Resources Marlboro College Staff Handbook
Dear Staff Member,
I want to welcome new staff members to Marlboro and to acknowledge those who are now serving the College. At Marlboro, staff members are recognized as essential and integral to our educational mission and to our reputation locally and nationally.
Marlboro College strives to be a vital and healthy workplace, recruiting and retaining employees who find great satisfaction in achieving their objectives. We expect that your expertise will contribute to our liberal arts mission to educate inquiring, thinking young people who become citizens of the College and citizens of the world. You are encouraged to participate in the life of the College through Town Meeting, committees and events as much as is feasible. If you want more information or need to discuss any concerns, please do not hesitate to talk with your supervisor or to our HR Generalist. (In addition, meetings of the Staff Task Force, a group that advises the president on policies and broad institutional questions, are open to all employees.)
I look forward to collaborating with you to continue making Marlboro a wonderful place to work and learn.
The purpose of this handbook is to provide you with information about Marlboro College and its employment policies and to describe the benefits and privileges of working here. This handbook is not an employment contract, and should not be interpreted as such, but will be a valuable resource for the duration of your employment here. Please take the time to read the handbook thoroughly and familiarize yourself with Marlboro’s policies and benefits. Wherever this handbook describes a benefit that is provided via a separate plan, the plan documents (and not the description used in this handbook) govern.
This handbook supersedes all previous versions and/or memos that may have been issued from time to time on subjects covered herein, except where noted within the handbook. The online version of our handbook supersedes all printed copies.
Marlboro College reserves the right to review, add, change, modify or delete terms set forth in these policies. Staff will be notified of any changes.
No individual supervisor or manager has the authority to change policies or benefits at any time. If you are uncertain about any information within this handbook or any interpretations of the information within this handbook, speak with your supervisor.
The goal of Marlboro College is to teach students to think clearly and to learn independently within a structured program of liberal studies. Students are expected to develop a command of concise and correct English and to strive for academic excellence informed by intellectual and artistic creativity; they are also encouraged to acquire a passion for learning, discerning judgment, and a global perspective. The College promotes independence by requiring students to participate in the planning of their own programs of study and to act responsibly within a self-governing community.
The mission of the Graduate School of Marlboro College is to offer responsive, innovative education of the highest standard in professional studies in the topic areas of management, technology and teaching. The educational practice of the School fosters the development of critical thinking, articulate presentation, coherent concepts and arguments, superior writing skills, and the ability to apply creative, sustainable solutions to real world problems.
It is the policy of Marlboro College not to discriminate in its admissions program, student services or hiring practices on the basis of race, creed, color, religion, gender, sexual orientation, gender identity or its expression, nationality, ethnic origin, age or disability or any other protected class.
Marlboro College, including the Graduate School, is accredited by the New England Association of Schools and Colleges, Inc. (NEASC), which accredits schools and colleges in the six New England states. Accreditation by NEASC indicates that the institution has been carefully evaluated and found to meet standards agreed upon by qualified educators.
The governing principles of Marlboro College community life are presented in the Marlboro College Community Constitution and Bylaws. As an employee of the College, you will find useful guidance in the Community Constitution and Bylaws and will be subject to the principles contained therein. Employees are encouraged to acquire a familiarity with the Constitution and Bylaws, which may be found online.
The following definitions will help you interpret the policies and benefits outlined in this handbook:
- Employee: Any person employed by the College, including staff members and student employees.
- Exempt Employee: An individual employed in a position that meets the law’s criteria to be exempt from requirements to pay overtime due to the nature of the work.
- Non-Exempt Employee: An individual employed in a position that does not meet the law’s criteria for exemption from overtime pay requirements. Non-exempt employees report hours worked and must receive overtime pay for hours worked over 40 per week.
- Staff Member: Staff members comprise all of the College administration and support positions as well as facility maintenance positions. In other words, staff includes all positions not designated as faculty members or students. Some staff members, by nature of their positions, are faculty ex officio; those are the president, the dean of students, the dean of admissions, the dean of faculty, the library director and the director of academic advising.
- Regular Staff Member: A staff member appointed to a position for an indefinite period.
- Temporary Staff Member: A staff member appointed to a position for a temporary period, usually to fill a vacancy. Temporary staff members are not eligible for benefits.
- Full-time Staff Member: A staff member scheduled for and who typically works 37.5 or more hours per week.
- Part-Time Staff Member: A staff member scheduled for and who generally works less than 37.5 hours per week. Part-time staff members working greater than 20 hours per week are eligible for some benefits.
- Academic Calendar Staff Member: A full-time, part-time, regular or temporary staff member who is only scheduled to work during the academic year while students are enrolled in classes.
- Senior Staff Member: The president appoints members of the senior staff. The senior staff includes the dean of students, the dean of faculty, the dean of admissions, the chief planning and budget officer, the senior financial management officer, the director of plant and operations and the chief advancement officer.
- Student Employee: A full-time student currently enrolled at the College who is employed by the College in a non-exempt, part-time, temporary work assignment. Student employees are not eligible for College-provided benefits. Student employees do not typically work more than 10 hours per week. Student employees may also work between semesters if they expect to return as full-time students in the subsequent semester.
Marlboro College is an Equal Opportunity Employer. We seek to be fully compliant with all related laws. Marlboro College will not discriminate against employees or applicants based on their race, color, religion, sex, sexual orientation, national origin, ancestry, place of birth, age, disability or gender identity and its expression, marital status, HIV status or any other protected classification.
Your relationship with the College is "at will," the most common form of employment relationship. As a Marlboro employee, you enter into employment voluntarily and are free to resign at any time for any reason or no reason. Similarly, Marlboro College is free to end its relationship with any employee at any time for any reason or no reason except for reasons protected by law.
Some positions at Marlboro require an appointment. The Board of Trustees appoints the president and the president serves at the will of the board, subject to the provisions of the bylaws of the College. The president appoints members of the senior staff. Appointments become effective upon confirmation by the board of trustees. The president may terminate these appointments after notifying the board.
Department heads hire staff positions. The filling of positions is approved by the president or the chief planning and budget officer. Vacant positions will generally be posted on the College website and, if needed, on local or national job boards and/or newspapers. Résumés for vacant staff positions may be submitted to the human resources office. Following a review of résumés, the best-qualified candidates will be interviewed. Hiring procedures will be consistent with the equal employment opportunity and affirmative action policy of the College described in this handbook.
Marlboro College does not prohibit the employment of spouses, partners or other relatives in the same department or administrative unit, provided the relative does not participate in recommendations or decisions affecting hiring, work assignments, promotion, demotion, or salary of the relative, and provided that no preferential policy toward relatives is used to deny equal opportunity. No individual will be hired into a position that could be influenced by a relative. In the case of the employment of spouses, partners or relatives in the same department or administrative unit, the College will decide at its own discretion whether a reassignment of duties, responsibilities or jobs is necessary.
The protection of confidential information is vital to the success of Marlboro College as well as the interests of students, faculty and employees. Confidential information includes, but is not limited to, grades, counseling and health records, compensation data, financial information, personnel/payroll records and certain conversations between persons associated with the institution.
Please be sensitive to the safeguarding of confidential information. Employees who improperly use or disclose confidential information will be subject to corrective action, including termination, even if they do not personally benefit from the disclosed information.
Access: Your personnel records are maintained in a secure file in the human resources office. Access to your personnel records is limited to you, your supervisor, the human resources office, the president and others with proper legal interest. Except where required by law, information contained in your personnel files will not be released to any other person without your consent. Employees may examine the contents of their personnel file by arranging an appointment with the human resources office. Supervisors are not permitted to keep personal information (such as social security numbers, copies of identification or W-4 and I-9 forms), but may keep contact information on their employees and any information relevant to their employees’ jobs, job descriptions and duties.
Accuracy of Employment Forms: We rely upon the accuracy of information contained in the employment application and other data presented throughout the hiring process and employment. Any misrepresentations, falsifications or material omissions in any of this information or data may result in corrective action.
Personnel Data Changes: Please notify the human resources department of any changes in your personnel data such as mailing address, telephone numbers, name and number of dependents or beneficiaries, or individuals to be contacted in the event of an emergency. The human resources department will communicate these changes to the accounting (including payroll) department. Please notify the human resources department as soon as any change is official. Your personnel data should be accurate and current at all times.
As an employee, you are expected to use safety equipment (where applicable and/or required) and exercise caution and common sense in all work activities. Employees should report any unsafe conditions to their supervisor. In the case of a workplace accident that results in injury, regardless of how insignificant the injury may appear, employees must immediately notify their supervisor and the human resources department. An accident report must be completed by the human resources department and the employee, following every injury. This form should be completed within 48 hours of the injury.
