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ABOUTACADEMICSADMISSIONSTUDENT LIFEATHLETICSALUMNAERIDINGNEWSGIVINGDIRECTORY
 

Campus Student Employment Handbook

 

Introduction

Sweet Briar College participates in the Federal Work-Study Program and runs an institutional work program, Sweet Briar Campus Employment, through Campus Student Employment within the Career Services Center. The Federal Work-Study Program is open only to students who qualify for need-based assistance. Through this program, the federal government pays up to 80% of the student's salary. The Coordinator of Campus Student Employment works closely with the students who qualify for financial aid and who are awarded campus jobs. Once these students are placed, other students may be selected to participate. The federal work study guidelines and requirements are used for most procedures. Campus student employment is part time temporary employment for the academic year. The last day a student can be REQUIRED to work under the payroll terms of Campus Student Employment for an academic year is the last day of classes for the term. Students and supervisors must arrange any employment after COMMENCEMENT with the SBC Department of Human Resources.

Code of VA: Unemployment Compensation (Section 9): Chapter 2 Definitions (60.2-200 through 60.2-231); 60.2, 219, ("Services not included in term 'employment.' ") #9. Service performed in the employ of a school, college or university, if such service is performed by a student who is enrolled and is regularly attending classes at such school, college or university.") 

Student Eligibility/Application Procedures

Jobs are awarded first to qualified students who demonstrate financial need. To demonstrate financial need, students must apply for financial aid prior to each academic year. Information on application procedures and rules are provided by the Financial Aid Office in January of the preceding school year. Students who are eligible for financial aid and are awarded a campus job will be sent a job application by FAO, which must be returned promptly (see Sample A). Students who do not qualify for financial aid but who wish to work, must complete an application and have their names placed on a waiting list. Students will be selected from the waiting list for jobs not filled by students with financial aid job awards.

A student wishing to return to a previous position is required to fill out the CSE application for that position before the beginning of each academic year.

A student whose application is received after the 15th of the month may not have her time sheet processed until the following month.

Undergraduate students enrolled for at least half time (6.0 hours) are eligible to apply for financial aid and campus student employment. Graduate and fifth (5th) year students must apply for employment through the Sweet Briar College Human Resources Department.

Employer Request Procedures

All Sweet Briar departments and offices are eligible to hire student workers. The number of students hired depends on the department's need for workers and its student payroll budget.

Information is sent to supervisors and department heads in March requesting the job description, job classification and wage rate for all positions for the following academic year.

In April supervisors and department heads are sent the Campus Student Employment Application for the following year. Supervisors are asked to encourage their current student employees to complete the application form for the next year and turn it in to the Coordinator of Campus Student Employment. The supervisor should email or otherwise notify the Coordinator of Campus Student Employment all the names of the students rehired and the number of open positions.

The employer is encouraged to interview the student. Each Department will be sent a Job Assignment Letter for each student hired. The Job Assignment Letter is the official authorization that the student has completed the required CSE application, federal I-9 and W-4 and state VA-4.

Placement and Job Selection Procedures

Students are encouraged to find their own campus jobs by contacting the departments in which they want to work, and by listing their department preferences on the Financial Aid Office job application. To assist students in the job selection process, descriptions of all jobs are available on the Job Descriptions page found on the Campus Student Employment web site. Employers are encouraged to contact and request specific students whom they know are qualified for their open positions.

The Financial Aid Office sends all eligible students job applications which detail information on the student's skills and previous job experience. A student may indicate her job preference on this application.

The employer is encouraged to interview the student to determine her qualifications and to provide explicit instructions, preferably written, regarding her work schedule, rules, and tasks. Once a student is hired, the student and supervisor are sent a job assignment letter (see Sample C).

No student is permitted to work without authorization from the Coordinator of Campus Student Employment. The supervisor and student will receive a copy of the Job Assignment Letter (Sample C) as authorization. Students not previously employed at Sweet Briar College will not be issued a Job Assignment Letter until after the I-9 Employment Eligibility Verification Form (Sample D 1, 2, 3), the Federal W-4 Form Employee's Withholding Allowance Certificate (Sample E) and the Virginia Form VA-4 (Sample F) are completed and turned in to the Coordinator of Campus Student Employment.

