4. Administrative and Financial Policies of Interest to the Faculty

4.1 Change in Annual Salary

1. Department chairs will evaluate, according to Section 2.5.3, the performance of each department member (see Section 2.5).
   

2. Department chairs will recommend to the Dean of the College the merit portion of any salary increases for each department member. The salary recommended shall reflect the chair's evaluation of the department member in the areas of teaching and advising effectiveness, professional development, and professional service.
   

3. The Dean of the College shall, after discussing the chair's performance evaluation and salary recommendation, make a determination of the salary change for each individual and will confer with the chair before making a final decision.
   

4. The chair shall meet with each department member to provide the salary information.
   

5. Each department member has the option of meeting with the Dean (with or without the department chair) to discuss the salary information. (If this meeting occurs without the chair and if the Dean feels a change in salary may be in order, the Dean will notify the chair and offer to have a meeting with the chair.)
   

6. At the conclusion of this process, the Dean sends salary letters to individual department members.
   

7. Faculty members who have been granted reassigned times will be evaluated by the Dean of the College for compensation adjustments based upon their performance on the tasks for which their reassigned times were granted. Compensation adjustments for all non-chair faculty members will be allocated based upon the percentage of reassigned time and teaching time by the Dean and appropriate department chair, respectively.

4.2 Professional Travel

Funds are provided for professional travel. To receive money for travel, the faculty member must follow the procedure outlined below.

1. Secure the approval of the department chair. If sufficient departmental funds are not available, application may be made:
   
   1. through the Dean of the College for supplemental Faculty Professional Advancement funding, providing that the faculty member is actively involved in a program (presenting a paper, chairing a session, etc.);
   2. through the chair of the Faculty Development Committee for research activities requiring travel and for faculty development travel (workshops, short courses, etc.).

Complete a Travel Authorization Form (available from the department chair or from the Business Office).

4.2.1 Travel Requests

1. The College’s current travel policy and related forms are posted on the College’s website, in the Business Office Forms and Policies section. Please consult the site prior to travel, as guidelines and forms are periodically updated.
   

2. College-issued credit cards are available for use when traveling. Please review the current credit card policy posted on the College’s website, in the Business Office Forms and Policies section, or contact the Business Office for details.
   

3. If the College is to pay for travel expenses, travel must be approved by the department chair and/or the Dean of the College.
   

4. College-owned automobiles may be reserved for official College travel (see Section 3.5.7). Reimbursement for the use of private automobiles may be approved if College automobiles are not available. The current College mileage reimbursement rate is 45 cents per mile.

4.2.2 Travel Liability

1. Roanoke College does not provide for students any special types of accidental injury or medical insurance, other than what is offered through the College's student insurance program. Those students who are still covered under their family's hospitalization insurance program will have available to them whatever coverages those individual programs may offer.
   

2. Roanoke College also does not provide any automobile liability or physical damage insurance for students who may desire to use their personal vehicles while participating in any of these programs. It is suggested that students using their personal vehicles for any of the aforementioned programs review their personal insurance policy to insure that they are carrying adequate coverage.
   

3. Roanoke College does provide liability insurance for faculty who are supervising and/or directing students in College-sponsored travel. See the Administrative Assistant – Vice President of Business Affairs for details.
   

4.3 Schedules

The regular meeting time for classes must be scheduled within the framework of the College’s established block schedule unless permission is obtained from the Assistant Vice President for Academic Operations. This policy, which is designed to protect times for the meeting of both student and faculty organizations, is not meant to preclude the occasional meetings of students/classes with their professors during non-class times (for example, for review sessions, extra time for testing, or special events and activities).

The delayed schedules listed below may be used in cases of severe weather conditions, when travel by students and faculty may be hazardous or impossible. Timely announcements via radio, television and text messaging will serve as the primary means of informing faculty and students of the delayed schedule. For additional information, see the College website.

4.4 Keys

Faculty and staff members may obtain keys to the office or space to which they are assigned when authorized in writing by the department chair. The authorization is to be presented to personnel in the Campus Safety office, who will issue the keys. There is a charge for the replacement of lost keys. The keys are charged out to the individual and must be returned before the final salary payment is disbursed on termination of employment. Faculty and staff are expected to exercise proper control of these keys to ensure the proper security of our buildings.

4.5 Mail Services and UPS

Mail Services, located on the lower level of the Colket Student Center, provides pick-up and delivery of mail to be distributed on campus as well as pick-up and metering of mail to be sent off campus. This is not a postal substation, but provides all postal services with the exception of money orders and passport photos.

U.S. Mail is delivered to campus once daily. Administrative and academic offices receive mail delivery each morning, Monday through Friday, and have inter-campus and outgoing mail picked up each afternoon. Outgoing mail is picked up from Mail Services at 3:30 p.m. each workday

The services of FedEx are provided. Contact the department chair to determine mailbox assignment and account number to be charged for off-campus mailing.

