Staff Handbook

Handbook Introduction

Message From the President

I. Welcome to Claremont McKenna College

II. Policies and Statements Relating to Equal Employment Opportunity and Non-Discrimination

III. Policies and Statements Related to Employment

IV. Work Environment

V. Compensation

VI. Benefits

VII. Leaves of Absence

VIII. Employee Services and Conveniences

It is the hope of Claremont McKenna College (“the College”) that all members of Staff (“Employee” or “Employees”) will find the Staff Handbook (“Handbook”) as a valuable resource that defines the overall policies and procedures of Claremont McKenna College. These policies and procedures have been created and/or modified to maintain the culture and spirit of Claremont McKenna College while adhering to federal and state laws, where applicable.

Claremont McKenna College, except as otherwise provided in the Handbook, reserves the exclusive right to modify, amend, delete, or add policies and procedures to the Handbook with or without notice.

Revised July 2017; July 2022; May 2024

Staff Handbook Receipt and Acknowledgment  [PDF]

Handbook Introduction

The Staff Handbook is provided to Employees as a ready-reference and as a summary of Claremont McKenna College’s policies, practices, and benefits. It is designed to familiarize Employees with important information about Claremont McKenna College as well as information regarding their own privileges and responsibilities. Claremont McKenna College requires that all Employees read, understand and follow the provisions in the Handbook.

Claremont McKenna College maintains an expectation that all Employees will consult with a direct supervisor or the Office of Human Resources to determine if any individual departmental policies and procedures apply during any given capacity. If a departmental policy is inconsistent with the Handbook, the policies set forth in the Handbook shall apply.

Given the evolving nature of Claremont McKenna College, policies and procedures are subject to change from time to time. Consequently, Claremont McKenna College reserves the right to amend, supplement, or rescind any provision or policy contained within this Handbook, other than its at-will employment relationship provision, as it deems appropriate in its sole and absolute discretion. As Claremont McKenna College revises its policies and procedures, updated information will be distributed to Employees and/or posted on the Claremont McKenna College Human Resources Office webpage. No supervisor has the authority to make promises or assurances inconsistent with the terms of the Handbook.

Message From the President

Welcome to Claremont McKenna College and The Claremont Colleges. I am happy and pleased that you have chosen to join us. This Staff Handbook is intended to provide the information you need to quickly become a contributing member of our team.

Claremont McKenna College is proud to be a member of the distinctive and internationally renowned The Claremont Colleges Services. More than 1,800 staff members assist The Claremont Colleges in attaining their educational and service goals. As the range and complexity of this educational group grows, you as a Staff member will be called upon to play an increasingly vital role.

An important common purpose is to maintain and improve Claremont McKenna College as a unique place in which to learn, teach and work. Your competence and resourcefulness in supporting this purpose will be essential in building and maintaining a strong institution. In today’s world, we can only be successful if we capitalize on our most valuable resource, our Employees. We are committed to your development and growth.

We hope that this Handbook will provide you with useful information about your employment, benefits and the opportunities available to you as an Employee of the Claremont McKenna College Staff.

The Claremont Colleges are a cluster of five undergraduate residential schools and two graduate institutions on adjoining campuses. Each is independent, with its own faculty, student body, administration and curricular emphasis. Yet each is enriched by the presence of the others. The Colleges also combine efforts to provide many services, programs and facilities that help accomplish the group’s common goals.

Our success depends on you and your contributions. Together we can work as a team so that all of us will continue to grow and progress, individually and as a College.

I look forward to working with you as a member of our Staff.

Hiram E. Chodosh
President

I. Welcome to Claremont McKenna College

Mission Statement

Claremont McKenna College is a highly selective, independent, coeducational, residential, undergraduate liberal arts college. Its mission, within the mutually supportive framework of The Claremont Colleges, is to educate its students for thoughtful and productive lives and responsible leadership in business, government and the professions, and to support faculty and student scholarship that contribute to intellectual vitality and the understanding of public policy issues. Claremont McKenna College pursues this mission by providing a liberal arts education that emphasizes economics and political science, a professoriate that is dedicated to effective undergraduate teaching, a close student-teacher relationship that fosters critical inquiry, an active residential and intellectual environment that promotes responsible citizenship, and a program of research institutes and scholarly support that makes possible a faculty of teacher-scholars.

Administrative Governance of Claremont McKenna College

The President of Claremont McKenna College is the chief educational and administrative officer. The Senior Advisory Council of Claremont McKenna College, whose broad range of duties includes advising and counseling the President on the administration and operations of Claremont McKenna College, is comprised of the President and Vice Presidents in addition to other individuals appointed by the President.

Please refer to the Claremont McKenna College website listed under President’s Office for the names and contact information for each Senior Advisory Council member or by going to the Senior Advisory Council webpage.

Research Centers and Institutes

There are twelve (12) research centers and institutes at Claremont McKenna College. These include the Berger Institute for Work, Family and Children, the Center for Innovation and Entrepreneurship, the Dreier Roundtable, the Financial Economics Institute, the Family of Benjamin Z. Gould Center for Humanistic Studies, the Keck Center for International and Strategic Studies, the Kravis Leadership Institute, the Lowe Institute of Political Economy, the Mgrublian Center for Human Rights, the Roberts Environmental Center, the Rose Institute of State and Local Government, and the Salvatori Center for the Study of Individual Freedom in the Modern World. The institutes’ mandate is to enrich the curriculum and provide timely research opportunities for students working closely with faculty scholars. They also attract distinguished scholars and lecturers to the College, provide students with a variety of internship experiences, and produce scholary research valuable to the community, the state, and the nation.

Each research institute has an advisory board and a director, who is a faculty member at the College. Directors are appointed by the President of the College, and serve renewable five-year terms. Directors are normally required to rotate out after a maximum of two terms. Research institutes report to the Vice President for Academic Affairs and Dean of the Faculty, and are ultimately responsible to the President and the CMC Board of Trustees. 

Rotation policy approved by Board of Trustees May 2006

For additional information pertaining to these centers and institutes, please refer to the following links:

Berger Institute for Work, Family and Children webpage

Center for Innovation and Entrepreneurship webpage

Dreier Roundtable webpage

Financial Economics Institute webpage

Keck Center for International and Strategic Studies webpage

Kravis Leadership Institute webpage

Lowe Institute of Political Economy webpage

Roberts Environmental Center webpage

Rose Institute of State and Local Government webpage

The Salvatori Center for the Study of Individual Freedom in the Modern World webpage

The Family of Benjamin Z. Gould Center for Humanistic Studies webpage

The Mgrublian Center for Human Rights webpage

The Claremont Colleges Services (TCCS)

The Claremont Colleges Services provides the academic resources commensurate with a thriving intellectual community. TCCS is the central organization that provides business, academic and technology, and student and facilities management services to The Claremont Colleges. These services include: a library system with over 2 million volumes and 70,000 periodical subscriptions; a bookstore that carries trade books, computers, and other merchandise; a health service and a counseling center with professional staffs; computing laboratories; a science center; a biological field station; a 2,500-seat concert hall; a 350-seat theater; a center for religious activities; and centers for Black Student Affairs and Chicano/Latino Student Affairs. Institutional support is also cooperatively provided in such areas as campus security, financial and human resources services, telecommunications, risk management, real estate, and physical plant maintenance. Due to the numerous services provided by TCCS, it is recommended to go to The Claremont Colleges Services website to learn more.

The Claremont Colleges

Each of The Claremont Colleges has its own administration, faculty, and student body as well as mission, goals, and core curriculum. And yet, because of their adjoining campuses, The Claremont Colleges form a mutually beneficial partnership that: offers joint academic programs and cross-registration in courses; cultivates special curricular strengths on which the others may draw; encourages contact and cooperation among faculty and students from different campuses; and combines physical facilities and extracurricular programs. Please refer to the links provided below to learn more about The Claremont Colleges community.

Claremont McKenna College (CMC) was founded in 1946.
Learn more by going to the Claremont McKenna College website.

Pomona College (POM) was established in 1887.
Learn more by going to the Pomona College website.

Claremont Graduate University (CGU) was founded in 1925.
Learn more by going to the Claremont Graduate University website.

Scripps College (SCR) was founded in 1926.
Learn more by going to the Scripps College website.

Harvey Mudd College (HMC) was chartered in1955.
Learn more by going to the Harvey Mudd College website.

Pitzer College (PIT) was founded in 1963.
Learn more by going to the Pitzer College website.

Keck Graduate Institute (KGI) was founded in 1997.
Learn more by going to the Keck Graduate Institute website.

II. Policies and Statements Relating to Equal Employment Opportunity and Non-Discrimination

Statement on Non-Discrimination, Equal Employment Opportunity and Related Laws

Claremont McKenna College does not discriminate on any illegal basis in the administration of its admission, educational, or employment policies and practices, nor in the recruitment, training, promotion, financial support, or compensation of its faculty, students, or Staff. Claremont McKenna College’s specific policies dealing with discrimination and harassment, and its policies as an equal-opportunity employer, may be obtained from the Dean of Admission, the Vice President for Student Affairs, the Vice President for Academic Affairs and Dean of the Faculty, or the Assistant Vice President for Human Resources. Those policies are set forth in the College’s Guide to Student Life , Faculty Handbook , and the Staff Handbook. The College complies with all applicable state and federal laws, including, but not limited to:

The College complies with the requirements of Title IX of the Higher Education Amendments of 1972. Inquiries concerning the application of Title IX to this institution should be referred to the Vice President for Student Affairs or the Assistant Vice President for Human Resources.

The College complies with the requirements of Title VII of the Civil Rights Act of 1964. Inquiries concerning the application of Title VII to this institution should be referred to the Assistant Vice President for Human Resources.

The College complies with the requirements of the California Fair Employment and Housing Act (“FEHA”). Inquiries concerning the application of FEHA to this institution should be referred to the Assistant Vice President for Human Resources.

The College complies with the California Unruh Civil Rights Act. Inquiries concerning the application of the Unruh Act to this institution should be referred to the Vice President for Student Affairs.

The College complies with the Family Educational Rights and Privacy Act of 1974. Inquiries concerning the application of the Family Educational Rights and Privacy Act to this institution should be referred to the Registrar’s office.

The College complies with Section 504 of the Rehabilitation Act of 1973. Inquiries concerning the application of Section 504 to this institution should be referred to the Assistant Vice President for Human Resources.

The College complies with the Americans with Disabilities Act (the “ADA”). Inquiries concerning the application of the ADA to this institution should be referred to the Vice President for Student Affairs or to the Assistant Vice President for Human Resources.

The College complies with the Age Discrimination in Employment Act of 1967, as amended by the Older Worker’s Benefit Protection Act (“ADEA”). Inquiries concerning the application of the ADEA to the institution should be referred to the Assistant Vice President for Human Resources.

The College complies with any other applicable federal, state, or local law addressing non-discrimination and/or equal employment opportunity.

Equal Employment Opportunity

Claremont McKenna College is an equal opportunity employer. In order to provide equal opportunity and advancement opportunities to all individuals, Claremont McKenna College will recruit, hire, train and promote Staff without regard to race, color, religion, sex (including gender, pregnancy, childbirth or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination and access to benefits and training. It is the responsibility of every manager and Employee to follow this policy conscientiously.

Employees with concerns or questions regarding any type of discrimination or harassment in the workplace are encouraged to bring these issues to the attention of their immediate supervisor, or the Assistant Vice President for Human Resources. Employees can raise concerns and make reports without fear of reprisal. Retaliation for raising concerns regarding unlawful discrimination or harassment is strictly prohibited. Any individual found to be engaging in any type of unlawful discrimination or harassment may be subject to disciplinary action, up to and including immediate termination of employment.

Disability Accommodation

To comply with applicable laws ensuring equal opportunities to qualified individuals with a disability, Claremont McKenna College will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or Employee) with a disability, where the individual’s disability affects the performance of essential job functions, unless undue hardship would result. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual.

Applicants or Employees who require an accommodation in order to perform the essential functions of the job should contact the Office of Human Resources or an immediate supervisor and request such an accommodation. Claremont McKenna College and the applicant or Employee will engage in the interactive process and identify possible accommodations, if any, that-will help eliminate the limitation. If the accommodation is reasonable and will not impose an undue hardship, Claremont McKenna College will make the accommodation. If multiple accommodations are available, which accommodation is utilized will be at Claremont McKenna College’s discretion.

Pregnancy Workers Fairness Act (PWFA) 

The Pregnancy Workers Fairness Act (PWFA) provides reasonable accommodations to a qualified employee known limitations related to, affected by, or arising out of pregnancy, childbirth, or related medical conditions, absent undue hardship on the operation of the College. A summary of the regulation can be found at https://www.eeoc.gov/summary-key-provisions-eeocs-final-rule-implement-pregnant-workers-fairness-act-pwfa.

Lactation Accommodation Policy

In compliance with California Labor Code section 1030, Claremont McKenna College provides Employees with a reasonable amount of break time to accommodate an Employee desiring to express breast milk for the Employee’s infant child. The break time, if possible, shall run concurrent with the rest time authorized to the Employee. Claremont McKenna College and the Employee’s supervisor shall make reasonable efforts to provide the Employee with the use of a room or other location, other than a toilet stall, in close proximity to the Employee’s work area, for the Employee to express milk in private. The room or location may include the place where the Employee normally works if it otherwise meets the requirements covered by the related Labor Code. The additional amount of break time to accommodate such Employees is not required under this law to be compensated for time used beyond the standard break time.

Any Employee, who requires an accommodation, should contact the Office of Human Resources.

Unlawful Harassment Policy

Policy Statement

It is the policy of Claremont McKenna College to maintain an environment for students, faculty and Staff that is free of sexual, racial and other unlawful harassment. All members of the College community should be aware that Claremont McKenna College is concerned about such harassment and is prepared to take prompt remedial action to prevent and correct such behavior. Individuals who engage in sexual harassment (which includes harassment based on gender, pregnancy, childbirth, or related medical conditions), as well as other unlawful harassment based on such factors as race, color, religion, national origin, sexual orientation, family care leave status, or veteran status, will be subject to discipline, up to and including expulsion or termination. Retaliation against a person who properly reports, complains about, or participates in the investigation of such harassment is likewise prohibited.

Unlawful Harassment Defined

Unlawful Harassment in General

Unlawful harassment is conduct that creates an intimidating, offensive, or hostile working or academic environment, or that interferes with work or academic performance based on a person’s protected status, including race, color, national origin, ancestry, sex (which includes harassment based on gender, pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, age, religious belief, physical and/or mental disability, medical condition, marital status, or other status protected by anti-discrimination and anti-harassment statutes, such as Titles VII or IX of the Civil Rights Act, the Americans with Disabilities Act, the Age Discrimination in Employment Act and the California Fair Employment and Housing Act. Such harassment can be physical, verbal, or visual. Harassment can be committed by employers, co-workers, students and third parties. Generally, statements and/or conduct legitimately and reasonably related to Claremont McKenna College’s mission of education do not constitute harassment.

Sexual Harassment

One form of unlawful harassment is sexual harassment. Sexual harassment may be either “quid pro quo” harassment, that is sexual advances or requests for sexual favors where submission is made an explicit or implicit term or condition of an individual’s employment or education or where submission or rejection is used as the basis for making employment or educational decisions affecting an individual; or “environmental ” harassment, where the individual is subjected to a hostile or intimidating environment, in which verbal or physical conduct, because of its severity and/or persistence, is likely to interfere with an individual’s work or education, or to affect adversely an individual’s living conditions. Occasional compliments that are generally accepted as not offensive or other generally accepted social behavior, on the other hand, do not constitute sexual harassment.

Examples of sexual harassment may include such conduct as:

1. Physical assault or other unwelcome touching;
2. Direct or implied threats that submission to sexual advances will be a condition of employment, work status, promotion, grades, or letters of recommendations;
3. Direct propositions of a sexual nature;
4. Subtle pressure for sexual activity, an element of which may be repeated requests for private meetings without an academic purpose;
5. A pattern of conduct that would discomfort or humiliate, or both, a reasonable person at whom the conduct was directed that includes one or more of the following: (1) unnecessary touching, patting, hugging, or brushing against a person’s body; (2) remarks of a sexual nature about a person’s clothing or body, whether or not intended to be complimentary; (3) remarks about sexual activity or speculations about previous sexual experience; or (4) other comments of a sexual nature, including sexually explicit statements, questions, jokes or anecdotes;
6. Visual displays of suggestive, erotic or degrading sexually-oriented images;
7. Letters, notes or electronic mail containing comments, words or images as described in (5).

Other Conduct Prohibited by this Policy

Retaliation against Complainants. It is a violation of this Policy to retaliate against a complainant for filing a charge of harassment. A complaint of retaliation may be pursued using the steps followed for a complaint of harassment.

False Reports. To file a knowingly false or malicious complaint of harassment or of retaliation is also a violation of this policy. A complaint against such conduct may be pursued using the steps followed for a complaint of harassment. A complaint under this provision shall not constitute prohibited retaliation.

