LaGrange College reserves the right to exercise customary management functions. These include, but are not limited to, the right to hire, promote, demote, suspend, dismiss, layoff, supervise and discipline employees; revise policies, procedures and other regulations; determine the size and compensation of the workforce; and assign work schedules and duties.

Interpretation of the policies and procedures in this manual is made by the Executive Vice President for Administration. Nothing contained in this manual should be construed as a contract or guarantee of continued employment.

EMPLOYEE BENEFITS

SUMMARY OF SELECTED BENEFITS FOR FULL-TIME EMPLOYEES

DENTAL INSURANCE through a self-funded plan provides employees individual coverage at a provider of the employee’s choice. Dependent coverage is available through payroll deduction at a monthly cost of $58.57. Single deductible is $50 annually, preventive care is paid at 100% and the maximum annual benefit per person is $1,000.

HEALTH INSURANCE is provided through self-funded PPO plans. Depending on which plan an employee selects, co-pays range from $15 to $30; single deductibles range from $300 to $750 and single maximum out-of-pockets range from $1,000 to $2,000. The employee is responsible for 20% of the first $5,000 of covered in-network insurable expenses. Dependent coverage is available through payroll deduction. The cost to add one dependent ranges from $251.20 to $350, and family premiums range from $328.46 to $456.92 depending on the option selected. In addition, employees may receive treatment for minor illnesses or injuries at the Coleman Health Center for a $15 per visit charge.

FLEXIBLE SPENDING ACCOUNT (Section 125) makes available tax-exempt benefits for childcare reimbursement, medical reimbursement, College-sponsored life insurance premium reimbursement (up to $50,000) and premium conversion for health and dental insurance premiums paid by the employee. In addition, other optional benefits are available for the employee’s purchase.

LIFE INSURANCE of $15,000 is provided for all employees covered by a College health insurance plan. Employees in a College health plan are required to purchase through a College-sponsored plan 1.5 times their annual salary, up to a maximum coverage of $200,000.

LONG-TERM DISABILITY INSURANCE is provided to all full-time, regular employees.

VACATION is earned at the rate of 13 days per year by 12-month support staff and 18 days per year by 12-month administrative staff. After 10 years of service, 18 days of vacation are earned by support staff and 23 days per year by administrative staff. Vacation days can be accumulated up to 2 times the amount earned by an employee annually.

HOLIDAYS recognized by the College are New Year’s Day, Martin Luther King Holiday, one-half day for Good Friday, Memorial Day, Independence Day, Labor Day, 2 days at Thanksgiving and 3 days at Christmas.

SICK LEAVE is provided to cover sickness or an accident to the employee or for the employee to be with ill or injured members of the immediate family. One day of sick leave is earned during each month of employment up to a maximum of 90 days.

REITREMENT PLAN participation in a College-sponsored plan is voluntary. After one year of service, the College will match a 3 to 6 percent contribution by the employee. Employees joining the College and already participating in an active retirement plan can be matched up to 6 percent immediately. Employees are free to contribute at any time before gaining eligibility to the College’s match. Employees may also participate in a Supplemental Retirement Annuity up to a maximum set by federal law governing 403(b) tax-sheltered annuities.

UNDERGRADUATE TUITION COURTESIES are granted to full-time employees, their spouses and dependents. Courses taken by employees during working hours must be limited to no more than one per semester, must be approved in advance by their supervisor and missed time from work to attend class must be scheduled for make up.

GRADUATE TUITION COURTESIES are available to full-time employees who have been in a full-time capacity for 2 years and who have been accepted in good standing into a graduate program.

LOAN FUND for faculty development, computer purchases and down payment on homes are available to qualified employees.

PAY DAY for employees is either semi-monthly on the 15^th and 30^th of each month, or on the 30^th of each month for those employees who wish to be paid on a monthly basis. The choice is made annually.

Section: Employee Benefits

Subject: Dental Insurance

Approved by: Budget and Finance Committee

Applies to: Faculty and Staff

Effective date: January 1, 2006

COLLEGE POLICY

Through a self-insured dental plan, the College provides full-time, regular employees with single dental insurance coverage from a provider of the employee’s choice and offers the opportunity for the employee to purchase dependent coverage.

