Employee Handbook Section Three: EMPLOYMENT

Classification of Support Staff Employees

Support staff employees work a fixed number of hours per week and are eligible for additional pay when they work more than the fixed number of hours per week. Support staff employees are considered non-exempt (not exempt from overtime pay) according to the Fair Labor Standards Act. Non-exempt employees are eligible for overtime pay (time and one-half) when they work more than 40 hours in a workweek.
Gettysburg College employs five types of support staff employees, with varying terms and conditions of employment, as may change from time to time, as outlined below:

  1. Regular full-time support staff employees work between 1,950 hours and 2,080 hours annually (usually 37.5 hours or 40 hours per week). Full-time support staff employees may be eligible for all College benefit programs upon completion of any waiting periods and subject to specific benefit plan rules. A break in service of 12 months or more requires completion of a new waiting period unless specifically permitted as part of a benefits plan document. 
  2. Reduced hour support staff employees work between 1,770 hours and 1,949 hours. Generally, these employees work a full time schedule during the academic year and have reduced hours in the summer months. They are eligible for all College benefit programs upon completion of any waiting periods and subject to specific benefit plan rules. A break in service of 12 months or more requires completion of a new waiting period unless specifically permitted as part of a benefits plan document. 
  3. Regular part-time support staff employees with benefits work more than 1,000 hours annually, but no more than 1,769 hours. Regular part-time support staff employees receive pro-rated benefits (vacation, holidays, sick leave and pension after two years of service). Such employees are not eligible for insurance coverage other than that required by law (i.e., Workers' Compensation). 
  4. Regular part-time support staff employees without benefits work less than 1,000 hours annually. Such employees are not eligible for benefits other than that required by law (i.e., Workers' Compensation).
  5. Casual (On-call) support staff employees work on an as-needed basis. Such employees are not eligible for benefits other than that required by law (i.e.,Workers' Compensation).

 

Classification of Administrative Employees

Gettysburg College employs two types of administrators, with varying conditions of employment, as outlined below:

  1. Regular full-time administrators are 10- to 12-month employees scheduled to work at least an average of 37.5 hours per week on a sustained basis. Regular full-time administrators may be eligible for all College benefit programs upon completion of any waiting periods and subject to specific benefit plan rules. A break in service of 12 months or more requires completion of a new waiting period unless specifically permitted as part of a benefits plan document.
  2. Regular part-time administrators are employees scheduled to work less than an average of 37.5 hours per week, but more than 20 hours per week on a sustained basis. Regular part-time administrators are entitled to pro¬rated benefits (vacation, holidays, sick leave, and pension after two years of service). Generally, these positions are paid on a salaried non-exempt basis and are eligible for overtime when working more than 40 hours in a work workweek. Such employees are not eligible for insurance coverage other than that required by law (i.e., Workers' Compensation).

Policy Prohibiting Improper Pay Deductions for Salaried Exempt Employees

It is the purpose of this policy to emphasize the College's intention to fully comply with the Fair Labor Standards Act ("FLSA") and all applicable state wage and hour provisions. Accordingly, salaried employees who are classified as exempt from overtime provisions will receive their full predetermined salaries for each workweek in which they perform any work. The College will not make any deductions from the predetermined salary, due to variations in the quality or quantity of work performed, except in the following situations:

  1. The employee will not be paid his or her salary for any workweek in which he or she performs no work.
  2. Deductions from salary may be made when an exempt employee is absent from work for one or more full days for personal reasons, other than sickness or disability 
  3. Deductions from salary may be made for absences of one or more full days occasioned by sickness or disability (including work-related accidents), if the deduction is made in accordance with a bona fide plan, policy, or practice of providing compensation for loss of salary occasioned by such sickness or disability. Deductions for such full-day absences also may be made before the employee has qualified under the plan, policy, or practice, and after the employee has exhausted the leave allowance. 
  4. FMLA leave is generally unpaid, unless accrued paid leave or benefits are otherwise available to the employee. 
  5. Deductions from salary will be made for unpaid disciplinary suspensions of one or more full days imposed in good faith for infractions of workplace conduct rules, as explained in our written policies applicable to all employees (e.g., policies prohibiting discriminatory harassment or prohibiting workplace violence). 
  6. Deductions from salary will be made for unpaid suspensions imposed in good faith for infractions of safety rules of major significance, such as those relating to the prevention of serious danger in the workplace or to other employees. 
  7. In the initial or terminal week of employment, the College will pay a proportionate part of the employee's full salary for the time actually worked.

The College prohibits and will not allow improper deductions from the pay of its salaried exempt employees. If a salaried exempt employee in good faith believes that his or her compensation has been improperly reduced, the employee should promptly report the matter to the Co-Directors of Human Resources and Risk Management in writing. The following procedures shall apply:
a) The employee shall report the alleged improper pay deduction in writing to the Co-Directors of Human Resources and Risk Management and the writing shall include the following:
    (1) employee's name;
    (2) amount believed to be improperly deducted;
    (3) reason given for the deduction; and
    (4) reason the employee believes that the deduction was improper.

b) The College shall conduct an investigation into the matter.
c) If it is determined that the deduction was in error, the employee will be fully reimbursed, and there will be no retaliation of any kind for having utilized this complaint procedure.
Should you have any questions concerning this policy, please see your supervisor or the Human Resources and Risk Management Office.

Employment Eligibility

All offers of employment are contingent upon verification of your right to work in the United States. On your first day of work, you will be asked to sign the Federal Form I-9, Employment Eligibility Verification Form. Within the first three days of work you must provide original documents verifying your employment eligibility in the United States and your identity as required by federal law. If you at any time cannot verify your right to work in the United States, the College may be obligated to terminate your employment.

Identification Card

All employees are required to have an employee identification card. This card is obtained from Dining Services. Contact the Dining Services Office for a schedule of available hours.
Your ID card can be used in the College Store, to check out materials in the Library, and for entrance into the Center for Athletics and Recreation.
Funds may be added to your card for purchases in the Specialty Dining Room,¬ Student Dining Room, and Cafe 101. These funds may be added through payroll deduction. To enroll for this deduction, forms are available in the Specialty Dining Room and in the Human Resources and Risk Management Office.
Dependent ID cards are also available for your child(ren), your spouse or your partner.

Probationary Period

There is a probationary period of three months for new employees. with the exception of those hired in the Department of Public Safety (DPS). DPS employees are subject to a six-month probationary period. This probationary period is for the benefit of both the new employee and the College and is intended as an opportunity for the College to closely evaluate the new employee and for the employee to evaluate his/her new working environment. Prior to the completion of the probationary period, the supervisor will conduct an interactive performance evaluation with the new employee. The probationary period may be extended by the College at its discretion. Likewise, an employee may be terminated for unsatisfactory performance or any other failure to meet the College's expectations at any time during the probationary period. Of course, the intention of the College is to use the probationary period to smoothly transition the new employee into his/her new position. At all times, both before and after the probationary period, employees remain at-will.

Employees who leave employment with the College for a period of one year or more must complete a probationary period upon return to employment. Additionally, employees who move one position to another are subject to another three month probationary period (six months for Department of Public Safety positions).