President/Chief Operating Officer
Chancellors (at the campus level)
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.
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
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.
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.
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 campus 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 Campus or from a Campus if the complaint is filed by a Systems Office employee, who shall coordinate the handling of the complaint and shall be directed by the General Counsel’s office.
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 campus, 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) campus or Systems Office administrator;
- One (1) other campus or Systems Office College employee as determined by the CEO or designee.
A record of all hearing meetings shall be kept. The Committee’s recommendations will be advisory and the campus 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 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.
Workplace Flexibility is one component of work-life effectiveness. The College offers multiple workplace flexibility options including Compressed Workweek, Flexible Scheduling, Reduced Hours, and Alternative Work Location. Workplace flexibility solutions are not an entitlement. Employees interested in a flexible work arrangement should consult their immediate supervisor for consideration.
Full-time non-faculty employees may request to work a compressed workweek schedule if the 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, a compressed workweek schedule may consist of four (4) or five (5) days per week that may be inclusive of greater or fewer than eight (8) hours per day, and still maintaining forty (40) work hours per week(based on 100% FTE).
Schedule should be adjusted in consultation with immediate supervisor to account for College observed holidays and/or scheduled closures that occur within a given work week.
- Example: Employee is scheduled to work four (4) days per week at ten (10) hours per day with a 30 minute or one hour unpaid meal break each day
- Example: Employee is scheduled to work four (4) days per week at nine (9) hours per day, and one day of the week at four (4) hours with a 30 minute or one hour unpaid meal break each day
Requests pertaining to the Compressed Workweek must be made in writing and approved by the immediate supervisor and department head. Employees 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 a Compressed Workweek arrangement when deemed necessary. Notice will be provided to the employee as far in advance as possible so personal arrangements can be made, as required.
The Compressed Workweek arrangement does not continue when the employee moves to a different job. A new request will need to be completed.
Full-time non-faculty employees may request to work a flexible schedule if the department is sufficiently staffed and alternative scheduling would not hinder business needs to provide required operations and services. A flexible schedule is when the start and end times of a standard work day differ from the established standard (8:00 am to 5:00 pm) with a one hour unpaid meal break, yet the same number of hours per day are maintained.
At the discretion of the supervisor, non-Exempt employees may have their stated work hours adjusted within the workweek in order to maintain a 40 hour workweek. Hours worked in excess of 40 hours in a workweek qualify as overtime.
- Example: Employee is scheduled to work five (5) days per week, 9:00 am – 6:00 pm with a one hour unpaid meal break each day.
- Example: Employee is scheduled to work five (5) days per week, Monday/Wednesday/Friday 7:30 am – 4:30 pm, and Tuesday/Thursday 8:30 am – 5:30 pm with a one hour unpaid meal break each day.
- Example: Employee works 8:00 am – 4:30 pm with a 30 minute unpaid meal break.
Requests pertaining to the Flexible Scheduling must be made in writing and approved by the immediate supervisor and department head. Employees 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 a Flexible Scheduling arrangement when deemed necessary. Notice will be provided to the employee as far in advance as possible so personal arrangements can be made, as required.
The Flexible Scheduling arrangement does not continue when the employee moves to a different job. A new request will need to be completed.
Full time faculty and non-faculty employees may request to work less than 40 hours per week, but a minimum of 32 hours in order to remain in a full-time, benefits eligible status if the department is sufficiently staffed and alternative scheduling would not hinder business needs to provide required operations and services.
Salary and accruals will reflect Full Time Equivalency (FTE).
- Example: Employee works 36 hours per week (.9 FTE) or 32 hours per week (.8 FTE).
Requests pertaining to Reduced Hours must be made in writing and approved by the immediate supervisor and department head. Employees 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 Reduced Hours arrangement when deemed necessary. Notice will be provided to the employee as far in advance as possible so personal arrangements can be made, as required.
The Reduced Hours arrangement does not continue when the employee moves to a different job. A new request will need to be completed.
Alternative Work Location
Alternative Work Location (AWL) assists departments in establishing alternate work arrangements for staff whose responsibilities can be performed outside the customary/traditional office setting (non-Ivy Tech location) for up to one day per week. AWL addresses regular, on-going arrangements of working at an alternative location, and are not meant for sporadic or infrequent occurrences of remote work. This may involve the use of telecommunications (smartphones, tablets, fax, internet access, etc.) or other computer technologies. An AWL agreement detailing mutually agreed upon work schedules, performance expectations, and any other pertinent issues must be completed and signed before beginning the work arrangement. Working from an alternative location does not change the terms and conditions of employment as outlined in the Employee Handbook.
- The work arrangement will not adversely affect an employee’s eligibility for advancement or any other employee right or benefit.
- Required work hours, performance expectations, and employee compensation will not change as a result of the AWL agreement.
- The actual work schedule of the employee will be determined by the supervisor, and will be documented in the AWL agreement. The College must be able to contact the employee by phone and electronic correspondence (e.g. email and instant messaging) during the scheduled work hours.
To be eligible for participation in the AWL, an existing employee must have completed six months of satisfactory employment with the College. This six-month requirement may be waived at the discretion of the Chancellor, Vice President, or designee. Employees on a performance improvement plan are not eligible.
Alternate Work Location Agreement
- An AWL agreement will be for a defined period of time and is subject to renewal and amendment. The agreement may be discontinued by the employee or by the supervisor. However, the supervisor, in consultation with Human Resources, may end the agreement without notice if circumstances require such action.
- Near the end of the agreement both the supervisor and the employee will evaluate the agreement and make recommendations for its continuation, modification, or discontinuance. All renewals and changes are subject to the approval of the supervisor.
- An AWL agreement will contain the following:
- Employee performance expectations
- Equipment use
- Acknowledgement that a safe work environment must be utilized to ensure the safety of the employee and any College equipment and materials that may be used.
- Workers' Compensation eligibility and requirements
- A disclaimer stating “Nothing contained in this agreement conveys upon the employee a contract of employment”.
- Before signing the AWL agreement, the supervisor should ensure the employee understands all of the obligations as stated in the agreement.
- An AWL agreement will contain the following:
- Copies of the signed agreement are to be distributed to the employee, the supervisor and the campus human resources office and the original signed agreement will be maintained in the employee’s personnel file.
Travel reimbursement for College business while working from an alternate work location is calculated based upon the employee’s primary work location. Please refer to the Financial Management Manual (FMM) for detailed guidance.
Travel to an alternate work location does not qualify as a reimbursable expense.
Computer Resources Policy
The employee will adhere to the College’s Computer Resource Policy when working from an alternative work location. This includes the use of a secured network, use of cloud storage, file sharing, and confidential information.
To ensure the success of the workplace flexibility policy and the alternative work location option, OIT will provide loaner laptops at the campuses and systems office under the following guidance.
- Employees will be expected to utilize a College provided laptop for their alternative work location arrangements
- OIT will ensure enough loaner laptops are available to meet the approved arrangement
- Loaner laptops must be returned to OIT by noon the following work day to ensure inventory is sufficient to meet the need.
Workers’ compensation will continue to exist for the employee when performing official work duties as part of AWL agreement. Any work-related injuries must be reported to the employee’s supervisor immediately, and the employee must complete all necessary or management requested documents regarding the injury. The employee agrees to maintain a safe and ergonomically sound work environment. Refer to existing ergonomic resources at ivytech.edu/risk.
Termination of Agreement
The College or employee may terminate the AWL agreement at any time with or without cause. Notice will be provided to the employee as far in advance as possible so personal arrangements can be made, as required. The agreement does not continue when the employee moves to a different job. A new agreement will need to be completed.
Additional Personnel Policies
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.
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 campus is encouraged to determine if the College already holds a valid membership prior to incurring additional membership expenses.
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.
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 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 condition:
- 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.
If you have received pay for time-off and you work hours beyond your regular schedule, you will be compensated for the additional hours at your regular hourly rate 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 every other Friday for the pay period ending two (2) weeks prior. 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.
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.
Newly-hired employees are required to have payroll direct deposit as a condition of employment. The only exceptions are workstudy students.
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.
The College may close due to emergencies or other events that are authorized by the President, Vice President, or Chancellor.
It is possible the College (a campus, site, or other location) might close for emergency reasons (such as severe weather) or other events. If the closure 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 the closure. If the benefits-eligible employee or adjunct faculty's normal working period has not yet commenced when a 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 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 campus 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 is asked to cover 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.
The College wishes to provide a safe and accident free work environment. To do this, you and your fellow employees should take an active part in the workplace Safety Program. This program is based on the federal standards for the maintenance of a safe workplace and has been developed to satisfy the needs of each individual Campus. There are resources in each Campus and in the Systems Office to carry out a positive, ongoing safety and health program. These resources are:
- your supervisor,
- the Human Resources Administrator,
- the Safety Committee, and
- the Emergency Response Guide
Safety is each employee's responsibility. Please use these resources to make a safer workplace for everyone. It is part of your job to know and follow all safety standards. Discuss what is required with your supervisor and the Safety Committee. Know the rules and follow them. Report all unsafe conditions and encourage others to do the same. A safe workplace benefits everyone.
Campus Safety Committees
Each Campus has a Safety Committee made up of at least one (1) Faculty member, one (1) Facilities department member, one (1) Support staff member, and one (1) Administrative member. The Committee carries out a quarterly inspection of each Campus facility. The Committee reports to the College Systems Office on a quarterly basis after the inspection. The report identifies any unsafe conditions that were found, and the steps taken to eliminate the unsafe conditions. It includes follow-up procedures to ensure that the unsafe conditions were eliminated. The Human Resources Department is responsible for certain bulletin board postings, OSHA reports and information distribution.
Emergency Response Guide
Each Campus has an Emergency Response Guide covering procedures for fire, tornado, severe thunderstorms, earthquakes, suspicious mail, bomb threats, evacuation, biological agents, medical emergencies, chemical spills, and hazardous gases, drugs, and alcohol, and workplace violence. A copy of the guide will be located in each classroom and provided to each benefits-eligible employee. It is each employee's responsibility to read, understand and follow the instructions in the guide. Additional copies of the guide are available from the Human Resources Department.
Condition of Premises
You and all the other employees are responsible for the condition of the College's premises. You are accountable for identifying, correcting or reporting unsafe conditions in your office area, classroom, laboratory or working area.
Reporting of 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 or illness on the appropriate accident form as soon as possible. You should do this no matter how minor the accident. Supervisors must report to the designated Campus staff.
If you fail to report an accident which develops into a serious injury or illness 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.
The safe use of college vehicles is basic to any safety program. Only properly licensed employees approved by the Vice President, Chancellor or designee are allowed to operate college vehicles.
Report immediately any accident or injury involving a college vehicle. If you are in an accident, there is a booklet in the glove compartment to help you gather the necessary information from the other parties. Be sure to use it.
College vehicles may be used for college business only. Unauthorized trips for personal reasons or transporting unauthorized persons in a college vehicle is a misuse of college property which may lead to disciplinary action, up to and including termination of employment.
Safety and Violence Prevention Notice
Ivy Tech is concerned with the safety and security of its students, staff, and faculty, as well as guests and visitors on our campuses. In this age of increased threats in schools and the workplace, people have a heightened sense of concern for their own personal safety and the safety of others. It is imperative that if you see or hear a threat that you report it immediately. The intent of this notice is to remind persons of the College's policies regarding safety and violence and provide guidance for persons who perceive that someone has made a threat. The appropriate college administrators will deal with actions or statements (including notifying local law enforcement officials) that a reasonable person could interpret as leading to an act of possible violence. Comments such as statement to "get even" with someone, a threat to kill or injure someone, or to blow up the building are examples of threatening or intimidating language. The comment does not need to be made directly to the potential victim. Individuals who express violent words or behaviors, should be referred to the Vice Chancellor of Student Affairs or the Human Resources Administrator for suggestions of community mental health organizations.
Weapons on Campus
Firearms or other deadly weapons, as defined by Indiana Code 35-31.5-2-86, are prohibited on College property, at events hosted by the College, or while representing the College. This prohibition includes, but is not limited to, the introduction, possession, use, purchase, sale, or transfer of deadly weapons. Active duty, sworn law enforcement officers, in good standing with their host department, and employed by the College in their official capacity as a police officer are exempt from this prohibition. Violation of this policy can result in disciplinary action up to and including termination of employment.
Students who believe that another student, employee, or visitor has made a threatening statement or has brought a weapon to the College must immediately report the incident to the Vice Chancellor of Student Affairs. Likewise, employees who become aware of a threatening situation or potential for violence must contact the Human Resources Administrator. If the Vice Chancellor or Administrator is unavailable, please report the incident as quickly as possible to any person in a managerial position. Persons making a report will be asked to provide as much detail as possible, including names of other witnesses, the name of the person making the threat or possessing the weapon, location and other pertinent information that would be helpful in conducting a fair and accurate investigation.