Reporting Unlawful Discrimination or Harassment

Individuals who believe they are victims of, or witnesses to, unlawful discrimination or harassment (collectively “Unlawful Discrimination”) are urged to report such incidents as soon as possible to their supervisor, academic instructors, or one of the Claremont McKenna College officials designated at the end of this Section. Claremont McKenna College emphasizes that under no circumstances is an individual required to report Unlawful Discrimination to a supervisor or academic instructor who is accused of committing the Unlawful Discrimination. Any Employee (including any faculty member) who receives a complaint of Unlawful Discrimination, who is a witness to Unlawful Discrimination, or who otherwise learns of an occurrence of Unlawful Discrimination from a reliable source has the responsibility to report that occurrence immediately to any of the individuals listed below, even if the victim declines to report it.

Claremont McKenna College will investigate every reported complaint of Unlawful Discrimination and will take appropriate action, based on the circumstances of the case, consistent with its policies and procedures then in force. Throughout the complaint and investigation process, Claremont McKenna College will attempt to maintain confidentiality to the extent reasonably possible. Disciplinary sanctions for Unlawful Discrimination may include any of the following: required counseling, a verbal or written reprimand, a verbal or written warning, immediate suspension or termination of a third party contract/agreement, or immediate suspension or termination of employment/enrollment.

For more information or to report a suspected incident of Unlawful Discrimination you may contact any of the individuals listed below:

Vice President for Student Affairs

Vice President for Academic Affairs and Dean of the Faculty

Vice President of Human Relations and Chief Diversity Officer

Assistant Vice President for Human Resources

Federal and State Enforcement Procedures

Claremont McKenna College expects individuals to immediately report all incidents of harassment or discrimination forbidden by this policy so that complaints can be quickly and fairly resolved. Employees should also be aware that the Federal Equal Employment Opportunity Commission (“EEOC”) and the California Department of Fair Housing and Employment (“DFEH”) investigate and prosecute complaints of prohibited harassment and discrimination in employment.

These agencies may be contacted at the addresses listed below:

EEOC Los Angeles District Office
255 East Temple, 4th Floor, Los Angeles, CA 90012
(213) 894-1000

DFEH Los Angeles Office
1055 W. 7th St. Ste. 1400, Los Angeles, CA 90017
(213) 439-6799

III. Policies and Statements Related to Employment

At-Will Employment

All Staff members (“Employee” or “Employees”) of Claremont McKenna College are at-will Employees. This means either Claremont McKenna College or the Employee may terminate employment at any time, for any reason, with or without notice. All terms and conditions of employment, such as rate of pay, benefits, job classification and scheduling, may be modified at any time, with or without the consent of the Employee. This policy supersedes and replaces any prior oral or written agreement on this subject matter. In addition, only the President of Claremont McKenna College has the authority or legal ability to modify the at-will nature of the employment relationship by a written agreement, signed both by the President and the Employee. This represents the entire agreement with respect to the nature of the employment relationship and the modification of terms and conditions of employment.

Nothing in this Handbook creates or is intended to create an express or implied contract that alters the at-will nature of the employment relationship.

Immigration Law Compliance

Claremont McKenna College is committed to full compliance with the federal immigration laws. These laws require that all individuals pass an employment verification procedure before they are permitted to work. This procedure has been established by law. All offers of employment and continued employment positions in the United States are contingent upon furnishing satisfactory evidence of identity and legal authority to work in the United States, no later than three business days after beginning work. Accordingly, all new hires and rehires must go through this procedure.

Employee Classifications

Full-Time Employees: Employees hired to work on a regular basis for 40 hours per week and 12 months per year. They are eligible for all Claremont McKenna College sponsored benefit programs.

Part-Time Employees: Employees hired to work on a regular basis for less than 8 hours per day and 12 months per year. They are eligible for most of the Claremont McKenna College sponsored benefit programs if they are scheduled to work at least 20 hours per week. Certain benefits are pro-rated based upon the scheduled hours worked per week.

Regular Status: Employees hired to work a regular schedule of hours per week and an established number of months per year.

Temporary Employees: Employees holding jobs of limited duration arising out of special projects, abnormal workloads (for instance, caused by a leave of absence) or other emergencies. A Temporary Employee will not change from temporary status to another status unless specifically informed of such a change, in writing, by the Office of Human Resources. Temporary Employees are not eligible for any Claremont McKenna College sponsored benefits unless they meet the eligibility criteria for medical and dental benefits, as established by the Affordable Care Act. Additional information regarding benefit eligibility for medical and dental benefits is available from The Claremont Colleges Services (TCCS) Administrative Campus Center or by going to the Benefit Information webpage.

Interim Employees: Employees hired to work full-time or part-time to fill a regular staff position for a defined period of time and limited duration, not necessarily arising out of special projects or abnormal workloads. An Interim Employee will not change from Interim status to another status unless specifically informed of such a change, in writing, by the Office of Human Resources. An Interim Employee becomes eligible for health and welfare benefits (medical, dental, vision, and CORE benefits) when the Employee is scheduled to work at least 20 hours per week. Interim Employees are not eligible for vacation time.

Occasional (On-Call) Employees: Employees scheduled to work on an irregular basis, as needed and as called in. Occasional (On-Call) Employees are ineligible to participate in or receive any Claremont McKenna College sponsored benefit programs unless they meet the eligibility criteria for medical and dental benefits, as defined by the Affordable Care Act. Occasional (On-Call) Employees are at-will Employees and Claremont McKenna College reserves the right to discontinue the temporary employment of any on-call Employee for any reason, with or without notice, and with or without cause. Additional information regarding benefit eligibility for medical and dental benefits is available from The Claremont Colleges Services (TCCS) Administrative Campus Center or by going to the Benefit Information webpage.

Outside Personnel: Outside Personnel includes individuals who are assigned by an outside firm, such as a temporary staffing agency, to work at or for Claremont McKenna College for a limited time. Outside Personnel individuals are ineligible to participate in or receive Claremont McKenna College sponsored benefit programs regardless of the nature of their work or length of time services are provided. Such individuals may provide services on a temporary, project, or indefinite basis. The relationships of such individuals with Claremont McKenna College are terminable at-will, either at the option of the individual, the outside firm, or Claremont McKenna College.

Rehired Employees: Employees rehired following a break in service, other than an approved leave of absence, will assume a new hire date. Eligibility for certain benefits and service awards are governed by the years of service as defined in the specific policy for that sponsored benefit program or service.

Exempt Employees: Exempt Employees include all Employees who are classified by Claremont McKenna College as exempt from the overtime provisions of the federal Fair Labor Standards Act and any applicable state laws. Such Employees include those that qualify as exempt executive, administrative, or professional workers.

Non-Exempt Employees: Non-exempt Employees include all Employees who are covered by the overtime provisions of the federal Fair Labor Standards Act or any other state or federal law or regulation. Non-exempt Employees are entitled to premium pay for work in excess of 40 hours in a workweek or 8 hours in a workday.

Employment of Minors

Minors will not be permitted to work unless they are legally able to do so under all applicable state and federal laws. Ordinarily, Employees will not be hired unless they are at least 18 years of age. Exceptions to this policy will be allowed only if the minor has a valid work permit that specifically authorizes the minor to work for Claremont McKenna College. In such a case, the minor may be permitted to work only in accordance with the terms, restrictions, and limitations set forth in the work permit.

In any case, where a difference exists between the standards set forth in the work permit and the rules established by the federal and state laws, the strictest standard shall apply. Therefore, a minor may not be allowed to work in violation of any legal standard whether the standard is incorporated in a work permit, a state law, or a federal law.

Supervisors must make certain that minors work only in accordance with the terms of the work permit and the applicable state and federal laws. Supervisors will be subject to disciplinary action up to and including the possibility of immediate termination, if they schedule or permit minors to work in a manner that violates the minor’s work permit or any applicable legal standards.

Attendance

Good attendance and punctuality are important to the efficient operation of Claremont McKenna College, and are essential components of solid Employee performance and are measured by objective standards. Poor attendance and tardiness disrupt productivity and make it difficult for Claremont McKenna College to function effectively.

Employees shall be responsible for being present at their designated work location at the correct time, each day, in accordance with the work schedule defined by their supervisor. On occasion, Employees may have reason to be absent from work. On these occasions, Employees are expected to contact their supervisor at the earliest time possible before their scheduled starting time on the first day that they are absent or if they must leave work early, at the earliest time possible before they leave work. Employees must indicate the reason and probable duration of the absence. Excessive absenteeism, which includes unauthorized absences, tardiness, or leaving early without authorization is not acceptable, regardless of reason(s) which renders an Employee insufficiently available for work, and will be evaluated on a case-by-case basis to determine the merits of disciplinary action or termination.

Any time an Employee will be absent, arriving late, or wishing to leave work early, the Employee must notify a supervisor. A supervisor may ask, at any time, for proof of an illness from a health care provider. Documentation may be required for absences that exceed three (3) days. It is also the Employee’s responsibility to notify a supervisor each day the Employee plans to be absent unless the Employee has provided an off-work notice from a medical provider for the entire period that the Employee is absent.

An Employee who is absent for three (3) or more consecutive days, without reporting or calling in, is considered to have voluntarily resigned unless a reasonable excuse is offered and accepted by Assistant Vice President for Human Resources.

Code of Ethics

Claremont McKenna College is firmly committed to complying with its legal and ethical obligations under all state and federal laws. As a result, we expect all Employees, at every level within Claremont McKenna College, to comply strictly with all legal and ethical obligations. All Staff members are expected to perform their work not only as stated in their job description, but in accordance with the highest ethical standards as well. Conduct in the workplace that is illegal and behavior that compromises an Employee’s position, department and Claremont McKenna College will be subject to censure and/or disciplinary action up to and including termination.

Claremont McKenna College holds all Employees responsible for carrying out and monitoring compliance with this commitment. If any Employee becomes aware of any situation that may be illegal or detrimental to the interests of Claremont McKenna College, or any form of behavior that threatens the principles for which Claremont McKenna College stands or undermines the attainment of its mission, the Employee must immediately report the matter to a supervisor or any officer of the administration so that it can be investigated right away. In this manner, we can take all necessary steps to investigate any potential violations of our policy and can take appropriate action to correct any violations or incorrect perceptions that are found to exist. By making it the responsibility of all Employees to police compliance with our strict ethical standards and commitment to complying with all legal responsibilities, we can continue to maintain our reputation in higher education and the local community.

Employees should feel free to report any information regarding this policy without fear of reprisal or retaliation of any kind. Employees can report information to the Assistant Vice President for Human Resources in confidence if they wish. Claremont McKenna College will treat such information as confidential to the extent it can do so without failing to fulfill its legal obligations. In addition, Employees who do not wish to identify themselves can report information anonymously by calling the toll-free number 1-800-716-9007.

Intellectual Property Policy

Claremont McKenna College encourages the production of creative and scholarly research, works and inventions, known broadly as intellectual property, among Staff, faculty and students. The products of this scholarship may create rights and interests on behalf of the creator, author, inventor, public, sponsor, and Claremont McKenna College. The purpose of this policy is to support and reward scientific research and scholarship and help Staff, faculty, and students identify, protect and administer intellectual property matters and define the rights and responsibilities of all involved.

This policy applies to works created by all classifications of Staff, faculty, and students of Claremont McKenna College and to non-employees such as consultants and independent contractors, who create works on behalf of Claremont McKenna College, unless a written agreement exists to the contrary.

For additional information regarding this policy, please go to the Intellectual Property  webpage.

Standard of Conduct

Code of Conduct

Claremont McKenna College has developed a Code of Conduct (“Code”) to assist Employees with their efforts to uphold the highest level of integrity. Most importantly, all Employees are expected to treat one another with dignity and respect. Employees are expected to abide by this Code at all times on campus and at Claremont McKenna College-sponsored events. Consistent rules outlining acceptable conduct of Employees are necessary for the orderly operation of any college and for the benefit and protection of the rights and safety of all Employees, students, and visitors. Examples of impermissible conduct that may lead to disciplinary action up to and including termination are identified below to promote understanding of what is considered unacceptable conduct. However, it is impossible to provide an exhaustive list of every type of conduct that may result in disciplinary action. The following list, therefore, contains some examples of conduct that may lead to disciplinary action up to and including termination of employment.

1. Noncompliance with Claremont McKenna College departments and policies.
2. Falsification of or making a material omission on forms, records, or reports, including time cards, application materials or Claremont McKenna College records. This includes, but is not limited to, recording time on another Employee’s time card, requesting another individual to record one’s time card, or dishonesty or fraudulent conduct in any form.
3. Unauthorized possession or removal of Claremont McKenna College or Employee property, records or other materials.
4. Destroying or damaging Claremont McKenna College or Employee property, records or other materials.
5. Threats, intimidation, unwanted physical contact, coercion, unlawful discrimination or harassment of any kind, including sexual harassment as defined in Claremont McKenna College’s Equal Employment Opportunity policy and Civil Rights Handbook, and any conduct which threatens or endangers or is reasonably perceived to threaten or endanger the health or safety of any person.
6. Bringing, possessing or using any weapon (i.e. firearms and dangerous knives), dangerous instruments, explosive devices, fireworks, dangerous chemicals, alcohol for inappropriate use, or illegal drugs on or to Claremont McKenna College property. If an Employee must utilize dangerous chemicals or dangerous instruments when performing job duties, permission must be obtained from the Vice President for Academic Affairs and Dean of Faculty prior to any use or possession thereof.
7. Inappropriate use, distribution, possession or being under the influence of alcohol or illegal drugs while working, while on Claremont McKenna College property, or while operating a Claremont McKenna College owned or leased vehicle.
8. Commission of criminal acts which place an Employee’s judgment and/or fitness to carry out job responsibilities at issue. Such acts include, but are not limited to, crimes of violence, dishonesty and theft.
9. Interference with the disciplinary and grievance processes, including but not limited to, failing or refusing to cooperate in an investigation by Claremont McKenna College, destroying or advertently concealing evidence, providing false or misleading information, intimidation or coercion of a witness to withhold information or provide false information.
10. Violating safety or health rules or practices or engaging in conduct that creates a safety or health hazard.
11. Fighting on Claremont McKenna College property.
12. Performing unauthorized personal work on Claremont McKenna College time.
13. Unauthorized use of Claremont McKenna College telephone or equipment for personal business.
14. Abuse or misuse of electronic media, i.e. computer hardware and software, for other than authorized business purposes or in a manner that infringes upon the copyright or proprietary interests of others or that involves the use of or reference to sexual or other improper material.
15. Distribution of literature on working time or in working areas, or solicitation of Employees during working time. (Working time does not include immediately before or after work or rest breaks or meal periods.)
16. Excessive absenteeism or tardiness.
17. Insubordination.

Although Employees are expected to abide by the Code of Conduct at all times, nothing contained herein shall alter the nature of the at-will employment relationship between the Employee and Claremont McKenna College. It should be remembered that employment is at the mutual consent of the Employee and Claremont McKenna College. As set forth elsewhere in this Handbook, both Claremont McKenna College and Employees are free to terminate the employment relationship at any time, for any or no reason, and with or without notice.

Confidential Information

Claremont McKenna College strictly prohibits sending, transmitting, or otherwise disclosing any proprietary data, trade secrets, or other Confidential Information unless expressly authorized by the appropriate Vice President, in writing.

“Confidential Information” includes, but is not limited to:

• Any financial information relating to Claremont McKenna College;
• Admission information;
• Student academic and/or disciplinary information;
• Student financial aid information;
• Donor information;
• Private, personal information of and about students and/or faculty and Staff and their families;
• Information about key vendors and cost of purchased services; and
• Information pertaining to Claremont McKenna College, its Employees, or its students that would serve no useful purpose and could be harmful and embarrassing (e.g. pending promotions, terminations, or demotions).

Employees privy to Confidential Information, who resign or whose employment has been terminated, are reminded that they have a continuing obligation to protect the Confidential Information they obtained while employed at Claremont McKenna College.

Writing, sending, transmitting, posting or otherwise disclosing or disseminating any proprietary data, trade secrets, or other Confidential Information of Claremont McKenna College or the Confidential Information of any third party to any organization or individual not authorized to receive or possess such information constitutes a violation of this policy and may lead to disciplinary action up to and including termination of employment.

Any concerns or questions regarding the confidential nature of information discussed should be directed to the Vice President for Administration and Planning/General Counsel/Secretary of Claremont McKenna College.

Family Educational Rights and Privacy Act

Claremont McKenna College shall maintain the confidentiality of education records in accordance with the provisions of Family Educational Rights and Privacy Act of 1974 (FERPA), and shall accord all the rights under the law to all students who are or have been in attendance at Claremont McKenna College. Education records are defined as any record (in handwriting, print, tapes, film, digital, or other medium) maintained by Claremont McKenna College, which is directly related to students. Education records include, but are not limited to, admissions, personal, academic, certain personnel, financial, and placement records.