PROCEDURES

Dental insurance is paid in full for full-time, regular employees. Monthly premiums of $58.57 for dependent coverage may be payroll deducted on a before-tax or after-tax basis. Plan coverage includes the following:

$50 per person/$150 per family calendar year deductible
$1,000 per person calendar year maximum benefit
100% Class I preventive care
80% Class II restorative care
50% Class III major restorative care

Section: Employee Benefits

Subject: Health Insurance

Approved by: Budget and Finance Committee

Applies to: Faculty and Staff

Effective Date: December 1, 2005

COLLEGE POLICY

The College strives to provide affordable health insurance coverage for full-time, regular employees and their dependents.

PROCEDURES

Health insurance with prescription drug coverage is paid in full for regular, full-time employees in a self-funded PPO plan. Three plans are available from which an employee may choose. Benefit levels, co-pays and out-of-pocket expenses vary among the plans.

LOW

BENEFIT LEVEL

MEDIUM

BENEFIT LEVEL

HIGH

BENEFIT LEVEL

Single In-Network Deductible

Family In-Network Deductible

Max Out-of-Pocket Single in Network

Max Out-of-Pocket Family in Network

Office Co-Pays

Prescription Drugs

Tier 1 (Generic)

Tier 2 (Preferred)

Tier 3 (Non-preferred)

90-Day Mail Order

HRA Single

HRA Family

$ 750

1,500

2,000

6,000

3 co-pays

250

500

$ 500

1,000

1,250

3,750

7.50

2 co-pays

$ 300

600

1,000

3,000

2 co-pays

MONTHLY

COST TO

EMPLOYEE

MONTHLY

COST TO

EMPLOYEE

MONTHLY

COST TO

EMPLOYEE

Single

Single +1

Family

Family +1

$ 0

251.20

328.46

71.43

$ 0

251.20

328.46

75.62

$ 50.00

375.00

475.00

197.14

Single +1 coverage can include spouse or child. Family +1 coverage applies when both spouses are full-time, regular employees of the College and elect dependent coverage. Premiums for dependent coverage may be payroll deducted on a before-tax or after-tax basis.

Up to half of the annual HRA amount may be carried over into the next fiscal year.

In addition, full-time, regular employees may receive treatment for minor illnesses or injuries at the Coleman Health Center for a minimal charge per visit.

Section: Employee Benefits

Subject: Life Insurance

Approved by: Budget and Finance Committee

Applies to: Faculty and Staff

Effective Date: January 1, 2006

COLLEGE POLICY

The College provides basic term life insurance of $15,000 for all full-time, regular employees. In addition, employees participating in the health insurance plan of the College are required to purchase, through a plan provided by the College, basic term life insurance coverage equal to 1.5 the employee’s base salary, up to a maximum of $200,000.

Section: Employee Benefits

Subject: Long-Term Disability

Approved by: Budget and Finance Committee

Applies to: Full-time Faculty and Staff

Effective Date: October 1, 2000

COLLEGE POLICY

LaGrange College provides a long-term disability policy for all regular, full-time employees.

PROCEDURE

1. The full cost of this insurance premium is paid by the College.

2. Benefits become available after an elimination period of 90 days of continuous disability.

3. Once long-term disability begins, the employee will be paid approximately sixty (60) percent of salary up to a maximum of $5,000 per month depending on other types of income being received (i.e., Social Security, pension payments, etc.). An employee cannot collect benefits from long-term disability insurance and sick pay at the same time.

4. Application for this benefit is coordinated through the Human Resources Office.

Section: Employee Benefits

Subject: Bereavement Leave

Approved by: Budget and Finance Committee

Applies to: Faculty and Staff

Effective Date: March 1, 2001

COLLEGE POLICY

All regular employees may be absent up to three consecutive, regularly scheduled working days without loss of pay in the event of death in their immediate families. All regular employees may be absent one regularly scheduled working day in the event of death of other family members outside the immediate families.

PROCEDURE

1. Immediate family is defined as spouse, parent (including stepparent, legal guardian, or foster parent), child (including stepchild and foster child), sister or brother (including stepsister, stepbrother, half sister, or half brother), father-in-law, mother-in-law, daughter-in-law, son-in-law or other dependent living in the employee's home at the time of death.