You will be issued keys to buildings and offices as necessary for the performance of your duties. When issued, you will be personally responsible for the safekeeping of those keys. You will be further responsible for returning the keys when you no longer need those for the performance of your duties or at the conclusion of your employment. Employees are strictly prohibited from duplicating College keys or loaning their keys to any other person. Keys lost or stolen must be reported to plant operations promptly.
Marlboro College employees are expected to abide by the vehicle and parking policies found in the Community Constitution and Bylaws and summarized here. For the safety of all, it is prohibited to exceed the campus speed limit of 10 mph in any vehicle. Helmets are required when driving a motorcycle or any two-wheeled motorized vehicle. Commuters are to park in the lower theater lot or the lot across from Persons Auditorium. Employees are not to park in the visitors’ lot across from the admissions building. All vehicles must display a College registration sticker. Plant operations will distribute registration stickers for the undergraduate campus. Graduate School staff must register their cars with the center coordinator to obtain a sticker for the parking lot on Vernon Street. Any exemptions from this policy must be reviewed and approved by the Fire and Safety Committee.
Employees with grievances (other than discrimination or sexual harassment grievances, which are addressed in a separate policy) are encouraged to follow the procedure outlined below. Please see the appendix for Marlboro’s full discrimination or sexual harassment policies and their grievance procedures.
Definitions: A grievant is an employee who feels he or she has a grievance resulting from non-compliance or misapplication of the College employment policy. A respondent is an employee alleged to have been the cause of a grievance. Note that the College as a whole may be accused of being the cause of a grievance, in which case the president or the president’s designee will be considered the respondent.
Grievance Procedure: The Grievance Procedure requires the following steps:
- The grievant should discuss the matter with the respondent, making an effort to resolve the situation at the level of person-to-person.
- The grievant should discuss the matter with his or her supervisor, making an effort to resolve the situation with his or her assistance. As applicable, the respondent may also engage his or her supervisor in resolving the grievance.
- The grievant should discuss the matter with the human resources office, making every effort to resolve the situation there.
- If the above steps fail, the grievant may request that the complaint be referred to a temporary grievance committee consisting of three employees of Marlboro College: one chosen by the grievant, one by the respondent, and one chosen by the first two members of the committee, and accepted by both grievant and respondent. Each grievance committee shall decide whether a grievance is justified or not, and shall make a recommendation to the president.
Presidential Review: The president of the College, who may accept, amend, reject or return for reconsideration the committee’s report, will review all recommendations of each temporary grievance committee. The president will present, in writing, reasons for requesting any reconsideration. The final decision on any grievance, and the responsibility for implementation of any recommended action, will rest with the president, except in instances when the president is the respondent. If the latter is the case, the review and final decision will be made by an ad hoc committee of the board of trustees, to be named by the chair in such a manner as he or she may see fit.
Staff members are asked to submit resignations in writing to their supervisors. Although staff members are free to resign at any time for any reason, in order to ensure a smooth transition of duties, staff members resigning from administrative and non-academic positions are requested to provide the College with reasonable notice as appropriate to their position. Generally, reasonable notice is considered to be three months for presidential appointees and one pay period for other staff members.
As a vital member of the Marlboro College staff, you are expected to achieve the work performance expectations explained in your job descriptions and to follow College policies. Employees are expected to behave ethically, appropriately, maturely and responsibly in the workplace (see “Standards of Conduct,” below). The corrective action policy is designed to assist employees to improve unacceptable behavior or performance by identifying the underlying causes and devising appropriate solutions. Under the corrective action policy, the consequences of unacceptable behavior or performance may take a variety of forms: a verbal warning, written warning, suspension, reduction of pay, demotion or termination of employment. The College reserves the right to determine the appropriate method of corrective action in each situation. There is no prescribed progression that corrective action will follow, and the College may bypass one or all corrective action steps at its sole discretion. Generally, the College expects that a verbal warning should be sufficient to improve performance or behavior. In the absence of demonstrated or sustained improvement, additional corrective action may be necessary. Please note that any conduct considered prejudicial to the best interest of the College, whether covered in this handbook or not, may be subject to immediate corrective action in some form, up to and including termination of employment. For further information on corrective action and for instructions and descriptions on each option, please see the appendix of this handbook or contact the human resources office.
Marlboro College regards proper, ethical and professional standards of conduct as important elements of a functional community. As an employee, you are expected to act ethically, maturely and responsibly. You are expected to follow the policies and standards described in this handbook as well as use common sense with behaviors or actions not covered in this handbook.
Purpose. Marlboro College is committed to the principles of integrity, good faith and fair dealing, and professional accountability in all of its business associations and transactions, and employment practices. The College has confidence in the loyalty and integrity of all members of the faculty and staff, and recognizes that their high ethical standards have been demonstrated on many occasions. In furtherance of those high standards of conduct, the purpose of this policy statement is to provide guidance on the College’s expectations with respect to any conflict of interest.
Policy. In the course of conducting College business, actual and potential conflicts of interest are occasionally present. A conflict of interest is present whenever an individual’s professional duties or obligations are compromised, appear to be compromised, or have the potential to be compromised by outside interests or concerns, personal gain or personal relationships. In order to maintain the integrity of Marlboro College and its programs and practices, College employees are expected to observe the following guidelines:
- Employees shall disclose any interest in any business or financial investment that might influence or give the impression of influencing his/her official decisions or actions on College matters.
- Employees shall avoid any business activity or investments that may in any way conflict or compete with similar activities on the part of the College.
- Employees shall refrain from any business activity or purchase or sale of securities or property that is based on confidential information or special knowledge related to the College.
- Employees shall not disclose without prior authorization any confidential information concerning the intentions of the College regarding investments, property acquisitions, purchasing or contracting, or any other confidential intention.
- Employees shall avoid outside employment or business activities involving obligations that may in any way conflict with the interests of the College.
- Employees may not accept or benefit from any gift, travel, meal, lodging, service, entertainment, payment of expenses, or any other thing with a value exceeding $250.00 from any person or entity doing business or seeking to do business with the College.
Each employee shall disclose any and all of his or her potential or actual conflicts of interest to his or her immediate supervisor or senior staff member. Employees should consult their immediate supervisor or senior staff member whenever they are in doubt as to whether a conflict exists. Following disclosure of a conflict of interest, employees, when necessary, should recuse themselves from direct involvement in any decision-making at the College in matters related to that interest.
Anyone found to be in violation of this Conflict of Interest policy may be subject to disciplinary action, up to and including termination from employment.
In general, the policy of the College is to prohibit intimate relationships between employees and students. The opportunity for close relationships between staff and students is one of the privileges possible at a small institution such as Marlboro. The definition of appropriate limits for such relationships is, of course, difficult. Nonetheless, Marlboro College will not tolerate the corruption of professional standards, authority and duties by such relationships. This may be grounds for dismissal from the College. Complaints and reports shall be brought to the attention of the human resources office or to the chief planning and budget officer.
To protect the health of all community members, and in accordance with state statutes, the College prohibits the possession of lighted tobacco products in any form in all indoor places of public access and in all indoor workplaces. Smoking shall be permitted outdoors and in any space specifically designated as a “Smoking Permitted Area.”
Expectations for reasonable and ethical use of Marlboro College computing resources are congruent with the mission of the College. Computing resources are primarily intended to support the educational goals of the College; therefore, uses for academic and administrative purposes have priority. Personal use of the College’s computing resources is not explicitly prohibited as long as it does not interfere with other users’ access to resources for academic or administrative work and is not excessive. Moreover, computer users at Marlboro should “act responsibly within a self-governing community.” Please see the appendix of this handbook for the computer use policy in full.
Marlboro College is committed to preserving an environment conducive to academic and professional excellence. This can only exist when every community member actively promotes an atmosphere of mutual respect. This policy is not intended to inhibit the free and open exchange of ideas, essential to Marlboro College’s principles, but rather to provide all community members the respect that will encourage their positive and honest participation.
Harassment is defined as any type of behavior that is so severe or pervasive that it interferes with an individual’s work or academic performance or creates an intimidating, hostile or offensive work or academic environment. Harassment may include any unwanted physical contact; use of epithets, inappropriate jokes, comments or innuendos; obscene or harassing telephone calls, e-mails, letters, notes or other forms of communication. Harassment in any form is against the policies of Marlboro College and in many cases, it is also illegal under state and federal law.