No person outside Claremont McKenna College shall have access to, nor shall Claremont McKenna College disclose, any personally identifiable information from a student’s education record, without the written consent of the student, except as permitted by law. The consent must specify the education record that is disclosed, the purpose of the disclosure, the party or class of parties to whom disclosure may be made, and must be signed and dated by the student. Claremont McKenna College will keep a record of all third party requests for and/or disclosure of information from a student’s education record for at least one semester.

Employees with concerns or questions regarding education records should be directed to their supervisor or to the Office of Human Resources. For additional information, such as limitations to student access, veterans’ records, or correcting education records, please go to the Statement of Academic Policy webpage to view the Student Records Policies and Procedures.

Conflict of Interest

A conflict of interest exists when any Employees’ actions or activities in the scope of their employment by Claremont McKenna College results in an improper gain or advantage to a faculty or Staff member, a family member, or a personal or business associate.

This Conflict of Interest policy sets forth certain principles governing both actual and potential conflicts of interest that may arise. Employees should bear in mind that the application of good judgment is essential and that no guidelines can provide direction for all circumstances that could arise.

1. Each Employee has a duty to avoid conflicts of interest with Claremont McKenna College and to exercise professional responsibilities in an ethical manner.
2. Employees who have (either directly, through family, or personal business connections) an interest in suppliers of goods or services or in contractors or potential contractors with Claremont McKenna College may not represent Claremont McKenna College in any transaction involving that interest.
3. Employees are prohibited from acting in matters affecting a family member’s employment, evaluation, or advancement in Claremont McKenna College.
4. Employees shall avoid outside employment or business activities which create a conflict of time commitment. A conflict of time commitment is considered to exist if outside activities unduly interfere with an Employee’s abilities to fulfill responsibilities to Claremont McKenna College.
5. Employees shall refrain from personal business or investment activities, including but not limited to the purchase or sale of securities, real property or other goods or services, in which they could use, or might appear to have the opportunity to use, for personal gain, confidential information obtained as a result of their relationship with Claremont McKenna College.
6. Employees may not coerce students or other Employees of Claremont McKenna College to perform services for themselves or others if improper personal gain or benefit would result.
7. It is sound practice to discourage personal gifts from people with whom Claremont McKenna College has a business relationship. Such personal gifts of more than nominal value should be tactfully declined or returned to avoid any appearance or suggestion of improper influence. Employees involved in the awarding or administration of contracts using federal or other government funds should keep in mind that they are prohibited by law from soliciting or accepting gratuities, favors or anything of monetary value from contractors or potential contractors.
8. Employees shall refrain from engaging in relationships with students beyond the employer-student relationship when the student is working under the direct supervision of the Employee in any work study or non-work study relationship.
9. Each Employee shall, on an annual basis and whenever a significant change in relevant business, activity, or interest occurs, disclose to the appropriate administrator, any business or financial interest or activity which might constitute a conflict of interest or the potential for such.

Claremont McKenna College reserves the right to determine that other relationships that are not specifically covered by this policy represent actual or potential conflicts of interest. In any case where Claremont McKenna College determines in its sole discretion that a relationship between an Employee and a non-employee or an Employee and an outside organization or individual presents an actual or potential conflict of interest, Claremont McKenna College may take whatever action it determines to be appropriate to avoid or prevent the continuation of the actual or potential conflict of interest. Such action may include, but is not limited to, transfers, reassignments, changing responsibilities, or where it deems such action appropriate, disciplinary action up to and including the possibility of immediate termination.

Employees have an obligation to report any suspected violations of Claremont McKenna College’s Conflict of Interest policy (self-reporting is also required as stated in item 9 of this policy). Employees should feel free to report any suspected violations without the fear of retaliation. For additional information on Claremont McKenna College’s anti-retaliation policy, please refer to the next section in this Handbook, Reporting Financial Misconduct.

Reporting Financial Misconduct

Claremont McKenna College is committed to the highest standards of financial conduct as established an ethics and compliance policy which enables all of the Claremont McKenna College’s faculty and Staff to report concerns about possible financial misconduct with reassurance that they will be protected from retaliation when making reports in good faith. Reports on financial misconduct would address such issues as accounting discrepancies, fraud, accounting misrepresentations, auditing matters, accounting omissions, misappropriation of grant funds, kickbacks, theft of Claremont McKenna College assets or use of such assets for personal benefit and falsification of time records.

The protection of Employees who submit reports of suspected financial misconduct is an important part of this policy, as is maintenance of the confidentiality, objectivity and independence necessary to resolve complaints appropriately. The Chair of the Audit Committee, General Counsel, and the Administration share responsibility for maintaining these features of the policy, although, depending on the nature of the discipline or the actions of law enforcement agencies, this confidentiality cannot be guaranteed.

It is a violation of this policy to knowingly make false allegations of financial misconduct with the intent to cause harm to another individual. Those making such allegations are also subject to disciplinary action up to and including termination.

Since confidentiality is an important part of this policy, Claremont McKenna College has contracted with a trusted third-party vendor, EthicsPoint/NAVEX to facilitate the transmission of reports of financial misconduct to the General Counsel and the Chair of the Audit Committee of the Board of Trustees. Employees can visit the College’s Report a Concern page for more information.

Any concerns or questions regarding this policy should be directed to the General Counsel or the Office of Human Resources. For additional reporting information and procedures, please go to the Whistleblower Policy webpage.

Conduct with Minors

Claremont McKenna College seeks to maintain a safe environment for children under the age of 18 who participate in programs or activities that occur on campus or under the control or direction of Claremont McKenna College regardless of location (“Programs”). Members of the Claremont McKenna College Community and others who interact with, supervise, or oversee persons under the age of 18 in such Programs are subject to this Policy Governing Conduct with Minors.

Employees with concerns or questions regarding this policy should be directed to their supervisor or to the Office of Human Resources. For additional information on this policy, such as campus programs in relation to conduct with minors and behavioral standards, please go to the Minors on Campus  webpage.

Reporting Child Abuse and Neglect

Claremont McKenna College seeks to maintain a safe environment for children under the age of 18 while on campus or at any Claremont McKenna College activity or program. Certain members of the Claremont McKenna College community are designated by California law as “mandated reporters” with legal obligations to report known or suspected abuse or neglect of children. For detailed information about the legal requirements, see the Child Abuse and Neglect Reporting Act (Penal Code Sections 11164-11174.3, or “the Act”). The Act encourages others not otherwise obligated by law to voluntary report known or suspected abuse of children (Penal Code 11166(g)).

This Policy provides information on what categories of Claremont McKenna College Employees are mandated reporters and outlines external and internal reporting requirements for those Employees. Moreover, all Employees, regardless of mandated reporter status, are encouraged to internally report known or suspected abuse or neglect of children consistent with the requirements of this policy.

For additional information about this Policy, please go to the Reporting Child Abuse and Neglect  webpage and the CMC Employee Acknowledgement of Mandated Reporter Status and Responsibilities attachment [PDF]. Any questions regarding reporting requirements should be directed to the Office of Human Resources.

Standards of Performance

Rules outlining acceptable performance of Employees are necessary for the orderly operation of any college. Providing examples of unacceptable performance promotes Employees’ understanding of what standards they are expected to maintain. While it is impossible to provide an exhaustive list of every type of performance issue that may result in disciplinary action, the following list illustrates some examples of performance that may lead to disciplinary action up to and including the possibility of immediate termination. Nothing contained herein alters the nature of the at-will employment relationship with Claremont McKenna College.

1. Unsatisfactory job performance.
2. Insubordination, refusing to follow a supervisor’s directions or other disrespectful conduct to a supervisor, co-Employee, faculty member, student, guest of Claremont McKenna College or any other person on the Claremont McKenna College campus.
3. Unreported, unexcused or excessive tardiness or absenteeism.
4. Absence for any period of three consecutive workdays without notice to Employee’s supervisor or Vice President of department.

Performance Appraisal

Performance appraisals are an important part of Claremont McKenna College’s two-way communication process between an Employee and a supervisor. The performance appraisal is a systematic review and discussion of an Employee’s performance of assigned duties in relation to the position and the progress toward established goals. It also provides the opportunity to set goals for the next review period. The appraisal is based on the results of the Employee’s performance of assigned duties during the relevant review period.

Initial Review Period

All new, transferred, promoted, and rehired Employees are subject to an Initial Review Period for the first 180 calendar days after their date of hire or placement into a position. This “getting acquainted” or Initial Review Period gives the supervisor the opportunity to determine the Employee’s ability to perform the job duties and provide ongoing feedback regarding performance. It also provides the Employee with an opportunity to decide if the Employee is satisfied with the position. An Employee will receive an Initial Performance Review at the end of this 180 day period. The supervisor will provide the Employee with feedback about the Employee’s performance in the new job. Claremont McKenna College reserves the right to extend the duration of the initial review period when such an extension is determined appropriate in Claremont McKenna College’s sole and absolute discretion.

Annual Performance Review

Annual performance evaluations provide an objective, consistent, and fair way to gauge each Employee’s on-the-job effectiveness. The evaluation process is also a time when work standards, areas for improvement, career development, and possible opportunities and goals are discussed. Each Employee’s job performance will be reviewed with the Employee by the immediate supervisor at the beginning of each calendar year or as soon as administratively possible thereafter. Employees who are still in the initial review period or who have been reviewed within the past six months will not receive an annual performance review for this timeframe.

Supervisors review each Employee’s job performance in accordance with the policies and procedures of Claremont McKenna College. The supervisor will let an Employee know work performance strengths and offer suggestions for improvement and development. In addition, an Employee will be asked to conduct a self-evaluation of performance and suggest goals and objectives. Employees will be allowed to see the evaluation, sign the forms and receive a copy. A copy of the forms will also be included in the Employee’s personnel file. Performance reviews do not assure an “automatic” wage increase; rather, reviews are conducted to evaluate the Employee’s performance and contribution to Claremont McKenna College.

Despite the performance management process outlined herein, employment with Claremont McKenna College both during the Initial Review Period and thereafter is at-will and may be terminated at any time, for any reason, with or without cause, and with or without notice by either party.

Open Door Policy/Resolving Problems

Claremont McKenna College recognizes that Employees will have suggestions for improving the workplace as well as complaints about the workplace. The most satisfactory solution to a job-related problem or concern is usually reached through a prompt discussion with the Employee’s immediate supervisor or with the Office of Human Resources. Consistent with this policy, Claremont McKenna College requests that any Employee who has a problem, concern, or question speak with a supervisor and/or the Office of Human Resources in a timely manner. Suggestions will be reviewed and a final resolution provided to the Employee.

While Claremont McKenna College provides Employees with this opportunity to communicate their views, please understand that not every complaint can be resolved to an Employee’s satisfaction. Even so, Claremont McKenna College believes that open communication is essential to a successful work environment and all Employees should feel free to raise issues of concern without fear of reprisal.

Employee Discipline

Claremont McKenna College expects that all Employees will perform to the best of their abilities at all times. There will be occasions, however, where Employees perform at unsatisfactory levels, violate policies, or commit acts that are inappropriate. As previously noted, employment may be terminated at-will by the Employee or Claremont McKenna College at any time, with or without cause, and without following any system of discipline or warnings. Nevertheless, Claremont McKenna College may choose to exercise its discretion to utilize forms of discipline that are less severe than termination in certain cases. Examples of such less severe forms of discipline include verbal warnings, written warnings, probationary action, suspension, and demotion.

Although one or more of these steps may be taken in connection with a particular Employee, no formal order or system is necessary. An Employee may, of course, resign at any time. Claremont McKenna College may also terminate the employment relationship, at any time, without following any particular series of steps whenever it determines, in its own discretion, that such action should occur. This policy or practice does not alter an Employee’s at-will status with Claremont McKenna College.

Flexible Work Arrangements

Policy Statement

When implemented well with operational needs always at its core, flexible working arrangements can help achieve institutional goals, empower employees to do their best work, promote wellbeing, maintain business continuity, and support a diverse and inclusive work environment. This Policy sets forth the requirements and expectations of Claremont McKenna College (the “College”) for employees who are granted the opportunity to work remotely (voluntary remote work arrangements) or are provided a flexible working schedule on campus. Remote work is an arrangement whereby an employee is permitted to work away from their assigned location at the College’s campus in Claremont, California. Adjusted work schedules are an arrangement whereby an employee works alternative hours on the College’s campus in Claremont, California than what is typically associated with the employee’s department or job. This Policy addresses both remote work and adjusted work schedules.

While remote or adjusted work schedules under this Policy are voluntary agreements between the employee and College, the College reserves the right to require any employee to work on campus or work remotely at any time, for any period of time as determined by business needs, and for any reason including business needs and public-health requirements of federal, state, and/or local law.

This Policy does not authorize employees to relocate out of the state of California while working remotely.

Entities Covered by this Policy

All employees of the College (as defined below).

Definitions

• Employee: An individual, paid or unpaid, exempt or non-exempt, who works for the College, including staff, faculty, students, post-doctoral fellows, temporary workers, independent contractors, and volunteers.
• Flexible Work Arrangements: Include both remote work and adjusted work schedules.

Eligibility for Flexible Work Arrangements

Due to the nature of the College being a residential college campus, not all employees and positions are eligible for Flexible Work Arrangements. In coordination with the Office of Human Resources, Vice Presidents (or the President, for the President’s direct reports) have discretion to decide which employees and positions are eligible for Flexible Work Arrangements based on the needs of the College (which may change over time and will not be consistent across the College). The term “Vice Presidents” includes any manager designated by the President, or a Vice President to act on the Vice President’s behalf, to implement the policy. Vice Presidents should consider these overarching principles:

• Employees must have a proven ability to perform all functional components of the position to a satisfactory level of expectation as determined in the sole discretion of the Vice President.
• Whether a Flexible Work Arrangement will adversely affect the department or whether it is simply inconsistent with the Employee’s duties or functions.
• Whether an Employee working remotely can effectively and efficiently perform the responsibilities for such work as outlined below.

Employee Responsibilities in Remote Work Arrangements

Employees working remotely on a voluntary basis are responsible for:

• Complying with all College policies and guidelines that apply as if working on site.
• Having a secure and safe working environment, including stable and secure internet and telephone capabilities.
• Not sharing College equipment with any person not employed by the College and caring for any College-owned equipment in a responsible manner.
• Ensuring campus-equivalent levels of information security - maintaining College-owned devices and records in the College domain in a private and secure manner consistent with governing policy, compliance standards, and laws. This effort will include
  • Keeping credentials secret and managing devices securely in one’s possession.
  • Redacting or eliminating proprietary data from printed materials or other artifacts - shredding or destroying such artifacts as necessary.
  • Following all remote operation protocols and privacy and security guidance from College officials in a timely manner.
• Promptly reporting to the College: 1) any access to proprietary information by anyone other than Employee, and any virus, malware or other impediment to the full functioning of equipment and programs; and 2) any loss or damage to College equipment, files, documents or other resources.
• Understanding that all applicable employment and labor law notices are posted in the College’s offices to which Employees report when working on site.
• Promptly advising management and filing claims in accordance with the College’s policy if injured on the job.

Non-exempt employees are additionally responsible for:

• Obtaining advance approval to work hours in excess of or other than these scheduled hours.
• Taking all meal and rest periods as well as taking additional meal and rest periods for work in excess of assigned work hours, consistent with applicable policy.
• Accurately and promptly recording all time worked, regardless of whether that work was pre-approved or consistent with the employee’s assigned work schedule.
• Accurately and promptly recording all of the start and end times of all work periods and meal periods.
• Not working off-the-clock, meaning not checking and responding to emails and making and responding to phone calls outside of scheduled work hours.

The College is not liable for injuries occurring in remote workspaces when Employees are not engaged in work. The College is not liable for loss, destruction, or injury that may occur in, to, or around Employee’s remote workspace to family members or visitors. Further, because the College provides all resources Employees need for work on its campus, the College will not reimburse Employees for any costs Employee incurs to voluntarily establish or maintain a remote workspace. Finally, the College cannot provide any advice about the tax implications of remote work. Employees will consult with their own tax advisors with questions.

Required Periodic Review of Flexible Work Arrangements

Flexible Work Arrangements will be reviewed periodically based on the needs of the department and assessed in connection with the College’s operational needs.

Factors suggesting that a Flexible Work Arrangement should be suspended or terminated include:

• Any shortfall as to the efficiency, quantity or quality of the Employee’s work as compared to the Employee’s previous work or those who work on site or during alternate hours;
• The inability to obtain a prompt response from the Employee during regular work hours;
• The existence of distractions at the remote work site when communicating with the Employee that, in the determination of the Vice President, are disruptive to a team or interfere with the Employee’s ability to perform the duties and responsibilities of their work.

Flexible Work Arrangements are not intended as opportunities for conducting personal errands or appointments during work time or as a replacement for appropriate dependent care or other responsibilities. Employees should use sick time when they are too ill to work or are caring for an ill family member, or vacation time for any voluntary absences as appropriate to address personal obligations. Additionally, Flexible Work Arrangements do not change the nature of any at-will employment relationship nor any Employee compensation or benefits.