Special Handling for Tutors, Residence Life Staff, and Exchange Students

Some students have special paid positions that are arranged outside of Campus Student Employment jobs classification and wage rate procedures.

These students are still required to follow the application and payroll procedures listed in this handbook. See Payroll Procedures.

Job Classification and Wage Rates

All students will be paid at least federal minimum wage, $7.25 per hour as of July 24, 2009. Student positions will be classified as "I," "II," "III," or "IV" by the employing department and Campus Student Employment. The wage rate for each position will depend on:

  • The skills and abilities needed to perform the job
  • The rate at which other students doing similar work are being paid
  • The department's budget for paying students
  • Federal, state, and local legislation requiring particular rates

The first year a student is in a position the wage will be the base pay rate for that level. Students who continue with the same position can be awarded a raise at the end of a term if their performance warrants the increase and the supervisor makes the request in writing to the Coordinator of Campus Student Employment one month prior to the requested change. The suggested wage increase for a year will be 10 cents per hour or 5 cents per hour for a term.

Sample Job Descriptions:

Assistant I
General work requirements: Requires little or no work experience. May require light typing or data entry. Includes all jobs where guarding and general clerical work are performed.
Examples of jobs: Clerical (answering telephones, filing, photocopying, light typing, computer data entry, running errands), food service (waiting tables, counter work), guarding, selling tickets
Base pay rate: $7.25 per hour (federal minimum wage), $7.25 per hour first year in position, $7.35 per hour second year in position, $7.45 per hour third year in position, $7.55 per hour fourth year in position

Assistant II
General requirements: Requires experience and/or training. Works with little supervision. Makes some independent judgments.
Examples of jobs: Audio-visual projectionist, science laboratory maintenance, computer software/hardware technician, office coordinator, research assistant, teaching assistant
Base pay rate: $7.60 per hour first year in position, $7.70 per hour second year in position, $7.80 per hour third year in position, $7.90 per hour fourth year in position

Assistant III
General work requirements: Requires significant experience, training and/or achievement in academic course work. Works without supervision and makes independent judgments. May supervise others. May be responsible for a complete project or area.
Examples of jobs: Project manager, supervisor, tutor
Base pay rate: $8.10 per hour first year in position, $8.20 per hour second year in position, $8.30 per hour third year in position, $8.40 per hour fourth year in position

Assistant IV
General work requirements: Special training or skills.
Examples of jobs: Riding Center maintenance, catering, etc.
Base pay rate: $9.00 and above. To be arranged by supervisor and Coordinator of Campus Student Employment

List of Job Descriptions

Payroll Procedures

Students are paid monthly according to the schedule of dates listed on the Student Payroll Schedule. Students are paid for the actual hours worked, to the nearest quarter of an hour. Students are reminded that it is an Honor Code violation to report more hours than they actually work, or to falsify their Time Records in any other way.

Students should never record hours on their time sheet until they have actually completed the hours. To deliberately submit a time sheet with anticipated hours recorded would be considered a falsified time sheet and could result in disciplinary action.

To be paid, the student must have:

  1. Applied for and been authorized for campus employment by the Financial Aid Office and/or Campus Student Employment
  2. Completed a campus employment application (Sample B)
  3. Completed a Federal I-9 Form, W-4 Form, Virginia Form VA-4 (Samples D, E, and F), and turned them in with all the required attachments to Campus Student Employment, within the Career Services Center
  4. Received a job assignment letter (Sample C)
  5. Submitted an electronic Time Sheet using web time entry (WTE) before the deadline listed on the Payroll Schedule. The electronic Time Sheet MUST be electronically approved by the student and MUST be electronically approved by their Supervisor. Sweet Briar College has an institutional policy that requires all hourly paid employees (nonexempt and student) to sign/electronically approve their respective time sheet and attendance cards.