All reported incidents will be investigated. Information about the allegation will be shared only with those who need to know about it. Complete confidentiality cannot be guaranteed since conducting an effective investigation would not be possible without revealing certain information to the alleged violator and potential witnesses. The Vice Chancellor of Student Affairs will participate in the investigation of incidents involving students and the Human Resources Administrator will participate in the investigation of incidents involving employees.
After all of the evidence is in, interviews are final, and any credibility issues are resolved, a determination as to whether a violation of policy occurred will be made. The parties directly involved will be informed of the determination. If no determination can be made because the evidence is inconclusive, the parties will be informed of this result.
After the determination is made, the College will undertake prompt and appropriate action, including discipline up to and including dismissal (if a student) from the College or termination (if an employee) whenever it determines that a violation of these policies has occurred. The person(s) reporting the incident as well as the potential victim(s) will be informed of the outcome of the investigation and corrective action (if any).
College Communicable Diseases Policy
The College Communicable Disease Policy promotes responsible behavior concerning health-related issues in the workplace. Prevention of disease transmission at work is the responsibility of both the College and the individual employees. The College will follow the recommendation of the Indiana State Board of Health (ISBH) when an employee contracts a documented communicable disease while working.
The College will move quickly to:
- Obtain reliable evidence of the presence of the disease;
- Request guidance from the ISBH; and
- Act on ISBH recommendations.
Individuals who have or suspect they have a communicable disease are expected to behave responsibly to prevent disease transmission at work.
Indiana Code 16-1-20-21 prohibits individuals with certain communicable diseases from working in food establishments in any capacity in which medical evidence indicates that the person may spread the disease. An employee working in one of the College's food establishments who is diagnosed by medical authorities as having a communicable disease which may be spread through continuing normal work practices must inform the Human Resources Administrator immediately. Alternative work assignments may be considered.
College AIDS Education and Prevention
Indiana Code 20-8.1-11 requires the College to provide our employees with education about AIDS. As required by the Code, this education includes:
- explaining the definition, cause, transmission and incidence of AIDS;
- describing types of behaviors that put individuals at risk of exposure to AIDS and precautions that reduce that risk;
- detailing the Universal Precautions and location of barrier precautions for safely dealing with accidental blood and body fluid spills at work;
- outlining the College AIDS policy and local AIDS resources; and
- encouraging acceptance of co-workers and students with AIDS.
The law requires that all employees be provided this information and acknowledges receipt of this material.
Universal Precautions Information Center for Disease Control (CDC)
As an employee, you may experience a body fluid spill from a co-worker or student while at the College. Because blood and body fluids contaminated with blood are routes of transmission for the AIDS virus called HIV, exposures to these fluids are potential exposures to HIV. In order to prevent the transmission of HIV, the following information will be given to you and all employees:
- Universal Precautions guidelines for safely dealing with these accidental exposures (including "handling exposures resulting from spills")
- location of barrier precautions
- review of College AIDS policy
Consistent with the Indiana State Board of Health guidelines, Universal Precautions are required to be used with all spills of/or accidental exposures to blood or other body fluids. The Indiana Code requires that employees who fail to use required Universal Precautions will be disciplined. In compliance with the Indiana Code, normal College disciplinary procedures will be followed.
AIDS and HIV Prevention Training Health Services Area
Indiana Code 16-10-7 requires specialized training for those groups of employees who are at greater risk of exposure to blood or other body fluids, especially those contaminated with blood, during their work at the College. According to the Indiana Code, this training must occur before an employee performs any tasks that put them at risk of exposure to HIV contaminated blood or body fluids. Most of this group of employees (including part-time employees) work in the health services area and have a background in infectious disease control. Academic Affairs will build on this technical background and provide the appropriate specialized AIDS prevention training for each health services program.
The College will document that employees who are at risk of exposure to blood or body fluids contaminated with blood participate in this AIDS prevention training.
Availability of HIV Testing
Employees who have documented college-related exposure will follow established workers compensation reporting requirements and be referred to appropriate counseling designed to assess the need for HIV testing
The College will use the Universal Precautions and guidelines that are recommended by the Indiana State Board of Health as the foundation for AIDS education and training.
AIDS and Handicap Law Section 504 of the Federal Rehabilitation Act of 1973
Ivy Tech is an Accredited Affirmative Action/Equal Opportunity State College and will protect the rights of disabled employees including those with AIDS. The College will make reasonable accommodations for disabled employees. Any college action for reasonable accommodation will take into consideration the well-being of the affected individual, fellow employees, students and the College.
Drug and Alcohol-Free Workplace
The College is committed to maintaining a drug and alcohol-free workplace for employees and students. This is an essential part of:
- Ensuring the safety of employees and students while at work and school, and
- Eliminating poor job performance, inefficient operations, college rule violations, or any unethical behavior.
The use of alcohol, certain drugs and controlled substances is known to be detrimental to physical and psychological well-being. Their use is associated with a wide variety of health risks. Among the known risks are severe weight loss, malnutrition, physical and mental dependence, changes in the reproductive system, heart problems and even death. It is the employee's and student's responsibility to know which drugs are illegal. It is not the responsibility of the College to prepare a list of illegal drugs.
Compliance with this policy is a condition of employment for all paid Staff and Faculty of the college.
Drug and Alcohol-Free Workplace Policy
1. The following actions are prohibited at a college facility or while engaged in college-related activities: the unlawful manufacture, distribution, possession, sale, use or being under the influence of a controlled substance, drug, or alcohol.
2. Violations to this policy will be considered gross misconduct and will result in immediate disciplinary action that includes one or more of the following:
- a first written performance improvement plan
- a second written performance improvement plan
3. All employees must abide by the terms of this policy. Should an employee be convicted of any criminal drug statute violation at a college site or while conducting a college-related activity, that employee must notify his or her Human Resources Administrator no later than five (5) calendar days after the conviction. Employees who fail to notify their Human Resources Administrator within five (5) calendar days are subject to immediate termination from College employment.
4. If an employee is convicted of a criminal drug statute violation as listed in item 3, the Human Resources Administrator must notify the General Counsel within five (5) calendar days after being informed of the conviction by the employee.
5. All newly hired employees will receive and formally acknowledge receipt of this policy at the beginning of their employment with the College. Refusal to formally acknowledge receipt of this policy is grounds for dismissal from the College.
Indiana and Federal Laws
In addition to the College sanctions, Indiana and Federal laws provide for fines and/or imprisonment for the unlawful possession, sale, manufacture or distribution of drugs or alcohol. The amount of the fines and the length of the imprisonment vary according to the type and amount of the substance involved, the offender's past record for such offenses, and a variety of other factors. One particularly relevant factor is that the legal sanctions for the unlawful distribution of drugs increase if the substance is distributed to a person under twenty-one (21) years of age or within one thousand (1,000) feet of the property of a post-secondary institution.
Drug and Alcohol Free Awareness Program
Each Campus Administration, as well as the Systems Office Administration, is responsible for offering a Drug and Alcohol-Free Awareness Program each year to which all employees under their jurisdiction have access. Topics for this program will include:
- College drug-free workplace policy
- Safety at work related to controlled substance or drug abuse for employees and students
- Health effects of controlled substance or drug abuse
- Community resources for employee rehabilitation from drug or controlled substance abuse.
Ivy Tech is committed to student success, which includes academic support and career readiness. At times, despite our best efforts, students can experience obstacles in their lives that challenge even those most committed to succeeding. Likewise, the College is committed to the health and wellbeing of our faculty and staff. They too can experience similar obstacles and challenges that may impact their ability to perform their best work in support of the College’s mission. Because suicide is a leading cause of death among college students, Ivy Tech is committed to providing students and staff with information to increase awareness of suicide prevention. As such, each campus will provide a list of resources available to students and staff through a website that will be updated periodically, but at least annually, by representatives in Student Life. This resource will provide national, state, and community crisis intervention information including suicide prevention hotlines, available mental health programs, programs or resources offering information on crisis hotlines and suicide warning signs; educational and outreach activities related to suicide prevention; post-intervention plans, including information on effective communication with students, staff, and parents after the loss of a student or faculty member due to suicide; and mental health services and other support services, including student organizations.
Access to and use of college computer resources is an educational opportunity which is a privilege extended by the College to employees and other authorized users to promote the mission of the College and carry out assigned job responsibilities. Computer resources are defined as including, but not limited to, hardware, software, systems, networks, data stored, transmitted or accessed using college computers and college provided access to email, Intranet, Internet, World Wide Web, or any other internal or external service, server or provider. Any activity which violates local, state or federal law or ignores common standards of honesty, privacy and decency is a violation of this policy.
Acceptable Use of College Computer Resources
College computing resources are to be used to advance the College's mission of education, research, and public service. These resources are provided to employees and other authorized users for purposes related to their studies, their responsibilities for providing instruction, the discharge of their duties as employees, their official business with the College, and other college authorized activities.
The College acknowledges, however, that occasionally employees use college computing resources assigned to them or to which they are granted access for non-commercial, personal use. Such occasional noncommercial uses are permitted by employees if they are not excessive; do not incur costs; do not interfere with the efficient operation of the College, its employees, or its computing resources; are not prohibited by the supervisor or faculty; and are not otherwise prohibited by this policy or any other college policy or directive. The College will not provide technical support for any use not directly related to college business.
Computing resources may not be used for any purpose which is illegal, immoral, unethical, academically dishonest as in plagiarizing or cheating, damaging to the reputation of the College, inconsistent with the mission of the College, or likely to subject the College to liability as determined solely by the College.
Unless approved or endorsed by the College, college computer resources may not be used to:
Promote, advertise, sell or create:
- Products or services as part of a personal or private business venture or intended for personal profit.
- Products or services of another organization not supported or endorsed by the College.
Promote, advocate, criticize or lobby for or against:
- Political causes, issues, office holders or candidates.
- Religious beliefs, ideas, organizations or materials.
- External organizations not supported or endorsed by the College or part of normal college activities or an employee's assigned duties.
Send, post, download, print, or intentionally receive or display information outside the scope of employees normal duties or approved academic studies and research which concerns:
- Political causes, office holders or candidates.
- Religious beliefs, organizations or materials.
- Pornographic or harassing materials.
Play or participate in:
- Networked or on-line games.
- Networked or on-line chat rooms or list servers not related to College business, academic studies or job function.
- E-mail chain letters.
Harassment and Discrimination
The College is an equal opportunity institution and emphasizes the need for a quality environment free of harassment, and prejudice of any kind. Prejudice can include, but is not limited to, prejudice against race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. Employees are prohibited from making statements or taking actions that are potentially offensive and embarrassing to others. Failure to adhere to the normal standards of courtesy and consideration may lead to disciplinary actions. Prejudice, harassment, and intimidation can take many forms, including the transmission of electronic data.
Displaying on a computer screen or printing materials that violate the College's harassment/intimidation, or prejudice policies is prohibited. This policy includes, but is not limited to, computers located in student labs and employee offices. Violators shall be subject to the appropriate disciplinary actions set forth in the Employee Handbook, the Student Handbook and the Academic Policies and Procedures Manual..
The use of any materials, logos or other items copyrighted by Ivy Tech without express permission is prohibited. Refer to the Software Use Policy for information regarding the appropriate use of copyrighted software.
Using college computing resources (systems, networks, or Internet access) to acquire via peer-to-peer, social networks, e-mail, direct download or any other file sharing / transmission protocol of copyright protected media (music, movies, software, games, etc.) is prohibited unless user is lawfully licensed to possess said media
Misuse of computer resources and violations of these policies may subject users to disciplinary actions. Users may lose their college computing privileges and face other disciplinary actions, as outlined in the Employee Handbook, Student Handbook, and Academic Policies and Procedures Manual. Illegal activity involving college computing resources may also subject violators to prosecution by local, state and/or federal authorities.
General Computer Resources Policies
All College departments have responsibility for providing and maintaining shared computing resources. The amount of information that can travel at one time across communication lines is limited. All users of college computing resources are required to follow these general computing guidelines out of respect for system performance and the cooperative spirit among system users.
The College has the right to review any use of college owned and leased or attached computer resources and any materials stored and/or transmitted on these resources. In addition, the College reserves the right to perform these reviews without the prior knowledge of the individual user. Such reviews must be authorized by Campus or Systems Office Administration prior to the review. All users of college resources must respect the rights of others, respect the integrity of the physical facilities, and comply with all applicable laws, regulations, licenses, contracts, and college policies. As a public institution, the College may be required to release information to outside agencies. Users are cautioned to exercise due diligence and not store information that they consider personal in nature on college resources.
