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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.

The Personnel Section in the College Operational Procedure Manual (COPM) became null and void on March 1, 1998.

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, sex, national origin, disability, gender identity 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 is the state's largest public postsecondary institution and the nation's largest singly accredited statewide community college system serving nearly 200,000 students annually. 

Ivy Tech was created by the General Assembly in 1963 and is one of the state’s seven public, post-secondary institutions along with IU, Purdue, Ball State, ISU, USI and Vincennes.  Ivy Tech was named Indiana’s sole community college system in 2005 and is the nation’s only statewide community college system.  As a public college, Ivy Tech is state-supported, which means a major portion of its funding is provided by appropriations from the Indiana General Assembly.

While our students enjoy the benefits of a large institution, with 30 campuses throughout the state and an average class size of 22, students find personal attention close to home at Ivy Tech Community College.

Ivy Tech is the state's most affordable college and with credits that transfer, students can save money by completing the first two years of a four-year degree at Ivy Tech.

Ivy Tech Community College's Department of Workforce and Economic Development offers local, affordable solutions for Indiana business and industry training needs.

Ivy Tech’s mission is to prepare Indiana residents to learn, live, and work in a diverse and globally competitive environment by delivering professional, technical, transfer and lifelong education.  Through its affordable, open access education and training programs, the college enhances the development of Indiana’s citizens and communities and strengthens its economy.  Our vision is “Changing Lives, Making Indiana Great.”

The College recently launched its new “Accelerating Greatness to Focus on Student Success 2025 Strategic Plan,” which includes four core strategies: 1.) Ensure that students achieve their educational goals, 2.) Make Indiana’s citizens, workforce and businesses more competitive globally, 3.) Ensure optimal quality and efficiencies statewide, and 4.) Secure an adequate and sustainable resource base.

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 Region, 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 Regional Executive Director of Development, or the Executive Director of Resource Development, Sandra Howarth.

Regional Administrative Centers

IVY TECH NORTHWEST

Region 1

1440 East 35th Avenue

Gary, Indiana 46409

(219) 981-1111  

IVY TECH WHITEWATER

Region 9

2357 Chester Boulevard

Richmond, Indiana 47374

(765) 966-2656

IVY TECH NORTH CENTRAL

Region 2

220 Dean Johnson Boulevard

South Bend, Indiana 46601

(574) 289-7001  

IVY TECH COLUMBUS

Region 10

4475 Central Avenue

Columbus, Indiana 47203

(812) 372-9925  

IVY TECH NORTHEAST

Region 3

3800 North Anthony Boulevard

Fort Wayne, Indiana 46805

(260) 482-9171 

IVY TECH SOUTHEAST

Region 11

590 Ivy Tech Drive

Madison, Indiana 47250

(812) 265-2580  

IVY TECH LAFAYETTE

Region 4

3101 South Creasy Lane

Lafayette, Indiana 47903

(765) 269-5100  

IVY TECH SOUTHWEST

Region 12

3501 N. First Avenue

Evansville, Indiana 47710

(812) 426-2865  

IVY TECH KOKOMO

Region 5

1815 East Morgan Street

PO Box 1373

Kokomo, Indiana 46903

(765) 459-0561 

IVY TECH SELLERSBURG

Region 13

8204 Highway 311

Sellersburg, Indiana 47172

(812) 246-3301

IVY TECH EAST CENTRAL

Region 6

4301 South Cowan Road

Muncie, Indiana 47302

(765) 289-2291 

IVY TECH BLOOMINGTON

Region 14

200 Daniels Way

Bloomington, Indiana 47404

(812) 330-6350

IVY TECH WABASH VALLEY

Region 7

8000 South Education Drive

Terre Haute, Indiana 47802

(812) 299-1121  

COLLEGE CENTRAL OFFICES

50 West Fall Creek Parkway North Drive

Indianapolis, Indiana 46208

(317) 921-4882 

IVY TECH CENTRAL INDIANA

Region 8

50 West Fall Creek Parkway North Drive

Indianapolis, Indiana 46208

(317) 921-4800  

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, 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.

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, you may request up to three (3)  working days of paid bereavement time off for the death of an immediate family member. This includes your spouse, children, stepchildren, adopted/foster 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 request 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 regional 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 regional 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 region-specific basis. Please contact your regional Human Resource Administrator to determine if this service is available in your region. 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

    January 2016

    TO: All Full-Time Employees
    DATE: January, 2016
    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.

    Personnel Policies and Procedures
    General College Operations
    • Additional Personnel Policies
      • Accidents -- The accidents section of the handbook has been removed to consolidate the protocol for the reporting of accidents section of the handbook.
    Safety at the College
    • Reporting of Accidents -- Protocol for the reporting of accidents has been consolidated to one section of the handbook.  Actual policy has not been changed.
    Other Core Benefit Programs
    • Worker's Compensation Disability Benefits -- The Worker's Compensation policy has been updated to include rules and requirements for Temporary Modified Duty for employees returning to work following a workplace injury or illness.

    If you have any questions about these changes, please contact your regional Human Resources Administrator.

    April 2015

    TO: All Full-Time Employees
    DATE: April, 2015
    FROM: Mike Popielski
    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.

    Personnel Policies and Procedures
    Employment at the College

    If you have any questions about these changes, please contact your regional Human Resources Administrator.