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Introduction

Team Ivy

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:

  1. No policy covering a particular subject. The local administrators are free to form their own policy covering that subject.
  2. A general policy, leaving the details up to the local administrators; for example, wage and salary administration.
  3. 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, religion, gender, gender identity, sex, sexual orientation, national origin, physical or mental disability, age, or status as a veteran.

Message from the College President

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.

President

About Your College

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.

Mission:

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.

Vision:

Ivy Tech Community College students will earn 50,000 high-quality certifications, certificates, and degrees per year aligned with the needs of our workforce.

Core Values:

Student-Centered

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.

Outcome-Driven

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.

Inclusive

We cultivate intellectual and cultural diversity; promote the free, open, and civil exchange of ideas; and celebrate the uniqueness of students, employees, and communities.

Collaborative

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.

Ivy Tech Foundation

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.

Campuses and Systems Office

ANDERSON

815 East 60th Street

Anderson, Indiana 46013

(765) 643-7133

MADISON

590 Ivy Tech Drive

Madison, Indiana 47250

(812) 265-2580

BLOOMINGTON

200 Daniels Way

Bloomington, Indiana 47404

(812) 332-1559

MARION

261 Commerce Drive

Marion, Indiana 46953

(765) 651-3100

COLUMBUS

4475 Central Avenue

Columbus, Indiana 47203

(812) 372-9925

MICHIGAN CITY

3714 Franklin Drive

Michigan City, Indiana 46360

(219) 879-9137

EVANSVILLE

3501 N. First Avenue

Evansville, Indiana 47710

(812) 426-2865

MUNCIE

4301 South Cowan Road

Muncie, Indiana 47302

(765) 289-2291

FORT WAYNE

3800 North Anthony Boulevard

Fort Wayne, Indiana 46805

(260) 482-9171

RICHMOND

2357 Chester Boulevard

Richmond, Indiana 47374

(765) 966-2656

INDIANAPOLIS

50 West Fall Creek Parkway North Drive

Indianapolis, Indiana 46208

(317) 921-4800

SELLERSBURG

8204 County Road 311

Sellersburg, Indiana 47172

(812) 246-3301

KOKOMO

1815 East Morgan Street

PO Box 1373

Kokomo, Indiana 46903

(765) 459-0561

SOUTH BEND/ELKHART

220 Dean Johnson Boulevard

South Bend, Indiana 46601

(574) 289-7001

LAFAYETTE

3101 South Creasy Lane

Lafayette, Indiana 47903

(765) 269-5000

 

TERRE HAUTE

8000 South Education Drive

Terre Haute, Indiana 47802

(812) 299-1121

LAKE COUNTY

1440 East 35th Avenue

Gary, Indiana 46409

(219) 981-1111

 

VALPARAISO

3100 Ivy Tech Drive

Valparaiso, Indiana 46838

(219) 464-8514

LAWRENCEBURG

50 Walnut Street

Lawrenceburg, Indiana 47025

(812) 537-4010

COLLEGE SYSTEMS OFFICE

50 West Fall Creek Parkway North Drive

Indianapolis, Indiana 46208

(317) 921-4882

Personnel Policies and Procedures

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.

Time Off

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.

Holidays

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.

Winter Recess

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.

Faculty Release Day

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.

Bereavement

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.

Legally Required Absences

Voting

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.

Military Service

See Above

Benefit Programs

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.

COBRA

COBRA

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.

HIPAA

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.

Employee Assistance Program

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.

Service Awards Program

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.

Updates to the Full-Time Employee Handbook

October 2018

TO: All Full-Time Employees
DATE: October, 2018
FROM: Mike McNichols
Assistant Vice President of Human Resources
Systems Office
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
Employment at the College 
  • Employee Categories
    • Rehired EmployeesIf 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.
Time Off
  • 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.

July 2018

TO: All Full-Time Employees
DATE: July, 2018
FROM: Mike McNichols
Assistant Vice President of Human Resources
Systems Office
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
General College Operations
  • 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.

March 2017

TO: All Full-Time Employees
DATE: March, 2017
FROM: Mike McNichols
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 Policy
General 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.