Viruses pose a direct threat to the viability of college data. In order to help protect College computer systems, users must take necessary precautions and virus scan the following sources of information prior to installing on or while downloading to any College operated computer system:
- New Software
- E-Mail Attachments
- Internet Downloads
As an added precaution, computer systems must be scanned on a regular basis.
Users must follow the copyright laws, trademark standards, software license agreements, and patent information governing software. Unauthorized copying of licensed software is illegal. The College will not provide support to users with software in violation of copyright laws. Such software will be removed when detected. To determine the copyright policies for college-owned software, employees should contact their supervisor. Students should contact the appropriate faculty member.
The College has multiple Local Area Networks (LANs). Each LAN will have special considerations such as security, safeguards, backups, and disaster recovery.
- The system administrator has the responsibility to ensure security safeguards, and backups.
- At least two (2) individuals must have basic working knowledge of each LAN.
- Each user of the LAN will be authorized to access only the files they need.
- Network security requires each user to create a unique password and change that password at College designated intervals. Here are a few sample passwords: Gd1+1gr8 ImN1+sed W8tn4Go.
- Each server must be backed up on a regular basis.
- The physical access to each server must be secure.
- All networks must comply with the College Disaster Recovery Plan. A copy of this plan may be obtained from College Information Technology Services.
Certain aspects of network use are not applicable to every employee. Employees whose job responsibilities include network system administration must comply with all of the above.
- E-mail is not considered to be private. Electronic mail which is composed, sent, received, or stored on college equipment may be subject to monitoring and review. Do not send any e-mail message which you would not want reviewed by a third party.
- As a public institution, the College may be required to release contents of electronic mail to outside agencies.
- E-mail accounts are backed up as a regular course of network operation. The deletion of an e-mail message does not remove all copies of the message.
- Once sent, an e-mail message will not be deleted or altered.
- The College is not liable for lost or deleted messages.
- Sending excessive, annoying, threatening, or harassing messages is prohibited.
- Employees who wish to make solicitations via e-mail must first receive the written permission of the appropriate College Officer or their designee.
- The use of another individual's e-mail identification or the use of a false e-mail identification is prohibited.
- The College will not provide technical support for personal e-mail transmissions.
The purpose of the Internet and the World Wide Web is to facilitate information gathering and communication in support of research and education, by providing access to unique resources and collaborative efforts.
The use of the Internet is an educational opportunity which is a privilege. Inappropriate use, at inappropriate times, or any violation of the conditions and rules for use, may result in cancellation of a user account. The College and its management reserves the authority to determine appropriate use and may deny, revoke, suspend or close any user account at any time based upon a determination of inappropriate use.
- Users shall not use the Internet resources for non-academic activities which disturb system efficiency (including Internet "chat rooms" and network versions of multiuser games).
- Users may encounter materials which may be considered inappropriate or controversial. It is the user's responsibility not to initiate access to such material, and not to disseminate it further. The College has the right to filter access to non-educational, illegal, or malicious web sites.
- Home pages created by college employees and representing courses or products of the College, are subject to review by and approval of the appropriate College Officer or their designee.
- Users should be cautious about accepting programs for the purpose of data collection by an Internet source (often referred to as "plug-ins", "applets" or "cookies"). These programs may allow unauthorized access to data stored on individual computers or networks.
- The College assumes no responsibility for any direct or indirect damages arising from the user's connection to the Internet.
- The College is not responsible for the accuracy of information found on the Internet. The College merely facilitates the access and dissemination of information through its systems. Unless the College expressly authors content, it has no editorial control over the content distributed or disseminated on the Internet. Users are solely responsible for any material they access and distribute.
College Cloud Storage Use
This policy provides guidance for establishing responsibilities and limitations associated with the use of cloud storage and file-sharing services, such as Microsoft OneDrive and Google Drive. All employees of the College are expected to exercise good judgment in the protection of College data.
Prohibited Content: Due to security concerns, some files or content must not be stored on cloud storage systems without explicit written permission from ITCC Systems Office Legal Counsel. The following data will not be stored in cloud storage:
- Social Security Numbers
- PIN and credit/payment card information
- Financial Aid information
Sharing Restrictions: Care must be taken with sharing documents and folders in cloud storage accounts. Sharing is easy. Be thoughtful about how you share and avoid over-sharing documents unintentionally. Review file shares regularly and update permissions for shared documents as individuals change positions or responsibilities within the College.
- Only share with people you know. Never blindly share out files or folders.
- Share as view-only, unless a specific user needs write access. Always give the lowest level of privileges needed (e.g. view only is preferred, commenting and then write access only when needed).
File Syncing: Employees and agents of the College may not synchronize cloud storage data to personally owned computers, mobile devices or smart phones.
Wireless security: Do not use your cloud storage account when you're on an unsecured/unknown wireless network, such as public wireless (e.g. wireless access provided by retailers such as Starbucks, etc. as well as public airports).
Data Fidelity: Ivy Tech is not responsible for any lost data not backed up correctly on cloud storage.
Intellectual Property Rights
Materials created and/or produced while using College-owned resources may be subject to intellectual property rights as established by the College. For specific details of the Intellectual Property policy, see the Academic Policies and Procedures Manual, Section 7.1.
Personal Hardware and Software
- Personal hardware should not be attached to or installed in college equipment. Any exception should be approved by the Executive Director of Statewide IT Operations.
- When attaching approved personal hardware to college equipment (e.g., removable storage, PDAs, Bluetooth and/or wifi devices) protective measures such as virus scanning, data classification, and restricted use should be followed.
- Personal software is not to be installed on Ivy Tech equipment.
Any damage to college equipment that occurs due to the attachment of personal hardware or software may be the responsibility of the owner of the personal hardware or software. All personal hardware or software attached to college equipment is subject to college computing policies. The College is not liable for any maintenance, repair, or replacement of personal hardware or software.
College computer resources approved for use on personal equipment are the property of the College and must be removed and remitted upon leaving the College.
User hereby agrees to indemnify and hold Ivy Tech and its officers, Trustees, employees and agents harmless for any loss, damage, expense or liability, including reasonable attorney fees, resulting from any claim, action or demand, arising out of or related to the user's use of college owned computer resources. Such claims shall include, without limitation, those based on trademark or service mark infringement, trade name infringement, copyright infringement, dilution, tortuous interference with contract or prospective business advantage, unfair competition, defamation, unlawful discrimination or harassment, rights of publicity, and invasion of privacy.
Employee Computing Policies
Employees are to follow the guidelines presented in this section and the General Computing Policies.
An account is defined as the unique identification for security access assigned to an individual. Overall system security is the responsibility of the appropriate College Officer. Validity of each request for access is dependent upon the work responsibilities of the staff person involved, the application, and the level of security requested.
- The College reserves the right to deny access to any college computer resource.
- Users are responsible for maintaining the security of their assigned accounts and files. Authorized users are not allowed to share their accounts or passwords.
- Passwords are to be changed every ninety (90) calendar days and not revealed to others.
- Users may not use an account to represent anyone other than themselves, or use an account for which they do not have authority.
- Accounts on college resources are limited to authorized users. The College is under no obligation to recover files from terminated accounts.
- By receiving a user ID and password, you are agreeing to abide by the procedural, ethical, and security requirements of the College as stated in this document.
Assignment of Computer Hardware and Software
- The College determines the computer system needs of employees and how those needs will be met. The College reserves authority to establish and enforce procedures and rules for employee use of college-owned computer systems, software, and data.
- As College property, computer equipment and software cannot be removed from the premises without the approval of the appropriate college official. Refer to Section V of the Financial Management Manual - Policy for Off-Campus Usage of Property.
In the course of their assigned duties, employees work with and have access to information that is confidential, proprietary or sensitive. Those accessing confidential data are required to maintain the integrity and confidentiality of the College's data and limit its use to the purposes for which it was intended.
All student-specific or employee-specific data which are protected by current privacy laws, regulations or policies (i.e. FERPA) being sent over computer lines (i.e. ftp) must be encrypted prior to transmittal to protect its accessibility by eligible users.
Ivy Tech is a state supported institution which receives federal funds, and must abide by the Family Educational Rights and Privacy Act of 1974 as Amended (FERPA). FERPA gives students the right to have some control over the disclosure of personally identifiable information which is in the possession of the institution. Copies of the Family Educational Rights and Privacy Act of 1974 as Amended may be obtained from the campus Registrar's office.
As a general rule, the College does not release any information regarding employees other than name and confirmation of employment without written consent of the employee. Staff who come into contact with or are approached for current or former employee information must refer the request to the Human Resources department.
Data, information, or reports produced using college resources are the property of the College. The use of college data, information, or reports are subject to procedures and rules established by the College regarding security, access and maintenance of backups.
Users are to take adequate precautions to prevent attempts to gain unauthorized access to computer systems. All suspected breaches of security must be reported to the supervisor, Campus Computer and Technology Services and College Information Security by emailing the details of the incident to firstname.lastname@example.org. Anonymous reporting can be done by calling (317) 921-4423 / 1-866-847-2525 or via the Ethics Point service in My Ivy. Theft of computer equipment must be reported to your supervisor and the security office at your location.
Remote access is the ability to connect to college computer resources from any location. This means using a personal computer and modem or Internet services provider from a remote site to connect to college computer resources. When a user remotely connects to a College computer resource user verification, authorization, privacy, and accountability requirements and procedures must be followed. All remote access mechanisms and protocols must be reviewed and risk assessed by the College Information Security office prior to use.
This policy may change from time to time at the discretion of the College upon notice via memorandum. All users are bound by the terms and conditions of the College Computer Resources Policy and all future modifications and amendments to the policy. These policies are designed to protect both the College and the individual user.
The College benefit package allows you to have paid time off from work under certain conditions. Time off benefits include paid faculty release days, holidays, winter recess, earned vacation days, and income protection through sick days. Your eligibility for these benefits will vary based on your employment group and years of service with the College. This section briefly describes your paid time off. Your supervisor and the Human Resources Administrator can more fully explain your time off benefits.
Benefits-eligible Administrative and Support staff and Administrative Faculty are granted Holidays. Regular Faculty members are not paid for such days off; they are, however, granted up to three (3) faculty release days during the nine month academic year (see the section entitled "Faculty Release Days").
The College observes eight (8) Holidays. On these days, Benefits-eligible Administrative and Support staff and Administrative Faculty employees will be paid although the College is officially closed. These holidays are:
- New Year's Day
- Martin Luther King, Jr. Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Friday after Thanksgiving
- Christmas Day
Holidays will always result in a weekday off with pay. Holidays falling on a Saturday will be observed on the preceding Friday; those falling on a Sunday will be observed on the following Monday.
All Benefits-eligible Administrative and Support staff employees and Administrative Faculty will be entitled to pay at their normal rate for Holidays provided they are in pay status on their last scheduled workday before the holiday and the first scheduled workday after the holiday. In order to be in pay status an employee must be actively working or on an approved leave of absence with pay using accrued vacation or sick leave.
Employees are ineligible for holiday pay under the following conditions:
- if the holiday occurs while the employee is on an approved leave of absence without pay from the College
- if the holiday occurs the day before a new employee's hire date, or the day after any employee's termination date
- if the employee is non-benefits-eligible
- if the employee is a regular faculty member
Benefits-eligible employees who work less than 100% time will receive holiday pay proportionate to their employment assignment, provided they are in pay status.
Benefits-eligible hourly employees required to work on Holidays in order to maintain essential services will be compensated at the rate of one and one-half times their normal pay rate, in addition to their pay for the holiday.
The College will observe an official closing of 4 standard work week days between the observed Christmas Day and New Year’s Day holidays. This is known as Winter Recess. Week-end days that fall between the Christmas Day and New Year’s Day holidays will also be official closures. Essential personnel may be required to work during the closure to ensure the safety and security of our facilities. Those non-exempt staff who work during the Winter Recess will be paid according to standard college policy for working during a closure.
The College does not observe certain legal holidays available to other State Agencies. Therefore, the College gives Benefits-eligible Regular Faculty up to three (3) faculty release days during the nine (9) month academic year. Regular Faculty members with an extended summer contract receive up to one (1) Faculty Release Day for the summer term.
Faculty Release Days can be taken one (1) at a time or together anytime during the contract appointment with prior approval. Faculty release days may be taken in four (4) hour or eight (8) hour increments (or appropriate pro-ration for faculty who work less than 100% FTE). Four (4) hours for any day in which any faculty obligation is missed or eight (8) hours for any day in which all faculty obligations are missed. They cannot be carried forward to the next appointment. Upon terminating from the College, a Regular Faculty member cannot be paid for any unused Faculty Release Days nor may the termination date be extended to include accrued and unused faculty release days. A faculty release day may be used if the termination date is during or at the end of an approved medical or family leave where use of faculty release days is appropriate. Otherwise, your termination date is always the last day worked.