    Supervisors/Time Keepers also must electronically approve the employee Time Sheet.  At that time, they are verifying the accuracy of the time presented to them.  Supervisors are responsible for the accuracy and timeliness of the records as well as the employee. Monitoring should take place, as payroll is being processed.

    NOTE: Some students with special paid positions must turn in a signed paper Time Sheet (Sample G) instead of submitting an electronic Time Sheet. The Time Sheet MUST be signed by the student and MUST be signed by their Supervisor. Sweet Briar College has an institutional policy that requires all hourly paid employees (nonexempt and student) to sign/electronically approve their respective time sheet and attendance cards.

A student whose application is received after the 15th of the month may not have her time sheet processed until the following month.


TIME RECORDS MUST BE SUBMITTED AT THE END OF EACH PAY PERIOD. THEY MAY NOT BE HELD. FEDERAL AND STATE LAW REQUIRES INCOME TO BE REPORTED IN THE YEAR THAT IT IS EARNED.

Students must cash or deposit their pay checks within 60 days of receiving them or they will become void. Direct deposit is availiable to all students.

Hours Per Week and Maximum Earning Allowed

To earn $1,000 in the 30-week school year, a student must work an average of 4.6 hours per week at the minimum wage of $7.25 per hour. The student and her supervisor should agree on the exact number of hours to be worked at the initial job interview. Students who cannot be given enough hours to earn the amount authorized by the Financial Aid Office or Campus Student Employment should see the Coordinator of Campus Student Employment, within Career Services, immediately.

The student's job is intended to provide a set amount of earnings, generally $1,000 per year. The job assignment letter contains this information.

Students should multiply their hourly wage by the number of assigned hours per week, and multiply that result by 30, to determine whether they will be able to earn the full amount of their Financial Aid Office authorization.

Students who need to earn more than their job award should see the Coordinator of Campus Student Employment, within the Career Services Center. If there are no other needy students seeking work, the supervisor agrees to the increase in hours, and the student is eligible to earn more, the award amount will be increased and a new job assignment letter will be sent to the student and supervisor.

Students must obtain permission from Campus Student Employment before accepting additional employment above the amount of their job awards.

Students who are on financial aid and who have earned most of their job award will normally receive a job for the next year, as long as the student re-applies for financial aid by the deadline and still has financial need for the job.

All students should complete a job application in April for the following year.

It is recommended that a student should not work more than 20 hours per week on any single job or multiple jobs during a term nor more than 40 hours per week during a break. Campus student employees are not allowed to work overtime.

The last day a student can be required to work under the payroll terms of Campus Student Employment for an academic year is the last day of classes for the term. Students and supervisors must arrange any employment after COMMENCEMENT with the SBC Department of Human Resources.

Terminations

student may terminate their employment by giving her employer two weeks written notice. She should discuss this with her supervisor first.

student's supervisor may terminate her employment if she does not fulfill her responsibilities as described in this handbook. The supervisor should evaluate her work using the Student Employee Evaluation Form.

Students who are terminated by their supervisor must be given written notice using the Student Employee Evaluation Form. A copy of this form must also be immediately sent to the Coordinator of Campus Student Employment.

Responsibilities of Student Employees

It is the student employee's responsibility to:

  • Read the Campus Student Employment Handbook
  • Contact her employer to arrange a job interview or attend meetings arranged by her employer
  • Agree to a specific work schedule
  • Ask questions if she is unsure about what is expected of her
  • Show an interest in the work and complete it to the best of her ability
  • Keep track of her hours and not exceed her job award
  • Submit electronic Time Sheets using web time entry (WTE) by the dadline listed on the Payroll Schedule.  
  • Report for work on time; failure to obtain permission in advance to be late or to miss work from the supervisor may be grounds for termination (Students who are terminated may not be allowed to work on campus in the future.)
  • Act in a professional manner with regard to the confidentiality of all information with which she comes in contact
  • Discuss any problems or concerns with her supervisor or contact the Coordinator of Campus Student Employment (2nd floor Prothro)
  • Notify your supervisor and the Coordinator of Campus Student Employment in writing if for any reason you are unable to continue this job.