Those found to have violated this policy will be subject to corrective action up to and including termination of employment. Harassment complaints regarding a staff member should be reported to the compliance coordinator, who will initiate an investigation of the complaint. Upon gathering all information relative to the harassment complaint, the human resources office will convene a committee according to step four of the grievance policy procedure. Should the committee find that harassment has occurred; the human resources office and the individual’s supervisor will apply discipline according to the corrective action policy. Retaliation against an individual who complains of harassment under this policy is strictly prohibited. Intentionally making a false accusation of harassment is also strictly prohibited.
Certain kinds of treatment based on gender, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, or veteran status are also covered under the Marlboro College non-discrimination policy. Please refer to this policy in the appendix if the harassment is relative to employment or employment decisions.
Sexual harassment is against the policies of Marlboro College and illegal under state and federal law. This applies to any employee or student, male or female. Marlboro College is committed to providing a workplace and educational environment free from this unlawful conduct. It is unlawful for an employer to retaliate against an employee for filing a complaint of sexual harassment or for cooperating in an investigation of sexual harassment. Please see this policy in full online.
Substance abuse is of great concern to the Marlboro College community. Among the many health risks attendant to substance abuse is accidental overdose, physical and/or psychological dependence, organ damage, depression and increased susceptibility to accidents leading to serious injury. Because the College stresses the importance of preventative measures in dealing with any potential health problems, and in order to comply with the Drug-Free Workplace Act of 1988 and Drug-Free Schools and Communities Act Amendments of 1989, the College has adopted the following policy.
The unlawful or improper use of alcohol within the workplace and on all campus property is prohibited. The unlawful manufacture, distribution, dispensation, possession or use of illegal drugs within the workplace and on all campus property is prohibited. Such action shall result in disciplinary action, up to and including termination of employment. No employee may be under the influence of alcohol or any illegal drug or controlled substance while in the workplace, while on duty or while operating a vehicle or equipment owned or leased by the College.
College Penalties for Violation of the Policy. Failure to abide by this policy will lead to disciplinary action, which could include:
- Referral to the Employee Assistance Program for evaluation and treatment, including required participation in a drug/alcohol rehabilitation program
- Written warning
- Referral for prosecution
Legal Sanctions. Employees are responsible for obeying all local, state and federal laws concerning alcohol and other drugs. Legal sanctions, as a result of conviction for unlawful possession, use or distribution of illegal drugs or alcohol, could include fines, community service work, required participation in a local, state or federally approved rehabilitation program and/or imprisonment.
Available Resources for Treatment. The primary interest of the College is in the well-being of its employees. For that reason, we urge any employee who may be suffering from substance abuse or related problems to seek appropriate counseling and rehabilitation immediately. Such counseling is available through the College’s Employee Assistance Program (EAP), through the College’s health insurer and through public and private drug and alcohol agencies throughout Windham County and surrounding areas. The human resources office maintains a list of specific resources. Please refer to the appendix for a more detailed description of College policy regarding alcohol and other drugs.
Purpose. Marlboro College has a responsibility for the stewardship of College resources and compliance with the laws and regulations to which it is subject. The College has further obligation to investigate allegations of suspected wrongdoing and to correct or curtail improper activities.
The purpose of this policy is to affirm the principle of protected disclosure and enable faculty, staff, students and others of the College community to identify or raise concerns about suspected wrongful conduct without the risk of retaliation. “Protected disclosure” is any communication about actual or suspected wrongful conduct engaged in by a College employee, student, volunteer, agent or contractor that is based on a good-faith and reasonable belief that the conduct both occurred, or is about to occur, and is contrary to law and /or College policy. “Wrongful conduct” is defined as serious violation of College policy; a violation of applicable state and federal laws; or the use of College property, resources, or authority for personal gain or other non-College-related purpose.
Policy. Any individual who has made a protected disclosure of wrongful conduct or has participated in an investigation, proceeding, or hearing involving a protected disclosure shall not be subject to harassment, retaliation, or adverse employment consequences by the College because of that disclosure. Any employee of the College who retaliates against any individual who makes a protected disclosure shall be subject to disciplinary action, up to and including termination. Any student who engages in acts of retaliation shall be subject to judicial action.
Any employee or volunteer who knowingly gives false information of wrongful conduct or a subsequent false report of retaliation will be subject to disciplinary action, up to and including termination. Any student who makes false allegations will be subject to the judicial action of Community Court. Allegations that are not substantiated, but made in good faith, are not subject to disciplinary action.
In most cases, faculty members should direct concerns regarding wrongful conduct to the Dean of Faculty. Staff members should share such concerns with their immediate supervisor. Students should refer such concerns to the Dean of Students. If individuals are not comfortable discussing or reporting suspected wrongful conduct with those persons, or they are not satisfied with the responses that they receive from those persons, they may direct their concerns to any member of the Senior Staff or to the President. If individuals perceive no appropriate channel within the administrative structure of the College for reporting suspected wrongful conduct, they may direct their concerns to the chair of the Audit Committee of the Board of Trustees.
Protected disclosures may be made on a confidential basis or may be submitted anonymously. Confidentiality of the reporter will be maintained to the extent practicable within the limitations of the law, College policy and the legitimate needs of an investigation. Employees should not discuss allegations of wrongful conduct outside of the reporting and investigative process. If reporters self-disclose their identities directly or indirectly through their own actions outside the official investigation process, the College cannot maintain their confidentiality.
Representatives of the College who receive reports of suspected wrongful conduct will acknowledge receipt of those to the disclosing individual (if that person’s identity is known) within ten working days for most issues and within 24 hours for alleged criminal violations. Investigations of alleged wrongful acts will be coordinated by the Chief Planning and Budget Officer, or by the President or presidential designee. All reports will be promptly investigated within 45 calendar days and appropriate corrective action will be taken if warranted by the investigation.
Your role at Marlboro College is crucial. Every position at the College is interdependent and relies on the presence of others to facilitate communication and collaboration. The consistent and predictable attendance of employees allows community members to focus on collaboration and accomplishment while supporting the planning of departmental workload, events and projects.
All employees must be present and available for work when scheduled. Administrative offices and functions must be open, staffed and available to the community and the public during business hours. Employees need to work together to provide continuity and availability during lunch and breaks whenever possible.
The College administration is open to the public during regular business hours of 8:30 AM until 4:30 PM on the Marlboro College campus and 9:00 AM to 5:00 PM on the Brattleboro campus, Monday through Friday except for holidays. However, the programs and facilities of the College continue twenty-four hours a day and seven days a week. Therefore, employees in many positions may work schedules outside of regular business hours on a regular or occasional basis.
The scheduled work time for your position at Marlboro is defined by your job, the nature of your work and the requirements of the department. Schedules vary based on individual positions. Occasionally, circumstances require temporary or ongoing changes to a position’s regular schedule. If the College requires a change, the employees involved will be notified. Employee requested changes in schedule must be in writing and approved by the supervisor in advance.
Employees including exempt staff must be present and ready to work when scheduled. If it is not possible for an employee to work when scheduled, he/she must contact their supervisor before their regularly scheduled shift. As a courtesy, administrative positions should also notify the receptionist in order to direct callers appropriately.
As an integral part of the Marlboro College community, you are encouraged (but not required) to attend Town Meeting and participate in Town Meeting committees. Staff members should remain mindful of the responsibilities of their positions while they participate in College community life and they should schedule community activities around work responsibilities. Supervisors may require an employee to reduce the amount of time spent on community activities should a supervisor determine that work performance is adversely affected by the level or type of community involvement.
You are also invited to participate in campus activities outside of regular work hours, on a voluntary basis, such as social gatherings, lectures, performances and exhibits. Voluntary participation in College events and activities is not considered time worked. However, if your supervisor requests that you participate in a College event to achieve the goals of your position or department, the activity will be considered time worked and you will be compensated for that time worked, if in a non-exempt position. Staff members who wish to perform volunteer work for the College must consult first with their supervisors. Supervisors may not require employees to volunteer for any College activities.
You are encouraged to take short breaks during the course of the workday. Breaks are intended to allow you to refresh, refocus and relax. Breaks may not cumulatively exceed 15 minutes per four hours of work time. Break periods within the 15-minute guideline need not be recorded on the timecard and will be considered time worked and therefore paid. Extended break periods taken by non-exempt employees must be recorded on the timecard as they are not considered working hours and are not paid. The standard workday additionally includes a non-paid 30-minute break for lunch. Please consult your supervisors for break schedules or guidelines specific to your department.