Regular Faculty members must receive approval from their supervisor when scheduling Faculty Release Days. Requesting approval as far in advance as possible will help avoid scheduling problems.
As a benefits-eligible administrative or support staff employee or administrative faculty, you accrue vacation time from the date you begin benefits-eligible employment. Requests to take vacation time must be approved in advance by your supervisor. Benefits-eligible regular faculty do not earn vacation time. However, two (2) years of continuous benefits-eligible regular faculty service will count as creditable service toward the two (2) year vacation rate change if a benefits-eligible regular faculty member becomes a benefits-eligible administrative or support staff employee or administrative faculty and no break in service has occurred.
The rate of vacation time accrual is based on your employment status and length of service, as follows:
|Current Accrual Effective 04/16/2018||Future Accrual Effective 01/07/2019|
Less Than Two Years Of Benefits-Eligible Service
More Than Two Years Of Benefits-Eligible Service
|Less Than Two Years Of Benefits-Eligible Service||More Than Two Years Of Benefits-Eligible Service|
5.04 hours per pay
Maximum 200 Hours
5.96 hours per pay
Maximum 236 Hours
4.42 hours per pay
Maximum 200 Hours
5.34 hours per pay
Maximum 236 Hours
5.96 hours per pay
Maximum 236 Hours
8.00 hours per pay
Maximum 320 Hours
5.34 hours per pay
Maximum 236 Hours
7.38 hours per pay
Maximum 320 Hours
Benefits-eligible administrative or support staff members or administrative faculty who work less than 100% FTE will accrue vacation time at a rate proportionate with their employment percentage.
The maximum vacation time an administrative or support staff member or administrative faculty may accumulate is listed in the previous chart. Upon accruing the maximum number of hours, you will not earn additional vacation time until some of the earned vacation time is used.
You must be in pay status at least 50% of the pay period to receive the vacation time accrual for that pay period.
Use of Vacation Time Procedure
- Vacation time for Support staff employees is claimed in fifteen (15) minute multiples on the Payroll Certification Form (PCF).
- Vacation time for Administrative and Administrative Faculty employees is claimed in one (1) hour increments on the PCF.
- Time off without pay may not be substituted for use of available accrued vacation time, except for those employees on military leave of absence.
Terminal Vacation Pay Procedure
Accrued vacation time will remain on your employment record until it is reported as taken or until you terminate full time employment.
- If you terminate employment, you are entitled to payment for the unused balance of your accrued vacation time providing adequate notice is given and other financial obligations to the College are settled.
- Your termination date may not be extended to include accrued and unused vacation time unless you are terminating employment during or at the end of an approved medical or family leave where use of vacation time is appropriate.
- Payment for accrued and unused vacation time at termination may be included in your last regular earnings check, if possible. Otherwise you will receive your final pay on the next regular pay date.
You must receive approval from your supervisor when scheduling vacation time. Requesting approval as far in advance as possible will help avoid scheduling problems.
The College provides you, as a Benefits-eligible employee, the accumulation of sick time that enables you to have paid time off to care for your health and the health of your immediate family.
Accrual of Sick Time
Benefits-eligible employees accrue 3.7 hours of sick time per pay period beginning with the first day of employment. A maximum of 1,056 hours of sick time may be accrued. Upon accruing the maximum sick time allowance, you will not accrue additional sick time until some of the accrued sick time is used. You must be in pay status at least 50% of the pay period to receive the sick time allowance.
Benefits-eligible employees who work less than 100% FTE will accrue sick time allowance at the rate proportionate to their employment percentage.
Your unused sick time will be retained if you are on an approved leave of absence However, you will not accrue any additional sick time during your leave of absence without pay.
Use of Sick Time
Sick time for support staff employees is claimed in fifteen (15) minute increments on the Payroll Certification Form (PCF).
Sick time for administrative staff and administrative faculty is claimed in one (1) hour increments on the PCF.
Sick time allowance for regular faculty is claimed in four (4) hour or eight (8) hour increments (or appropriate pro-ration for faculty who work less than 100% FTE) on the PCF. Four (4) hours must be claimed for any day in which any faculty obligations are missed. Eight (8) hours must be claimed for any day in which all faculty obligations are missed.
Time off without pay may not be substituted for use of available accrued sick time.
Sick time may be used for personal illness, accident, disability, and/or health related appointments or an illness or accident within your immediate family (see below).
You have the responsibility to notify your supervisor of a request to use sick time. Whenever possible, your supervisor should be notified within one (1) hour of the beginning of the work shift; regular faculty should notify the Dean, Chairperson or designee at least two (2) hours in advance of a scheduled class to allow time to obtain a replacement.
You may be asked by your supervisor to provide a statement from a physician. Employees who appear to be abusing the sick time benefits may be disciplined.
Your termination date may not be extended to include accrued and unused sick time unless you are terminating employment during or at the end of an approved medical or family leave where use of sick time is appropriate.
Leaves of Absence
Periods of illness or disability that require absence from work for more than two (2) weeks either continuously or on an intermittent or reduced schedule require a leave of absence. Refer to the Family and Medical Leave Act Policy and Other Leaves of Absence for details. Contact your Human Resources department for clarification and required paperwork.
Sick Time Buy Back
A portion of your accrued sick time is payable at termination if you qualify for the Sick Time Buy Back program. This program provides each benefits-eligible employee a benefit payment equal to 50% of the employee’s first one-hundred (100) days of sick time accrual balance. To be eligible for this payment an employee must be at least fifty-five (55) years old and continuous benefits-eligible years of service plus age must equal seventy-five (75) or more. There is no maximum age limit. Payment of this benefit will be made on the final payroll check. Please contact your Human Resources department to verify eligibility and complete necessary forms.
As a Benefits-eligible employee, you may use your accumulated sick time for short term illness of immediate family members, including doctor visits. A doctor's statement may be requested to document illness for absence. Periods of illness or disability that require absence from work for more than ten (10) working days either continuously or on an intermittent or reduced schedule may require a leave of absence. Refer to the Family and Medical Leave Act policy and Other Leaves in this handbook for details. Immediate family members include your spouse/partner, children, parents, stepparents, brother, sister, grandparents, grandchildren, parents-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, or other relative or dependent living in your home or any individual for whom you have legal responsibility. It is your responsibility to monitor the proper use of sick time for illness and accidents occurring in your immediate family. Family illness/accident sick time is claimed in the manner and multiples as regular sick time.
As a Benefits-eligible employee, and with notification to your supervisor, you may take up to three (3) working days of paid bereavement time off for the death of an immediate family member. This includes your spouse/partner, children, parents, stepparents, brother, sister, grandparents, grandchildren, parents-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, or other relative or dependent living in your home, or any individual for whom you have legal responsibility. At the death of any other family member, you may take one (1) working day of paid bereavement. Employees may be requested to provide proof of relationship or guardianship.
The purpose of this Policy is to promote a healthier balance between work and family and to allow employees to have time to participate in child rearing, to attend to serious illnesses affecting their immediate family and themselves, and to attend to exigencies related to the military service of certain family members, in compliance with the Family and Medical Leave Act of 1993 ("FMLA").
Pursuant to the terms of this Policy, eligible employees are entitled to take up to a combined total of 12 weeks of unpaid, job-protected leave per 12-month period for certain family and medical reasons, as well as for certain qualifying exigencies related to the military service of certain family members. In addition, up to 26 weeks of unpaid, job-protected leave in a single 12-month period may be available in certain circumstances related to the care of covered service members. An employee taking leave to care for a covered service member is limited to a total of 26 weeks of leave for any combination of reasons in a single 12-month period.
Employees who have been employed by Ivy Tech Community College of Indiana ("College") for a total of at least 12 months (not necessarily consecutive), who have worked at least 1,248 hours during the previous 12 months, and who are employed at a worksite where 50 or more employees are employed by the College within 75 miles of that worksite are eligible for FMLA leave. Eligibility will be determined as of the date the leave commences. The total amount of FMLA leave an eligible employee is entitled to take for any of the purposes set forth in this Policy, or any combination of purposes, is 12 weeks during any rolling 12-month period measured backward from the date the employee uses FMLA leave, unless the leave is to care for a servicemember, in which case, the total amount available is 26 weeks during the 12-month period measured forward from the date an employee's first FMLA leave to care for the covered servicemember begins.
In situations where both a husband and wife are employed by the College, the College has the right to limit their total combined amount of leave to 12 weeks when the leave is due to the birth or adoption of a child or care of a child after birth or adoption or to care for a parent who has a serious health condition, or to 26 weeks when the leave is to care for a covered servicemember.
Requests for Leaves of Absence
An employee desiring a FMLA leave shall make written application to the campus Human Resources office on the prescribed form available from Human Resources, unless this is impossible due to an emergency. Employees generally are expected to give at least 30 days advance notice of intent to take a foreseeable FMLA leave, such as in the case of a planned medical treatment. Where 30 days advance notice is not possible, the employee must give as much notice as is practicable. Usually, it will be practicable to notify the College on the same day or the next business day after becoming aware of a need for leave. An employee who fails to give 30 days advance notice of foreseeable FMLA leave may be denied leave until 30 days after the date the employee provides the required notice.
If the need for a leave (including leave taken due to a qualifying exigency, as defined below) is not foreseeable, the employee generally is expected to give notice to the College as soon as practicable. Employees must comply with the College's Absence or Lateness procedures, absent unusual circumstances. An employee who fails to provide adequate notice of an unforeseeable leave may be denied such leave. In addition, any employee who fails to comply with the College's absence-reporting procedures (see General College Operations/Payroll/ Absence or Lateness Policy in Employee Handbook) may be subject to appropriate discipline.
Subject to the health care provider's approval, employees who request leave for planned medical treatments must make a reasonable effort to schedule treatment so as not to disrupt the operations of the College.
If the employee seeks leave due to a FMLA-qualifying reason for which the College has previously provided FMLA-protected leave (such as when the employee has an approved certification for intermittent leave), the employee must specifically reference the qualifying reason for leave or the need for FMLA leave when reporting the absence.
Types of Leave
An eligible employee will be granted unpaid FMLA leave for the birth of a child of the employee, the placement of a child with the employee for adoption or foster care, or when the employee has no biological or legal relationship with a child, yet stand "in loco parentis" to the child and then to care for the child. Family leave must be concluded no later than 12 months after the birth or placement of the child with the employee. Employees who request family leave for a child when standing "in loco parentis" will be required to provide a statement of the family relationship.
Medical Leave - Serious Health Condition of Employee or Family Member
An eligible employee will be granted unpaid FMLA leave for: (1) the employee's own "serious health condition" (see definition below) that makes the employee unable to perform the functions of his or her job, or (2) the serious health condition of the employee's spouse, child, or parent (this does not include parents-in-law). The term "spouse" means a husband or wife and does not include unmarried domestic partners, unless common law marriages are recognized by the state in which the employee resides. Medical leave would also apply to an employee who has no biological or legal relationship with a child, yet stand "in loco parentis" to the child. Employees who request medical leave for a child when standing "in loco parentis" will be required to provide a statement of the family relationship.
- "Serious Health Condition": The phrase "serious health condition" generally means an illness, injury, impairment, or physical or mental condition that involves an overnight stay in a medical care facility or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee's job, or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with (i) at least 2 visits to a health care provider within the first 30 days of the incapacity (with the first treatment occurring within the first 7 days); (ii) one visit to a health care provider within the first 7 days of incapacity which results in a regimen of continuing treatment; (iii) incapacity due to pregnancy; or (iv) incapacity due to a chronic serious health condition. There may be other conditions that may meet this definition as well.
Qualifying Exigency Leave
An eligible employee who is the spouse, son, daughter, or parent of a "covered military member" (defined below) will be granted FMLA leave on account of the qualifying exigencies defined below. Unless otherwise stated, leave for these reasons may only be taken when the covered military member has been called to active duty or is on active duty.