2. Other family members outside the immediate family include grandparents, grandchildren, brother-in-law, sister-in-law, aunt, uncle, niece, nephew or cousin.

3. The leave must be taken during the period of time between the date of death and the day following burial.

4. An eligible employee who plans to be absent under this policy is required to notify his immediate supervisor as early as possible but no later than the beginning of work on the first day of absence.

5. For attendance at a funeral for other than death in the immediate family or other family member as specified above, one regularly scheduled working day may be taken from accumulated sick leave, accumulated vacation leave or as a payroll deduction, if no leave is available.

6. Additional time off for funeral-related business will be charged against the employee's accumulated sick or vacation leave, or charged as leave without pay if no leave is available. This additional time off must be pre-approved by the supervisor.

Section: Employee Benefits

Subject: Holiday Leave

Approved by: Budget and Finance Committee

Applies to: Faculty & Staff

Effective Date: July 1, 2000

COLLEGE POLICY

The College recognizes 10.5 holidays: New Year's Day, Martin Luther King Day, Good Friday (one-half day), Memorial Day, Independence Day, Labor Day, Thanksgiving (2 days) and Christmas (3 days).

When Christmas falls on Monday, the College will observe Christmas Day, the previous Friday and the Tuesday following Christmas as holidays. When Christmas falls on a Tuesday, Wednesday or Thursday, the College will observe Christmas Eve, Christmas Day and the day following Christmas as holidays. When Christmas falls on Friday, the College will observe Christmas Eve, Christmas Day and the following Monday as holidays. When Christmas falls on Saturday, the College will observe Christmas Eve, the previous Thursday and the Monday following Christmas as holidays. When Christmas falls on Sunday, the College will observe the Friday before Christmas and the Monday and Tuesday following Christmas as holidays.

PROCEDURE

1. Holiday pay is granted to regular, full-time employees.

2. Part-time, regular employees receive holiday pay if the holiday falls on a regularly scheduled work day.

3. Temporary employees do not receive holiday pay.

4. When an approved holiday falls while an employee is on vacation, sick leave, or other paid leave, the approved time shall be charged as a paid holiday rather than as vacation, sick leave or other paid leave.

5. Employees on leave without pay are not paid for holidays that occur during the leave.

6. Employees who are required to work on holidays will be paid for the holiday in addition to the hours worked at regular pay; e.g., regular pay + holiday pay = two times pay for one day of work.

7. Employees in designated areas of the College may be required to work on regular holidays when the rest of the campus is closed. This staffing is assigned by the supervisor.

8. Employees who have not completed one full consecutive year of employment at LaGrange College may not extend their resignation date to include holiday pay. The last day worked is the date of termination.

9. Holidays do not accrue.

Section: Employee Benefits

Subject: Family and Medical Leave Act (FMLA)

Approved by: Cabinet

Applies to: Faculty and Staff

Effective date: January 1, 2006

COLLEGE POLICY

A regular employee who has been employed at the College for at least twelve months and has worked at least 1,250 hours during that twelve-month period is eligible for FMLA. Qualified employees are eligible for up to twelve weeks of leave in a twelve-month period for the birth, adoption or foster care placement of a child; for care of a spouse or an immediate family member with a serious health condition; or for the employee’s own care in the case of a serious health condition. This leave will run concurrently with any paid leave used by the employee.

PROCEDURE

The twelve-month period is a rolling twelve months that begins with the first absence that qualifies as FMLA leave.

FMLA leave during a twelve-month period may be intermittent.

FMLA leave should be requested and approved prior to the initial absence; however, an absence of three or more days for any of the reasons listed above will be treated as initiating an FMLA leave, and subsequent absences, including intermittent absences of a day or less, will be treated as FMLA leave.

Employees on FMLA leave must use any accrued paid sick or vacation leave beginning with the effective date of the leave. Upon exhaustion of paid leave, the remainder of any FMLA leave will be unpaid. The combination of both paid and unpaid FMLA leave cannot exceed twelve weeks in any twelve-month period. Requests for additional unpaid leave will be considered individually.