Marlboro College complies with all applicable federal and state laws regarding payment of wages and benefits to employees. The College will pay wages and salary as described by this policy and required by law, and will not make pay deductions that violate either the federal or state laws. As an employee, you must truthfully report your hours and you are encouraged to review your paystubs regularly for accuracy.
For most staff members, one working day equals seven and a half hours, and one week equals five working days, for a total of 37.5 hours. For payroll purposes, the Marlboro College work week is defined as the period beginning at 12:00 AM on Saturday and ending at 11:59 PM on the following Friday.
Both non-exempt and exempt employees are paid on the same day, typically every other Thursday. On each payroll date, non-exempt employees are paid for the two-week payroll period ending the previous Friday. Exempt employees are paid for the two-week period ending on the Wednesday following the pay date. Exempt staff members in academic calendar positions may elect to be paid consistently throughout the 12 months of the calendar year, including during those periods when school is not in session and they are not expected to work.
Paychecks or remittance advices are typically available to you after 10:00 AM on paydays. Exceptions to this schedule will be noted on the annual payroll calendar, as described in the following section. All employees are encouraged to have their paychecks automatically deposited in their bank accounts by enrolling in the direct deposit program. If you choose direct deposit, you will receive a detailed payroll remittance notice instead of a paycheck.
If you are a non-exempt staff member or a student employee, you are required to submit a timecard at the end of each pay period listing all hours worked as well as any paid time off. The timecard must be signed in ink by both you and your supervisor and must be submitted to the payroll office by noon on the Monday following the end of the pay period. Be sure to record your time accurately, rounding to the nearest 15-minute interval. Lunch or time away from the job or campus must be noted on the timecard. It is the responsibility of both you and your supervisor to ensure that timecards are accurate and timely.
If you are an exempt staff member you are paid a salary and need not track your hours worked. However, you must track your time off by submitting a monthly payroll calendar by the 15th day of the following month. This calendar must be submitted even if you did not take any days off in the month. Before the start of each fiscal year, a general payroll calendar (subject to change) will be published stating the dates for payroll periods and pay dates during the year.
The integrity of the employment relationship at Marlboro depends on your honest participation. Failure to submit accurate and timely payroll records or any falsification of timecards or payroll calendar, including misstatement or omission of time worked, is a violation of College policy.
Marlboro College will only employ individuals legally eligible to work in the United States. Every employee must satisfactorily complete required verification forms and produce proof of citizenship or eligibility to work in the United States before starting work for the College.
As an employee of Marlboro College, you must also complete all required portions of IRS Form W-4 and submit the completed form to the human resources office prior to the completion of the first pay period in which you work. You must report any changes in eligibility to work to the human resources office in a timely manner. Current employees of the College may periodically be required to update their IRS Form W-4. Any employee that claims “exempt” on IRS Form W-4 must update the form annually.
All deductions to your wages are taken in accordance with applicable law and, when required, with your consent. Required deductions include Medicare and Social Security taxes, federal, state and local income taxes, child support and other garnishments if court ordered. Elective deductions, which require your consent, may include money owed to the College (such as bookstore or dining hall charges), contributions for health insurance premiums and Health Savings Account deposits, 403(b) retirement account contributions and donations to Marlboro College.
Marlboro College makes every reasonable effort to insure that you are paid in an accurate and timely manner. Unfortunately, errors may sometimes occur. You are responsible for reviewing your paystub upon receipt for accuracy. If an error in your paycheck has occurred, you are expected to notify payroll to ensure a timely resolution of the errors.
Any employee who believes that Marlboro College has made an inappropriate deduction or has failed to make proper payment regarding wages or benefits shall immediately consult the payroll office. The payroll office will initiate an investigation of the possible error within two business days of notification, and within 15 business days shall determine whether an error has occurred and report the findings to the employee. If the employee disagrees with the determination of the payroll office, he/she may file a written complaint with the senior financial management officer. Within 15 business days of receiving the complaint, the senior financial management officer will make a determination as to whether the payment or deductions were appropriate and provide the employee with a written response.
In the event of an inappropriate deduction or other error resulting in underpayment to the employee, the employee will be reimbursed for the full amount of the error less deductions by the next payday.
In the event of an error resulting in an overpayment to the employee, the employee will need to arrange to reimburse the College in full on or before the next payday. If reimbursement causes a hardship to the employee, the employee may make a written request to reimburse the College through subsequent payroll deduction(s). The decision to allow subsequent reimbursement will be made at the sole discretion of the senior financial management officer and is not subject to appeal.
Marlboro College recognizes the importance of providing time off for rest and relaxation, to address emergencies, to attend to personal responsibilities or cope with illness or bereavement. This policy identifies the categories, amounts of paid time off available to eligible employees, and provides guidelines for its use. “Paid time off” refers collectively to all types of paid days off, such as vacation, sick, personal, holiday, etc. Supervisors shall strive to ensure that paid time off provides flexibility for staff members to handle emergencies, weather conditions and personal needs. Staff members shall make every effort to request paid time off as far in advance as possible, recognizing that in some circumstances it may be impossible to schedule discretionary time off due to the needs of the department and the College. Both parties should work together in these situations to find the most reasonable compromise between the needs of the individual and the institution.
All regular full-time staff members are eligible for paid time off. Staff members working 20 or more hours per week will earn vacation and sick time on a pro-rated basis equal to the ratio of their regularly scheduled hours per week to the full-time equivalent hours. Regular, academic calendar staff members are eligible for vacation and other paid time off pro-rated on the basis of their annual number of months of work. Temporary staff members and part-time staff members scheduled to work less than 20 hours per week are not eligible for paid time off benefits.
Taking regular vacations is an important part of work life, providing staff an opportunity to rest, travel, study, or fulfills other personal goals or ambitions. Vacation requires a supervisor’s advance approval. You are strongly encouraged to request vacation time as far in advance as possible. Vacation time may be taken in daily increments of any size, although the College encourages you to take at least one vacation of a full week or more each year and to use available vacation time before reaching the maximum allowed accrual.
The accrual rate increases on your employment anniversary date. New full-time staff members begin to accrue vacation time after two months of regular employment at a rate of one day per month of completed employment to a maximum of ten days during the first year of employment. On the first employment anniversary, for the second year of employment, vacation accrues at a rate of 0.917 days per month or eleven days during the year. On the second employment anniversary (for the third year of employment) and on each anniversary date thereafter, the accrual rate increases by .083 days per month or one day per year until it reaches a maximum level of 1.67 days per month or 20 days per year. The maximum number of vacation days a full-time staff member is allowed to accrue is twice the person’s annual accrual rate (for example, 24 accrued days for a staff member currently accruing 12 days per year). Additional time will accrue after vacation days are used or after the accrual rate increases on an anniversary date. The accrual rates and limits for a full-time staff member are illustrated in the following table.
Days per year
Maximum Accrual for full-time staff
First two months
11 and more
Staff members will retain their years of service for purposes of determining the accrual rate of vacation when they transfer between benefits-eligible positions within the College. Senior staff members accrue vacation consistently at the rate of twenty days per year starting with their first year of employment. Sick time may be used instead of vacation time if a staff becomes ill or injured while on vacation and would be unable to work. Accrued unused vacation time is payable to staff members in good standing upon termination of employment.
Marlboro provides eligible employees several paid holidays to celebrate or mark significant landmark days throughout the year. Before the start of the fiscal year, the college publishes and distributes a schedule of staff holidays for the year ahead. Generally, the College recognizes the following holidays (*indicates days coinciding with holidays on the academic calendar):
- Independence Day (July 4th)
- Labor Day (First Monday in September)
- Hendricks Days* (a Monday and Tuesday in mid-October, varies based on academic calendar)
- Thanksgiving and the day after* (Fourth Thursday in November, and day after)
- Christmas, New Years and the business days in between* (December 25th through January 1st)
- Martin Luther King Day (Third Monday in January)
- Presidents’ Day (Third Monday in February)
- Ragle Day (Friday before Memorial Day)
- Memorial Day (Last Monday in May)
Non-exempt staff members required to work on certain holidays (for example: to provide ongoing student services, to perform time-sensitive plant operations work, to process payroll, or to interact with the broader community) will receive holiday pay for the holiday as well as pay for all hours worked on the holiday. Only hours worked will count toward overtime calculations. Exempt staff members who must work on a holiday are encouraged to work with their supervisors to arrange for alternative time off. Unused holiday time cannot be saved or accrued. Staff members do not receive holiday pay if a holiday occurs on a day they are not usually scheduled to work.