- Short notice deployment: If a covered military member is given less than 7 days notice of deployment to active duty in support of a contingency operation, an eligible employee may take FMLA leave within the 7 days after the notice to address any issue that arises from such notice;
- Military events and related activities: An eligible employee may take FMLA leave to attend any official ceremony, program, or event sponsored by the covered military member's military entity, or to attend family support or assistance programs and informational briefings sponsored or promoted by the covered military member's military entity or the American Red Cross;
- Childcare and school activities: An eligible employee may take FMLA leave in order to arrange for alternative childcare for a covered military member's child's existing childcare arrangement; to provide childcare on an urgent, immediate need basis arising from a covered military member's active duty or call to active duty status; to enroll or transfer a covered military member's child into a new school; or to attend meetings at a covered military member's child's school or daycare facility that are required due to a covered military member's call to duty or active duty;
- Financial and legal arrangements: An eligible employee may take FMLA leave in order to make or update financial or legal arrangements associated with a covered military member's absence or call to active duty status, or to act as a covered military member's representative during active duty or within 90 days after active duty before a federal, state, or local agency for purposes of obtaining, arranging, or appealing military service benefits;
- Counseling: An eligible employee may take FMLA leave in order to attend counseling for the employee, the covered military member or the covered military member's child provided that the need for counseling arises from the covered military member's active duty or call to active duty status;
- Rest and recuperation: An eligible employee may take up to 5 days of leave for each instance that he or she desires to spend time with a covered military member who is on short-term, temporary, rest and recuperation leave during the period of deployment;
- Post-deployment activities: An eligible employee may take FMLA leave to attend any official ceremony or program sponsored by the military for a period of 90 days following the termination of a covered military member's active duty status, or to address issues arising from a covered military member's death while on active duty status; and
- Additional activities: An eligible employee may take FMLA leave in order to address any other issue arising out of a covered military member's active duty or call to active duty status, provided that the employer and employee mutually agree to both the timing and duration of such leave.
- "Covered military member": means an employee's spouse, son, daughter, or parent on active duty or call to active duty status. "Active duty or call to active duty status" means under a call or order to active duty (or notification of an impending call or order to active duty) in support of an operation designated by the Secretary of Defense as an operation in which members of the Armed Forces are or may become involved in military actions, operations, or hostilities against an enemy of the United States or against an opposing military force.
Qualifying exigency leave applies to covered military members who are members of the reserves (i.e., Army National Guard of the United States, Army Reserve, Navy Reserve, Marine Corps Reserve, Air National Guard of the United States, Air Force Reserve and Coast Guard Reserve), Regular Armed Forces or a retired member of the Regular Armed Forces or Reserves who has been deployed to a foreign country.
Servicemember Caregiver Leave - Serious Injury or Illness of Family Member in the Military
An eligible employee who is the spouse, son, daughter, parent, or nearest blood relative ("next of kin") of a "covered servicemember" will be granted leave, not to exceed a total of 26 weeks during a single 12-month period, to care for the covered servicemember. During the 12-month period, an eligible employee is entitled to 26 weeks of leave for any combination of leaves under this Policy. However, employees still may not take more than 12 weeks of leave for reasons other than servicemember caregiver leave during the 12-month period used for calculating those leaves.
- "Covered servicemember": means a current member of the Armed Forces, including a member of the National Guard or Reserves, who is: (i) undergoing medical treatment, recuperation, or therapy; (ii) is otherwise in "outpatient status" (see definition below); or (iii) is otherwise on the temporary disability retired list, for a "serious injury or illness" (see definition below) or Veteran who is undergoing medical treatment, recuperation or therapy for a serious injury or illness sustained in the line of duty on active duty that occurred any time during the five years preceding the date of treatment (even if it did not manifest until after active duty).
- "Outpatient status": means that a covered servicemember is assigned to a military medical treatment facility as an outpatient; or a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients.
- "Serious injury or illness": means an injury or illness incurred by the covered servicemember in the line of duty on active duty that may render the covered servicemember medically unfit to perform the duties of his or her office, grade, rank, or rating.
- "A single 12-month period": for purposes of this form of leave only, begins on the first day an eligible employee takes FMLA leave to care for a covered servicemember and ends exactly 12 months after that date. If an eligible employee does not exhaust his or her 26 weeks of leave entitlement during the single 12-month period, any remaining portion of the original leave entitlement will be lost. In the event an eligible employee needs additional leave to care for a different covered servicemember (or the same servicemember with a subsequent serious injury or illness), he or she will have another single 12-month period during which he or she can use 26 weeks of leave. Note, however, that all eligible employees are limited to 26 weeks of leave in each single 12-month period for any combination of caregiver leaves or other leaves under this Policy.
Original, completed certifications or recertifications (as applicable) must be provided to the College within 15 days following the College's request for the certification or recertification. If the certification or recertification is not provided as set forth above, leave may be denied or discontinued until it is provided.
An employee's request for leave due to a serious health condition (either the employee's own or that of a family member) must be supported by a timely certification issued by a health care provider. A form for this certification can be obtained from the campus Human Resources office. Recertification generally may be required more than every 30 calendar days or from time to time, depending on the circumstances. The College may elect to obtain a second, and in some circumstances, a third, opinion of the existence of a serious health condition.
Qualifying Exigency Leave
An employee's request for qualifying exigency leave must be supported by a timely certification and supporting documentation. A form for this certification can be obtained from the campus Human Resources office.
Service Member Caregiver Leave
An employee's request for service member caregiver leave must be supported by a timely certification issued by an authorized health care provider. A form for this certification can be obtained from the campus Human Resources office. The employee requesting service member caregiver leave must timely complete the portions of the certification form asking for information about the leave to be taken.
In lieu of the certification form described above, the College will accept as sufficient certification "invitational travel orders" (“ITOs”) or "invitational travel authorizations" ("ITAs") issued to any family member to join an injured or ill servicemember at his or her bedside. The College will accept an ITO or ITA as sufficient certification for an employee otherwise entitled to take FMLA leave to care for a covered service member even if the employee is not named in the ITO or ITA. If the employee will require leave beyond the expiration date specified in the ITO or ITA, the employee will be required to submit a completed certification form, as described above.
Intermittent or Reduced Schedule Leave
Intermittent or reduced schedule leave may be taken either as part of an eligible employee's leave for a qualifying exigency, or for a serious health condition (either the employee's own or that of a family member) or to care for a covered servicemember, if such leave is certified as medically necessary by a treating health care provider. Leave taken following the birth or placement of a child or for the care of a child following birth or placement and not for a serious health condition cannot be taken intermittently or on a reduced leave schedule unless specifically requested by the employee and approved by the College. Such requests will be considered on a case-by-case basis, taking into consideration the employee's position and the current business needs of the College. Intermittent or reduced schedule leave may be taken if certified as medically necessary if the mother has a serious health condition in connection with the birth of her child or if the child has a serious health condition. Employees seeking intermittent or reduced schedule leave for a serious health condition or to care for a covered servicemember must submit a medical certification issued by a health care provider. The College may elect to obtain a second, and in some circumstances, a third, opinion of the medical necessity for intermittent or reduced schedule leave for a serious health condition (either the employee's own or that of a family member).
An employee requesting an intermittent or reduced schedule leave must attempt to schedule the leave so as not to disrupt the operations of the College, and, if the employee requires foreseeable intermittent leave, the College may require the employee to transfer temporarily to an available alternative position with equivalent pay and benefits for which the employee is qualified and which better accommodates the employee's leave.
Substitution of Paid Leave
Employees must substitute accrued paid time off for all or any part of an otherwise unpaid FMLA leave as described below:
- For family leave or medical leave for serious health condition of employee, family member or servicemember caregiver leave, employees are required to substitute accrued sick time for any part of this medical leave. Substitution of accrued vacation or faculty release time may be used for any part of this leave after sick time has been exhausted.
- For qualifying exigency leave employees must substitute accrued vacation or faculty release time for any part of this leave.
All substituted leave will be counted against an eligible employee's FMLA entitlement. Furthermore, if the FMLA leave is being taken for the employee's own serious health condition and that serious health condition also entitles the employee to leave under a College-provided disability program or other medical leave policy, or to a worker's compensation absence, these leaves will run concurrently.
Benefits During Leave
Existing elected benefits, will remain in force during the employee's FMLA leave period as long as required contributions, if applicable, are made by the employee during this period according to the procedure set forth below.
While on an unpaid FMLA leave, an employee's required contribution for all elected benefit coverage must be submitted by the first of each month or as otherwise agreed to in writing between the College and the employee. During any paid portion of a FMLA leave, an employee's contribution for all elected benefit coverage will continue to be made by payroll deduction.
If an employee's contribution is not made within 30 days of the due date, all benefit coverage for which the employee is required to contribute may be terminated, provided the College has given the employee fifteen (15) calendar days advance written notice of the termination of coverage. Upon return from the FMLA leave, provided coverage has not been terminated due to non-payment, benefit coverage will be reinstated to the same terms as prior to taking the leave, without any qualifying period, physical examination, or pre-existing condition limitation. If benefit coverage’s have lapsed due to non-payment of required premium by the employee, the employee must re-elect coverage and may be subject to medical underwriting in order to have those benefits reinstated and the insurance carrier(s) may deny reinstatement or impose coverage limitations. Any changes made by the College to employee premium contributions will apply to employees on FMLA leave.
If an employee fails to make required contributions for elected benefits, and the College does not terminate coverage, the College may recover the amount of such contributions made by the College for the employee regardless of whether the employee returns from FMLA leave. This may be accomplished through payroll deductions, and the employee will be expected to authorize such deductions until all amounts are reimbursed to the College.
If an employee fails to return to work after FMLA leave has been exhausted, the College may recover its share of the contribution paid by the College for maintaining the employee's benefit coverage during any period of unpaid FMLA leave, provided the employee fails to return to work for a reason other than the continuation, recurrence, or onset of a serious health condition of the employee or the employee's family member or a serious injury or illness of a covered servicemember, or other circumstances beyond the employee's control. (Note that in the event of a serious health condition or serious injury or illness, the College may require medical certification of such condition, which must be provided by the employee within thirty (30) calendar days of the request). An employee will not be considered to have returned to work unless the employee works for at least thirty (30) calendar days.
After 12 weeks of medical leave (or 26 weeks in certain circumstances), an employee may be eligible for continuation of health and dental coverage at the employee's own expense under the federal law known as COBRA.
An employee will not receive pay for any holidays which occur during a full week of FMLA leave which is unpaid (either because no paid leave is substituted for the unpaid leave or because all paid leave has been exhausted). If the leave is less than a week, employees will be paid for any holidays which occur during the leave in accordance with the College's policies related to holiday pay.
Restoration to Position
Except for certain limited circumstances, you must be reinstated to the same or an equivalent job with the same pay, and terms and conditions of employment on your return from FMLA-protected leave.
Return to Work
Employees on FMLA leave must inform the campus Human Resources office periodically of their status and intent to return to work following the expiration of their approved FMLA leave. Employees returning from FMLA leave must be able to assume all of the essential functions of their jobs upon return, subject to compliance with all state and federal laws. As a condition to restoring an employee whose leave was based on the employee's own serious health condition, the employee must provide, at the employee's cost, a fitness-for-duty certification from the employee's health care provider stating that the employee is able to resume work. The College may also require the employee's health care provider to address the employee's ability to perform the essential functions of his or her job. If the College will require this, it will provide the employee with a list of essential functions or a document containing that information and inform the employee of the requirement. A fitness-for-duty certification will not be required from employees returning from intermittent or reduced schedule leave, unless reasonable safety concerns exist regarding the employee's ability to perform his or her duties, in which case the College may request a fitness-for-duty certification once every thirty (30) calendar days in connection with a leave.
Failure to Return from Leave
Unless required otherwise by law or authorized by College policy, an employee granted a leave of absence under these provisions who fails to return to work upon expiration of the leave granted shall be classified as "voluntarily terminated."
Any employee who, while on a leave of absence, accepts employment elsewhere or otherwise behaves in any manner that conflicts with the employee's need for a leave from the College, will be terminated as of the last day worked. In addition, if an employee uses a leave of absence for any reason other than what has been requested, the employee will be terminated as of the last day worked.
The College will not discriminate or retaliate against employees as a result of or interfere with the approved use of FMLA leave or a proper request for such leave. Requests for FMLA leave will be considered without regard to any characteristic or classification protected by law. Employees should report any conduct that they believe violates this policy to the campus Human Resources office.
The College also provides for other leaves of absence. You might find it necessary to apply for a Temporary Leave, Extended Leave, Personal Leave, Faculty Sabbatical or Military Leave. A description of each type of leave is as follows:
If you will be absent from work for more than two (2) weeks for a medical reason, you may apply for a Temporary Leave. This type of leave is available for employees not yet eligible for a FMLA leave. A Temporary Leave applies solely to your own need for medical or family leave, such as your health condition or the birth of a child. Your Application for Leave must be approved by the Supervisor, Vice President or Chancellor, and Human Resources.
While you are on Temporary Leave, you must first exhaust available accrued sick time. When your sick time has been exhausted, you have the option of using all or a portion of available vacation or faculty release time. You cannot use sick time, wait a period of time and then begin using your other accured time.
While you are in pay status, you continue to accrue vacation and sick time. Once you are out of pay status, you will no longer accrue vacation and sick time.
Existing elected benefits, if any, will remain in force during your leave period as long as required contributions, if applicable, are made during this period according to the procedure set forth below.