No benefits accrue while an employee is on unpaid leave.

While an employee is on unpaid leave, the employee is responsible for paying health, dental and life insurance premiums by the date(s) specified by Human Resources or the coverages will be canceled 15 days after the date(s) specified by Human Resources.

Medical certification may be required before an FMLA leave is granted, and medical discharge may be required prior to an employee returning to work.

FAMILY AND MEDICAL LEAVE ACT

FMLA LEAVE NOTICE OR REQUEST, APPROVAL AND INFORMATION

================================================================

This section to be completed by the department, Human Resources or the employee.

Purpose of Leave:

_____ Birth of a child and to care for a newborn child of the employee.

_____ Placement with the employee of a child through adoption or foster care.

_____ Care of an immediate family member with a serious health condition.

_____ Medical certification required.

_____ A serious health condition that renders the employee unable to perform normal job functions.

_____ Medical certification required.

If the purpose of the leave is to care for a sick family member or because of the employee’s serious health condition, the leave may be taken intermittently or on a reduced schedule provided such arrangements are medically necessary. Approval for intermittent leave is required if the leave is taken because of the birth or placement of a child. The employee must make a reasonable effort to schedule intermittent leave so as not to disrupt operations and could be temporarily transferred to another position with equivalent pay and benefits.

________________________________________ ___________________________

Signature of Person Completing Section Date

_________________________________________________

Employee’s Name

===================================================================

This section to be completed by Human Resources.

_____ Leave of absence approved.

_____ Leave of absence denied.

_____ Employee not eligible.

_____ Has not been employed for 12 months

_____ Has not worked 1,250 hrs in previous 12 months.

_____ Not a qualifying reason for FMLA

_____ Medical certification not provided.

_____ FMLA leave exhausted.

_________________________________________ ___________________________

Human Resources Date

FMLA INFORMATION FOR THE EMPLOYEE

· Qualified employees have a right under the FMLA for up to 12 weeks of leave in a 12-month period.

· If medical certification is required, it must be returned by the specified date or an employee’s request may be denied. Medical certifications must be completed in full by the health care provider and not the employee.

· If the leave is for an employee’s serious health condition and a medical release is required, a health care provider must furnish that release.

· All accrued paid time (sick and vacation leave) must be used first during FMLA leave before any unpaid leave and will be counted as a part of the FMLA leave.

· If an employee pays a portion of the premiums for health, dental and life insurance benefits, these payments will continue during the period of FMLA leave covered by paid leave. During unpaid FMLA leave the employee is responsible for payment of these benefits by the date specified by Human Resources or the benefits will lapse.

· At the conclusion of FMLA leave, an employee will be reinstated to the same position held at the time the leave began or to an equivalent position with equivalent pay, benefits and working conditions.

· If an employee does not return to work following FMLA leave, the employee may be required to reimburse the College for its share of health insurance premiums paid on the employee’s behalf during FMLA leave.

Section: Employee Benefits

Subject: Military Leave

Approved by: Cabinet

Applies to: Faculty & Staff

Effective Date: January 1, 2006

COLLEGE POLICY

Regular employees are entitled to an annual paid leave of absence of up to 10 days for military training with all benefits continuing.

PROCEDURE

The paid leave starts on the first date shown on the military order and continues until 10 consecutive workdays have elapsed or until the employee returns to work, whichever occurs first. If an employee incurs absences for more than 10 days training, he may charge the additional absence to accrued vacation or be absent without pay.

Section: Employee Benefits

Subject: Shared Sick Leave

Approved by: Budget and Finance Committee

Applies to: Faculty and Staff

Effective Date: March 1, 2001

COLLEGE POLICY

LaGrange College's shared sick leave policy provides that in the event of a prolonged or catastrophic illness or injury to an employee, or an extended absence due to illness of a family member, eligible regular employees who accrue sick leave and who have exhausted their leave balances may have sick leave donated to them by other eligible College employees.

The receipt of donated sick leave is a privilege, not a guaranteed right, that is granted after certain administrative and medical certifications are made, along with the willingness of fellow employees to donate from their sick leave accrual.

DEFINITIONS

DONOR is an eligible employee who meets the criteria of the policy and wishes to donate X number of hours of his accrued balance of sick leave.