Marlboro College encourages you to stay home when you are sick, for your own sake as well as the health of others. If you are a full-time regular staff member, you earn one sick day per month to a maximum of 12 in a 12-month period, which may be used in increments of full or partial days if you:
- Are unable to be at work as scheduled because you are ill or injured,
- Must care for a sick or disabled family member,
- Attend a medical appointment for yourself or a dependent.
Unused sick time accumulates to a maximum of 40 days. Sick time may not be used as a substitute or supplement for vacation time. Supervisors may request medical documentation of the inability to attend work in cases of frequent or extended use of sick time for medical reasons. Unused sick time is not paid when a staff member’s employment with Marlboro College ends.
Marlboro College offers personal time as paid days off for you to attend to home or community duties. Full-time staff members earn four personal days on their date of hire and on each anniversary of employment date thereafter. Personal time does not accrue; unused personal time from the previous year expires on each anniversary date. Unused personal time is not paid when a staff member’s employment with Marlboro College ends. Your personal time may be used if you are unable to attend work for personal reasons. Some examples of personal time use may include:
- Attending a non-College Town Meeting or other civic engagements,
- Staying at home to care for children in the event of an unscheduled school closing or failure in the continuity of childcare services,
- Observation of a holiday not recognized by the College,
- Inclement weather.
In most circumstances, you are expected to travel to work in inclement weather, particularly if your work responsibilities directly contribute to the overall safety of the College community. Available personal time may be used when you must stay home in the following cases:
- You deem the roads unsafe between home and work,
- You must care for children during a school snow day,
- You rely on public transportation, which is not running due to weather.
If roads or childcare options improve when there is still the possibility of at least a half-day’s work, you are expected to travel to work at that point. Similarly, you may use available personal time to leave work early when there are strong indications the roads in between are or are becoming unsafe. You must communicate with your supervisor of your intent to be absent, tardy or leave early due to inclement weather. No person should be put at unnecessary risk because of his or her employment.
In the rare event that the College must close, the College will announce a delayed start or an early leave, through campus email, notification on the College website or an announcement on the “events hotline” at 802-451-7151. It is the employees’ responsibility to monitor these sources of information. A closure of the College announced by the College administration does not count against personal time.
In the event of the death of a close family member or loved one, bereavement pay is available to staff members meeting the eligibility requirements and according to the calculations in the “Eligibility and Calculations” subsection above. You may take up to five days of paid bereavement leave each year.
The College recognizes your civic duty to serve on a jury or as a court witness. Jury and witness duty leave are available to staff members meeting the eligibility requirements and according to the calculations in the “Eligibility and Calculations” subsection above. If you are absent from work because you have been summoned to serve on a jury or have been required by subpoena to appear as a witness, the College will pay the difference between any stipends from the court and your regular pay. You will be required to submit your jury summons and evidence of payment. This benefit does not apply when a staff member appears in court as a plaintiff or defendant. Regardless of whether or not you are eligible for pay for jury or witness duty leave, you must notify your supervisor as soon as possible of any requirement to be absent from work to appear in court. If the court does not require your attendance for a full day or full-time, then you are expected to return to work whenever you are not required to be present in court.
From mid-June through mid-August, Friday summer hours for all full-time staff members are 8:30 AM to 12:30 PM. These days will be posted on the Marlboro College website. In some cases it is highly impractical for a staff member to take the designated summer hours on Friday afternoons, the supervisor may offer an alternative equivalent option for the department or staff member. Business travel that takes place on summer Fridays should be discussed with the supervisor. Summer hours are not applicable for staff members not regularly scheduled to work on Friday afternoons.
There are many emergency volunteer opportunities, and Marlboro encourages your participation. You will be paid up to 15 volunteer hours per year if absent from work to respond to an emergency as a member of an emergency rescue unit such as the Red Cross, a volunteer fire department or any other first response emergency service. You must notify your supervisor and the human resources office upon hire or upon making a commitment to an emergency first response unit, and you may be required to submit evidence in order to qualify for this type of paid time off. Emergency first responders receive 15 hours on their date of hire and on each anniversary date thereafter. Emergency volunteer time does not accrue; unused emergency volunteer time from the previous year expires on each anniversary date. Unused emergency volunteer time is not paid when a staff member’s employment with Marlboro College ends. To assist in department workflow, volunteers should consult with supervisors and arrange for off-hours response time if feasible.
All regular employees who have worked for Marlboro College for at least 12 months and at least 1,000 hours during the previous 12 months you are eligible for up to 12 weeks of unpaid leave within a calendar year. This is in accordance with the provisions of the Federal Family and Medical Leave Act of 1993 (FMLA) and the Vermont Parental and Family Leave Law of 1992 or other changes in the law. This leave will be granted:
- For the birth of a son or daughter and to care for the newborn child (leave for this purpose must conclude within 12 months after the birth);
- For the placement of a child for adoption or foster care with an employee and to care for the newly placed child (leave for this purpose must conclude within 12 months after the placement);
- To care for an immediate family member (spouse, child or parent) with a serious health condition as defined below; and
- When the employee is unable to work because of a serious health condition as defined below.
- “Any qualifying exigency” arising out of the fact that the spouse, son, daughter or parent of the employee is on active duty or has been notified of an impending call to active duty status, in support of a contingency operation. By the terms of the statute, this provision requires the Secretary of Labor to issue regulations defining “any qualifying exigency.” In the interim, employers are encouraged to provide this type of leave to qualifying employees.
A serious health condition is an illness, injury, impairment or physical or mental condition that involves:
- Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a hospital, hospice or residential medical care facility; or
- A period of incapacity requiring absence of more than three calendar days from work that also involves continuing treatment by (or under the supervision of) a qualifying health care provider; or
- Any period of incapacity due to pregnancy or for prenatal care; or
- Any period of incapacity (or treatment therefore) due to a chronic serious health condition (e.g., asthma, diabetes, epilepsy, etc.); or
- Any absence to receive multiple treatments (including any period of recovery there from) by, or on referral by, a qualifying health care provider for a condition that likely would result in incapacity of more than three consecutive days if left untreated (e.g., chemotherapy, physical therapy, dialysis, etc.).
- Military Service: An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. This military-caregiver leave is available during “a single 12-month period” during which an eligible employee is entitled to a combined total of 26 weeks of all types of FMLA leave.
Staff members may elect (but are not required) to use up all available paid time off while on leave. Use of paid leave does not extend the overall leave time to which the staff member is entitled. See below for information specific to maternity, paternity or adoption leaves.
During the Vermont and FMLA leave period, Marlboro College will maintain the employee’s health insurance at the regular employee cost. The College reserves the right to seek recovery of health insurance premium payments in the event an employee fails to return to work at the end of the leave. Arrangements for payment of the employee contributions must be made in advance with the senior financial management officer. The College will also maintain and pay for long-term disability income insurance and group term life insurance during the leave period. Marlboro College may require some form of certification necessitating the leave.
All regular faculty and staff members who qualify for leave under the provisions of the Family Medical Leave Act (FMLA) to give birth to a child, to care for a newborn child, or to receive and/or care for a newly-placed adopted or foster child may also qualify for some of the leave to be paid. Birth mothers who qualify for leave under the provisions of the FMLA may also qualify for the leave associated with childbirth to be paid under the provisions of the College’s short-term disability policy. Paid parental leave must conclude within 12 months after the birth or placement of the child.
To qualify for paid parental leave both faculty and staff members must have been employed by the College for at least 12 consecutive months; faculty members must have a permanent faculty appointment of half-time or more; and staff members must be permanent employees in positions scheduled for 20 or more hours per week, and must have worked at least 1,000 cumulative hours prior to the paid parental leave. In order to receive pay for parental leave employees must submit, to the extent practicable, a written request for parental leave at least 90 calendar days prior to the first prospective day of leave. Faculty members should submit requests for parental leave to the Dean of Faculty, and staff members should direct their requests to their supervisors. Extenuating circumstances that prevent the provision of 90 days’ advanced notice will be reviewed on a case-by-case basis taking into consideration the reasons why notice could not have been given earlier.
Eligible staff members will receive up to two weeks of paid parental leave. Leave for staff members who work less than full time will be prorated on the basis of the employees’ standard work schedule. Staff members have the option of extending their paid parental leave by combining it with other available forms of paid leave allocated to eligible staff members: vacation, personal and sick leave. Specific arrangements for the use of additional paid leave in conjunction with paid parental leave must be established in advance by mutual agreement between staff members and their immediate supervisors. Under the provisions of the FMLA, staff members may also combine unpaid leave with paid parental leave. The total length of a period of parental leave will be subject to the maximum number of days allowed by the FMLA.
