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 financial 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. The College reserves the right to transfer, terminate, or eliminate positions as deemed necessary.
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 requesting an appointment with the human resources office. The human resource office will arrange a meeting time within seven (7) business days of the request. 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 personal 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 by completing the Personal Information Change Form. Please notify the human resources department as soon as any change is official. Your personal 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. Form #101 should be completed within 24 hours of the injury.
You will be issued keys, access tools, fobs, and/or swipe cards to buildings and offices as necessary for the performance of your duties by the office of plant and operations. 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 upon hire. 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 prevention 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 suggests 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.