While on an unpaid Temporary Leave, your required contribution for all elected benefit coverage must be submitted by the first of each month or as otherwise agreed to in writing between you and the College. During any paid portion of the Temporary Leave, your contribution for elected benefit coverage will continue to be made by payroll deduction.
If your contribution is not made within 30 days of the due date, all benefit coverage for which you are required to contribute can be terminated, provided the College has given you fifteen (15) calendar days advance written notice of the termination of coverage. Upon return from the Temporary Leave, even, provided coverage has not been terminated due to non-payment, benefit coverage will be reinstated on the same terms as prior to taking the leave, without any qualifying period, physical examination, or pre-existing condition limitation. If benefit coverage has lapsed due to non-payment of required premium, you may be subject to medical underwriting in order to have those benefits reinstated and the insurance carrier(s) may deny reinstatement or impose coverage limitations. Any changes made by the College to employee contributions will apply while on Temporary Leave.
If you fail to make required contributions for elected benefits, and the College does not terminate coverage, the College may recover the amount of such contributions made by the College for the employee regardless of whether the employee returns from Temporary Leave. This may be accomplished through payroll deductions, and you will be expected to authorize such deductions until all amounts are reimbursed to the College
You must inform the campus Human Resources office periodically of your status and intent to return to work following the expiration of your approved Temporary Leave. Upon returning from Temporary Leave, you must be able to assume all of the essential functions of your job, subject to compliance with all state and federal laws. As a condition to returning when leave was based on your own serious health condition, you must provide, at your cost, a fitness-for-duty certification from your health care provider stating that you are able to resume work. The College may also require your health care provider to address your ability to perform the essential functions of your job. If the College will require this, it will provide you with a list of essential functions or a document containing that information and inform you of the requirement.
A Temporary Leave cannot last longer than ninety (90) calendar days from the date you last worked. If you are unable to return to work after ninety (90) calendar days, you may request, on another Application for Leave of Absence, an Extended Leave. Please note, approval of a Leave is at the College's discretion.
An Extended Leave is available if you are unable to return to work after completion of a Temporary Leave or a Family Medical Leave for your own serious health condition or the serious health condition of a family member. To apply you must complete an Application for Leave of Absence - Extended Leave at least ten (10) calendar days prior to the end of a Temporary Leave or Family Medical Leave and include a doctor's statement projecting the length of time you are expected to be absent from work. The leave must be approved by your Supervisor, Human Resources Administrator and Vice President or Chancellor.
You are not considered to be actively employed by the College during this leave and are not guaranteed a return to your job at the conclusion of an Extended Leave. In order to maintain necessary college operations, the College may determine it is necessary to fill your position.
Extended Leaves will end thirty (30) calendar days from the first day you are out of pay status. If you are out of pay status at the conclusion of your approved leave, the Extended Leave will end 30 days from the day the Extended Leave begins. Pay status is defined by use of available accrued sick time. Available accrued vacation, or faculty release time may not be used during an Extended Leave. Extended Leaves may not be taken on a reduced schedule or intermittent basis. You may continue your health insurance coverage while you are in pay status (utilizing available accrued sick time) or out of pay status for the period of the Extended Leave even if your position has been filled. You will be administratively terminated at the end of the Extended Leave period if you have not returned to work or if your position is filled, restructured, or deleted prior to the end of the Extended Leave period. You may initiate termination of your employment at any time during the Extended Leave period.
Once out of pay status, you will be billed for both your portion and the College portion of benefit costs.
You are not considered to be actively employed by the College during this leave and are not guaranteed return to your job at the conclusion of an Extended Leave. However; if you are released to return to work during an Extended Leave and you have not been administratively terminated or you have not tendered your resignation you must provide a doctor's statement to document your ability to physically and mentally perform the essential functions of your job. This statement must be submitted to the Human Resources office so written acknowledgment can be provided to you.
If you want to be considered for future employment the College will consider you for openings requiring your skills and experience providing you make application and qualify for the position.
Any unused accrued vacation time will be paid out when employment is terminated.
You may request a Personal Leave for some other personal request not covered by other leave policies or for an employee who is not eligible for any other leave at the time of the request. A Personal Leave cannot be requested upon the conclusion of an Extended Leave. You are not considered to be actively employed by the College during this leave and are not guaranteed return to the same position you left or another position for which you are qualified when the leave ends. The College may determine it is necessary to fill your position. If, at the end of your leave, you are returned to the position you had at the time you took your leave your status with Ivy Tech will be the same as if you had not taken leave. In other words, your continuous years-of-service is bridged including your rate of vacation accrual.
- For personal leaves of thirty (30) calendar days or less, your Vice President, Chancellor or Vice Chancellor and Human Resources Administrator must approve your application.
- For personal leaves longer than thirty (30) calendar days, the President must also approve your application.
Personal Leaves are unpaid. You will be billed for both your portion and the College’s portion of any benefits are enrolled in at the time your Personal Leave begins.
Employees with accrued vacation hours may request a lump sum payout of accrued vacation hours at the beginning of the Personal Leave in an amount not to exceed the length of the Personal Leave. Vacation, faculty release, or sick time is not accrued while you are on a Personal Leave.
To provide professional renewal that reenergizes academic personnel and renews their commitment to student learning and to provide a richer learning environment for students, full-time faculty and academic administrative staff may apply for a one-semester sabbatical. Details of the application process, approval, and expectations are provided in the Academic Support and Operations Manual (APPM) Policy 7.6. If you have questions regarding a faculty sabbatical leave, please contact your campus Academic Vice Chancellor or Human Resources Administrator.
The College complies with and supports the Uniformed Services Employment and Re-Employment Rights Act (USERRA). USERRA applies to persons who perform duty in the "uniformed services" including service in the Army, Navy, Marine Corps, Air Force, Coast Guard, Public Health Service Commissioned Corps, as well as the reserve components of each of these services. Uniformed Service includes active duty, active duty for training, inactive duty for training (such as drills), and initial active duty training, as well as the period for which a person is absent from a position of employment for the purpose of an examination to determine fitness to perform any such duty. If you are a member of the armed services or become a member you should inform the Human Resources Administrator so your rights under USERRA and the College's policies and procedures are handled appropriately in the event you need to be away from work for military service.
Notice of Military Service
Any employee entering any category of training or military service must provide advance written notification to their immediate supervisor and the Human Resources Administrator that they will be leaving their job for military training or service, unless giving such notice is impossible or is precluded by some military necessity. The cumulative length of absence for any employee taking military leaves may not exceed five (5) years.
An employee whose military service is from one (1) to thirty (30) calendar days must return to work at the beginning of their next regularly scheduled work period on the first full day after release from service (taking into account safe travel home plus an eight-hour rest period.) An employee who has served more than thirty (30) calendar days but fewer than one-hundred eighty (180) days must submit an application for re-employment within fourteen (14) calendar days of his or her release from military service. An employee who has served more than one-hundred eighty (180) days must make an application for re-employment and submit it within ninety (90) calendar days after completing military service. Any re-employment application may be in writing or oral, but must clearly indicate that the person is seeking to return to work after their service in the military. If an employee is discharged under other than honorable conditions, he or she will not be entitled to re-employment rights.
Pay for Military Service
A benefits-eligible employee whose need for military service is for the normal, annual, short-term training will receive their regular pay for fifteen (15) working days of leave during a calendar year. Longer periods of military service or normal, annual short-term training that extends beyond fifteen (15) days during a calendar year is without pay. However, an employee may choose to use vacation, or faculty release days.
Military Family Leave Act
Indiana law provides unpaid leave to the family members of military personnel on active duty. While the law allows for up to (10) ten days of unpaid leave per calendar year Ivy Tech will provide for up to (15) fifteen days of unpaid leave during one or more of the following periods:
- Within the (30) thirty day period before a family member begins active duty
- During the leave period of a family member on active duty; or
- During the (30) thirty day period following a family member’s return from active duty.
To qualify as a family member, you must be the spouse, parent, grandparent, or sibling of the service person. Employees seeking leave must have been employed at Ivy Tech for at least (12) twelve months and have worked at least 1,500 hours during the (12) twelve month period immediately preceding the day the leave begins Employees may choose to substitute accrued leave time (other than sick leave) for the unpaid leave. The employee must provide to their supervisor and the human resources office written notice of a request for leave at least (30) thirty days prior to the requested leave unless the service person’s active duty orders are issued less than (30) thirty days prior to the requested leave.
Although not required by the law, should the leave period result in non-payment of premiums for medical, dental, LTD, and Basic Life benefits the employee will only be responsible to pay the employee share of premiums.
Re-employment to the position held (or an equivalent position) prior to the leave commencing is guaranteed unless a move to a different position is unrelated to the employee’s use of military family leave.
We encourage you to exercise your voting rights in all national, state and local elections. The College allows you one (1) hour in pay status for voting. If you need additional time off to vote, your supervisor may approve up to three (3) more non-paid hours or you may use accrued leave time.
Jury or Witness Service
The College gives benefits-eligible employees time off with pay for jury duty required by the courts. If you are subpoenaed for legal testimony, you will be paid when you do not have a direct interest in the outcome of the trial. You will need to provide a statement from the court in order to be paid for your period of absence from work. You will also be paid if the College directs you to be present.
Time off for court appearances of a personal or voluntary nature must be taken as vacation, faculty release days or time off without pay if accrued leave time with pay is exhausted.
Ivy Tech offers a comprehensive menu of benefit programs to you and your family. Our primary goal is to provide you with the opportunity to receive quality health and welfare services at a reasonable cost for you. Additionally, the College offers several retirement plans and investment choices, depending upon the type of position you hold to help you prepare for the financial aspects of retirement.
Detailed information regarding all of the College's benefit programs is available on the benefits website, Ivy Tech Employee Benefits.
If you fit into one of the categories below, you are eligible to enroll in any one of the College’s two health care plans and either of the two dental care plans.
- Faculty – employed as a full-time, benefits-eligible faculty member with Ivy Tech, working at least 80% FTE, and generally contracted on a 9-month (Academic Year) basis for the Fall and Spring semesters, and offered a minimum of a 50% Summer contract (including summer extended appointments) if enrollment is sufficient.
- Support employees – employed on an hourly basis as full-time, benefits-eligible support staff with Ivy Tech, working at least 80% FTE, and is scheduled to work a minimum of 32 hours per week in a position that is typically staffed year-round on an on-going basis.
- Administrative employees – employed on a salaried basis as full-time, benefits-eligible administrative staff with Ivy Tech, working ate least 80% FTE, and is usually scheduled to work a minimum of 32 hours per week in a position that is generally staffed year-round on a continuing basis.
You may also enroll your eligible dependents for coverage. Each eligible employee may choose employee, employee plus spouse, employee plus child(ren), or family coverage within 31 days of the date of becoming a full-time, benefits-eligible employee or during the annual open enrollment period.
Dependent children are eligible for coverage to the end of the month in which the child reaches age 26. A dependent child may continue coverage through the Plan(s) beyond the end of the month in which the child reaches age 26 if the child is a dependent under the Plan(s) prior to reaching the age of 26, or is the dependent child of a newly hired employee, and is "permanently and totally disabled." An employee wishing to cover a disabled dependent child past the limiting age must provide written proof of the child’s incapacity, certified by a physician, within 120 days of the child attaining age 26 to the campus Human Resources Administrator or designee (such as Anthem) as directed by the College.
Working Spouse Rule
If your spouse is employed and is eligible for employer-sponsored health and/or dental coverage (i.e., preventive care, major medical, prescription drug, preventive dental, major restoration for dental) at his or her place of employment, your spouse will not be entitled to primary coverage under the Ivy Tech plans. If your spouse elects to enroll in his or her employer’s health and/or dental plans for at least "employee only" coverage, then your spouse may also be covered by the College’s plans on a secondary coverage basis, with the exception of the Humana/CompBenefits DHMO Plan.
However, your spouse may receive primary coverage under the Ivy Tech plans if he or she is:
- Retired, not actively employed and not covered as a retiree through his or her former employer,
- Self-employed and does not have access to group health or dental plans
- Employed, but does not currently have access to a group health or dental plan,
- Employed, but the group health or dental plan available through his or her employer does not provide preventive care, major medical, prescription drug, preventive dental, or major restoration for dental coverage, or
- Employed, but your spouse’s employer does not pay at least 50% of the premium expense for “employee only” coverage in the group health plan available.
In order to receive primary or secondary coverage under the College’s health and/or dental plans for your spouse, you must file a completed Ivy Tech Community College of Indiana New Hire or Newly Eligible Questionnaire for Health and Dental Coverage of a Spouse (Working Spouse Rule) form with your campus Human Resources Department.