The policy for paid parental leave for the faculty differs from that for staff members in recognition that faculty members do not receive the several forms of paid leave extended to staff members, and in order to minimize disruption to the established academic schedule and to the studies of individual students. Eligible faculty members will receive paid parental leave of one semester’s duration as described below. The semester in which the leave occurs may be either the semester in which a child is born to or placed with the faculty member or the semester immediately following. Faculty members may elect to take their paid parental leave in one of the forms indicated below, all equivalent to ¼ paid time off:
- A reduction by ¼ of teaching duties with a continuation of their full salary for the semester. (Typically this will take the form of a course release).
- A reduction by ½ of teaching duties while receiving the equivalent of ¾ of their salary through the semester. (Normally, this would be a tutorials-only teaching schedule).
- Full leave with no teaching responsibilities with pay equivalent to ¼ of their salary for the semester.
Faculty may also be released from committee responsibilities for up to 12 weeks after the beginning of the leave. Because committee work is not always subject to the same semester-based time constraints as teaching, committee work may be suspended mid-semester. Specific arrangements for paid parental leave for faculty members shall be established in advance of the leave by mutual agreement between individual faculty members and the Dean of Faculty.
If you are a staff member who has worked for the College for at least three years, you are eligible to apply for an unpaid leave of absence for a period of up to two years. Leave requests must be submitted in writing at least four months before the requested leave is to begin. Your immediate supervisor may grant the leave with approval of the president, and contingent upon finding an appropriate temporary replacement. The College will make every reasonable effort to find an adequate replacement. If the College cannot find a replacement, the leave of absence may be denied or postponed.
When a staff member is on leave, Marlboro College will continue contributions toward insurance at the regular employer cost. Arrangements for payment of the employee contributions must be made in advance with the senior financial management officer. The College will also maintain and pay for long-term disability income insurance and group term life insurance during the leave period.
If you are a non-exempt staff member, all your available vacation and personal time must be used prior to taking a day off without pay (unpaid leave or unpaid time off) except where otherwise required by law. When you wish to schedule unpaid time off you must obtain approval from your supervisor and mark this time as unpaid leave on your timecard. A non-exempt staff member who is absent from work and has no paid time off (vacation, personal or sick) available will not be paid for the day and must mark this time as unpaid leave on their timecard. If unscheduled unpaid leave becomes a reoccurring problem and/or causes a disturbance in the productivity of a department or in the staff member’s work, it may be cause for discipline.
If you are an exempt staff member with no available paid time off (vacation, personal or sick), consult your supervisor to make individual arrangements regarding your schedule and pay if you must take a day off. Generally, exempt staff members are not permitted to take a day off without pay; however, if necessary and if possible, an exempt staff member may be able to make up the time missed. This does not apply to an unpaid leave of absence; see subsection “Leave of Absence (beyond FMLA)”.
Marlboro College has two health insurance plans for you to choose from: a high deductible plan with a health savings account (HSA) and a preferred provider plan (PPO). These plans cover both your basic and major medical health insurance. All regular staff members who work 20 hours or more per week on an ongoing basis are eligible to join one of these plans. Temporary and student employees are not eligible for health insurance. Premiums are paid by the College with a contribution from the employee for individual, two-person and family coverage; dependents (lawful spouses, unmarried children under the age of 19, unmarried children between the ages of 19 and 24 who are enrolled as full-time students and domestic partners) may be covered. Please contact the human resources office for current employee/employer contribution rates. Eligible employees may join a health insurance plan 30 days after date of hire. After that, employees may only switch plans, enroll in, drop from a plan, or make changes to their plans during open enrollment or because of “qualifying events” (please contact the human resources office for information on qualifying events). Open enrollment will take place each year prior to the January 1 effective date for the health insurance renewal.
A basic dental insurance plan is available after 30 days from date of hire for single, 2-person and families, including domestic partners. The employee pays the full premium at a discounted group rate. Contact human resources for current group rates.
The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified dependents the option to continue health insurance coverage under the College’s health plan when a “qualifying event” would normally result in the loss of eligibility. Employees must be enrolled in the College’s heath plan before the qualifying event occurs. Some common qualifying events are resignation, employment termination for a reason other than gross misconduct, death of the employee, a reduction in an employee’s hours, a leave of absence, divorce or a dependent child no longer meeting eligibility requirements as a result of age or full-time student status.
Under COBRA, the employee or dependent pays the full cost of coverage at the College’s group rate plus a two percent administration fee. Employees must notify the human resources office that a qualifying event occurred. The College provides each eligible employee with a written notice describing their rights and obligations under COBRA when the employee or dependent becomes eligible for coverage.
The employee assistance program from EAP Network is a voluntary program available to you as a College employee. It is designed to allow you or your family members to seek confidential, professional counseling or assistance for help in resolving life problems, including marital problems, adolescence issues, drug and alcohol issues, elder care needs and financial or legal consulting. EAP Network will provide one to five sessions at no cost to you or your family members. Using the EAP program will not, in anyway, jeopardize your job security or promotional opportunities. It is a resource to offer anonymous assistance in resolving problems, which might otherwise have a detrimental effect on your job performance. The request for help may be initiated by any employee or family member by calling EAP Network at 800-333-6624, available 24 hours a day. Marlboro College does not learn of individual employees utilizing the service; however, the College does receive statistical information on the overall usage.
Short-term disability is available to eligible employees if you are temporarily unable to work because of sickness or injury as documented by a qualified health care provider. All regular and academic calendar staff members working at least 20 hours per week are eligible for a short-term disability income benefit after 30 days from date of hire. This benefit is fully funded by the College, not by an insurance company. All accumulated sick time must be used first. Following the use of all available sick time, employees will receive full basic earnings for up to 20 working days or until the employee is eligible to return to work, whichever comes first. Thereafter, a benefit equal to ⅔ (or 66.67%) of basic earnings will be paid until the employee is either eligible to return to work or until 90 calendar days from the first day of a qualifying sickness or injury. The maximum monthly benefit will not exceed $5,000.00. For more details, consult the plan documents.
If you are unable to work after 90 days of recovery from sickness or injury, long–term disability insurance benefits are available to eligible employees. You are eligible after 30 days from date of hire as a regular or academic-calendar staff member working at least 20 hours per week. This premium is paid in full by the College; the eligible employee does not contribute to the plan. The policy provides an amount equal to 60% of basic earnings, not to exceed a maximum monthly benefit of $6,500.00, in the event of a long-term disability. The benefit is payable after 90 days of continuous absence from work due to a disability that results from a qualifying sickness or injury. Special terms and restrictions apply. Please contact the human resources office to enroll in the plan or for more information. For more details, consult the plan documents.
If you are a regular or academic-calendar staff member working at least 20 hours per week, you are also eligible for group term life insurance benefits after 30 days from date of hire. This benefit is paid in full by the College. The policy provides an amount equal to 100% of your annual earnings, rounded to the next higher $1,000, if not already a multiple thereof, plus $10,000 to a maximum of $200,000. It is your responsibility as an employee to be sure that your beneficiary information is current. Special terms and restrictions apply. Please contact the human resources office to enroll in the plan or for more information. For more details, consult the plan documents.
The College sponsors both a supplemental retirement account (SRA) plan and a defined contribution retirement plan. Participation in both plans is voluntary. Eligible employees may begin participation in and contributing to the SRA after 30 days from the date of hire. The College does not match your contributions to the SRA, but you may contribute to your SRA on a tax-deferred basis under Internal Revenue Service Code 403(b). Tax deferral means that you do not pay current income taxes on the contributions. However, you should expect to pay income taxes on benefits when those are paid to you.
You are eligible to participate in the defined-contribution plan after you complete one year of continuous service. For plan purposes, a year of service is defined as a 12-month period in which you work at least 1,000 hours. You must continue working at least 1,000 hours per year to maintain your eligibility for the defined-contribution plan. Contributions to the defined contribution plan are made by you and the College. If you contribute at least 1% but not more than 5% of salary, the College will equally match your contribution. Both your and the College’s contributions to the defined contribution plan are made on a tax-deferred basis.
You become immediately vested in both the SRA and defined-contribution plans. This means that your accumulation cannot revert to the College. This vesting entitles you to the contributions provided by the College, and to your contributions. The two retirement plans offer a variety of benefit payment options ranging from a lifetime pension income to lump sum payment of the accumulation attributable to your contributions.
The Plan is funded through Retirement Annuity contracts issued by TIAA and CREF. You select the investments for the College's contributions as well as your own. You may change your investment allocation at any time through use of TIAA-CREF's Automated Telephone Service or the internet at www.tiaa-cref.org.