Interplay with Legal Accommodations

Flexible Work Arrangements are not a substitute for legal accommodations required as a result of documented medical conditions or accessibility needs. If you have a verified medical issue or accessibility need that may require an accommodation, please contact the Office of Human Resources.

Contacts

Please direct any questions about this Policy to:

CMC’s Office of Human Resources 
(909) 621-8000; hr@cmc.edu

Terminations

As an at-will Employee, Staff members may resign at any time for any reason, with or without notice. Because Employees play a critical role in the successful operation of Claremont McKenna College, Employees are encouraged, but not required, to provide as much advance notice as possible to Claremont McKenna College.

An Employee who resigns is requested to provide a written notice of intention to resign to a supervisor with an additional copy for the Office of Human Resources. While Employees are encouraged to provide notice of resignation to Claremont McKenna College, a circumstance may exist where Claremont McKenna College may exercise its right to accept a resignation immediately and to accelerate the final date of employment. Whether the date designated by the Employee or a date selected by Claremont McKenna College becomes the Employee’s last day of work (the “Termination Date”), the Employee’s personnel records will normally reflect the fact that the Employee resigned voluntarily.

Claremont McKenna College does not maintain a severance pay policy or a pay-in-lieu-of-notice policy. Accordingly, if Claremont McKenna College accelerates the Employee’s Termination Date to a date prior to that designated by the Employee in the Employee’s resignation notice, the Employee will only receive compensation until and including the Employee’s last day of actual work. Claremont McKenna College does, of course, reserve the right to make exceptions to this policy and provide compensation in excess of that which it owes, as it determines appropriate in its sole and absolute discretion and in accordance with applicable state and federal laws.

Employees will receive their final paycheck within the time required by law. The Employee’s final paycheck shall include wages for all hours worked up to and through the Termination Date, accrued but unused vacation and any other compensation which the Employee is owed under applicable state and federal law or that Claremont McKenna College deems appropriate. Sick Leave is not paid at the time of termination. Any outstanding expense reports must be submitted prior to the Termination Date and any Claremont McKenna College property issued to the Employee by Claremont McKenna College must be returned prior to or at the time the final paycheck is provided.

The Office of Human Resources will schedule an exit interview with each Employee who voluntarily resigns from employment with Claremont McKenna College. This interview allows Employees to communicate their views on their work with Claremont McKenna College. Benefit information regarding eligibility for an extension or conversion of coverage will be given to Employees at the time of their exit interview or if the Employee is unavailable, through the mail.

For additional information, such as actions taken regarding the electronic access and disposition of resources associated with an Employee at the time of the Termination Date from Claremont McKenna College, please go to the Employee Termination Information  policy .

While Claremont McKenna College has every desire to maintain a stable and productive work force, Claremont McKenna College may determine that a reduction in its work force is necessary or appropriate. In that instance, consideration is given to the relative skill and qualifications of each Employee, the overall value of the Employee in the position to Claremont McKenna College and the needs of Claremont McKenna College in determining the order of a layoff. All personnel policies, including the policy prohibiting discrimination shall be followed.

All layoffs are considered permanent. However, Employees who are laid off are encouraged to reapply for employment when positions are available. Past performance with Claremont McKenna College will be considered when evaluating such applications for employment.

IV. Work Environment

Office of Human Resources

The Office of Human Resources exists to provide Employees with information and necessary assistance for understanding Claremont McKenna College’s policies and to promote a positive work environment. The Office of Human Resources is the best resource for Employees to obtain current information on work rules, policies, and personnel records. The Staff at the Office of Human Resources is available and eager to help Employees with any concerns or questions.

Any Employees with concerns or questions regarding Claremont McKenna College’s sponsored benefit programs should be directed to The Claremont Colleges Services (TCCS) Administrative Campus Center.

Employee Records and Employment Verifications

The Office of Human Resources is responsible for maintaining complete and up-to-date personnel records for all current Employees. It is therefore important that Employees notify the Office of Human Resources promptly of any changes to their name, marital status, home address, telephone number, and who to notify in case of emergency. It is also the responsibility of Employees to notify the TCCS Administrative Campus Center of changes in their beneficiary or number of dependents. In this manner, the benefit status and information for all Employees can be kept current and accurate.

All requests for employment verifications are to be directed promptly to the Payroll Office and Employee references are to be directed promptly to the Office of Human Resources Employees in other departments should not provide any such information. The Payroll Office will handle any inquires or requests for employment verification in accordance with Claremont McKenna College policies.

Policies and Rights Poster Locations

• 528 Mills Avenue
• Grounds 
• Kravis Center - Financial Aid Work Room 
• Kravis Center - Faculty Support West Mailroom 
• Kravis Center - 4th Floor Kitchen/Copy Room
• Kravis Center - 3rd Floor South Kitchen 
• Kravis Center - 3rd Floor North Kitchen 
• Kravis Center - 2nd Floor South Wing Kitchen 
• Kravis Center - 2nd Floor North Wing Kitchen 
• Kravis Center - 2nd Floor Center Kitchen 
• Kravis Center - 1st Floor - Admission Kitchen
• Keck Science Center Mailroom
• Heggblade Bulletin Board
• Collins Dining Hall 
• Claremont Boulevard Mailroom
• Bauer Center - Kitchen/Break Room 
• The Hub
• The Children’s School
• Frazee - back small copy room
• 530 Mills Avenue (CIE)
• Payroll - Bauer S. B-31 
• Roberts Pavilion - 2nd Floor
• Story House 
• Roberts Pavilion - Main Floor
• MOD-B - Center Court Modules (IT)
• Bauer Center - Kravis Lab
• Athenaeum  - Dean of the Faculty
• Athenaeum Break Room

Employees’ First Day

New Employees will receive materials describing Claremont McKenna College’s various policies, procedures, and sponsored benefit programs. New Employees will also receive information on how to access this Handbook online. For Employees that do not have access to a computer as part of their job responsibilities, they will receive a hard copy of this Handbook. It is every Employee’s responsibility to read these materials carefully. Each Employee will be required to sign a form acknowledging receipt of this Handbook and agreeing to comply with its provisions.

The Office of Human Resources or a supervisor will provide specific information about the Employee’s department, including the Employee’s designated work schedule, working conditions, any special regulations, and department specific policies and procedures. Each new Employee is required to attend a New Hire Safety Orientation. If appropriate, a benefits-related orientation session will also be scheduled with each eligible Employee. It is the Employee’s responsibility to attend.

Identification Cards

Claremont McKenna College issues photo identification cards to regular and temporary Employees. The Office of Human Resources will direct each Employee to the appropriate campus location to have a picture taken and to receive an ID card. It is the responsibility of each Employee to carry this ID card at all times while on campus.

Parking Permit

In order to park on campus, each regular, full-time and part-time Employee must obtain a Staff/faculty parking permit. The Office of Human Resources will provide new Employees with the appropriate information regarding how to register a vehicle and where to obtain a new permit. Employees must bring their issued ID card, driver’s license, and vehicle registration to the TCCS Department of Campus Safety. The Department of Campus Safety will issue the Employee’s parking permit, which must be renewed periodically.

To renew a permit and receive a current validation sticker, Employees will need to bring their issued ID card to the Department of Campus Safety. Employees who are not in a regular, full-time or part-time position will receive a temporary parking permit from the Office of Human Resources.

Your Supervisor

In this Handbook, Claremont McKenna College often refers to “the Employee’s supervisor” or to “their supervisor.” For clarity, Claremont McKenna College refers to the person to whom each Employee directly reports, regardless of title, as the Employee’s supervisor. Employees should contact the Office of Human Resources immediately if they do not know the identification of their supervisor.

Employment Opportunities

Claremont McKenna College encourages Employees to apply for promotions to positions for which they are qualified. Usually promotions and transfers are not permitted until an Employee has successfully completed the Initial Review Period. The College maintains a list of current job openings on the Human Resources website. Employees interested in current job opportunities can reach out to the Human Resources department for additional instructions. Each Employee’s qualifications, past performance, and potential and capacity to assume the increased responsibilities of the position applied for will be evaluated when determining promotions and/or transfers.

Each of The Claremont Colleges also posts and advertises job opportunities. Employees interested in additional information regarding these employment opportunities are urged to visit the website of the particular college in which they have an interest.

Prohibition Against Drugs and Alcohol

Claremont McKenna College seeks to maintain a work and educational environment that is safe for Employees and students and conducive to hard work and high educational standards. Claremont McKenna College complies with all appropriate federal, state, and local regulations regarding illicit use of drugs and the abuse of alcohol in the workplace.

Drug and alcohol use is highly detrimental to the work place and to the efficiency and productivity Claremont McKenna College desires to promote. The use, possession, distribution or sale of drugs or alcohol, or being under the influence of drugs or alcohol is strictly prohibited while working or while on Claremont McKenna College premises. Violation of this policy will result in disciplinary action up to and including termination of employment. The Prohibition Against Drugs and Alcohol policy is not construed to prohibit the use of alcohol at social or business functions sponsored by Claremont McKenna College where alcohol is served. However, Employees must remember their obligation to conduct themselves properly at all times while at Claremont McKenna College-sponsored functions or while representing Claremont McKenna College at off-campus events.

Legally prescribed medications are excluded from this rule and permitted only to the extent that the use of such medications does not adversely affect the Employee’s work ability, job performance, or the safety of that individual or others. Employees using prescription drugs that may impair their abilities are to notify their supervisor, in advance, so that appropriate precautions may be taken.

In compliance with federal law, Claremont McKenna College has established a Drug-Free Workplace Policy. For additional information, please go to the Claremont McKenna College Drug-Free Workplace Policy .

In addition, in compliance with the Drug Free Schools and Communities Act Amendments of 1989, as a condition of receiving funds under any Federal program, Claremont McKenna College must certify that it has adopted and implemented a program to prevent the unlawful possession, use or distribution of illicit drugs or alcohol by students and Employees. For additional information, please go to the Substance and Alcohol Abuse Prevention and Program Policy .

Smoking on Campus

Claremont McKenna College is committed to a philosophy of good health and a safe work place. In keeping with this philosophy, it is important that the work place and office environment reflect Claremont McKenna College’s concern for good health. Smoking is therefore not permitted inside College buildings or any work areas. Employees who wish to smoke must limit their smoking to break and meal periods. Smoking is only permitted outside of the work premises in designated smoking areas.

For purposes of the Smoking on Campus Policy:

• “Smoking” shall mean engaging in an act that generates smoke, such as possessing a lighted pipe, a lighted hookah pipe, a lighted cigar, a lighted cigarette, or an electric smoking device;
• A “tobacco product” shall include any electronic device that delivers nicotine or other vaporized liquids to the person inhaling from the device, including but not limited to an electronic cigarette, cigar, pipe or hookah; and
• An “electronic smoking device” shall mean an electronic or battery-operated device that delivers vapors for inhalation; an electronic smoking device shall include every variation and type of such devices whether they are manufactured, distributed, marketed, or sold as an electronic cigarette, an electronic cigar, an electronic cigarillo, an electronic pipe, an electronic hookah, or any other product name or descriptor.

Dress and Grooming Standards

Claremont McKenna College is committed to fostering an inclusive environment. Employees are expected to demonstrate good judgment and to wear attire that is appropriate to the office or department in which they work. Certain staff members may be required to meet specific standards, such as wearing uniforms or protective clothing, depending on the nature of their job. 

Any staff member that requires a reasonable accommodation with respect to dress standards for reasons based on religion, disability, or other grounds protected by federal, state, or local laws should contact the Office of Human Resources. Employees with any concerns or questions regarding attire or grooming standards should be directed to their supervisor or the Office of Human Resources.

Fraternization Policy

Fraternization policies require a delicate balance between establishing appropriate workplace norms and acknowledging a faculty or Staff member’s right to privacy. The Fraternization Policy established by Claremont McKenna College is focused on supervisor/subordinate relationships as it is these relationships that cause the most concern for potential sexual harassment. The Fraternization Policy is also based on the Employee’s duty to provide notice to the appropriate Claremont McKenna College representative if a relationship develops so that Claremont McKenna College can take appropriate action.

Claremont McKenna College is committed to avoiding situations which may generate complaints of favoritism and sexual harassment. Employees who hold a position as a supervisor or manager are strongly encouraged to refrain from becoming romantically involved with any subordinate and are prohibited from becoming romantically involved with a subordinate over whom they have direct authority or the authority to influence their working conditions. Similarly, all Employees are strongly encouraged to refrain from becoming romantically involved with any student and are prohibited from becoming romantically involved with a student over whom they have direct authority or the authority to influence their educational conditions.

In the event a romantic relationship develops, the Staff supervisor/manager (or any Staff member in the case of a relationship with a student) must report the relationship to the Vice President for Academic Affairs and Dean of the Faculty (if a faculty member) or to the Assistant Vice President for Human Resources (if a Staff member) in order to allow Claremont McKenna College to take appropriate action (including, by way of example but not limitation, a possible transfer of one of the individuals involved). Any Employee who fails to report such a relationship may face disciplinary action up to and including termination.

Employees with concerns or questions regarding the Fraternization Policy should be directed to the Office of Human Resources, or if additional information is needed, to go to the Fraternization Policy  .

Pets on Campus

The Pet Policy, as established by Claremont McKenna College, defines an acceptable presence of pets and animals on campus in order to protect the health and safety of students, faculty, Staff and visitors. While Claremont McKenna College appreciates the special nature of the owner-pet relationship, Claremont McKenna College is a workplace and residence, and, as such, the welfare of the entire community must be considered when addressing pets on campus. Animals have the potential to impose on the safety, health, personal well-being and comfort of Claremont McKenna College Employees, as well as the sanitation, housekeeping, and physical condition of the campus.

Exceptions to permitting pets inside buildings or offices on a regular basis include animals providing ADA accommodations for a person with disabilities, animals used in laboratories or classrooms for observation purposes, and animals used in conjunction with a Claremont McKenna College-sponsored program or speaker. An additional exception allows faculty members to have their pets in their academic offices during their established office hours. Pets must be well-behaved and not cause a problem for colleagues, Staff and/or students. However, if a particular pet is causing a problem, such as making excessive noise or if individuals are allergic to the particular pet and it is brought to the attention of the faculty member or Vice President for Academic Affairs and Dean of the Faculty, the pet must be removed from the faculty member’s office.

Pets are not allowed on the athletic fields. For residence hall buildings, students are governed by the pet policy as stated in the Guide to Student Life. For Claremont McKenna College rental properties, renters are governed by the signed rental agreement.

Dogs and other pets are permitted on campus roads, walks and grounds when they are on a leash and controlled by the owner, as they are in the local community. It is the owner’s responsibility to immediately clean up after the pet. All pets must be tagged, registered, and vaccinated in accordance with the appropriate state, county and/or city regulation.

Safety

Claremont McKenna College endeavors to make the campus a safe place in which to work and to comply with all applicable federal and state safety regulations. Every Employee is responsible for safety. To achieve this goal of providing a completely safe work place, everyone must be safety conscious.

Employees are expected to:

1. Obey safety and health rules;
2. Follow established safe and healthy work practices;
3. Exercise caution in all work activities;
4. Promptly report unsafe and unhealthy acts and conditions in the workplace; and
5. Participate in safety training programs.

Please report any unsafe or hazardous condition directly to a supervisor or the Office of Human Resources, if preferred. Every effort will be made to remedy problems as quickly as possible.

In case of an accident involving a personal injury, regardless of how serious, Employees must notify their supervisor immediately. Appropriate work injury forms are available in the Office of Human Resources or by going to the Forms Human Resources Office Forms webpage. These accident report forms are provided by The Claremont Colleges Services and must be completed and submitted within two (2) days from the occurrence. Failure to report accidents can result in disciplinary action up to and including termination, and can lead to difficulties in processing insurance and benefit claims.

If an Employee is injured on the job, the Employee can be entitled to benefits under the state Worker’s Compensation law. Claremont McKenna College carries Worker’s Compensation insurance in all states where Employees are located.

For additional information, please contact the Office of Human Resources.

Injury and Illness Prevention Program

In keeping with the commitment to safety, Claremont McKenna College has established an Injury Illness Prevention Program as part of the Claremont McKenna College Safety Program. The Assistant Vice President for Human Resources has been delegated the responsibility for administering and implementing the Injury Illness Prevention Program. Part of this program will include safety meetings, training programs, posting safety notices and safety tips, periodic inspections to identify unsafe conditions and work practices, investigating occupational injuries and illnesses, and providing periodic written communications to Employees regarding safety matters.

For additional information, please refer to the Injury Illness Prevention Program  webpage.

Return to Work Program

Claremont McKenna College is committed to returning injured Employees to modified or alternative work as soon as possible. The Return to Work Program is intended to provide Employees recovering from a work-related injury or illness with an opportunity to resume work as soon as they are able in accordance with restrictions prescribed by the Employee’s health care provider. Through temporary work assignments (including modified duty or alternative work), Claremont McKenna College attempts to structure an Employee’s job duties as to enable them to return to work within the confines of the restrictions identified by the health care provider.

Employees, who sustain a work-related injury or illness, are eligible to participate in this program once their health care provider has issued a return-to-work release subject to temporary work restrictions or limitations.