RECIPIENT is an eligible employee who meets the criteria of the policy and will have a need for leave in excess of 10 working days and who has exhausted other paid leave.

ELIGIBILITY

Both recipients and donors of the shared sick leave must meet all the following guidelines:

1. Eligible participants, both donors and recipients, must be regular, full-time faculty or staff, part-time faculty (half-time or more) or part-time staff (working 20 hours or more per week). This benefit is not provided to temporary or adjunct employees.

2. To be eligible for shared sick leave benefits, an employee must have

(a) worked for the College for a total of at least 12 months, and

(b) worked at least 1,250 hours over the previous 12 months.

3. An employee who donates time may not donate an amount of sick leave that would cause his leave balance to go below 15 days.

4. An employee becomes eligible to receive donated sick leave at the point in time when all 5 of the criteria below are met:

(a) The employee or member of his immediate family suffers from a medically certified illness, injury or impairment, or physical or mental condition that has caused or is likely to cause the employee to go on leave for at least 10 consecutive working days;

(b) The employee’s need for absence is certified by a licensed practicing physician;

(d) The employee has had a minimum balance of 5 days sick leave at least once over the past 12 months;

(e) The employee has complied with policies and procedures governing the use of sick leave.

5. If an employee has an existing workers’ compensation claim and the employee’s accrued sick leave ends, donation of shared sick leave would not automatically occur. This request must be approved.

PROCEDURE

1. Recipient completes application and submits it along with the physician’s certification to the Human Resources Specialist. The application will be signed by the recipient or his representative as well as the recipient’s immediate supervisor.

2. The application is reviewed by Human Resources to ensure that the certification of physician is complete and the form is correctly completed and to verify that the recipient will exhaust his leave time during the projected absence. The recipient does not have to have been off 10 working days to apply, but must have a situation where it is likely to cause an absence for at least 10 consecutive working days. The application is then forwarded for approval to the Vice President to which the recipient’s department reports.

3. Donor completes donation form and submits it to the Human Resources Specialist. The form will indicate the name of the recipient of the donated time. The Human Resources Specialist will verify the donor’s leave balance for eligibility. After the form is signed by the Executive Vice President for Administration, the donated hours will be assigned.

4. No sick leave can be credited to a recipient’s leave balance or deleted from a donor’s leave balance until documentation is in place, signed and approved.

5. Upon receipt of completed documentation and certification of eligibility, the Human Resources Specialist will transfer all donated time, not to exceed the amount requested by the recipient, to the sick leave balance of the recipient. As the recipient utilizes this shared leave, he will be paid as usual and shall report the sick leave as it is used.

6. Any overage donated to a specific recipient will go back to said donor. This donor will be consulted if the recipient needs additional time not requested or certified at that time. As the recipient accrues leave of his own, it must be used first. He can then use the donated leave. The recipient uses donated leave in the order in which it was received.

(a) To be eligible, a recipient must have a physician’s certification stating the recipient cannot perform his duties for a minimum of 10 working days. This means an entire day, not a portion of the work day. However, once a recipient has qualified for sick leave sharing for a specific condition, the recipient is eligible to use donated leave intermittently for follow-up care and recurrence of the same condition.

(b) Recipient or other employee(s) may not solicit employees to donate sick leave time. The Human Resources Specialist will make a general announcement to the campus community of the need for shared sick leave after a request is submitted and approved. Prospective donors will contact the Specialist personally to complete the forms.

(c) Upon returning to work, a recipient may continue to use donated leave for follow-up treatments for the condition that made him eligible. For example: A recipient who has cancer and requires follow-up treatment may continue to use donated leave to cover these absences. A recipient who has received donated leave for pregnancy may continue to use this leave for any checkups and follow-up treatments relating to the pregnancy. However, this leave may not be used for the baby’s checkups. Health issues with the baby necessitating extended absences would require a new application for sick-leave donation and would require that the employee meet all qualifying criteria in relation to the baby’s illness.

(d) Recipient of the donated leave will continue to accrue paid leave while using shared sick leave and must take his own leave before donated time.

(e) Employees on unpaid leave will not be eligible to participate in shared sick leave.