More information about the retirement plan will be made available to you when the College first determines you are eligible to begin participation in the Plan. For further information regarding either plan or if you are already a participant in TIAA-CREF, you may request additional information or a copy of the Summary Plan Description from the human resources office.
Marlboro College offers a retirement healthcare program for qualified employees. You must be a regular or academic-calendar staff member working at least 20 hours per week. The program offers an alternative or additional way for you to accumulate and invest funds during your working years in preparation for future medical costs and provides access to group health insurance in retirement. Marlboro College contributes a fixed dollar amount for employees 40 years of age or older that have worked for the College for at least one year. Eligible staff members at least 21 years of age may make voluntary contributions to the plan. Contributions by the College are tax free to the employee; however, voluntary contributions are made after-tax. All assets including earnings are paid out tax-free for retiree health benefits, including health insurance premiums. There are no contribution limits. Please contact the human resources office to enroll in the plan or for more information.
If you are a full-time, regular employee, after twelve months of employment you are eligible to enroll in up to two undergraduate or graduate courses for credit or audit, excluding tutorials, each term without charge. Enrollment in those courses is based on the following provisions:
- Permission from the dean of faculty for undergraduate courses or permission from the associate dean of the Graduate School for courses at the Graduate School.
- Available space in the classes. In determining space availability, priority for enrollment in classes will be given to tuition-paying students.
- Only one academic course per semester may be scheduled to meet during the course of your standard work schedule. The amount of scheduled work time missed may not exceed three hours per week and any amount of work time missed must be made up during the same pay period.
- Completion of the Employee Education Benefit Application and submission of the completed application to the Student Accounts Office at least 30 days before the beginning of the academic term in which the class(es) you intend to enroll is(are) offered.
- The College reserves the right to limit the aggregate cost for courses that will be funded each term by the Employee Education Benefit. In the event that the College exercises the option to limit the total cost of the courses funded by the Employee Education Benefit, employee enrollment in courses will typically be first limited to one course per employee and authorized on the basis of employee seniority as determined by date of hire. If funding remains after all interested employees have enrolled in one class, on the basis of seniority employees may enroll in a second course until funding for this benefit for that term is exhausted.
- In special circumstances permission to enroll in classes may be extended to employees who would not otherwise be eligible to enroll in classes. That permission will be determined on a case-by-case basis by the chief human resources officer and the dean of the faculty or associate dean of the Graduate School.
As a member of the Marlboro College community, you understand the value of a Marlboro education and may also want to share this unique academic opportunity with your family. Subject to the admissions process, immediate family members of regular staff members are eligible to enroll in as many as 18 credits each semester or trimester without charge, except for special course fees stipulated in the catalog. Immediate family members of regular staff may also enroll in individual classes, without charge, subject to space availability in the class and approval of the dean of faculty for undergraduate courses and the associate dean of the Graduate School for graduate courses.
If you are a full-time staff member, you and your dependents may be eligible for tuition assistance at other colleges and universities through the Tuition Exchange program. The Tuition Exchange (TE) is a non-profit association of 590 colleges and universities across the country. It was founded in 1952 with the intent of making careers in higher education more attractive. TE strives to achieve this through a reciprocal scholarship program, which finances college tuition for the children and other family members of staff and faculty employed at participating institutions, including Marlboro College.
Each year, 4,800 awards are provided through TE across the country at full tuition, or at a set rate if an institution’s tuition is higher than the set rate maximum. Remitted tuition exchanges are an extension of tuition waivers at the home institution. All exchanges are accomplished through trading, no money changes hands and no accounting is done for variations in tuition. Eligible students may receive TE for a maximum of eight semesters or four years of undergraduate study.
You and your dependents (including children, adopted children or stepchildren through age 23) can participate in the TE program if you are a full-time staff member who has worked at Marlboro full-time for a minimum of two years. Part-time staff members are not eligible for TE. The student desiring a TE award must first be accepted for admission at the college or university they wish to attend. After the student is accepted, contact Marlboro College’s director of financial aid for TE application information and forms.
Since the TE program assumes a state of balance between the number of outgoing and incoming TE students, it may be necessary in some years to limit the number of outgoing TE awards that are available to dependents of Marlboro College. In cases in which the number of eligible Marlboro College employees seeking to utilize a TE benefit is greater than the awards allotted to the College the TE benefit will be awarded on the basis of institutional seniority (time and years of continuous service) shall receive the benefit, regardless as to their employee classification.
Please see our Tuition Exchange page for more information.
When you are on campus at mealtime in pursuit of your duties, you are entitled to that meal without charge. This privilege is extended to members of your family only at Community Dinners. Additional meals may be paid for in the dining hall. All members of the College community are expected to participate once per year in dining hall duty. This requires that you are present at the conclusion of lunch for about ten to fifteen minutes to tidy the dining hall, clear and wipe tables, transport compost to the farm, and put up chairs. Dining hall duty assignments are made by the crew chief, a community member hired by the Select Board to coordinate dining hall duty. The assignments are made at the beginning of the school year and are posted in the dining hall on a bulletin board as well as the daily Town Crier email. Exceptions to dining hall duty and rescheduling of dining hall duty may be made at the discretion of the dining hall crew chief. Failure to makeup a shift may subject you to a penalty of 10 hours of community service. Please read Article VI, Dining Hall, in the Community Constitution for more information on dining hall duty.
Marlboro College appreciates that professional development can make you a more productive and engaged employee. You may request funds for enrollment in professional development courses, seminars and conferences that are relevant to your position. Participation in professional development is contingent upon approval, which is considered by your department head and according to scheduling constraints and the availability of funds. Please see your supervisor for more information on this benefit.
NOTE: This section is most applicable for and relevant to staff members; however, the word “employee” is used throughout this section because supervisors may use these corrective action methods at their discretion for their other subordinates, as well, as appropriate for the situation and employment status.
There may be times when an employee fails to meet work performance expectations explained in their job descriptions or fails to follow College policies and other policies. These situations require corrective action, a process of communicating with an employee to improve unacceptable performance or behavior. The goal is to guide the employee to correct performance or behavior by identifying problems, causes and solutions, not to punish the employee. Corrective action may include one or more of the following: a verbal warning, written warning, administrative leave without pay, reduction of pay, demotion or dismissal (termination of employment). The College reserves the right to determine the appropriate method of corrective action in each situation. Generally, the College expects that a verbal warning should be enough to correct unsatisfactory performance or behavior. If there is no improvement or if there are repeat occurrences, a more progressive corrective action approach may be appropriate. The following list of corrective actions may not be comprehensive or appropriate for all situations. There is no promise that corrective action will follow a particular progression. The College reserves the right to determine the appropriate corrective action, and it may bypass one or all steps in its sole discretion. Supervisors may use other methods for correcting performance or behavior should they determine that a different method might be more successful. Documentation is an important element of the corrective-action process. Please notify the human resources office in writing (or email) of any corrective action taken, the reason and the performance or behavior expectation. Contact the human resources office for questions or concerns.
Verbal Warning: When unsatisfactory performance or behavior warrants a verbal warning, supervisors shall set a time and place to ensure privacy. In a conversation with just the employee (do not include co-workers, subordinates or any other person) begin with stating clearly that a verbal warning is being issued. Be specific in describing the unacceptable performance or behavior. Explain what are acceptable standards or explain what the policy is and provide any applicable written policy if available. Describe consequences of failing to correct their performance or behavior immediately and maintain the improved performance or behavior. Finally, the supervisor must notify the office in writing (email is acceptable) that a verbal warning was issued and explain the reason for the warning. This note shall be included in the employee file.
Written Warning: In cases where more than a verbal warning is warranted or if a verbal warning was issued and the unsatisfactory performance or behavior continues, a supervisor may issue a written warning. In some situations, it may be appropriate to advance past a verbal warning to a written warning. Depending on the situation, more than one written warning may be issued; however, if two or more written warnings have been issued and the problem continues, alternative corrective action may be required. The human resources office can assist a supervisor in composing a written warning. A written warning shall include a clear statement of the unsatisfactory performance or behavior and a reference to prior dates verbal or written warnings were issued. If a policy infraction occurred, the warning shall include a citation of the policy and attachments of any other documents that support the conclusions being made. The written warning shall also include a description of the impact of the unsatisfactory performance or behavior, an explanation of expectations and an explanation of further consequences should the unsatisfactory performance or behavior persist (such as an intent to suspend or dismiss). The supervisor shall present one copy of the written warning to the employee and review with the employee the content of the letter. The employee shall sign a copy of the letter in acknowledgement of receipt of the warning; signing the letter need not indicate agreement with the warning. The signed letter shall be forwarded to human resources office for inclusion in the employee’s personnel file.