For additional information, please go to the Return to Work Program  webpage.

Hazard Communication Program

Claremont McKenna College has developed a Hazard Communication Program to enhance Employees’ health and safety. The Hazard Communication Program provides information about chemical hazards and other hazardous substances and the control of hazards which includes container labeling and disposal, Safety Data Sheet (SDS) and training.

For additional information, please go to the Hazard Communication Program  webpage.

Bloodborne Pathogens Exposure Control Plan

The purpose of the Claremont McKenna College Bloodborne Pathogens Exposure Control Plan is to eliminate or minimize Employee occupational exposure to blood or certain other body fluids and to comply with the Cal/OSHA Bloodborne Pathogens Standard, CCR-T8 5193.

For additional information, please go to the Bloodborne Pathogens Exposure Control Plan  webpage.

Electric Cart/Industrial Truck Use

Claremont McKenna College has a specific safety policy for the operation or maintenance of powered electric cards and industrial trucks. The Electric Cart/Industrial Truck Use Policy is applicable to all Employees whose duties require them to operate or maintain powered industrial trucks including, but not limited to golf carts, whether powered by electric motors or internal combustion engines.

For additional information, please go to the Electric Cart/Industrial Truck Use Policy  webpage.

Violence Prevention

Claremont McKenna College is firmly committed to providing a workplace that is as free from acts of violence or threats of violence as possible. Although some kinds of violence result from societal problems that are beyond Claremont McKenna College’s control, Claremont McKenna College believes measures can be adopted to increase the protection of Employees and provide a secure workplace. In keeping with this commitment, Claremont McKenna College has established a strict Safe Campus Policy that prohibits any Employee from threatening or committing any act of violence in the workplace, while on duty, while on Claremont McKenna College-related business, or while operating any vehicle or equipment owned or leased by the Claremont McKenna College. This policy applies to all Employees and also covers the use, possession or storage of weapons on campus.

In order to achieve Claremont McKenna College’s goal of providing a workplace that is secure and free from violence, Claremont McKenna College must enlist the support of all Employees. Compliance with this policy in accordance with the Code of Conduct and Claremont McKenna College’s commitment to a “zero tolerance” policy with respect to workplace violence is every Employee’s responsibility.

Employees with concerns or questions regarding this policy should be directed to the Office of Human Resources. For additional information please read the Safe Campus Policy  webpage.  

Emergency Preparedness

In an attempt to keep students, faculty and Staff members safe while on campus, Claremont McKenna College has a developed a formal emergency program to respond to emergency situations.

To report Life Threatening Emergencies, please dial 911 from a cell phone or 9-911 from an on-campus telephone. Additionally, Employees can dial (909) 607-2000 from a cell phone or dial extension 7-2000 from an on-campus telephone to reach The Claremont Colleges Services (TCCS) Department of Campus Safety. The Department of Campus Safety will contact the local police, fire or ambulance and will help to direct emergency personnel to the appropriate location.

For Non-Life Threatening Emergencies, please dial (909) 607-2000 from a cell phone or dial extension 7-2000 from an on-campus telephone to reach The Claremont Colleges Services (TCCS) Department of Campus Safety. The Department of Campus Safety will then contact the local police, fire or ambulance, as needed, and will help to direct emergency personnel to the appropriate location.

If a major emergency-such as an earthquake, fire, or hazardous material accident occurs-the Executive Staff will activate the Emergency Operations Center (EOC) from which it will direct Claremont McKenna College’s response. Simultaneously, specially trained response groups will be activated. All efforts are designed to protect students, faculty and Staff. In the event of a major emergency, space on the Claremont McKenna College website will be used to provide timely information for students, parents, faculty, Staff and other members of the Claremont McKenna College community. Please go to the Emergency Update Information webpage for campus communication in the event of a major emergency, updates will be posted as they become available.

For additional information regarding emergency procedures, please go to the Claremont McKenna College Emergency Procedures webpage.

Inspection of College Property and Expectation of Privacy Rights While on College Property

Claremont McKenna College property is made available for Employees as a convenience and helpful resource which includes, but is not limited to: desks, files, file cabinets, lockers, computers, Internet, e-mail, electronic communication devices, voicemail systems, databases, and software programs. Employees should remember that all these items remain the sole property of Claremont McKenna College and are subject to an inspection or search, at any given time, for any reason. Any property situated on the Claremont McKenna College’s premises and owned by Claremont McKenna College is subject to inspection, with or without notice, by authorized Claremont McKenna College personnel.

In addition, in order to promote a safe, productive and efficient work place, Claremont McKenna College reserves the right to inspect Employees as well as any articles and property in their possession while on Claremont McKenna College property. Accordingly, Employees should not have a reasonable expectation of privacy as to such items when on Claremont McKenna College property.

Appropriate Use of Computing and Network Resources

Claremont McKenna College has invested substantial assets in order to provide Employees access to computers and other electronic communications to perform the responsibilities of their jobs. This includes, but is not limited to, the use of computers, cell phones, voicemail, email, and Internet access.

All Employees should fully understand these electronic communications and all information temporarily or permanently stored or transmitted (with the aid of these electronic communications) remain the sole and exclusive property of Claremont McKenna College and are subject to access, copying and use by Claremont McKenna College, in any manner it deems appropriate. Accordingly, Employees should not assume nor expect any privacy right or interest in any information that is temporarily or permanently stored on these electronic communications, nor should Employees anticipate receiving a proprietary interest in any such information. While Employees may be provided passwords for access to their computers, emails, or voicemail access, the creation of a password does not provide privacy or confidentiality.

In some cases, confidential and proprietary information of Claremont McKenna College may be accessible on or from a computer. Employees are expected to take all steps necessary to protect Claremont McKenna College’s proprietary and confidential interests in such information and not to allow or cause the dissemination or improper use or exploitation of such information. In addition, Employees may not add or load any software to a computer without expressed approval of Information Technology Services, nor should they use a computer for any improper or unauthorized purpose.

Computers should not be used in connection with the downloading, transmittal, access to review or dissemination of inappropriate materials of any kind. While it is not possible to provide an exhaustive list of inappropriate materials, some examples include but are not limited to:

1. Prohibition against harassment and discrimination: Claremont McKenna College strictly prohibits the use of communication systems to create, send, or deliver a message or information that is either harassing or offensive on the basis of any legally protected characteristic. Please see Unlawful Harassment for a list of protected characteristics.
2. Prohibition against offensive and defamatory conduct: Claremont McKenna College strictly prohibits the use of communication systems to invite, transmit, send, or deliver the receipt of annoying, offensive, defamatory, derogatory, or harassing messages or information. This includes material that could harm, threaten, or endanger Employees or other individuals, or is reasonably perceived to threaten or endanger the health or safety of any Employee or individual.
3. Prohibition against sexually-suggestive material: Claremont McKenna College strictly prohibits the use of communication systems to display, disseminate, store, transmit, publish, solicit, or purposely receive any pornographic, obscene, sexual images, graphics or language, or sexually suggestive or explicit material.
4. Prohibition against gambling: Claremont McKenna College strictly prohibits the use of communication systems to participate or engage, directly or indirectly, in any gambling activities or participate in games of chance or risk.
5. Prohibition against illegal use of trademarks, copyrights, and licenses: Claremont McKenna College strictly prohibits the use of communication systems to download, upload, or copy software or other copyrighted or legally protected information without prior expressed permission from the appropriate office.
6. Prohibition against illegal use of confidential information: Claremont McKenna College strictly prohibits the use of communication systems to alter, transmit, copy, download, or remove any proprietary, confidential, trade secret, or other information of any Claremont McKenna College software or other files without expressed permission from the appropriate office. Employees are expected to take all steps necessary to protect Claremont McKenna College’s proprietary and confidential interests in such information and not to allow or cause the dissemination or improper use or exploitation of such information.
7. Prohibition against conflict of interest: Claremont McKenna College prohibits the use of communication systems to be used for any purpose that is either damaging to, detrimental to, or that creates an actual or potential or apparent conflict of interest with the College.
8. Prohibition against unintended recipients: Claremont McKenna College strictly prohibits the use of communication systems to allow an Employee to read, record, copy, or listen to messages and information delivered to another individual’s e-mail or voicemail without expressed permission from the appropriate office. If such instances occur, the Employee must immediately inform the sender of the fact and delete the message from their inbox, mailbox, or voicemail, whichever applicable.
9. Prohibition against personal use or gain: Claremont McKenna College strictly prohibits the use of communication systems for personal use or gain. Employees may not add or load any software to a computer without expressed approval from Information Technology Services Office, nor should they use a computer for any improper or unauthorized purpose.

Employees are to follow all of the policies relating to the use of computers and networking resources. Employees, who violate any aspect of this policy or who demonstrate poor judgment in the manner in which they use any electronic communications device, will be subject to disciplinary action up to and including the possibility of immediate termination.

Employees with concerns or questions should be directed to a supervisor, the Office of Human Resources or the Associate Vice President, Chief Technology Officer at (909) 607-8713. For additional information regarding appropriate use of Claremont McKenna College resources, please go to the Appropriate Use of CMC’s Computing and Network Resources  or to the Claremont Colleges Policy Regarding Appropriate Use of Campus Computing and Network Resources  . For additional information regarding the use of email, please go to the Acceptable Email Usage  webpage.

Telephones

The Claremont Colleges own a private telephone system. Supervisors will inform Employees of the departmental policy regarding personal and long-distance telephone calls. In general, personal telephone calls during work time are discouraged. Friends and family should be discouraged from calling during working hours unless there is an emergency. If Employees must make a personal call, it should be brief, limited to the local area codes and be made during their meal period or rest break. Employees are required to charge any calls placed outside the local area codes to their personal credit card or home telephone number.

If an Employee is authorized to have a cell phone or have access to an Internet Service for work purposes, please go to the Policy on the Use of Cell Phones and/or Internet Service (DSL or Cable Modem-Broadband Access)  for more information.

Employees who are not authorized to have a cell phone but may experience incidental usage of a personal cell phone for work related purposes may request for reimbursement on an incidental basis. Please go to the Human Resources Forms webpage to download the Request for Reimbursement - Incidental Cell Phone Usage form. Completed forms should be submitted to the Office of Human Resources for processing.

Employees with any issues, problems or repair requests regarding the campus telephone system should be directed to The Claremont Colleges Services by going to Telephone Services Helpdesk webpage or by going to Telephone Models and User Guides webpage.

For campus directory information, please go to the Human Resources webpage to view the TCCS directory for offices and centers/institutes. For campus numbers Employees cannot obtain from the directory, please dial extension 0 from any on-campus telephone or dial (909) 621-8000 from any off-campus telephone.

V. Compensation

Compensation Policy

Claremont McKenna College is committed to maintaining a competitive compensation program. It is the policy of Claremont McKenna College to pay a fair and competitive salary to attract, retain and motivate Employees.

An increase to one’s base compensation pay is dependent on a number of factors including the Employee’s individual performance level, the College’s ability to pay and market survey data. Salary or wage increases are not automatic. Also, it is not the policy of Claremont McKenna College to approve an increase to an Employee who is not performing at a satisfactory level.

There is an established procedure for evaluating significant changes in job duties. If an Employee’s job duties change, the Employee and the Employee’s supervisor should note these changes that may indicate the need for updating a job description or job classification and submit a request to the Office of Human Resources for a position review. Doing more work will not, of itself, result in a re-classification to a higher level or a change in benefits or salary. The type and difficulty of duties and the amount of judgment and level of responsibility required in the job are primary factors to be considered. Employees with any concerns or questions regarding their job title, classification and salary range should contact their supervisor or the Assistant Vice President for Human Resources.

For all compensation increases, no final or effective decision can be made by a supervisor alone. Final approval of any proposed merit increase or other compensation incentive will be subject to review and approval by the appropriate Vice President, the Treasurer and the Assistant Vice President for Human Resources to assure that the action conforms to Claremont McKenna College compensation practices.

Pay Days

Regular paydays for all Non-Exempt Employees are bi-weekly, meaning every other Friday. Regular paydays for Exempt Employees are monthly, on the 26th of the month. Should any of these days fall on a weekend or holiday, the payday will be on a Friday or the work-day preceding the Holiday. Paychecks are usually delivered to each Employee’s campus address on the morning of the payday. Employees may elect to have their paycheck directly deposited into their financial institution account by electronic transfer. The Staff of the Office of Human Resources will discuss this option during the new hire orientation.

Each Employee will receive a pay stub, which will show the wages earned for the pay period in accordance with applicable state and federal law. Employees with concerns or questions regarding their paycheck should contact their supervisor or the Payroll Office.

Working Hours

Claremont McKenna College’s standard workweek begins at 12:01 a.m. Saturday and ends at midnight the following Friday. The normal week of work is a five-day period, Monday through Friday. Work schedules for Employees are established within this framework. However, certain job classifications do require that Saturday and/or Sunday may be part of one’s normal work-week. A normal working schedule for regular, full-time Employees consists of 40 hours each workweek, typically between the hours of 8:00 a.m. to 5:00 p.m. Supervisors will advise Employees regarding their specific working hours. Punctual and consistent attendance is a condition of employment.

Various factors, such as workloads, operational efficiency and staffing needs may require variations in an Employee’s starting and ending times and total hours worked each day or each week. Claremont McKenna College reserves the right to assign Employees to jobs other than their usual assignments when required. In addition, Employees may be required to work overtime or hours other than those normally scheduled whenever necessary.

Supervisors may grant Employees the opportunity to work flexible work schedules so long as such a schedule does not have a negative impact on the Employee’s ability to complete job responsibilities. Prior to granting an Employee a flexible work schedule, the Employee’s supervisor will inform the Assistant Vice President for Human Resources of this work schedule change.

Meal Periods & Rest Breaks

Break and meal periods are intended to provide Employees the opportunity for rest and relaxation. Accordingly, they should be enjoyed away from Employee work areas. Employees are not permitted to perform any duties during such periods.

Non-Exempt Employees who work at least three and a half hours per day are entitled to a paid break period of ten minutes for every four hours of work or a major fraction thereof. Break periods are to be scheduled as close to the middle of each four-hour period as possible.

A Non-Exempt Employee may not work more than five hours in a workday without receiving an uninterrupted meal period of not less than thirty minutes. A Non-Exempt Employee may not work more than ten hours per day without receiving a second uninterrupted meal period of not less than thirty minutes. Non-Exempt Employees are required to record the beginning and end of their meal periods each day. Meal periods are not paid.

Claremont McKenna College expects all Employees will take their meal periods and rest breaks in accordance with this policy. Break periods may not be combined, added to a lunch period, or taken at the end of the workday. If a Non-exempt Employee believes it may be necessary to miss a meal break or rest period, the non-exempt Employee must notify a supervisor immediately so that the supervisor has the option of redistributing work to allow the meal break/rest period to take place. Failure to inform a supervisor that a meal break/rest period has been missed may result in discipline, up to and including termination.

Timesheets

Electronic time records are used as a means of accurately recording hours worked and calculating pay for Non-Exempt Employees. Time records reflect regular hours worked, meal periods, overtime, absences and vacations. Accordingly, Non-Exempt Employees must record the time they begin and end work each day, the beginning and end of each meal period and the beginning and end of any split shifts. Time records must be completed and approved by the Employee attesting to its accuracy (electronic or hard copy) and approved by the supervisor and turned in to payroll per the payroll schedule. Falsifying a time sheet may result in disciplinary action up to and including termination.

For additional information, such as deadlines for submitting timesheets to the Payroll Office, please go to the Payroll and Holidays Schedules webpage.

Overtime Compensation

Employees shall be paid for all hours worked in accordance with all applicable federal and state law requirements. Employees who qualify as administrative, executive or professional Employees within the meaning of the state and federal wage and hour laws are exempt from overtime pay and are not subject to this policy. All Non-Exempt Employees qualify for overtime pay.

In California, overtime is paid after working more than 8 hours in one workday or 40 hours in one workweek. Hours paid that are not worked (e.g. sick days, vacation or holidays) do not count as hours worked for overtime purposes. Claremont McKenna College will attempt to schedule overtime in a fair and consistent manner. But, it is important to point out that Employees will be expected to work reasonable amounts of overtime according to the College’s needs. The Employee’s immediate supervisor must approve overtime in advance. Employees are subject to corrective action for working unauthorized overtime.

Time and a Half - Non-Exempt Employees who work between 8-12 hours on a given day or over 40 hours in any given week will be compensated at the rate of one and a half times their regular rate of pay.

Double-Time - Non-Exempt Employees who work in excess of 12 hours in one workday or more than 8 hours on the seventh consecutive day of work in a workweek are paid at double-time.

Holidays Worked - Non-Exempt Employees who work on a College-recognized holiday shall be paid at the rate of one and a half times their regular rate of pay for the first 8 hours actually worked on the holiday and double time for any time worked in excess of 8 hours that day, plus the regular holiday pay for the day.