(f) Donors and recipients alike will receive leave balance information as is normal procedure.

(g) If there are multiple donors of sick leave, the donor whose form is received first will have his leave used first.

(h) Once an employee donates time and the application is accepted, the donation cannot be withdrawn, unless the donor becomes ineligible.

(i) Time is donated and received in hours.

(j) Shared sick leave hours will count toward an employee’s FMLA leave allotment of 12 weeks in a 12-month period.

(k) Shared sick leave is limited to a maximum of 60 work days in a 12-month period and does not affect the availability of long-term disability coverage. The recipient is limited to 60 days in a 12-month period or to the point when disability insurance becomes available, whichever comes first

DONATION OF SICK LEAVE

Today's Date __________________________

Donor's Name ____________________________________

Number of Accumulated Sick Leave Hours to be Donated ______________________

(must leave a balance of 15 days)

Recipient's Name _________________________________

Please forward to Human Resources Office for approval

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Approved by: ____________________________________________________________

Executive Vice President

Date: _________________________

HUMAN RESOURCES TRANSFER OF BALANCE

Donor's Current Sick Leave Balance _________________

Donor's Remaining Sick Leave Balance ______________

Date of Transfer _________________________________

Completed by: ___________________________________________________________

Human Resources Department

Date: ______________________

REQUEST FOR SHARED SICK LEAVE

(Physician Certificate must be attached)

Today's Date _____________________

Name of Person Requesting Shared Leave _____________________________________

Number of Whole Days Requested ___________________________________________

Number of Donated Hours Previously Received (60 days annual maximum) __________

Please forward with physician's certification to immediate supervisor for approval.

_________________________________ ______________________________

Recipient or Representative's Signature Date

_________________________________ ______________________________

Supervisor's Signature Date

Please forward this form to the Human Resources Office for completion and approval.

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This section is to be completed by Human Resources Office only

Date of Initial Eligible Employment __________________________________________

Number of Consecutive Days Requested ______________________________________

Number of Vacation Hours Accrued as of Request Date __________________________

Number of Sick Hours Accrued as of Request Date ______________________________

Verification of accumulation of at least 5 days sick leave over prior 12 months ___Yes___No

__________________________________ ______________________________

Human Resources Department Date

Please forward to the appropriate Vice President or the President for approval.

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Approved by: ___________________________________________________________

Title _____________________________ Date _________________________

Please return this form to Human Resources after you have approved this request. If you are denying this request, please attach a letter stating your reason for denial before forwarding to the Human Resources Office.

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DONORS

Donor's Name ___________________________ Hours Donated ________________

Donor's Name ___________________________ Hours Donated _________________

Subject: Sick Leave

Approved by: Budget and Finance Committee

Applies to: Faculty and Staff

Effective Date: October 1, 2000

COLLEGE POLICY

LaGrange College provides sick pay to regular, full-time staff and full-time faculty to cover a period of absence due to sickness or accident, or to be with ill or injured members of their immediate families. Sick pay is provided to regular, part-time faculty working one-half time or more and to regular, part-time staff working 20 hours or more per week. Sick leave is not provided to adjunct or temporary employees.

PROCEDURE

1. Immediate family is defined as spouse, parent (including stepparent, legal guardian, or foster parent), child (including stepchild or foster child), sister or brother (including stepsister, stepbrother, half sister, or half brother), father-in-law, mother-in-law, daughter-in-law, son-in-law or other dependent living in the employee's home at the time of illness or injury.

2. Regular, full-time employees receive full pay based on the accrual of sick days at the rate of one day for each month of continuous service. Twelve-month employees earn a maximum of 12 sick days per year. Nine and ten month faculty and staff earn a maximum of 9 or 10 sick days per year. Regular, part-time employees working 20 hours or more per week receive full pay with the accrual of one-half sick day per month of continuous service.

3. A total of 90 sick days may be accumulated.

4. An employee who begins work before the 16th of the month is entitled to a full month's credit toward sick pay; a person who begins work on or after the 16th of the month does not earn sick pay credit for that month.

5. Sick leave is to be used only for illnesses and injuries, and terminating employees shall not be paid for unused sick leave.