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 40 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:
Regular full-time support staff employees typically are scheduled to work between 1,950 hours and 2,080 hours annually (usually 37.5 hours or 40 hours per week) in a position designated as regular full-time by management. Full-time support staff employees will 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.
Reduced hour support staff employees typically are scheduled to work between 1,770 hours and 1,949 hours in a position designed as reduced hours by management. 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.
Regular part-time support staff employees with benefits typically are scheduled to work more than 1,000 hours annually, but no more than 1,769 hours, in a position designed as regular part-time with benefits by management. Regular part-time support staff employees receive pro-rated benefits (vacation, holidays, sick leave, and retirement plan contribution after two years of service). Such employees are not eligible for insurance coverage other than that required by law (i.e., Workers' Compensation).
Regular part-time support staff employees without benefits typically are scheduled to work less than 1,000 hours annually in a position designed as regular part-time without benefits by management. Such employees are not eligible for benefits other than that required by law (i.e., Workers' Compensation).
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).
In all situations, the College’s stated classification of an employee is binding for the purposes of all College policies and benefits.
Classification of Administrative Employees
Gettysburg College employs two types of administrators, with varying conditions of employment, as outlined below:
Regular full-time administrators are 10- to 12-month employees who typically are scheduled to work at least an average of 37.5 hours per week on a sustained basis in a position designed as regular full-time by management. Regular full-time administrators will 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.
Regular part-time administrators are employees who typically are scheduled to work less than an average of 37.5 hours per week, but more than 20 hours per week on a sustained basis, in a position designed as regular part-time by management. Regular part-time administrators are entitled to pro-rated benefits (vacation, holidays, sick leave, and retirement plan 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).
In all situations, the College’s stated classification of an employee is binding for the purposes of all College policies and benefits.
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 the FLSA’s 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:
- The employee may not be paid their salary for any workweek in which he or she performs no work.
- 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
- 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.
- FMLA leave is generally unpaid, unless accrued paid leave or benefits are otherwise available to the employee.
- 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).
- 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.
- In the initial or terminal week of employment, the College may 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 their compensation has been improperly reduced, the employee should promptly report the matter to the Executive Director of Human Resources in writing. The following procedures shall apply:
- a) The employee shall report the alleged improper pay deduction in writing to the Executive Director of Human Resources 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 investigate 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 contact the Human Resources 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.
Chosen Name Policy
Gettysburg College recognizes that employees may choose to identify themselves by a first and middle name other than their legal/government name. For this reason, employees may request that HR enter a chosen name for them in the College’s system of record. This name will be used where possible in the course of College business and education, provided the name is not for inappropriate purposes, such as misrepresentation or fraud.
Things to know and consider:
Why might an employee use a chosen name?
- An employee may go by a name other than their legal/government name for gender identity/expression, cultural, religious or professional reasons.
- An international employee may also choose to go by a name other than their legal/government name while they are working in the United States.
- Chosen names will appear on communications from the College to you and your family.
What is a chosen name versus a legal/government name?
- A chosen name is specified by entering first and middle names in the College’s system of record.
- A legal/government name is the full name that appears on an individual's passport, driver’s license, birth certificate, U.S. Social Security Card, or other government issued identification (including an F1 Visa).
What are some examples of where chosen name versus legal/government name may appear?
|
Chosen Name |
Legal/Government Name |
|
PeopleSoft Self-Service pages |
Payroll and HR related data in PeopleSoft and CNAV |
|
Employee ID Card (Employee must make this request if making a change from legal to chosen name) |
Tax Forms (W-2, 1099, 1042-S, 1098-T, W-9, W-8BEN) |
|
CNAV pages |
Health Insurance Information & Employee Accounts Billing System |
|
Email Display Name (Employee must make this request; alias does not change) |
I-20, F1 Visas
|
|
Campus Experience pages |
|
|
Navigate |
Payments and related notifications (payroll, employee refund checks, fellowship stipend checks, etc.) |
|
Moodle |
Loan Documents |
FAQs:
Regarding legal name changes:
What is the process to update my account and email username due to a legal name change?
Three weeks prior to the start of a semester, submit the documentation of the legal name change to Human Resources, and HR will in turn submit a Helpdesk ticket to Information Technology requesting the change.
Why does Information Technology need three weeks to change my username due to a legal name change?
When an employee has a legal name change, IT must create all new accounts in all systems and then manually copy any existing information from previous accounts to the new accounts. Additionally, time is needed for the new information to propagate through all data and technical systems. To reduce any negative side effects of migration and the propagation delays of the change through systems (email, Office 365, network file drives, system permissions, course rosters, financial aid, payroll, semester reporting, etc.), a legal name change is not performed during a semester.
Regarding chosen names:
What if I don’t want my chosen name used on public information or external communications including those sent to my family.
Gettysburg College will always use chosen name (with the exception of the required areas listed above under the legal/government name section).
Step by Step Guide on how to change your chosen name
What is the process to update my name in campus systems?
- Submit a request to Human Resources.
- To edit your email display name, also submit a request to Human Resources.
- To get a new College ID card, follow the instructions on the ID card office website.
Contact the following for additional support and resources:
Human Resources
- Website: https://www.gettysburg.edu/offices/human-resources/
- Office Phone Number: 717-337-6202
- Email: hr@gettysburg.edu
Office of Diversity & Inclusion
- Website: https://www.gettysburg.edu/offices/diversity-inclusion/
- Office Phone Number: 717-337-6375
- Email: diversityandinclusion@gettysburg.edu
DISCLAIMER: Technological platforms are continuously evolving. Should you find that a system is using the incorrect name, please complete this form.
Identification Card
All employees are required to have an employee identification card (ID). This card is obtained from Dining Services. Please visit the ID Office webpage for instructions on how to obtain an ID card.
Your ID card can be used in the College Store for a 20% discount, to check out materials in the Library, and for entrance into the Jaeger Center for Athletics and Recreation.
Funds may be added to your card as Dining Dollars. Employees who use Dining Dollars will receive a 10% discount at any dining register. This may be accomplished by either setting up a payroll deduction (complete payroll form), E-Service – Online Dining Services using a Credit Card, or visit the ID office in Dining Services with cash, credit card or a check to add Dining Dollars to your ID Card.
Dependent ID cards are also available for your dependent child(ren) under age 26, 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 Campus Safety. Campus Safety 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 their new position and working environment. Prior to the completion of the probationary period, the supervisor typically will conduct an interactive performance evaluation with the new employee. The probationary period may be extended by the College at its discretion. 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 their 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 Campus Safety positions).