Policy Regarding Exempt Employees

Employees who are classified by the College as exempt from the overtime provisions of state and federal law are paid a salary that is intended to fully compensate them for all hours worked each week; however few or many those hours are. The salary consists of a predetermined amount constituting the Exempt Employee’s compensation. That amount is not subject to reduction because of variations in the quality or quantity of the Employee’s work. As a general rule, an Exempt Employee’s salary is not subject to deductions. Exceptions to the general rule will apply only when they are expressly authorized under applicable state and federal laws. This may occur, for example, when an Employee has exhausted all accrued vacation benefits and misses additional days of work for personal reasons.

Payroll Deductions

Certain deductions required by law will be made from each Employee’s wages. These include state and federal income taxes, social security taxes (FICA) and state disability insurance (VDI) payments. Deductions will also be made for health insurance premiums for family members and other voluntary plans if an Employee requests such deductions. Each paycheck stub itemizes all deductions and provides information regarding an Employee’s earnings-to-date.

During the Workday onboarding process, Employees will complete forms to claim federal and state withholding exemptions. An Employee, who wishes at a later time to change the number of exemptions claimed, must complete a new form through Workday.

The TCCS Payroll Office annually sends W-2 forms by U.S. Mail to each Employee’s home address. By law, these must be postmarked on or before January 31st of each year. In order to insure timely receipt of each Employee’s W-2, every Employee bears responsibility to notify the Staff of the Office of Human Resources of any changes in address.

Garnishment of Wages

Claremont McKenna College is required by law to recognize certain court orders, liens and wage assignments. When the College receives a notice of a garnishment of wages, payroll processes the garnishment accordingly. Employees, however, are strongly encouraged to work out a financial problem before this situation occurs.

Pay Advances

Claremont McKenna College does not provide payroll advances or extend credit to Employees.

Reimbursement of Travel, Entertainment and Other Business Expenses

When allowable under IRS guidelines, Claremont McKenna College will reimburse Employees for, or pay directly via College bankcard, actual College-related travel, entertainment or other business-related expenditures that are necessary in the performance of their assigned duties.

For additional information regarding reimbursed and non-reimbursed expenses, please go to the Reimbursement Policy  webpage.

VI. Benefits

Overview

This section of the Handbook provides brief summaries of some of the Employee benefit programs sponsored by Claremont McKenna College. More detailed information is set forth in the official plan documents and insurance policies that govern the plans. While the provisions of this section provide a general overview of the College’s benefits, the Handbook does not describe all the exclusions, limitations or conditions of the benefit programs described in this section. If there is any real or apparent conflict between the brief summaries contained in the Handbook and the terms, conditions or limitations of the official plan documents, the provisions of the official plan documents will prevail. Please contact the Office of Human Resources or The Claremont Colleges Services (TCCS) Administrative Campus Center, for the Risk Management and Benefits Administration offices for specific information.

Once an Employee satisfies certain eligibility requirements, they may participate in the sponsored Claremont McKenna College’s benefit programs that currently feature the following:

Medical Insurance
Vision Insurance
Dental Insurance
Life Insurance
Accidental Death and Dismemberment InsuranceLong-Term Care Insurance
Flexible Spending Accounts (FSA)
Employee Assistance Program (EAP)
Short Term Disability/VDI/PFL
Long Term Disability
Tax Deferred Annuity
Academic Retirement Plan
Backup Care Options
Pet Insurance
Legal Services
Identity Theft Coverage
Vacation
Paid Holidays
Sick Pay
Bereavement
Jury and Witness Duty
Time off to Vote
Time off for Education/Day Care Purposes and Other
Tuition Remission
English as a Second Language (ESL) Classes
Campus Housing (Arbol Verde)
Credit Union
Other Employer Paid Legislated Benefits

Claremont McKenna College offers a diversified benefits program for Employees. Some programs are offered at no cost to the Employee while others are offered on a cost-sharing basis. Any Employee costs are deducted automatically from the Employee’s paycheck on a regular basis once the Employee enrolls in the plan(s).

During the new hire benefits orientation, the benefits program is explained in detail, including eligibility date, cost and provisions of the various plans and programs. Employees will also be provided with the official Summary Plan documents. For additional information, please go to the Benefit Information webpage.

Academic Retirement Plan

Regular, full-time or part-time Employees who meet the Plan document’s criteria for eligibility can participate. For additional information, contact The Claremont Colleges Services (TCCS) Retirement Services Office.

Backup Care Options

Backup Care Options is a unique backup care program to support Claremont McKenna College Employees when they experience a temporary breakdown in their normal care arrangements and need to get to work. For eligibility requirements and program registration information, please go to the Benefit Information webpage.

Health Insurance Continuation (Cobra)

In compliance with the Federal Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), Claremont McKenna College offers continuing medical and dental insurance to Employees and their dependents upon termination of employment or due to the following events:

1. Termination of the Employee’s employment (other than for gross misconduct) or reduction of hours worked which renders the Employee ineligible for coverage;
2. Death of Employee;
3. Divorce or legal separation;
4. For a spouse and eligible dependents, loss of coverage due to the Employee becoming eligible for Medicare; or
5. For a dependent child, ceasing to qualify as a dependent under the plan.

The Employee must reimburse to the Claremont McKenna College COBRA administrator, the full premium cost plus a 2% administrative fee. It must be paid prior to the first of each month, which is the premium due date. Failure to pay pursuant to this policy may result in a termination of COBRA benefits.

The monthly payments are subject to change whenever the premium is changed for current Employees or dependents covered for identical benefits under the plan. Benefits will be the same as those for persons covered through regular employment and may change from time to time by plan amendments.

It is the Employee’s responsibility to notify the Office of Human Resources and TCCS Administrative Campus Center, for the Risk Management and Benefits Administration offices, of any changes in the Employee’s marital status or of any event which may cause an Employee’s dependents to become eligible for continued coverage.

Vacation Time Policy

Vacation time is provided to allow for rest and relaxation away from work and is granted to regular Employees working at least 20 hours per week or more. Employees working less than 20 hours per week, temporary and occasional Staff members do not earn vacation. Regular, part-time Employees working half-time or more earn pro-rated vacation. The amount of vacation time an Employee may earn depends upon the Employee’s position and how long the Employee has been employed by Claremont McKenna College, in regular status.

All regular Employees accrue vacation on a daily basis beginning on the date of hire.

The following is a table of accrual rates for Non-Exempt and most Exempt Employees:

Exempt employees who were hired prior to October 1, 2012 and all employees who are at a Director level and above will begin accruing vacation at the rate of 14.67 hours per month (1.83 days per month) on their date of hire. The vacation accrual continues at this accrual rate for the length of their employment.

While all Employees earn vacation beginning on their date of hire, new employees must be employed for at least 90 days before using vacation time. Employees do not earn vacation benefits during any leave of absence from employment at the College. Vacation time cannot be used in advance of its accumulation.

Part-time Employees who are regularly scheduled to work between 20 hours and 40 hours per week will be eligible to earn vacation benefits on a prorated basis using 40 hours per week as the basis for earning.

Employees may accrue up to 1.5 times the annual allotment of vacation - the “Vacation Accrual Cap” (or a pro-rated amount for eligible part-time Employees). Once the Employee’s accrual reaches the Vacation Accrual Cap, further vacation accrual ceases until vacation time is used and the available time has been reduced below the Vacation Accrual Cap.

Vacation can be scheduled any time after the initial 90 days of employment with approval of the Employee’s supervisor. Employees must obtain their supervisor’s approval in advance of the requested vacation time and vacation requests should be submitted as far in advance as possible.

Claremont McKenna College will generally attempt to accommodate an Employee’s request to take vacation at the time specified by the Employee. However, the needs and workload of the Department and the College will be considered when evaluating an Employee’s request. Claremont McKenna College reserves the right to grant, deny or modify any vacation request.

For exempt staff, vacation time may be taken and recorded in 4 hour increments to accommodate the need for personal time away from the office in less than full day increments.

If a Holiday falls during an Employee’s scheduled vacation, the Employee will receive holiday pay for that day if eligible for such pay, and will not be charged for vacation time for that day.

Vacation hours shall not be considered hours worked for purposes of determining whether an employee works overtime. Vacation will be paid at the base rate of pay in effect at the time the vacation is taken.

Vacation time will not be paid out in lieu of taking time off. However, accrued but unused vacation pay will be paid at the time of an Employee’s termination of employment.

In order to administer our policies accurately and fairly, it is important to Claremont McKenna College and to the employees to keep accurate track of accrued and used vacation time. Therefore, when vacation time is taken, it is both the employee and the supervisor’s responsibility to ensure that vacation time is properly recorded.

Sick Time Policy

This policy applies to all regular, full-time or part-time benefits eligible Employees of the College, working for the College for at least 20 hours per week. All student and temporary employees and non-benefits eligible staff of the College are eligible for California Paid Sick Leave (CA Sick).

Accrual

Full-time Employees will accumulate one day of sick time per calendar month, up to a maximum of twelve (12) paid sick days per year. For full-time Employees, “one day” is equal to the number of hours in the Employee’s normal workday (e.g. 8 hours per day for regular, full-time Employees).

Part-time Employees will accumulate a prorated amount of sick time per calendar month based on their regularly scheduled hours, up to a maximum of twelve (12) paid sick days per year. For part-time Employees, “one day” is equal to the number of hours in the Employee’s normal workday (e.g. 4 hours per day for half-time Employees working 20 hours per week).

Sick time is accumulated only for each calendar month in which the Employee is in paid status for fifteen (15) days or more. Sick time does not accumulate during a leave of absence.

Full-time Employees can accrue up to a maximum of 120 days (or 960 hours). Once the Employee’s accumulated sick time amount reaches the maximum number of days, further accumulated sick time ceases until sick time is used and the available time has been reduced below the sick time accumulation cap.

Student, Temporary Employees and Non-Benefits Eligible Staff are eligible to accrue one (1) hour of CA Sick for every thirty (30) hours worked up to a maximum of eighty (80) hours or ten (10) days (whichever is greater) of accrued CA Sick. Such employees may use up to forty (40) hours or five (5) days (whichever is greater) of CA Sicktime per 12-month period (hereinafter referred to as “fiscal year”). The “fiscal year” is defined as July 1 through June 30 of each year.

Any accrued sick days will carry over into the following fiscal year of employment and may be subject to the same conditions.

All Sick time cannot be used in advance of its accrual.

If an Employee is separated from the College and then is rehired by the College within one year of separation, the Employee’s accrued sick time balance as of the date of separation will be reinstated.

Appropriate Use of Sick Time

Sick days provided under this policy may be used for (1) diagnosis, care, or treatment of an existing health condition; (2) preventative care; or (3) to obtain or attempt to obtain judicial relief or treatment related to domestic violence, sexual assault, or stalking. Sick leave must be for one of these purposes, whether for the care of the Employee or the Employee’s family member. For additional information, please go to the section entitled “Sick Leave for a Family Member (Kin Care)” below.

When Employees are absent from work for one of these purposes, they are required to use sick time that they have accrued.

Sick Leave for a Family Member (Kin Care)

Employees may use any paid sick hours accumulation that would otherwise be available for their own care to attend to a child, spouse, domestic partner, parent (or spouse’s or domestic partner’s parent), grandparent, grandchild, or sibling (“family member”). Sick time used for a family member as defined above, is also referred to as “Kin Care”.

For purposes of this policy, a child is defined as a biological, foster, or adopted child, a stepchild, a legal ward, or a child the Employee stands in loco parentis of (or “in the place of a parent”), or a child of a domestic partner. Parent is defined as a biological, foster, or adoptive parent, a stepparent, or a legal guardian, or a person standing in loco parentis when the Employee was a minor child.

Full-time Employees may use sick time to take care of a family member, however, may not exceed an Employee’s maximum annual sick time accumulation of twelve (12) days each fiscal year, irrespective of an Employee’s total sick time balance. For purposes of this policy, a fiscal year is defined as July 1 to June 30 of each year.

All other conditions and restrictions placed on the use of sick leave under this policy are applicable to the sick days used to attend to a covered family member, including but not limited to the purposes for which sick time may be taken under this policy and the notification and recordkeeping requirement of this policy.

Rate of Pay

Employees shall receive pay for sick time taken at the Employee’s regular straight time rate of pay in effect on the day the sick time is taken. If the Employee has more than one hourly rate or has a pay rate that fluctuates from pay period to pay period, the Employee’s pay for sick time will be based on an average rate of pay taken from the 90-day period immediately before the date on which the Employee takes sick time.

Minimum Amount that May be Taken

For non-exempt eligible Employees, the minimum amount of sick time an Employee can take in one instance is one (1) hour. For exempt eligible Employees, sick time may be taken and recorded in 4 hours increments.

• In accordance with the time tracking system implementation, any day that an Exempt staff employee works for a period of 4 hours, or more, it will be considered an entire day worked, and there is no need to record any time off. 
• If an Exempt staff employee works less than 4 hours in a day (e.g., 3 hours and 59 minutes), 4 hours of sick time are recorded to reflect time off in less than full-day increments. 
• If an Exempt staff employee is absent from work for a full day, eight (8) hours of sick time should be recorded.

Procedure

If the need for paid sick leave is foreseeable, employees must provide reasonable advance notification to the College. If the need for paid sick leave is unforeseeable, employees must provide notice of the need for the leave as soon as practicable. Employees should always give notice before their regularly scheduled starting time unless they are physically or mentally unable to give notice or other circumstances prevent the employee from doing so. Otherwise, the absence may be regarded as an unauthorized absence without pay. Employees must notify the College on each day of absence unless other arrangements have been made or employees are unable to do so, as explained above.

It is the employee’s responsibility to keep the College informed of their expected date of return. Employees should request and report sick time according to the College’s current practices in effect, which have been communicated to employees.

Employees eligible for sick time may also qualify for other leave benefits. All questions regarding this policy or other such benefits should be directed to the Human Resources Department. For more information on the procedure of taking sick leave, please see the “Attendance” section in this Handbook.

Documentation

Claremont McKenna College reserves the right to require a physician’s statement and/or documentation verifying illness or other allowable reason for sick leave under this policy and to discipline an Employee, leading up to and/or including termination, for using sick time for purposes not provided for under this policy.

Further, when the Employee’s own illness or medical condition is the reason for sick leave, the College reserves the right to condition the Employee’s return to work upon the Employee tendering an appropriate release by a doctor, certifying that the Employee is fit to return to work.

Termination

Under no circumstances, including upon termination of employment, may an employee receive any payment for accrued but unused sick time.

If a student, temporary or non-benefits eligible employee is separated from the College and is rehired by the College within one year of separation, the employee will be awarded at least the same amount of sick days that the employee had at the time of separation.

Other Benefits Related to Sick Time

Employees eligible for sick time may also qualify for other leave benefits. All questions regarding this policy or other such benefits should be directed to the Office of Human Resources.

Paid Holidays

Claremont McKenna College recognizes the importance of Employees spending time with their family and friends when celebrating holidays. Regular full-time and part-time benefits-eligible employees are eligible for holiday pay on the day the holiday is observed, regardless of whether the employee is scheduled to work based on your regular scheduled hours.

Regular, full-time Employees will receive a day off with pay on each of the recognized holidays. Part-time Employees who are scheduled to regularly work 20 hours or more per week shall be eligible for holiday pay if they were regularly scheduled to work the day of the holiday. Employees on a leave of absence for any reason are ineligible for holiday pay for holidays that are observed during the period they are on a leave of absence.

Employees who have elected not to work during summer break are ineligible for holiday pay for holidays that are observed during the period they are on a leave of absence or summer break.

When a scheduled holiday falls on Sunday, it will be observed on the following Monday. When a scheduled holiday falls on a Saturday, it will be observed on the preceding Friday. A holiday that occurs during an Employee’s vacation will not be counted as a vacation day. Holiday pay is not considered as time worked for the calculation of overtime. 

In some instances, certain offices or departments may be open during Paid Holidays and employees may be asked to work. Non-Exempt Employees who work on a College-recognized holiday shall be paid at the rate of one and a half times their regular rate of pay for the first 8 hours actually worked on the holiday and double time for any time worked in excess of eight hours that day, plus the regular holiday pay for the day.

Exempt Employees who are required to work on a holiday may request to take an alternative day off within 30 days after the holiday, subject to approval in advance by the Employee’s supervisor.

Claremont McKenna College observes the following as paid holidays for eligible Employees:

• New Year’s Day
• Martin Luther King, Jr. Day
• Cesar Chavez Day
• Memorial Day (last Monday in May)
• Juneteenth
• Independence Day (July 4)
• Labor Day (first Monday in September)
• Thanksgiving Day (4th Thursday in November)
• Friday following Thanksgiving
• Christmas Eve (or designated day)
• Christmas Day

Winter Break Campus Closure

Claremont McKenna College will close for four (4) days, during the winter break, in between the designated Christmas and New Year’s holidays each year. Full-time regular staff members who are scheduled to work during this time will receive these four (4) days off with pay. Full-time regular staff members are defined as employees who are scheduled to work forty hours per week and twelve months per year. Pay will be prorated for regular, part-time regular employees working half-time or more and will be based upon the part-time employee’s regularly scheduled hours. Employees working less than half-time per week, temporary and occasional staff members are not eligible.

