Employee Policy Handbook
For the first time the Office of Human Resources offers a keyword searchable employee policy handbook online in order to facilitate your user experience and to support our campus' sustainability goals. You can view different sections by choosing a section in the blue navigation area on the left sidebar or scroll down to the table of contents below. You also now have the option to print a specific section of the handbook or download the complete handbook which includes a new index to help make searching a specific topic easier.
Do you have a suggestion for a policy? If so, please use our online form found in the section called Request a Change (right after Appendix B). Our employee policy handbook committee will be reviewing recommendations and suggestion submitted on this form twice a year in the Summer and Winter to determine the need for updates.
Once you have reviewed the handbook please be sure to complete the online Acknowledgement Form located in Appendix A. If you still have questions, please contact Human Resources at 925-631-4212.
As a employee at Saint Mary’s College of California (also referred to in this Employee Policy Handbook as “Saint Mary’s College,” “Saint Mary’s” or “College”), you are engaged in advancing the College’s Mission and are an important part of the College community. We hope you will find your work at Saint Mary’s College to be rewarding, challenging and productive.
Skip to the table of contents or download the entire handbook as a PDF.
To Whom the Employee Policy Handbook Applies
This Employee Policy Handbook as amended from time to time is intended to inform individuals employed in or assigned to staff positions at the College of their benefits and obligations as an employee of the College. Staff positions cover all positions at the College other than faculty appointments to teach. Individuals employed at or assigned to the College who hold faculty appointments (whether tenure-track or non-tenure–track) to teach are covered by the Faculty Handbook.
Staff Employees Who Concurrently Hold Faculty Status
Individuals assigned to work at or who are employed by the College in a staff position (i.e., in any non-teaching role) and who concurrently hold faculty appointments to teach must also refer to the Faculty Handbook, as they may be covered by applicable provisions of both this Handbook and the Faculty Handbook, depending on the context and their role (staff or teaching) in which a work-related situation arises. When an individual has both staff and teaching responsibilities and, as a result holds concurrent staff and faculty status, the Assistant Vice President of Human Resources or designee, in consultation with the Provost, makes the final decision as to which handbook controls the particular issue(s) and/or conduct.
Acknowledgment of Receipt of Saint Mary’s College Employee Policy Handbook
Please read the Handbook carefully and return the acknowledgement form (Appendix A), signed and dated, to Human Resources. This Handbook may be amended from time to time. You will find the most recent version of the Handbook by following the links below. Review each section to determine if there have been updates to it, or visit our What's New! page to see if anything was changed. If you have questions about any of the information contained in this Handbook, including if a section you are relying on is the most current one, please contact Human Resources (x4212), as you are presumed to have notice of and to understand its contents.
Preface
- Guidelines for Requesting a Change
- History of Saint Mary’s College
- Saint Mary’s College Mission Statement
SECTION 1. Key Employment Policies & Conditions of Employment
- 1.1 Saint Mary’s Right to Amend Its Policies and Revise Its Procedures and Practices
- 1.2 At Will Employment
- 1.3 Coverage, Terms and Conditions of Employment