Administrative Leave with or without Pay: A suspension from work may be warranted in more serious situations or after at least one prior warning. That leave may be with or without pay depending upon the circumstances warranting the suspension. The human resources office should typically be involved in coordinating and implementing such suspensions. A written explanation of the suspension shall be hand-delivered to the employee. The written explanation shall include a statement of the reason for the suspension, a reference of prior steps taken to correct the action and a description of the impact of continued unsatisfactory performance or behavior. The written suspension explanation shall also include the number of days of the suspension and the beginning and ending dates of the suspension. It shall also include an explanation of expectations upon return to work and an explanation of further consequences should the unsatisfactory behavior or performance continue.
Reduction of Pay (within salary range) or Demotion to a Lower Classification: This alternative is available when a supervisor does not want to dismiss or suspend the employee, but judges that corrective action measures other than suspension or dismissal are necessary. This action may be temporary or permanent. A pay reduction shall not reduce an employee’s pay below the lowest level of their pay class but shall be noticeable enough to cause a correction in performance or behavior. A pay reduction may not be a viable choice if the employee is already at or near the bottom of their pay class. A demotion may be appropriate in cases of inadequate work performance or inappropriate responsibilities for the employee. A decision to demote shall be based upon a reasonable expectation that the employee will perform successfully if demoted. Contact the human resources office to initiate this process.
Dismissal (Termination of Employment): This action may be appropriate in cases of particularly serious misconduct or poor performance, or if unsatisfactory performance or behavior continues after verbal or written warnings or alternative forms of corrective action have been tried. In very serious situations of gross misconduct or policy infractions, immediate dismissal may be the only appropriate corrective action. The corrective action policy does not apply to employees during probationary periods. Contact the human resources office for assistance in facilitating the dismissal process.
Serious policy infractions, severe unsatisfactory performance, behavior or gross misconduct may result in immediate dismissal without warning. Gross misconduct may include, but is not necessarily limited to: any act or behavior that may, in the College’s judgment, seriously disrupt or disturb the normal operation of the institution; any work-related conduct which would subject the employee to criminal conviction; theft or dishonesty; gross insubordination; destruction of College property; falsification of records; misrepresentations; severe policy violations; acts of moral turpitude; or violence. Termination of employment due to gross misconduct may disqualify an employee from unemployment benefits.
Please see the Acceptable Computer Use Policy on the Marlboro College Website.
Preamble: Marlboro College has the responsibility as a community to make public and maintain an alcohol and drug policy. This policy must reflect federal and state laws, while also remaining sensitive to the character of the Marlboro College community and the values that this Community upholds. While employees of Marlboro College are held to specific standards and expectations regarding the enforcement of the College’s policy, responsibility for upholding the spirit and the terms of the College alcohol and drug policy is shared by all members of the College community, including faculty, staff and students. Students are adults and are expected to obey the law, and take personal responsibility for their actions. Educational efforts that increase knowledge and understanding will be provided on a regular and ongoing basis by the health center, the psychological counseling office and various academic departments.
Abuse of alcohol and drugs, either illicit or prescribed, threatens individual health, compromises educational development and undermines community integrity. This policy was developed through the joint participation of students, faculty and staff. It has been approved by the President and Town Meeting with the expectation that all community members will be familiar with and abide by the principles and particulars of this statement. This policy will be reviewed biennially by the dean’s advisory committee.
Vermont State law forbids the sale or serving of alcoholic beverages to persons less than 21 years of age. The law states that it is illegal for a person under 21 to misrepresent his/her age in order to under the influence, to any degree, however slight, of alcohol, drugs, either illicit or prescribed or a combination of the two. The law forbids the sale or serving of alcohol to an intoxicated person.
As required by federal statute, Marlboro College prohibits the unlawful possession, use, distribution or working under the influence of alcohol by students and employees on College property or as a part of any of its sponsored activities.
- The sponsors of College social events at which alcohol is served are responsible for adhering to state law and for meeting the general requirements outlined in this policy.
- No alcoholic beverages will be served to persons less than 21 years of age at College events or events funded by Town Meeting. Sponsors of events are therefore required to check the ages of those being served alcohol.
- Sponsors of College social events at which alcohol is served are responsible for ensuring that the amount of alcohol served does not lead to excessive drinking. The College urges sponsors of such events to keep all alcoholic beverages behind the bar so that only those assigned to pour, do so. The College prohibits serving alcoholic beverages to anyone who is intoxicated.
- Sponsors of any College social event that serve alcohol will also serve a nonalcoholic beverage and food, both in an amount that will last the duration of the event.
- Sponsors of any College social event that serve alcohol will provide transportation home to individuals requiring or wanting it.
- The College forbids the coercion to drink or indulge and discourages any kind of group pressure to drink alcohol.
- Individuals or groups that wish to purchase kegs for non-social committee or nonofficial College events at the College (such as a private party in a common room) must register the party with the dean’s office at least two working days before the event. The purpose of the registration process is to ensure that the sponsors of the event fully understand the law regarding alcohol distribution and the serious liability that is involved with sponsoring such an event.
- Consumption of alcoholic beverages in the dining hall during mealtimes shall be restricted to the stage area, unless such beverages are served as part of an event registered in advance with the dean of student’s office.
- The College encourages application of the specific College regulations and the general spirit of the policy at all privately held events.
- In an effort to further the College’s dedication to personal growth and responsible, safe living, the College encourages persons concerned about their own behavior to seek advice or assistance through the resident assistants, the student life advisors, the medical staff (counseling and health offices) or the deans. Furthermore, the College encourages persons concerned about the behavior of another to communicate with the other urging him or her to seek advice or assistance through College support offices. Counseling and medical resources are available on a confidential basis.
- The College encourages all efforts to provide education and information regarding alcohol and drug related issues and will publish and distribute local alcohol counseling and guidance resources. The College will arrange transportation when necessary for individuals seeking help outside the College area.
Alcohol related behavior that causes or can reasonably be expected to cause physical harm to persons, or damage to property, or is unreasonably disruptive will be subject to College discipline through the community court. Individuals found to be in violation of the terms of this policy will be referred to the dean of students’ office, where they will be assessed a fine and required to complete a self-assessment regarding their substance use. Fines for each violation shall be equal to the value of two hours of the state minimum wage. Fines will be paid at the student accounts office. Failure to pay the assigned fine (s) may result in community court action. The funds accumulated from fines will be used to support the sober driver program and to subsidize educational programming.
Violators of the terms of this policy will also be subject to community court action. Sanctions that the community court may impose range from formal warning through fines, community service, suspension, to expulsion and referral for prosecution. Employees who violate the standards of this policy are subject to sanctions levied through the personnel procedures and their supervisors, and these sanctions range from formal warning to termination of employment, and referral for prosecution.
At the discretion of the dean or other appropriate supervisory staff members and in consultation with the medical staff (health and/or psychological counseling offices), individuals may be referred to AA and/or required to seek out other counseling or guidance, or assistance programs off campus.
Marlboro College supports Vermont state laws pertaining to the possession and distribution of illicit drugs. These laws prohibit the use, sale or possession of regulated substances without a prescription. In the event that a member of the community becomes subject to legal action for the violation of these laws, the College will review the individual’s status, and will take appropriate disciplinary action.
Marlboro College views the use, possession, manufacture of, distribution or working under the influence of non-prescribed narcotics, amphetamines, barbiturates, hallucinogens, cannabis or other controlled substances as a threat to the health, safety and welfare of the individual, the College community and the educational mission of the College. Abuse of alcohol and drugs, either illicit or prescribed, threatens individual health, compromises educational development and undermines community integrity.
The College encourages individuals needing help as a result of their drug use, to contact a resident assistant, a student life advisor, a member of the medical staff (health and psychological counseling offices), or the deans. Further, the College encourages persons concerned about the behavior of another to communicate with the other, urging him or her to seek advice and/or assistance through appropriate College support offices. Counseling and medical resources are available on a confidential basis.
The College supports all efforts to provide education in the area of drug abuse, and supports individuals seeking help with drug related problems. Information on local drug counseling and assistance programs is available through the health center, and the College will arrange transportation when necessary for individuals seeking help outside the College.
The College will take action, including requiring individuals to leave the College community and/or get professional help, when situations involving drugs occur in which the individual or the community is adversely affected. Offenses involving the use, possession or distribution of drugs will be subject to disciplinary action by the College, with sanctions ranging from formal warning to expulsion or termination of employment and referral for prosecution.