In some instances, certain offices or departments may be open during the Winter Break Campus Closure and employees may be asked to work. Non-exempt staff members who are approved and scheduled to work by their supervisor during the Winter Break Campus Closure will receive additional straight-time pay for the hours worked.

The Winter Break Campus Closure days are not an accrued benefit and will not be paid out if employment ends with the College prior to the Closure.

Other Campus Closures

From time to time, the College may designate at its discretion additional Campus Closure dates. In some instances, certain offices or departments may be open during a campus closure date and employees may be asked to work. Non-exempt staff members who are approved and scheduled to work by their supervisor during the campus closure will receive additional straight-time pay for the hours worked.

Bereavement

In order to allow employees to attend to matters resulting from the unfortunate death of a member of their immediate family, Claremont McKenna College provides Employee bereavement time off. 

In the event of an employee’s family member’s death, Claremont McKenna College will allow the Employee up to five working days off with pay to arrange and attend the funeral. The five days of leave do not need to be taken consecutively but must be completed within three months of the family member’s death. 

For the purposes of bereavement time off, an Employee’s family is defined as a spouse, child, parent, or any individual related by blood or whose association with the Employee is the equivalent of a family relationship.  

Employees will be paid their regular wage for each day of the bereavement absence based on the hours they are regularly scheduled to work. If an Employee requires more than the allotted bereavement time, they may request additional unpaid time off or the opportunity to use any accrued but unused vacation time. 

Jury Duty

In order to allow for an Employee to fulfill one’s civic obligation, Claremont McKenna College provides Employees pay for jury duty up to a maximum of ten (10) days during any calendar year. The College may require Employees to request a deferment of their jury duty if such time off results in an undue hardship on the department or the College. However, the court has the final say on whether this deferment will be granted.

Employees who receive a notice to report for jury duty are to immediately notify their supervisor and submit a copy of the notice/summons to the Office of Human Resources. If an Employee is required to report, the Employee will continue to receive regular base pay for the period of the jury duty up to the ten-day period based on their regular work schedule. Every Employee serving jury duty must submit proof of service from the court to the Office of Human Resources. If such proof is not provided, the time off will be without pay, or the Employee may request that the time off be deducted from accrued but unused vacation time. If Exempt Employees work any portion of a workweek in which they take time off without pay under this policy, they will receive their full salary for that workweek.

Time Off to Vote

Employees who are eligible to vote in state and federal elections (of voting age and registered to vote) are encouraged to exercise their voting privileges. In accordance with Section 14350 of the California Election Code, Employees who do not have sufficient time to vote outside of their working hours will be allowed to take up to two (2) hours off, with pay, for this purpose - usually a minimum of two (2) days’ notice will be required. In order to qualify, Employees must obtain advance approval from their supervisor.

Unless otherwise agreed upon, this time off must be taken at the beginning or end of the Employee’s work shift, whichever will minimize the disruption. Proof of voter registration and proof of having voted may be requested.

Time Off for Education/Day Care Purposes

Employees will be granted time off without pay for up to 40 hours per calendar year, but no more than 8 hours in any calendar month, to participate in the activities of schools or licensed child daycare facilities attended by their children. For a planned time off under this policy, the Employee can utilize any accrued and unused vacation time prior to taking unpaid time off.

Employees wishing to take time off under this policy must provide their supervisors with reasonable notice of the planned absence. If both parents of a child are employed by the College, the request for time off under this policy will be granted to the first parent to provide notice of the need for time off. The request from the second parent will be accommodated if possible.

The College reserves the right to request that an Employee furnish written verification from the school or daycare facility as proof that the Employee participated in school or daycare activities on the specific date and at a particular time. Failure to provide written verification is grounds for disciplinary action.

Time Off-Victims of Felony

California law requires employers to provide an unpaid, excused absence to Employees who are, or who are related to, a victim of certain felonies in order to attend court proceedings regarding that felony. Employees should inform their supervisor and the Office of Human Resources of such a need as soon as possible, preferably before the date(s) of absence, to determine if they are eligible. If eligible, an Employee may choose to use accrued but unused vacation for this absence from work. Verification from the court of the Employee’s attendance is required.

In addition to the Employee being the victim, you may be excused if the victim is:

• The Employee’s child, including grandchild or stepchild;
• Current spouse or domestic partner or the current spouse or domestic partner’s child;
• Parent, including grandparent, step-parent or in-law;
• Sibling, including step-sibling or in-law; or
• Any other person living in the Employee’s immediate household

Time Off-Administrative or Legal Proceedings

When an Employee is attending administrative or legal proceedings on behalf of the College or is subpoenaed by the College to appear as a witness on its behalf in an administrative or legal proceeding, time off without loss of straight-time pay will be granted for actual time spent in the proceedings and in related travel, not to exceed the number of hours in the Employee’s normal work-day and work-week. Time off with pay shall not be granted when an Employee is the plaintiff or defendant in a proceeding, is called or subpoenaed as a paid expert witness not on behalf of the College, or is called or subpoenaed because of duties for another employer.

When served with a subpoena which compels the Employee’s appearance as a witness in the criminal prosecution of a person for an offense which the Employee, by virtue of being on College premises during scheduled work hours, witnessed, the Employee shall be granted time off without loss of straight-time pay for actual time spent in the proceedings and related travel time not to exceed the Employee’s normal work-day and work-week.

Notification - Employees who receive a subpoena or notice to appear must notify their supervisor as soon as possible to make arrangements for their absence from work.

Time Off-Emergencies

In the event of an emergency that causes Claremont McKenna College to be closed, an Employee may be granted paid time off with straight-time pay during regularly scheduled hours of work for the period of time authorized by the College. The granting of such paid time off and the period of time shall be at the sole discretion of the College.

Time Off-Volunteer Firefighter

Non-exempt Employees will be granted unpaid time off to perform emergency duties as a volunteer firefighter. Exempt Employees who work any portion of a week in which they also perform emergency duties as a volunteer firefighter will receive their full salary for that work-week. Otherwise, Exempt Employees will be granted time off without pay. Employees may substitute accrued but unused vacation pay for any unpaid portion of time off under this policy.

Tuition Remission

Claremont McKenna College has a tuition remission policy for dependent children of Claremont McKenna College Employees who are employed as a regular Employee. For eligibility requirements and additional information, please go to the Tuition Remission  webpage.

English as a Second Language (ESL) Class

Claremont McKenna College offers ESL classes for Employees whose native language is Spanish and who are interested in learning English as a Second Language (ESL). These classes will be offered at no charge to Employees. Class schedules will be determined each academic semester.

Campus Housing (Arbol Verde)

Claremont McKenna College provides temporary rental opportunities for regular, full-time faculty, Staff and emeriti personnel in its Arbol Verde Properties. This rental program is administered by an outside property management group. For further information regarding program eligibility and specific rental information, please contact the Business Office.

Credit Union

Regular faculty and Staff members are eligible to join First City Savings Federal Credit Union (the Credit Union is not affiliated with Claremont McKenna College). The Credit Union offers insured savings accounts as well as personal loans to eligible members. The Credit Union can arrange payroll deductions for loan payments and savings deposits. For additional information, Employees may pick-up a brochure at the Office of Human Resources.

Other Employer Paid Legislative Benefits

In addition to the benefits provided by Claremont McKenna College, there are a number of other benefits, which are required by law and are provided to Employees at the expense of the College. These include the employer’s portion of social security taxes, Worker’s Compensation insurance and unemployment taxes.

Social Security

As an Employee of Claremont McKenna College, you are covered under the provisions of the federal social security law (F.I.C.A.). Social security benefits are often a significant step to provide Employees and their families a retirement income. The amount of deduction from Employees’ wages for social security taxes is matched by the College. The total contribution by an individual Employee and the College is credited toward that Employee’s social security benefits, which may be available at the time the Employee is eligible to retire. In addition, disability and survivor’s benefits are financed through social security deductions.

Worker’s Compensation

Claremont McKenna College carries Worker’s Compensation coverage as required by law to protect an Employee if the Employee is injured on the job. This insurance provides medical, surgical and hospital treatment in addition to payment for loss of earnings that result from work-related injuries. The cost of this coverage is paid completely by Claremont McKenna College.

If an Employee is injured while working, the Employee are required to report it immediately to the Employee’s supervisor and Office of Human Resources, regardless of how minor the injury may be. Any questions regarding the Worker’s Compensation insurance program should be directed to the TCCS Disability Administration Office.

Unemployment Insurance

If an Employee’s employment terminates, the Employee may be eligible to receive unemployment insurance. In most cases, the Employee must file a claim with the Employment Development Department in order to collect this benefit. Should such a situation arise, an Employee should inquire about unemployment insurance at the time of separation from service. Contact the local Employment Development Department and the Risk Management and Benefits Administration offices of The Claremont Colleges Services for information.

VII. Leaves of Absence

Claremont McKenna College offers Employees a variety of leave options. If more than one leave option is applicable, the period of leave eligibility on each applicable leave will run concurrently. Some leaves require that the Employee complete specified forms or obtain a certification from a health care provider. These forms are available at The Claremont Colleges Services (TCCS) Administrative Campus Center, for the Risk Management and Benefits Administration offices. It is the responsibility of the Employee requesting leave to comply with all requirements for a particular leave. If an Employee does not understand a leave policy or if an Employee has questions, additional information is available from the Office of Human Resources and TCCS Administrative Campus Center.

Short Term Disability - Voluntary Disability Insurance (VDI)

The Voluntary Disability Insurance Program (VDI), commonly known as Short Term Disability Insurance (SDI) is designed to provide partial compensation for wages lost if an Employee is unable to work because of sickness or injury. The plan provides basic weekly disability benefits that can be supplemented by sick time and/or vacation time.

The short-term disability program is administered in accordance with the Unemployment Insurance Code of the State of California by the Disability Office of The Claremont Colleges Services. This benefit is paid by Claremont McKenna College and financed from mandatory payroll tax deductions from all Employees’ wages. This program may provide partial compensation for wages lost while the Employee is on a certified medical leave. The program does not cover injuries for which an Employee receives Worker’s Compensation benefits. All Employees are eligible to participate in this program.

VDI benefits begin (whichever comes first) on the sixth (6) day of disability, or the first full day of hospitalization, or the first day of treatment in a hospital surgical unit (out-patient) requiring a stay of less than twenty-four (24) hours provided you are disabled at least six (6) days during the disability as a result of such treatment. For further information, please contact the Assistant Vice President for Human Resources or the Disability Officer at extension 18847. If you are calling from off-campus, please call (909) 621-8847.

Long Term Disability (LTD)

The Long Term Disability Program (LTD) provides a monthly income benefit equal to 66 2/3% of the Employee’s covered monthly salary as of the date the disability began, but not to exceed the plan limits. Employees must meet the definition of total disability under the program. Benefits begin on the first of the month following six (6) consecutive months of total disability and continue during such disability to maximums as outlined in the plan document. There is no cost on the Employee’s part to participate in the plan, provided the Employee has met the plan eligibility requirements. For further information, please contact the TCCS Disability Administration Office.

Family Medical Leave Act and California Family Rights Act

All full-time or part-time Employees who have been employed for at least twelve (12) months and worked at least 1,250 hours in the twelve-month period prior to the leave request are eligible for a family/medical leave based on both the California and federal laws as follows:

Duration

Up to 12 workweeks in a 12-month period; the 12-month period is measured backward from the date an Employee uses any family/medical leave. In addition, Claremont McKenna College extends an additional four (4) weeks of leave beyond this statute. The College reserves the right to end employment if the Employee has not returned to work after this period of time elapses. Disability benefits will continue through a medically certified leave. An Employee may also be eligible for additional leave for a pregnancy-related disability.

Reason for Leave

1. Birth of a child;
2. Placement of a child with the Employee for adoption/foster care;
3. To care for a spouse, child, or parent with a serious health condition or designated person. 

A “designated person” is any individual related by blood or whose association with the employee is the equivalent of a family relationship;

4. Employee’s own serious health condition makes the Employee unable to perform job duties.
   A “serious health condition” is an illness, injury, impairment, physical or mental condition that involves inpatient care or continuing treatment by a health care provider.

Leave may be taken for any of these reasons and will be counted as family/medical leave under the federal Family and Medical Leave Act and applicable state laws. To the extent permitted by law, family/medical leave shall run concurrently with any other leave to which the Employee is entitled.

Leave taken for the birth or placement of a child must be taken within one year of the birth or placement.

Intermittent Leave

In some circumstances, family/medical leave may be taken intermittently or on a reduced schedule.

Limitation If Both Spouses Are Employees

If both spouses work for Claremont McKenna College and the leave requested is for the birth, adoption or foster care placement of a child, the College will not grant more than a combined total of 12 workweeks of family medical leave within a 12-month period to the spouses.

Leave Notice

If the need for a leave is foreseeable, the Employee must provide 30 days’ written notice of need for the leave. If the need for a leave is not foreseeable or if it is otherwise not possible to provide 30 days’ notice, notice must be provided as soon as practicable - within one (1) or two (2) days of learning of the need for leave.

Medical Certification

If the leave is due to the Employee’s illness or to care for an ill family member, the Employee must provide certification from the health care provider. If the leave is needed to care for an ill family member, the certification must contain the following information:

• date of commencement of the serious health condition;
• probable duration of the condition;
• estimated amount of time the Employee will be needed to provide care; and
• statement that the serious health condition warrants the participation of a family member to provide care.

If the leave is needed for the Employee’s own serious health condition, the certification must contain the following information:

• date of commencement of the serious health condition;
• probable duration of condition; and
• statement the Employee is unable to perform the job duties because of the serious health condition or must be absent from work for medical treatment.

Failure to provide a timely medical certification may result in a denial of family/medical leave.

If the leave is due to the Employee’s own illness, Claremont McKenna College may require the Employee to obtain a second medical certification from a health care provider selected by the College. In the event the first and second opinion differ, the College may require the Employee to obtain a third medical certification from a mutually agreed upon health care provider. The third opinion will be binding on the Employee and the College. The second and third medical opinions, if required by the College, will be at Claremont McKenna College’s expense.

In addition, if the Employee’s leave is due to the Employee’s own serious health condition, the College will require certification by the Employee’s health care provider that the Employee is fit to return to work before the Employee will be restored to the job.

Reinstatement

With few exceptions, an Employee who returns from an approved leave will be restored to the same or equivalent position. If, however, due to business reasons, the same or equivalent position ceased to exist during the Employee’s leave, and, had the Employee not taken leave, the Employee would not otherwise have been employed at the time reinstatement is requested, Claremont McKenna College may not be required to reinstate the Employee. In certain circumstances, the College may deny reinstatement to an Employee who is salaried and among the highest paid 10% of the Employees working for the College within 75 miles of the Employee’s worksite, if necessary to prevent substantial economic injury. An Employee who fails to return to work at the end of the approved leave period will be considered to have voluntarily resigned.

Benefits

Claremont McKenna College will continue Employees’ insurance coverage while Employees are on family/medical leave under the same terms and conditions as was provided while the Employees were working. Employees will still be responsible for the same premiums for their insurance benefits as if they were at work. If Employees are on an unpaid leave of absence, they will need to send a check to the TCCS Administrative Campus Center for their portion of the premium within the first five (5) days of each month. Failure to make timely payments may result in termination of coverage.

If an Employee fails to return from the leave, or returns to work for less than 30 days, Claremont McKenna College may recover from the Employee the premiums it paid for maintaining insurance coverage during the leave period.

Family/medical leave is unpaid. An Employee must use accrued but unused vacation or other personal time while on family medical leave in lieu of unpaid leave status. If the Employee is on leave due to the Employee’s own illness, the Employee must use any paid sick leave in lieu of unpaid sick status. While the Employee is on a leave, vacation and sick leave benefits will not accrue and the Employee will not be eligible for holiday pay.

FMLA Servicemember Family Leave (Military Caregiver Leave)

An Employee of Claremont McKenna College may take up to 26 weeks of military caregiver leave to care for the spouse, children, or parents of those serving in the military, reserve or National Guard for a “qualified exigency” related to active duty. Military caregiver leave is provided during a single 12-month period on a per-covered servicemember, per-injury basis (which may be taken continuously, intermittently, or on a reduced schedule basis) to care for a spouse, children, parents, or “next of kin” of a person wounded while serving in the United States military. If an Employee does not take all of the 26 weeks of military caregiver leave during the applicable single 12 month-period, the balance is forfeited and no carry-over is permitted. In addition, during any single 12-month period, the Employee’s total leave entitlement is limited to a combined total of 26 weeks for all qualifying reasons under FMLA and military leave.

Pregnancy Disability Leave

Full-time or part-time Employees may be eligible for a pregnancy disability leave under California law as follows:

• Full-time Employees are entitled to a maximum four (4) month unpaid leave for disabilities due to pregnancy. To the extent permitted by applicable law, for Employees who work less than full-time, or on alternative work schedules, the maximum amount of leave will be adjusted on a proportional basis.
  