Through our Tax Saver Program, you can have your portion of health and/or dental premiums deducted before your taxes are calculated. Before-tax deductions will reduce your taxes by decreasing your taxable income. For more information on Tax Saver, see the chapter entitled Other Benefits.
The Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985, as amended, requires that continuation coverage is offered to employees and their dependents in most situations when they would otherwise lose coverage under the College’s health, dental, vision plans, and the General Purpose Medical Flexible Spending Account and the Limited Purpose Medical Flexible Spending Account under the Flexible Benefit Program.
For additional information about your rights and obligations under federal law regarding COBRA continuation coverage under Ivy Tech’s plans, please contact your campus Human Resources Administrator.
Health Insurance Portability and Accountability Act of 1996 (HIPAA)
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) mandates that you have the right to receive a certificate of prior health coverage since July 1, 1996. You may need to provide other documentation for earlier periods of health care coverage. If your new health care plan excludes coverage for pre-existing conditions, you will need to provide a certificate or other documentation of your previous coverage. To get a certificate, contact your prior health insurance provider or call their toll-free customer service hot line. The certificate should be provided to you promptly. You may also request certificates for any dependents, including your spouse, who were enrolled under your health coverage.
HIPAA also mandated significant changes in the laws and regulations governing the provision of health benefits, the delivery and payment of health care services, and the security and confidentiality of individually identifiable, protected health information in written, electronic, or oral formats.
Ivy Tech endeavors to preserve the privacy and confidentiality of individually identifiable health information and protected health information (PHI) for all employees. We strive to fulfill this responsibility in accordance with state and federal statutes and regulations.
Worker’s Compensations protects you and your family in case of personal injury, illness or death caused by a work-related accident while you are on the job. Injured workers are entitled to medical and wage loss benefits under the Worker's Compensation Act.
You must report immediately to your supervisor any accident you have at work, and you must complete an Employee Injury Report which can be found on the forms tab of Infonet. Additionally, you are required to report the accident to the campus Human Resources Administrator. Prompt reporting is necessary to facilitate your claim and prevent your claim from being denied. The filing of a claim does not guarantee compensability.
If you qualify for Worker’s Compensation, all approved medical treatment by the designated physician is covered. The College has the right to direct medical care in the state of Indiana. If medical treatment is needed, the campus Human Resources department will inform you where to seek treatment. In the event of an emergency, seek treatment immediately at the nearest facility. Notify your supervisor or campus Human Resources department as soon as practicable but within 24 hours of seeking treatment. If you do not follow the proper steps regarding medical care, reimbursement may be denied.
Reporting Time Off for Treatment
If at all possible, you should schedule follow-up appointments outside of your regularly-scheduled working hours. Where it is not possible, you should work with your supervisor to set up appointments at a mutually agreeable time. If your appointment is during your regularly-scheduled work hours, you are not required to use accrued leave time to be paid for that time attending the appointment, including drive time directly to and from the appointment.
You may be eligible for compensation of lost wages for a temporary disability or a total disability. If you are unable to work for more than seven consecutive calendar days, disability payments begin on the eighth day. Time off must be substantiated by a medical provider’s release. During the seven day waiting period, you must use your sick leave or, if sick leave has been exhausted, vacation leave may be used to remain in “pay status.” If your injury or illness requires you to be off work for 21 days or more, compensation for the seven day waiting period is available through Worker’s Compensation and payment for the waiting period must be signed over to the College if sick leave or vacation leave was used to remain in “pay status.” The appropriate leave used for the waiting period will be credited back accordingly.
Payments are handled in two ways: 1) payment through the Worker’s Compensation Administrator, or 2) payment through the Worker's Compensation Administrator and partial payment through the College, not to exceed 100% of your pre-injury or illness earnings. See your campus Human Resources Administrator for more information on payment options.
While you are receiving Worker’s Compensation disability payments, you are considered to be on Disability Leave. Temporary Disability Leave or Family Medical Leave (FML), if eligible, runs concurrent with Worker’s Compensation when an injury requires you to be off work 10 or more working days.
Returning to Work
In order to return to work after your recovery, you will need a medical provider’s statement certifying that you may return to work, either with or without restrictions. The College supports returning employees to work as soon as possible through Temporary Modified Duty (TMD).
Temporary duty may be in a variety of formats, including modified duties within the scope of an employee’s current position; other available duties for which an employee may be qualified; or, a modified schedule of reduced work-hours.
At the discretion of management, all employees are eligible for and are required to perform TMD when the following criterion exist:
- The injury or illness sustained by the employee has been determined to be work-related and compensable under worker's compensation law; and
- The physical restrictions imposed by the treating physician are specific (e.g. no lifting over 50 pounds); and
- Work-related tasks which are within the physical limitations of the treating physician are available and are within the physical and skill capacities of the injured employee, with reasonable accommodations made by the College, the employee or both.
- Employees who are recovering from an occupational injury or illness will support, contribute, and participate in the TMD program.
- Employees must communicate with their supervisor on a frequent basis and after each medical appointment to keep the College updated on his or her work status and restrictions.
- The supervisor will review and employee's restrictions and determine if the employee will be able to perform his/her regular job duties while maintaining his/her restrictions. If that is not possible, the supervisor will determine if the employee's regular job that can be performed in the department, with or without modifications. If the appropriate work cannot be found for the employee within his/her own department, Human Resources may assist in finding a modified duty opportunity in another department as a last resort.
- If work is available which meets the limitations/restrictions set forth by the treating physician, the employee may be assigned TMD for a period of time prescribed by the physician but not to exceed 90 calendar days. TMD is a temporary program, and an employee’s eligibility in a temporary assignment will be based on medical documentation as outlined on the work status report received from the physician and continued progress as described by the treating physician. TMD should be evaluated and adjusted as needed following each physician appointment where there are changes to the employee’s work restrictions.
- Employees not making progress toward the goal of returning to his or her regular job, as deemed by the College, will be evaluated for continued participation in the TMD program. If it is determined that the employee has long-term restrictions that result in the inability to perform the essential functions of the regular position, the provisions of the Americans with Disabilities Act (ADA) and other applicable laws will be evaluated to determine suitability for employment.
- An employee’s limitations/restrictions are effective 24 hours per day. Not following these restrictions can aggravate an employee’s condition and cause a delay in the recovery process. An employee who is found to be performing activities outside the treating physician’s prescribed restrictions may be subject to termination of all types of disability benefits. Employees not abiding by restrictions may also be subject to disciplinary action under the College’s personnel policies.
- Every effort will be made to make TMD available to all employees. Temporary assignments will be based on skill and abilities on a fair and equitable basis, dependent on business need.
- In instances where employees are going to be evaluated for a compensable injury or illness, employees will be required to request a work status report from the treating physician in the same day, whenever possible.
- The work status report is used by the supervisor to match TMD with the specific restrictions/limitations documented by the treating physician. Every attempt must be made to accommodate the outlined restrictions with appropriate TMD that is consistent with the recommendations of the treating physician and the third party administrator.
- Whenever possible, TMD shall be offered within the employee’s normal work schedule; however, restricted work schedules, and altered work schedules may also be required which are outside an employee’s normal work schedule, but should be designed within reason. Depending upon the employee’s limitations/restrictions, it may be necessary, and is within purpose and scope of this program, to design a temporary schedule to accommodate restrictions.
Payment of Wages During Temporary Modified Duty:
- Employees working TMD assignments shall be returned to pay status and paid their same base hourly rate for the hours worked as an incentive for participating in the TMD program.
- Employees working TMD assignments that involve a reduction of hours may also be entitled to Temporary Partial Disability (TPD) pursuant to IC 22-3-3-9. Temporary Partial Disability will be calculated by the third party administrator. TPD compensation is equal to 2/3 of the difference between an employee’s pre-injury/illness average weekly wage and the post injury/illness average weekly wage, but cannot be more than the statutory maximum average weekly wage.
Time Off During Temporary Modified Duty:
- If an employee participating in TMD has an approved vacation or sick day, or upon the occurrence of a holiday, the employee is entitled to regular leave pay at the regular rate, as long as there were hours physically worked by the employee within that week, pursuant to the College’s personnel policies.
- If an employee on TMD is unable to report to work for reasons unrelated to the compensable injury, the employee may then be charged for up to 8 hours of accrued leave per shift, if the employee has the appropriate sick leave available. If no sick leave is available, employees who have been approved for and required to participate in TMD who do not report to work will be subject to the College’s personnel policies normally applicable to absence from work.
- In the case of reduced work hours, Family Medical Leave will be applied to the hours not worked. Contact the campus HR administrator for further details.
Refusal to Participate in the Transitional Duty Program:
- Employees recovering from a Worker’s Compensation injury or illness who refuse to participate in the TMD Program may become ineligible for Worker’s Compensation benefits, pursuant to statutory guidelines. Employees who make themselves unavailable for work under the statutory provisions by refusing to participate in required TMD, are considered as not reporting to work for reasons other than an occupational injury, and may be subject to additional separate disciplinary action for unexcused lost time, up to and including termination of employment.
Personal or family problems may, at times, affect your job performance. If this is the case, you are encouraged to let your supervisor or campus Human Resources Administrator know. They are not counselors, but they can give you valuable information about the community resources which may help you and your family.
Employee assistance programs are contracted for on a campus-specific basis. Please contact your campus Human Resource Administrator to determine if this service is available in your area. This assistance is strictly confidential and a designated number of counseling sessions and/or other EAP services are provided at no cost to you.
Ivy Tech supports professional development through academic pursuit and provides opportunities for its employees, their spouses and dependent children to attend Ivy Tech classes at substantially reduced costs. Ivy Tech also supports full-time benefits-eligible employees with tuition assistance for course work and degree attainment at other accredited institutions.
Fee Remission for Ivy Tech Courses
Full-Time benefits-eligible employees may be eligible to have their fees waived for enrollment in Ivy Tech courses for up to twelve (12) credit hours or an equivalent in non-credit courses (fees remitted for non-credit courses not to exceed credit course fees for twelve (12) credit hours) per semester. The employee’s spouse and dependent children may have their fees waived for up to fifteen (15) credit hours or an equivalent in non-credit courses per semester. Certain non-credit course offerings may not be eligible for fee remission as determined by the campus. The College will waive the general fee, technology fee, and distance education fee for the credit hours/noncredit courses when a fee remission waiver request form is approved prior to the first day of the term. A dependent acknowledgment form must also be completed when requesting fee remission for a dependent. A request to repeat a course previously approved for fee remission may be subject to inquiry and justification, with final approval of the Chancellor, Vice President or designee.
Tuition Reimbursement - Full-Time Benefits Eligible Faculty & Staff Pursuing Undergraduate & Graduate Degrees or Coursework on an Elective Basis
Full-Time benefits-eligible faculty and staff who wish to enroll in college and university classes outside of Ivy Tech on an elective basis may be supported for up to (12) credit hours per fiscal year, provided budgetary funds are available and the course is taken at an institution accredited by the federally recognized regional association (i.e., Higher Learning Commission for an Indiana college or university). Faculty and staff who receive these benefits and voluntarily leave the College within three calendar years of receipt of such reimbursement will be obligated to repay the College consistent with the tuition repayment policy found below. For attendance at an Indiana state-supported college or university, the amount of tuition eligible for reimbursement by the College is the general fee credit hour rate. For attendance at a private or out-of-state college or university, the College may reimburse tuition up to but not to exceed the in-state general fee credit hour rate of the state college or university in close proximity offering a similar course. The College will only reimburse the tuition fees when:
- The course is related to the employee’s current job responsibilities or possible future responsibilities within the College at the time the policy is applied, or the course is an elective toward degree completion and the degree is related to the employee’s current job responsibilities or possible future responsibilities within the College at the time the policy is applied. A copy of the degree curriculum requirements must be on file with the Human Resources office.
- A tuition reimbursement request form is approved prior to registration for the course.
- The employee has provided proof of a final grade of A, B, or C, and a copy of the tuition fee statement.
- A tuition repayment agreement form is signed.
Tuition Assistance - Full-Time Benefits Eligible Faculty & Staff Pursuing Required and Terminal Degrees
Full-Time benefits-eligible faculty and staff pursuing a terminal degree or degree required as a condition of employment may be supported for up to twenty-four (24) hours per fiscal year, not to exceed nine (9) credit hours per semester provided the coursework is taken at an institution accredited by the federally recognized regional association (i.e., Higher Learning Commission for an Indiana college or university) Faculty and staff who receive these benefits and voluntarily leave the College will be obligated to repay the College consistent with the tuition repayment policy. The faculty or staff member will be supported based on the following:
- The College will pay, prior to the start of the class, for tuition at any Indiana public institution. If the faculty or staff is attending a private or out-of-state regionally accredited institution the College will pay, prior to the start of the class, for tuition as follows:
- Tuition for graduate courses at the graduate rate equivalent to IU-Bloomington for a comparable IU program OR the actual graduate tuition rate, whichever is less.