Responsibilities of Campus Employers

Department heads have overall supervisory responsibility for student employees. The department head hires, terminates, and reviews student employees and electronically approves/signs student Time Sheets. Where practicality requires it, a department head may assign another person in the department to be the student's immediate supervisor.

Whether the supervisor is the department head or someone else, the supervisor's responsibilities are to:

  • Read on-line Campus Student Employment Handbook and discuss the contents with student employees
  • Detail the student's specific job responsibilities
  • Determine her work schedule
  • Train, counsel, and motivate her
  • Ensure that she has work to do
  • Evaluate her work (This should be done at least once during each term using the Student Employee Evaluation Form and MUST be done at the end of the academic year OR at the time the student leaves her job.)
  • Notify her promptly if there is any aspect of her performance that is substandard, and to document such contacts (see Student Employee Evaluation Form).
  • Review the student's web time entries on her electronic Time Sheet and ensure they are accurate and electronically approved and submitted by the student. In addition, electronically approve the student's Time Sheet and submit it by the deadline date. (The supervisor's electronic signature on the Time Sheet confirms the student worked the exact hours listed.) Any hourly rates above the minimum wage must have been approved in writing in advance by Campus Student Employment, within the Career Services Center; if not, the student will be paid minimum wage. NOTE: For positions requiring a paper Time Sheet, if not already printed, include the department, account number, and student's hourly rate. Please calculate the student's gross pay (total hours worked this pay period X pay rate = gross pay). Please refer to Payroll Procedures previously listed in this handbook. Supervisors are responsible for the accuracy and timeliness of the records as well as the employee.

In dealing with students whose performance is substandard, supervisors or department heads should proceed as follows:

  1. Talk with the student promptly. Specify which aspects of her behavior are unacceptable, and detail what she must do to reinstate herself as an employee in good standing. Document the conversation (see Student Employee Evaluation Form).
  2. If the misconduct continues and is severe enough to warrant a written warning or termination, the supervisor/department head should review the student's work history and previous recorded contacts. The department head should complete a Student Employee Evaluation Form to notify the student that she is in danger of being terminated, and to specify what she must do to reinstate herself as an employee in good standing. The department head must give the student a copy of the Student Employee Evaluation Form and keep the original.
  3. If the misconduct persists and termination is warranted, the department head should complete the Student Employee Evaluation Form, give a copy to the student, and return the original to Campus Student Employment, within the Career Services Center.
  4. The Student Employee Evaluation Form must be completed at the end of the student's employment.

Responsibilities of Campus Student Employment

The responsibilities of Campus Student Employment, within the Career Services Center, are to:

  • Provide department heads with the job assignment letter (Sample C), which contains names of students approved to work for them and the job award limits
  • Process electronic and paper payroll forms and Time Sheets
  • Collect employer requests for jobs
  • Collect Student Employment Records

As positions become available, the Coordinator of Campus Student Employment will notify students by posting announcements on the list serves for each Class. Campus Student Employment will post any requests for temporary workers. (The individual college employee, not the College pays baby-sitting wages.)

Responsibilities of the Financial Aid Office

The responsibilities of the Financial Aid Office are to:

  • Award Federal Work-Study Program or Sweet Briar Campus Employment jobs to students who qualify for work-study employment as part of their need-based financial aid awards
  • Forward the employment applications and report the names and award amounts of students awarded such jobs to Campus Student Employment
  • Monitor monthly payroll reports to ensure that needy students' work-study job earnings do not exceed the amount of their financial need

Grievance Procedures

It is desirable that complaints or disputes arising from a student's employment be satisfactorily resolved by the student employee and her supervisor/department head. If the issue cannot be settled, the following procedures must be followed:

  1. The student employee should present her grievance and expected remedy in writing to her department head within ten working days of the department head's original response to the issue. The department head then has three working days to reply in writing to the student employee.
  2. If the issue still is not settled, the student employee may present the grievance and expected remedy in writing to the Coordinator of Campus Student Employment within three working days of having received the written reply from the department head. The Coordinator of Campus Student Employment will reply to the student employee within three working days.
  3. If a satisfactory resolution still is not obtained, the student employee has ten working days to request in writing that the Coordinator of Campus Student Employment convene a committee to hear the grievance. The committee shall consist of the following:
    • One person appointed by the student employee
    • One person appointed by the Coordinator of Campus Student Employment
    • One person selected jointly by the other two members of the committee
  4. The committee must hear the grievance within ten working days of the request. No employees who were previously involved in the process may serve as committee members. The members of the committee shall select a chair to conduct the hearing and a secretary to take minutes of the meeting. The employee and Coordinator of Campus Student Employment may present representatives of their choice to make presentations to the committee.

The committee is responsible for interpreting the application of current College policies and procedures, and does not have the right to formulate or change College policies and procedures. The majority decision of the committee shall be final and binding in all its determinations.

Worker's Compensation

All accidents are to be reported to your supervisor immediately. Medical expenses will be considered when proper forms are completed prior to treatment and in accordance with the Workers' Compensation laws of the Commonwealth of Virginia. For WORK RELATED INJURIESmedical services may be obtained only from one of the medical facilities listed on the SBC Human Resources web site. It is imperative that all accidents and injuries to be reported to the Human Resources Assistant at extension 6506. Fax all information to Human Resources at 381-6486 to expedite your claim if you are seeking medical treatment off campus and/or miss regularly scheduled work. Forms and Instructions are available at the Human Resources Web Site. (Do Not Contact the Coordinator of Campus Student Employment in Career Services for information.)

The College is required to provide insurance coverage for all job related injuries to its employees.The workers' compensation insurance carrier claims specialist makes the final determination if the injury is approved as a compensable accident. If not approved, be prepared to submit your personal insurance information and to be subject to deductibles and co-pays of your own policy. Other than initial treatment, ALL referrals for follow-up treatment, orthopedic consult, physical therapy, etc. must first be authorized by the claims specialist assigned to you.

For more information on Virginia Worker's Compensation Commissions, please visit the following website: VWCC

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Preventing Discrimination

Statement of Compliance with Title IX

Sweet Briar College provides notice of intent to comply with the regulations effectuating Title IX of the Higher Education Amendments of 1972 as amended by Public Law 93-568.  The College intends to adhere to the letter and the spirit of the law through a policy of nondiscrimination on the basis of sex in all College operations. This policy applies in particular to Sweet Briar’s educational program, to all employees therein, and to admission, save where excepted under subpart C86.15 (a).   The Title IX Coordinator is the Director of Human Resources who works in conjunction with the Dean of the Faculty and Dean of Co-Curricular Life.  The current Director of Human Resources is Carolyn Burton, 106 Fletcher Hall, PO Box 1090, Sweet Briar, Virginia 24595 (Phone: 434-381-6510).

Statement of Compliance with Section 504

Sweet Briar College provides notice of intent to comply with the regulations effectuating Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act (as amended).  The College intends to adhere to the letter and the spirit of the law through a policy of nondiscrimination on the basis of disability in all College operations. The Section 504 Coordinator is the Director of Human Resources who works in conjunction with the Dean of the Faculty and Dean of Co-Curricular Life.  The current Director of Human Resources is Carolyn Burton, 106 Fletcher Hall, PO Box 1090, Sweet Briar, Virginia 24595 (Phone: 434-381-6510). 

Anti-Discrimination and Equal Opportunity Policy

In accordance with federal laws, the policies of Sweet Briar College, and the laws of the Commonwealth of Virginia, discrimination in educational programs or in employment on the basis of race, religion, nationality, sex*, age, disability, veteran status, or sexual orientation by one member of the Sweet Briar community against any other member of the Sweet Briar community will not be tolerated. Discrimination encompasses any difference in treatment on a prohibited basis. This prohibition against unlawful discrimination shall not in any way alter, affect, or negate the at-will status of any employee. 