  To the extent permitted by applicable laws, Pregnancy Disability Leave shall run concurrently with any other leave to which the Employee is entitled.
   
• Employees who are disabled due to pregnancy may be transferred to a less strenuous position, provided that: (a) the Employee requests a transfer; (b) the transfer is medically necessary; and (c) Claremont McKenna College can reasonably accommodate the transfer.
• Employees must provide at least thirty (30) days advance notice before pregnancy disability leave or transfer is to begin if the need for the leave or transfer is foreseeable. If the need for a pregnancy disability leave or transfer is not foreseeable, Employees must give notice as soon as practicable.
• Employees requesting a pregnancy disability leave must provide a medical certification from their attending physician. The certification must include the date the disability began, the probable duration of the disability and a statement that the disability renders the Employee unable to perform one or more of the essential functions of the Employee’s position.
• Claremont McKenna College will continue the Employees’ health insurance coverage while Employees are on pregnancy disability leave for a period not to exceed twelve (12) weeks, under the same terms and conditions as were provided while the Employees were working.
  
  Employees will still be responsible for the same premiums for their insurance benefits as if they were at work. If Employees are on an unpaid leave of absence, they will need to send a check to the TCCS Benefits Administration Office for their portion of the premium within the first five (5) days of each month. Failure to make timely payments may result in termination of coverage.
  
  If an Employee fails to return to work at the expiration of the leave, Claremont McKenna College will consider the Employee to have voluntarily resigned and may recover the College premium cost incurred during the leave, unless the Employee does not return due to a serious health condition or circumstances beyond the Employee’s control. If the Employee returns to work for less than thirty (30) days following a pregnancy disability leave, the College may recover the premium cost it incurred to maintain the benefits during the period the Employee was on leave.
• To the extent required by applicable law, Claremont McKenna College will reinstate an Employee returning from a pregnancy disability leave that did not exceed the approved leave period or four (4) months, whichever is shorter, to the same position or to a comparable position.
• Pregnancy disability leave is unpaid; however, the Employee must use accrued sick time in lieu of unpaid leave status. The Employee may use any accrued but unused vacations/personal days as well.

Paid Family Leave

An Employee may be eligible to receive pay from the state of California for up to eight (8) weeks off during each twelve-month period to care for a seriously ill child, spouse, parent, domestic partner, parent-in-law, grandparent, grandchild, or sibling (“PFL”). Benefits are funded through a mandatory payroll deduction from each Employee’s paycheck and are available through the California Employment Development Department. 

Employees are required to complete a seven-day waiting period prior to the receipt of PFL benefits.

Claremont McKenna College will grant time off for such a leave consistent with applicable law. An Employee may use up to two weeks of vacation, if available, during the waiting period for this benefit. Receipt of PFL benefits does not create any independent rights to reinstatement. Accordingly, eligibility benefits do not assure that an Employee’s job will be protected. When consistent with the College’s best interests, however, Claremont McKenna College may reinstate the Employee to their former position after a paid family leave.

While the PFL program does not create any independent leave rights, it may allow Employees to seek benefits concurrent with a leave taken under FMLA, CFRA or Pregnancy Disability Act. Employees are still obligated to comply with all notice and application requirements pertaining to such other leaves, regardless of whether or not they seek PFL benefits. PFL benefits are unavailable to any Employee receiving Worker’s Compensation, SDI, welfare or private insurance payments during the same period. Other eligibility restrictions may exist and there are limitations to the amount of PFL benefits available under the program. Employees are directed to contact the California State Disability Insurance Office (the “SDI Office”) with any questions. For further information, please contact the Disability Office of The Claremont Colleges Services.

Other Leaves of Absence

Staff Parental Leave

Parental leave is designed to provide partial, paid time off for regular Claremont McKenna College Staff members following the birth, adoption or foster placement of a child, in order to care for the child. Parental leaves for the birth or adoption of a child are limited to one leave per event for each regular Claremont McKenna College Staff member. Multiple births (e.g., twins, triplets) and the adoption of more than one child through a single adoption proceeding, in each case, are deemed to be one “event.” Parental leave for the placement of a foster child in the Staff member’s home is limited to one event during a person’s employment with the College. The placement for foster care of more than one child through a single foster placement or proceeding is deemed to be one “event.” Parental leave may be taken by either parent.

For additional information, please go to the Staff Parental Leave  webpage.

Reproductive Loss Leave

Employees are entitled to take reproductive loss leave. “Employee” is defined to mean any person employed by the employer for at least 30 days.  

“Reproductive Loss Event” is defined to mean a failed adoption, failed surrogacy, miscarriage, stillbirth or unsuccessful assisted reproduction. An eligible employee is entitled to receive up to five (5) days of protective time off following a failed adoption, failed surrogacy, miscarriage, stillbirth, or unsuccessful assisted reproduction. 

The five (5) days of leave do not need to be taken consecutively; however, the leave must be taken within 3 months of the reproductive loss event. If an eligible employee suffers more than one reproductive loss event within 12-months, the employer is only required to provide up to 20 days of leave. 

Employees requesting Reproductive Loss Leave may do so with full confidentiality. If an Employee requests time off due to a Reproductive Loss, Claremont McKenna College will also make reasonable efforts to maintain Employee confidentiality.

Military Leave

Claremont McKenna College grants military leaves in accordance with federal and state law. If an Employee enters active duty in the Armed Forces of the United States or is required to attend periodic military training, a leave of absence will be granted in accordance with the laws governing such leaves. Requests for the leave must be submitted in writing to the College with as much advance notice as possible. Written verification from the appropriate military authority should accompany the Employee’s request, if available, however the leave request will not be delayed if verification is not immediately available.

Military Spouse Leave

Claremont McKenna College may provide up to ten days of job-protected leave when an Employee’s spouse is on leave from military duties.

Alcohol and Drug Rehabilitation Leave

Claremont McKenna College wishes to assist Employees who recognize that they have a problem with alcohol or drugs that may interfere with their ability to perform their job in a satisfactory manner. Employees who have a problem with alcohol or drugs and who decide to enroll voluntarily in a rehabilitation program will be given unpaid time off to participate in the program unless it would result in an undue hardship to provide time off. The Employee may use any accrued sick time or vacation benefits while on leave. The College’s health benefits will be administered as under the FMLA policy.

If an Employee requests time off to participate in such a program, Claremont McKenna College will also make reasonable efforts to keep the fact that the Employee enrolled in the program confidential.

The College reserves the right to request proof of the Employee’s attendance in a rehabilitation program. Nothing in this policy shall be construed to prohibit the College from refusing to hire, declining a request for a leave, or discharging an Employee who, because of the Employee’s current use of alcohol or drugs, violates the College’s policies, or is unable to perform duties in a manner which would not endanger the Employee’s health or safety or the health or safety of others.

Personal Leave of Absence (Unpaid)

A personal leave of absence without pay may be granted to a regular, full-time or part-time Employee for a reasonable period of time of up to 30 days in any rolling 12-month period. Employees must have completed one (1) year of service to be eligible to be considered for a personal leave of absence. The leave may be extended for a reasonable period of time due to special circumstances, as determined on an individual basis by the Assistant Vice President for Human Resources.

Requests for a personal leave of absence must be submitted in writing and approved by the Employee’s supervisor, the organizational Vice President and the Assistant Vice President for Human Resources before the leave begins. As much advance notice as possible must be given. Requests for extensions must also be approved in writing. It is the Employee’s responsibility to report to work on the workday after the leave of absence expires. An Employee who fails to report to work on the day after the leave of absence expires will be considered to have voluntarily terminated employment with Claremont McKenna College.

No benefits accrue during a personal leave of absence. If the Employee wishes to continue coverage under group health insurance, the Employee will be responsible for the entire cost and must make arrangements for payment prior to beginning the leave.

VIII. Employee Services and Conveniences

Athletic Events & Facilities

Employees are welcome to attend the intercollegiate events on campus.

• For information on game schedules at Claremont-Mudd-Scripps, please dial extension 72904 from an on-campus telephone or by going to the Claremont-Mudd-Scripps website.
• For information on game schedules at Pomona-Pitzer, please dial extension 18016 from an on-campus telephone or by going to the Pomona-Pitzer Athletics website.

There are many athletic facilities on campus that are available to Staff members and faculty of The Claremont Colleges - gymnasiums, tennis courts, workout rooms and swimming pools. Most of these athletic facilities are available free of charge or at minimal cost.

Contact individual campuses for information regarding access and availability.

Bookstore

Huntley Bookstore is one of the joint services shared by all The Claremont Colleges. The bookstore carries textbooks and a wide variety of general titles in paper and hardback editions. Huntley also has office supplies, children’s books, art supplies, stationery, gifts, cards, clothing, drug and sundry items and an ATM.

Campus Dining

In addition to multiple dining halls on the campuses, below is a list of various other places to eat at The Claremont Colleges. The cost for meals and hours of operations are determined by each dining facility.

Claremont Graduate University
Hagelbarger’s @ McManus Hall

Claremont McKenna College
California Grill at The Hub @ Emett Student Center

Harvey Mudd College
Platt Campus Center

Pitzer College
Grove House

Pomona College
Sagehen Café @ Smith Campus Center

Scripps College
Malott Commons Dining Services

Campus Mail Services

Campus and U.S. Mail Locations at Claremont McKenna College

The Claremont Colleges Services provides a central campus mail service. It is an efficient way to handle and deliver mail between the seven campuses. Students, Staff, faculty and campus organizations may use campus mail for individual letters and multiple mailings, subject to the restrictions listed below.

Although many academic and administrative buildings have a campus mail pick up, there are four mailrooms at Claremont McKenna College that handle U.S. Mail. These locations also have mailboxes for the campus Employees and/or departments.

Bauer Center (administered by Academic Support Services)
Located on the 2nd floor of Bauer North, this mailroom distributes mail to the occupants of Bauer North and South.

Claremont Boulevard Building (administered by Development)
Located at 400 North Claremont Boulevard, this mailroom distributes mail to the occupants of this two-story building.

Frazee (formerly P6, administered by Academic Support Services)
Located in one of the single-story buildings to the east of Pitzer Main, this mailroom serves the west side of campus.

Story House (administered by Facilities and Campus Services)
Located next to Collins Dining Hall, this building handles all student mail.

Although some departments have postage machines for official College business, there is not a post office on campus or mailing facilities to provide postage for personal mail. The closest U.S. Post Office is at 2nd and Harvard in the Claremont Village.

Regulations Governing Campus Mail

• Campus mail can only be used for official College business.
• Each mailing address should contain the recipient’s name, department, building and College. Insufficient address information will delay delivery or result in the return of the mail to the sender.
• Bulk mailings (20 or more pieces) should be faced the same direction, grouped by building or College and bundled by rubber bands. If single sheets (size 8½ x 11”) are used as self-mailers, they need to be folded in thirds with the address on the outside.
• Mail marked “personal” or “confidential” will be accepted only if sealed.
• The following may not be sent through campus mail:
  • Any package unacceptable to the U.S. Postal Service (USPS).
  • Campus-originated personal announcements or advertisements.
  • Political announcements - any documents endorsing a candidate for public office, supporting or opposing an issue that may appear on a ballot, or soliciting signatures for a petition on a political issue.
  • Mail containing cash, stamps, or negotiable items.
  • Mail requiring special handling or delivery.
  • Mail to be delivered off-campus, except through USPS.
  • Mail from off-campus organizations that was not sent through USPS.
  • Mail considered illegal by USPS, including chain letters.
  • Anything that violates the Claremont McKenna College’s Harassment Policy.

Student Mailbox Stuffing Guidelines (Facilities and Campus Services)

The mailroom Staff at Story House will stuff student mailboxes under the following guidelines:

Claremont McKenna College Departments

• All items received through intercampus mail, at the front desk of Story House or by the mailroom supervisor will be placed in student mailboxes within 24 hours or as soon as practical. All such items must be labeled/addressed and alphabetized.
• Items not labeled, that are intended to reach the general student population or a significant portion thereof, will be placed in the display racks located in the mailroom lobby. These racks are labeled and replenished as needed by the mailroom Staff.
• Access to the mailroom is limited to mailroom Staff. Mailroom Staff will conduct all stuffing.
• All security bulletins will be stuffed.
• All items dropped off on Friday will be stuffed no later than the end of business on Monday.

Student Organizations

• Mass mailings must have Vice President for Student Affairs’s approval and date stamp. Items may then be placed in the display racks located in the mailroom lobby.

Campus Facilities and Maintenance reserves the right to remove any items from the mailroom lobby that have not been approved by the Vice President for Student Affairs. All dated flyers will be recycled when the event date has expired.

Department of Campus Safety

The function of The Claremont Colleges Services (TCCS) Department of Campus Safety (otherwise referred to in the Handbook as “Campus Safety”) is to protect the well-being of the College’s Employees, students, visitors and property, to help maintain an environment conducive to the academic endeavors of The Claremont Colleges, to enforce vehicle and parking regulations and to perform other related duties.

Campus Safety is located at 150 E 8th Street. Campus Safety personnel are on duty 24 hours a day to handle emergencies and calls for service.

Telephone numbers (24 hours a day) are:

• from off-campus 621-8170
• from on-campus, extensions 18170 and 72677
• for emergencies, call ext. 72000

Discount Entertainment Tickets

The Office of Human Resources has cards and coupons available for Staff and Faculty that provide discounts to many recreational attractions. These cards and coupons may be obtained from the Office of Human Resources. Cards are not issued through the mail.

Examples of some of the discounts available include:

• Aquarium of the Pacific
• Knott’s Berry Farm
• Legoland
• Los Angeles Zoo
• Medieval Times
• Sea World
• Universal Studios

Facility Use

 The College has outlined policies and procedures for the reservation and use of its facilities for official College events as well as personal events.  The College has also outlined a baseline level of services it provides for official College events as well as the costs associated with services beyond the baseline level, for services for personal events held at the College, or for any event in which support services are not timely requested.  Please see the Facility Use Policy  webpage and the Schedule of Fees  [PDF].

Libraries of The Claremont College

All Staff members of The Claremont Colleges are given free use of the campus library system. Claremont McKenna College is committed to fostering intellectual discovery, critical thinking and life-long learning. Accordingly, the Libraries tie our academic community to varied cultural and scholarly traditions by offering user-centered services, building collections, developing innovative technologies and providing an inviting environment for study, collaboration and reflection. For further information, please refer to the Libraries of The Claremont Colleges website.

Four libraries comprise the Libraries of The Claremont Colleges. Honnold/ Mudd Library, the largest of the four libraries, holds collections in the humanities and social sciences. The Seeley G. Mudd Science Library at Pomona College and the Norman F. Sprague Memorial Library at Harvey Mudd College serve the science needs of students, faculty and Staff. The Ella Strong Denison Library at Scripps College specializes in the humanities and fine arts. Each of the libraries has individual and group study spaces and each provides network connections, including wireless connectivity, for students who bring laptops.

Staff Library Privileges - Guidelines have been established for accessing resources and borrowing materials from the Claremont Libraries. For additional information, please go to the Borrowing Privileges webpage.

Parking

The College has outlined policies and procedures for parking at the College, including how to make requests for special parking arrangements.  Please review the College’s Faculty, Staff, Students, and Visitors Parking Policy  .

Vehicle Registration

Free parking is available to Employees of Claremont McKenna College. Vehicle registration with Campus Safety is mandatory and should be done within three working days of the start of an Employee’s employment. Each Employee must renew this registration annually at the beginning of the fall academic semester.

Vehicle registration can be done on-line by going to the Department of Campus Safety website. Employees must provide Campus Safety with their campus identification, driver’s license and vehicle registration. Campus Safety will issue parking permits, which must be renewed annually.

When an Employee registers a vehicle with Campus Safety, the Employee will be issued a parking sticker that entitles the Employee to park in designated parking lots on the campuses of The Claremont Colleges. Each Employee must retain full responsibility for the vehicle and for any liability or damage claims resulting from possession or operation of a motor vehicle on campus.

Employees who are not in a regular, full-time or part-time position will receive a temporary parking permit from the Office of Human Resources.

If an Employee does not register with Campus Safety or parks in an unauthorized area, the Employee may be issued a parking ticket.

Trip Reduction Incentive Program

Claremont McKenna College participates in an air quality program that encourages Employees to use alternative modes of transportation when arriving to work between the hours of 6 a.m. and 10 a.m.

Full-time Employees who walk, bicycle, use public transportation, or rideshare to work are offered a cash incentive per workday. Designated parking spaces are available throughout campus for those employees who carpool to work. In addition, there is a subsidy available for use of public transportation (i.e., bus, Metro rail). Rideshare forms are to be completed and turned into the Office of Human Resources no later than the 5th day of the month following the Employee’s rideshare activity. The rideshare subsidy will be added to the last paycheck that the Employee receives each month. Rideshare incentives are considered taxable income.

For further information, please contact the Staff of the Office of Human Resources.

All rideshare materials are available in the Office of Human Resources. For additional information, please go to the Rideshare Program webpage.