- 1.4 Equal Employment Opportunity
- 1.5 Institutional Policies
SECTION 2. Employee Conduct & Responsibilities
- 2.1 Professional Conduct
- 2.2 Conflicts of Interest Policy
- 2.3 Duties Owed to the College
- 2.4 Political Activity
- 2.5 Non-Solicitation
- 2.6 Solicitation of Cash Gifts
- 2.7 Departmental Work Rules
- 2.8 Telecommuting Policy
- 2.9 Dress Standards
- 2.10 Friends, Family and Children in the workplace
- 2.11 Additional Compensation Policy
- 2.12 Contact with Media and Reporters
- 2.13 Confidentiality of College Related Information
- 2.14 Prohibited Conduct
- 2.15 Workplace Conditions
- 2.16 College Intellectual Property
- 2.17 Computers, Cell Phones and Other Electronic Devices
- 2.18 Pets on Campus
SECTION 3. Working at Saint Mary’s College
- 3.1 Employee Status Definitions
- 3.2 Attendance / Work Hours
- 3.3 Other Types of Pay for Non-Exempt Employees
- 3.4 Other Schedule-Related Policies
- 3.5 Personnel Records – Confidentiality and Access
- 3.6 Maintaining Current Employee Information
SECTION 4. Recruitment and Employment
- 4.1 Hiring for Mission
- 4.2 Recruitment
- 4.3 Job Posting Process
- 4.4 Candidate Review
- 4.5 Offer Process
- 4.6 Closing Out the Recruitment
- 4.7 Ways to Promote Your Opening Beyond the Job Posting
- 4.8 Checklist for Hiring Managers
SECTION 5. Development, Training & Performance Feedback
- 5.1 Professional Development
- 5.2 Training Opportunities
- 5.3 Tuition Waiver
- 5.4 New Employees (also see Employment in Section 4)
- 5.5 Performance Planning and Review
- 5.6 Performance Problems and Corrective Action
- 5.7 Violations of Policy / Prohibited Conduct
SECTION 6. Communication & Problem Solving
- 6.1 Campus Communication
- 6.2 Saint Mary’s College Events Posting Policy
- 6.3 Conflict Review and Problem Solving Process
- 6.4 Staff Appeals
- 6.5 Employee Assistance Services
SECTION 7. Compensation
- 7.1 Staff Compensation Policy
- 7.2 Staff Compensation Philosophy
- 7.3 Salary Budget
- 7.4 Changes in Position or Responsibilities
SECTION 8. Benefits
- 8.1 Time Off Work Policies
- 8.2 Eligibility
- 8.3 Holidays (Non-academic)
- 8.4 Vacation Policy
- 8.5 Sick Leave
- 8.6 Other Absences from Work
- 8.7 Medical Leaves of Absence
- 8.8 Lactation Breaks
- 8.9 Paid Family Leave Program (PFL)
- 8.10 Workers Compensation Leave
- 8.11 Personal Leave of Absence without Pay
- 8.12 Compassionate Leave Donation Program
- 8.13 Confidentiality of Medical Information (COMIA)
- 8.14 Registered Domestic Partners
- 8.15 Insurance Benefits – Introduction and Eligibility
- 8.16 Benefit Plans
- 8.17 Benefits Related to Retirement
- 8.18 Employee Benefits Continuation/Termination
- 8.19 Benefits Required by Law
- 8.20 Voluntary Benefits
- 8.21 Opportunities and Advantages of Working at SMC
SECTION 9. Safety, Health & Environmental Services
- 9.1 Campus Public Safety
- 9.2 Jeanne Clery Disclosure of Campus Security Policy, the Campus Crime Statistics Act of 1998, and the Campus Sex Crimes Prevention Act
- 9.3 Vehicle Use Policy
- 9.4 Environmental Health and Safety
- 9.5 Injury and Illness Prevention Program (IIPP)
- 9.6 No Smoking Policy
- 9.7 Hazard Communication Program
- 9.9 Bloodborne Pathogen Exposure Control Plan
- 9.10 Ergonomics Program
- 9.11 Hazardous Materials and Waste Handling and Disposal Procedures
- 9.12 Sludge Discharge Prevention and Contingency Plan
- 9.13 Human Research Institutional Review Board
- 9.14 Fitness To Work
SECTION 10. End of Employment
- 10.1 Voluntary Termination
- 10.2 Involuntary Termination
- 10.3 Reductions in Force
- 10.4 Exit Interviews
- 10.5 Return of College Property
- 10.6 Benefits after End of Employment
Appendix A: Acknowledgment of Receipt of Saint Mary’s College Employee Policy Handbook
Appendix B: Saint Mary’s College of California Technology Use Policy
What's New! – 2014 Staff Handbook changes from 2007 edition
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