Any member of the Sweet Briar community who feels that he or she has been the subject of any form of discrimination should promptly report the incident to the following college officials:

         Student complaint: Dean of Co-Curricular Life, P.O. Box 1058, Sweet Briar, VA 24595  P: 434-381-6134

         Faculty complaint: Dean of the Faculty, P.O. Box 1054, Sweet Briar, VA 24595  P: 434-381-6205

         Staff complaint: Director of Human Resources, , P.O. Box 1090, Sweet Briar, VA 24595  P: 434-381-6510

Any member of the Sweet Briar community who engages in the behavior mentioned above is subject to disciplinary action, including dismissal. Conversely, where results of an investigation reveal that a complaint of discriminatory activity is frivolous or groundless, the individual having made such a complaint may be subject to the same disciplinary action, including dismissal.

It is the responsibility of each member of the administration of the College, from the President to a first line supervisor, to give this non-discrimination policy full support through leadership and personal example. In addition, it is the duty of every employee of the College to create a work environment that is conducive to our non-discrimination policies. 

Sexual Harassment Policy

Sweet Briar College is committed to providing a learning and work environment free of unlawful harassment. In keeping with this commitment, the College prohibits and will not tolerate unlawful harassment because of sex, race, religion, creed, color, national origin or ancestry, physical or mental disability, medical conditions, marital status, age, sexual orientation or any other basis protected by federal, state, or local law.

It is the policy of Sweet Briar College to prohibit unlawful harassment within the campus community of faculty, staff, students and guests by any person and in any form, and to apply the procedures outlined below in responding to any complaints of harassment.  The College is committed to investigate promptly any complaints of harassment.  Where unlawful harassment is found to have occurred, the College will take appropriate disciplinary action reasonably calculated to end the harassment, up to and including termination of employment. 

Definition of Harassment

Harassment is behavior, directed at another person, that is abusive or demeaning and includes or implies a reference to the individual’s race, religion, gender, national origin, or other protected status, and that has the purpose or effect of creating an intimidating or hostile environment, or interfering with the individual’s work or academic performance.

The College recognizes that tension may exist between academic freedom and the legal limits of expression. The College also recognizes that in an academic community, the legitimate study of any discipline may raise issues related to race, sex, religion, etc. that cause some individuals to be uncomfortable.  However, such study is not considered harassment. Individuals who feel that the content of a course or discussion is inappropriate are encouraged to bring the matter to the attention of the Dean of the Faculty.

Consensual Relations

Central to the College’s educational mission is the preservation of an atmosphere of trust, freedom of expression, academic freedom, and respect for the dignity of each member of the College community. Actions by faculty, staff, or students that harm these standards of expected conduct undermine the mission of the College.

The College considers any relationship of a sexual nature between a faculty or staff member and a student to be inappropriate. All faculty and staff at Sweet Briar should understand that they would bear the principal burden of responsibility in any action based on harassment that may arise from engaging in such a relationship. Faculty and staff should also bear in mind that initial consent to such relationships does not preclude a charge of sexual harassment in the future.

Accordingly, the College discourages faculty, administrators and staff members from engaging in romantic or sexual relations with individuals over whom they exercise evaluative or supervisory power, including recommending them for fellowships, awards, or employment. Such relationships may place in doubt the supervisor’s fairness or professional judgment, or give the appearance of favoritism. The College serves notice that such faculty, administrators, or staff will be held responsible in all actions related to sexual harassment that may result from such relationships.

Stopping Harassment

Harassment can be a very subjective area. What seems to be humorous or acceptable to one person may be perceived as offensive or inappropriate to another. Any student or employee who is confronted with behavior that s/he feels is harassing is encouraged to tell the person that s/he finds the behavior offensive or bothersome. Often this is enough to stop the behavior. However, s/he is not required to confront another person directly, if s/he is uncomfortable doing so, or believes that such action may result in retaliation. Reports of harassment should be made promptly before the conduct becomes severe or pervasive. In an emergency situation, such as after normal business hours, or in the event an individual is concerned for his/her safety, he/she should contact the Sweet Briar College Department of Campus Safety.  As soon as possible thereafter, the individual should report any conduct that may be harassment to one of the appropriate College officials (listed below).  