- Tuition for undergraduate courses at the undergraduate rate of the nearest state supported institution for a comparable program OR the actual undergraduate tuition rate, whichever is less.
- Tuition assistance for Associate degree enrollment at an institution other than the College is not permitted. Employees required to complete an Associate degree may utilize the College’s Employee Fee Remission benefit.
- The employee is financially responsible for all other expenses, including texts, travel, fees, housing and meals.
- The College will pay tuition when the faculty or staff member has an approved academic plan, approved tuition assistance/reimbursement request form, signed tuition repayment agreement and submits an invoice from the institution. The faculty or staff member must present evidence of successful completion at the end of the course. The faculty or staff member must return the payment of tuition back to the College if the course is not successfully completed, as defined by the institution.
- Tuition assistance for faculty is to be in their teaching field. Tuition assistance for staff is to be directly related to their job function. If it is mutually agreeable between the faculty or staff member, their supervisor, and Chancellor, Vice President or designee a faculty or staff member may use tuition assistance funds to make a change in teaching field or employment aspirations.
- There will be no reduction in teaching loads or work assignment. However, teaching loads shall, to the extent possible, be assigned around required course schedules in the fall and spring semesters. Staff work assignments may be flexible to accommodate course schedules if not disruptive to the departmental work flow. Vacation time or faculty release time may be used per college policy. During the summer contractual period, faculty may assume a teaching contract per college policy as outlined in APPM 3.7. However, course obligations shall not interfere with the teaching obligations, and the College must not incur costs for substitutes for circumstances not outlined in college policy.
- Tuition assistance for dissertation hours is limited to two (2) years following completion of required coursework.
In terms of priority for these benefits, the first priority is given to a faculty or staff member needing the degree to meet the education credential requirement. Consideration for remaining priority is based on campus needs.
Tuition Program for Western Governors University (WGU)
WGU Indiana is an online, competency-based university established by the state of Indiana through a partnership with Western Governors University to expand access to higher education for Indiana residents. WGU Indiana charges tuition at a flat rate every six months, so you pay for the time, not the credit hours. Ivy Tech will support eligible employees interested in pursuing a degree through WGU. Tuition reimbursement is limited to the annual amount eligible from same or similar degree programs as stated in the policies for tuition reimbursement and tuition assistance.
Employees who have received tuition reimbursement or have had tuition paid directly to an institution on their behalf by the College are expected to continue employment at the College for a period of time no less than three (3) years, providing the employee’s job performance remains satisfactory and his/her position remains active.
The College’s policy concerning repayment of tuition reimbursement if employees voluntarily leave employment is as follows:
Employees who voluntarily leave employment within twelve (12) months of receiving tuition reimbursement or having tuition paid directly to an institution on their behalf will be required to fully reimburse the College for monies received/prepaid.
Employees who voluntarily leave employment between twelve (12) and twenty-four (24) months of receiving tuition reimbursement or having tuition paid directly to an institution on their behalf will be required to reimburse the College for two thirds of the monies received/prepaid.
Employees who voluntarily leave employment at the College between twenty-four (24) and thirty-six (36) months of receiving tuition reimbursement or having tuition paid directly to an institution on their behalf will be required to reimburse the College for one-third of the monies received/prepaid.
Employees who voluntarily leave employment three (3) years or more after receiving tuition reimbursement or having tuition paid directly to an institution on their behalf will not be required to make repayment to the College of monies received/prepaid.
Recognition for Degree Completion
The College recognizes and acknowledges the importance of degree attainment. Full-Time benefits-eligible employees who meet the stated eligibility criteria will receive a base salary increase for the completion of an Associate’s, Bachelor’s, Master’s, or Doctorate degree. Employees completing a lesser degree than required for their position are eligible provided the degree is pertinent to their continued employment with the college. An employee is limited to one (1) base salary increase per degree level.
- successful completion of the ninety (90) working day probationary period
- the degree is related to the employee’s current position or for possible future employment opportunities at the college.
- an official transcript is submitted to human resources to document the degree attainment
The Chancellor or Vice President has the discretion to determine the amount of the increase within the ranges listed below:
- Associate's Degree $250 - $500
- Bachelor's Degree $500 - $1,000
- Master's Degree $1,000 - $2,000
- PhD, EdD, JD $2,000 - $4,000
For more details about this benefit, contact your supervisor or Human Resources Administrator.
To convey our appreciation for your dedication and recognize your valued contributions, the College will present you with a service award. You may choose from a selection of items ranging from jewelry and clocks to life style items. You will also receive a certificate recognizing your years of service. These awards are presented after five years of continual employment with Ivy Tech, and every five years thereafter. Additionally, the President, Vice President, Chancellor or designee may authorize a reception be held to honor a retiring employee.
Health and Dental Benefits after Retirement
When you are planning your retirement from the College, you may be eligible to continue your participation in the College's health and dental care plans at the group premium rates. Depending on your age and length of full-time, benefits-eligible service with the College, you may qualify for one of the following two options:
Option 1 - Regular Retiree Program
Full-time, benefits-eligible employees who are retiring can elect to remain in the College group health and dental programs, paying 100% of the full premium expense, if you meet the following requirements:
—If you retire between the ages of 55 and 65, you must have ten years of continuous full-time, benefits-eligible service with the College to continue participating in the College’s health and dental programs.
—If you retire at age 65 or older, you must have five years of continuous full-time, benefits-eligible service with the College to continue participating in the College’s health and dental programs.
You will be required to pay the full health and/or dental premium expenses for you and any eligible family members you elect to cover. The College's billing partner will invoice you regularly for this coverage. Since you will be participating in a group plan, the extent of your coverage should be far greater than with most individual health and dental plans. If you choose to terminate your coverage through the Ivy Tech retiree program, coverage for any eligible dependents you cover will terminate at the same time. Dependents may not retain coverage without the retiree being covered, with the exception of a surviving spouse of a deceased retiree.
At age 65, Medicare will become your primary health insurance and the College-sponsored plan your secondary health coverage. You are not required to keep the College-sponsored coverage. Your dental plan benefits will remain the same for as long as you continue participation since there is no coordination with Medicare for dental benefits.
Option 2 - The 75-Plan
Available to full-time, benefits-eligible employees continuously employed in a full-time, benefits-eligible position on or before December 31, 2008.
Full-time, benefits-eligible employees, continuously employed in a full-time, benefits-eligible position on or before December 31, 2008, can elect to remain in the College group health and dental programs and pay the same portion of the full premium expense that active employees pay until you become Medicare-eligible at age 65, provided you meet the following requirements:
—You must retire between the ages of 55 and 65, and your combined age plus years of continuous full-time, benefits-eligible service must equal at least 75.
The College pays the majority of the premium expense for health and dental care coverage for you and any eligible dependents you elect to enroll. You pay the remaining portion of the premium expense. The College will bill you quarterly at the group premium rate for this coverage. Since you will be participating in a group plan, the extent of your coverage should be far greater than with most individual health and dental programs. If you choose to terminate your coverage through the Ivy Tech retiree program, coverage for any eligible dependents you cover will terminate at the same time. Dependents may not retain coverage without the retiree being covered, with the exception of a surviving spouse of a deceased retiree. At age 65, Medicare will become your primary health insurance and the College-sponsored plan your secondary health coverage. You are not required to keep the College-sponsored coverage. Your dental plan benefits will remain the same for as long as you continue participation since there is no coordination with Medicare for dental benefits. Your dental plan option will follow the same billing procedures as your health plan. The premium expense for this coverage will be payable in full by you. In other words, at age 65, 100% of the premium expense for health and dental benefit plan coverage will be payable by you.
For complete details on the College’s benefit plans for retirees, please see the Benefits Website and contact your campus Human Resources Administrator.
If you elect to terminate your health and/or dental coverage through the Ivy Tech Retiree program, you cannot be reinstated later. Plans can be selected independent of one another.
Sick Leave Buy Back
A portion of your accrued sick leave is payable at termination if you qualify for the sick leave buy back program. The program provides each benefits-eligible employee a benefit payment equal to 50% of the employee's first one-hundred (100) days of unused sick leave accrual balance. To be eligible for this payment an employee must be at least fifty-five (55) years old and continuous benefits eligible years of service plus age must equal seventy-five (75) or more. There is no maximum age limit. Payment of this benefit will be made on the final payroll check. Please contact your Human Resources department to verify eligibility and to complete the necessary forms.
As a retiree you may be eligible to enroll for up to twelve (12) credit hours or an equivalent number of non-credit courses (fees remitted for non-credit courses not to exceed credit course fees for twelve (12) credit hours) per semester at Ivy Tech. Educational travel courses are not eligible for fee remission. The College will waive the general fee, technology fee and distance education fee for these credit hours/non-credit courses when a fee remission waiver request form is approved prior to registration for the course.
The College also provides a retiree's spouse and dependent children the opportunity to attend classes offered at Ivy Tech for up to fifteen (15) credit hours or an equivalent number of non-credit courses (fees remitted for non-credit courses not to exceed credit course fees for fifteen (15) credit hours) per semester. Educational travel courses are not eligible for fee remission. The College will waive the general fee, technology fee and distance education fee for these credit hours/non credit courses when:
- a fee remission waiver form is approved prior to registration for the course
- a dependent child acknowledgment form is completed when fee remission is for a dependent child.
|TO:||All Full-Time Employees|
Assistant Vice President of Human Resources
|RE:||Update to the Full-Time Employee Handbook|
Below is a brief description of updates made to the Full-Time Employee Handbook. We have established a direct link from this summary to each section in the handbook to provide you easy access to the update. Please be sure to review the updates carefully so you are fully aware of the changes.
Personnel Policies and Procedures
- Employee Categories
- Rehired Employees - If a former full-time benefits eligible employee is rehired to a full-time benefits eligible position within 180 calendar days after termination or losing benefits eligible status if still employed, the College will bridge continuous years of full-time service, including seniority for the rate of vacation accrual, the College’s non-elective retirement contribution percentage, and eligibility for the College Retiree Medical plan.
- Exception to Vacation Accrual Maximum - This policy has been eliminated from the employee handbook.
- Family Illness/Accidents - This policy has been updated to include "partner" as an immediate family member.
- Bereavement- This policy has been updated to include 'partner" as an immediate family member.
- Family and Medical Leave Act Policy
- Substitution of Paid Leave- The limitation to the use of 10 days of sick time for medical leave for the serious health condition of a family member and service member caregiver leave has been eliminated.
- Temporary Leave- This policy was formerly named “Temporary Disability Leave.” Temporary Leave is available for employees not yet eligible for a FMLA leave and applies solely to an employee’s own need for medical or family leave.
- Extended Leave- This policy was formerly named “Extended Disability Leave.” Extended Leave is available if an employee is unable to return to work after completion of a Temporary Leave or Family Medical Leave for an employee’s own serious health condition or the serious health condition of a family member.
- Personal Leave- Personal Leave may be requested by an employee for some other personal request not covered by other leave policies or for an employee who is not eligible for any other leave at the time of the request.
If you have any questions about these changes, please contact your campus Human Resources team.
|TO:||All Full-Time Employees|
Assistant Vice President of Human Resources
|RE:||Update to the Full-Time Employee Handbook|
Below is a brief description of updates made to the Full-Time Employee Handbook. We have established a direct link from this summary to each section in the handbook to provide you easy access to the update. Please be sure to review the updates carefully so you are fully aware of the changes.
Personnel Policies and Procedures
- Leadership Escalation Policy- Acknowledging that issues and problems arise periodically, this policy is intended to guide leadership actions so that the issue or problem is resolved at the lowest possible level in the College with effective communication and handling to allow other departments, campuses and/or the College to avoid similar issues or problems. Additionally, if the issue or problem is not being resolved in a reasonable period of time, the policy is intended to guide how leaders act and escalate the concern to other organizational levels until the issue or problem is resolved.
If you have any questions about these changes, please contact your campus Human Resources team.
|TO:||All Full-Time Employees|
Executive Director of Human Resources Office of the President
|RE:||Update to the Full-Time Employee Handbook|
Below is brief description of updates made to the Full-Time Employee Handbook. We have established a direct link from this summary to each section in the handbook to provide you easy access to the update. Please be sure to review the updates carefully so you are fully aware of the changes.
Computer Resources PolicyGeneral Computer Resources Policy
- College Cloud Storage Use- This policy provides guidance for establishing responsibilities and limitations associated with the use of cloud storage and file-sharing services, such as Microsoft OneDrive and Google Drive.
If you have any questions about these changes, please contact your campus Human Resources Department.