Sexual Violence

 Sweet Briar College takes the issue of sexual violence very seriously.  Sexual violence is a form of sexual harassment.   Victims of sexual violence are strongly encouraged to seek personal and medical support and to make a report to Campus Safety and/or to local law enforcement.  The earlier an incident is reported the more likely the collection of evidence can occur.  This report does not obligate prosecution, but it does make legal action possible at a later date.

Complaint (Grievance) Procedures[1]

In compliance with federal laws, Sweet Briar College will promptly and equitably resolve complaints that violate our Anti-Discrimination and Equal Opportunity Policy, including:

       Discrimination or harassment against an employee or student because of race, color, religion, national origin, sex[2], age, disability, or veteran status; or

       Retaliation against an employee or student for bringing forth such a complaint, whistle blowing, or engaging in other protected activity

Complaint Process

Any active employee or student who feels that s/he has been the subject of harassment or discrimination should report the incident by the end of the next business day after the incident to the appropriate College official:

         Student complaint: Dean of Co-Curricular Life, P.O. Box 1058, Sweet Briar, VA 24595  P: 434-381-6134

         Faculty complaint[3]: Dean of the Faculty, P.O. Box 1054, Sweet Briar, VA 24595  P: 434-381-6205

         Staff complaint: Director of Human Resources, , P.O. Box 1090, Sweet Briar, VA 24595  P: 434-381-6510

In an emergency situation, such as after normal business hours, or in the event an individual is concerned for his/her safety, s/he should contact the Sweet Briar College Department of Campus Safety.  As soon as possible thereafter, the individual should report any conduct that may be harassment or discrimination to one of the appropriate College officials (listed above).

student worker who believes that s/he has been subjected to harassment or discrimination has the right to make use of all the established procedures for employees of the College. S/he should report instances of discrimination or harassment directly to the Director of Human Resources.

Allegations of harassment or discrimination should be put in writing and should include:

  1. Information on specific events and dates of the occurrence(s)
  2. How s/he believes this occurrence has violated the College’s policy
  3. The desired outcome (answering the question, “What might resolve the issue?”)

Next Steps

The College will investigate all complaints in a timely fashion, based on the severity of the situation and the availability of the claimant, the accused, the investigator and others critical to the investigation.    Within five working days after completing the investigation, the claimant will be notified of the outcome of the investigation. Remedies will vary based on the particulars of the situation and may include disciplinary action (up to and including termination of employment or matriculation)  Details regarding the resolution may not be fully disclosed to the claimant to protect the accused.  We will periodically follow-up with the complainant to ensure that the actions taken by the College have remedied any problems and that the issues that prompted the complaint have not recurred. If a student wishes to appeal a resolution, s/he should consult the Dean of Co-Curricular Life or the Dean of the Faculty.   If an employee wishes to appeal a resolution, s/he should consult the Director of Human Resources.   

Obligation to Report

In order to take appropriate corrective action, the College must be aware of harassment or related retaliation. Therefore, anyone who believes that s/he has experienced or witnessed harassment or related retaliation should promptly report such behavior to a College official, as listed above. 

Additionally, anyone in a supervisory, advisory or evaluative role (e.g. supervisors, managers, department chairs or faculty members) who experiences, witnesses or receives a written or oral report or complaint of harassment or related retaliation shall promptly report it to the appropriate College official, as listed above.

Obligation to Respond

The College is required by law to investigate any complaint of harassment and will strive to protect, to the greatest extent possible, the confidentiality of persons reporting or accused of harassment.  The College will respond in writing to the person making the complaint within five days of the conclusion of the investigation.

Confidentiality

 Confidentiality will be maintained throughout the entire investigatory process to the extent practicable and appropriate under the circumstances to protect the privacy of persons involved. The persons charged with investigating the complaint must discuss the complaint or the underlying behavior only with the persons involved in the case which have a need to know the information, which must include the complainant and the accused harasser.  Employees who desire to discuss possible claims of harassment in a more confidential setting to clarify whether to proceed with a complaint are encouraged to contact the Employee Assistance Program (EAP); students may want to talk with the College’s Mental Health Counselor to discuss possible claims of harassment in a more confidential setting.
 

Special Accommodations for Individuals with Disabilities

In compliance with various state and federal laws providing for nondiscrimination against individuals with qualified disabilities, including the Americans with Disabilities Act (and its amendments) and Section 504 of the Rehabilitation Act of 1973, Sweet Briar College is committed to providing reasonable accommodation for such individuals who can successfully pursue the College’s academic program or successfully fulfill the essential requirements for his/her job. Sweet Briar recognizes its responsibility to provide individuals with disabilities with equivalent access while maintaining the standards that are essential to the academic program.  Reasonable accommodations are assessed and made on an individual basis.  Any request for accommodation will be evaluated to determine whether such accommodation will create an undue hardship.

It is the policy of Sweet Briar College to:

1. Ensure that individuals with qualified disabilities are treated in a nondiscriminatory manner in the pre-employment process and that employees with disabilities are treated in a nondiscriminatory manner in all terms, conditions, and privileges of employment.

2. Request medical examinations of employees only when justified by business necessity, such as for a second medical opinion or a fitness-for-duty exam.

3. Keep all medical-related information confidential in accordance with the requirements of the law and retain such information in separate confidential files.

4. Provide applicants, students and employees with disabilities reasonable accommodation, except where such an accommodation would create an undue hardship on the College.

Procedures for Requesting an Accommodation

Students with qualified disabilities who would like to request academic accommodations should contact the Office of the Dean of the Faculty at x.6205.  Information regarding Academic Policies on Disabilities can be found in the Sweet Briar College Catalog. The process for residential accommodations is outlined on page 91 of the Student Handbook.

Employees with qualified disabilities may make requests for reasonable accommodations to the Director of Human Resources at x.6510.



[1] Under Virginia law, staff employees of Sweet Briar College are considered employees-at-will; that is, the existence of grievance process does not indicate an intention to create an employment contract.

[2] Unlawful sex discrimination includes, but is not limited to, sexual harassment as outlined in the College’s separate policy on that subject.

[3] Faculty grievances are handled under a separate procedure outlined in the Faculty Governance Manual.  In some situations, a faculty member may be involved in resolving an issue or concern if they act in the capacity of supervising a staff member or are part of the issue or concern.

 

Resolving Disputes

At Sweet Briar College, we want to provide a positive work environment for each and every employee.  We also believe that when an employee and his or her supervisor have a working relationship based on mutual trust and respect, most issues can be resolved quickly and directly. 

              How do you build a respect and trust?

    • Meet regularly and have honest two-way discussions
    • Be an active part of the working partnership – whether you are the employee or the supervisor

 

For concerns regarding work assignments, working conditions, relationships with co-workers, performance assessments or other issues related to the job.

First Step: 

An employee should address the matter to his or her direct supervisor, either verbally or in writing. 

Next Step: 

If the concern is not resolved satisfactorily, the employee may take the concern to the next level of authority (department head, Vice President, or Dean as appropriate).

 

Representatives of the Human Resource Department will be available to counsel staff members who want some help in resolving a work-related conflict or problem.  HR staff may help an employee:

  • identify the source of the problem
  • provide information concerning College resources, policies, and protective state and federal laws and regulations
  • help the employee and/or the supervisor prepare for a productive conversation

 

Department heads and supervisory personnel should record notes of the discussion and any decisions or resolution.

 

If the concern is about:

·        Discrimination or harassment against an employee because of race, color, religion, national origin, sex, sexual orientation, age, disability, or Vietnam-era veteran status; or

·        Retaliation against an employee for filing a complaint of discrimination or harassment, whistle blowing, or engaging in other protected activity.

…the employee should immediately contact the Human Resources Director.  Such discrimination or retaliation will not be tolerated at Sweet Briar College.