4.6 Telephone Service

Telephone service (including voicemail) is provided on campus. To make an on-campus call, dial the 4 digit extension. For all off-campus calls, use 10-digit dialing (including the area code).

Notify the HelpDesk (ext. 2225; helpdesk@roanoke.edu) of all requests for repair.

4.7 Purchasing

Individual department heads are authorized to order supplies and services directly from vendors. Department heads may delegate this authority to those persons that they authorize to approve departmental expenditures by informing the Business Office in writing or by email of the decision. Purchase orders are required for purchases of goods of a certain limit. Please refer to the Business Office Forms and Policies webpage for details of the College's purchasing policies and procedures.

The Vice President of Business Affairs is the ONLY authorized agent for signature on contracts in excess of $2,000. All contracts in excess of $2,000 should be submitted to the Vice President of Business Affairs for review and signature by emailing Mrs. Rebecca “Becky” Cockram at rcockram@roanoke.edu.

4.8 Expense Reimbursement

The Business Office can facilitate properly authorized reimbursements of employee business expenses in accordance with established Roanoke College Purchasing and Travel Policies. In order to receive reimbursement for expenses all receipts must be attached and submitted to the appropriate business manager using the online payment portal. These policies and website to the portal can be found online under the Business Office Forms and Policies webpage. Expense reimbursements will be paid by direct deposit within 1-2 weeks of submission to the Business Office. Due to the challenges that the COVID-19 pandemic presents, petty cash will not be an option for reimbursement.

4.9 Copyright

1. Members of the Roanoke College community must comply with the United States copyright law (Title 17, United States Code) – https://www.copyright.gov
   

2. The copyright law applies to all forms of copying, whether it is undertaken at a commercial copying center, at the College’s central or departmental copying facilities or at a self-service machine.
   

3. You, as an individual, may make or request copies of copyrighted materials within the Fair Use Doctrine. Otherwise, you must first obtain the appropriate permissions before making copies. You are liable for possible infringement when making copies that violate copyright law. See the College website for specific guidelines.
   

4. Departments should post appropriate copyright notices on or near equipment used to make copies. Department offices also should file and retain all necessary records.

4.10 Inclement Weather Policy and Procedures

As a residential institution of higher education, every effort must be made to maintain the college’s normal operations during periods of inclement weather. Faculty will be notified of delays and closings via Maroon Alerts and email. Additionally, local radio and television stations will be contacted with schedule changes. Pay policies for such events are outlined in Chapter 5. The College has an Inclement Weather Plan which is published on the college website.

To maintain certain critical functions during inclement weather periods, personnel in Campus Safety, Health Services, Residence Life, Dining Services (all areas), Housekeeping, Grounds, and Plant are designated as essential personnel and must report to work when the College is closed or operating on a delayed schedule. Other staff may be designated as essential personnel at the discretion of the College.

If the College is not closed and an employee is unable to report to work due to inclement weather, inform your Department Chair and ensure your classes and appointments are covered.

4.11 Maroon Alerts

Maroon Alerts is Roanoke College's emergency notification system. It allows college officials to contact students, faculty, and all staff via text messages sent to cell phones and similar devices, as well as to send instant e-mail communications in the event of an emergency or severe weather conditions. Notices also are sent when weather emergencies necessitate a closing or delayed schedule for the College.

New employees will be automatically enrolled in Maroon Alerts upon employment unless they elect to opt out at that time. Existing employees may opt out by contacting Human Resources. Employees may also contact Human Resources at any time to re-join.

4.12 Animals in the Workplace

Roanoke College seeks to provide a safe, non-threatening and healthy working environment for all employees, students and visitors. In order to assure the safety of our campus community, the following guidelines have been established and must be followed by those desiring to bring animals to campus.

• It is the owner’s responsibility to ensure that they comply with all State and City laws and ordinances governing licensing and vaccinations, and that their animal is healthy and poses no health risk to humans as carriers of active infections, parasites, etc.

• Animals are not permitted in the Colket or Cregger Center with the exception of guide and service animals, or individual personal office space.

• Animal owners are liable for any and all injuries and/or damages caused by their animals to persons and/or property.

• No animals are allowed to become a nuisance to members of the Roanoke College community. This includes physical harm to humans and/or other animals, or causing fear of harm, allergic reactions, excessive noise, and destruction of property.

• Animal owners must clean up after their animals. Animal owners are expected to carry suitable containers for the removal and proper disposal of animal waste.

• Animals must be on a leash at all times in public areas. Under no circumstances are animals to be left unattended and are to be attended by their owners to ensure obedient behavior.

• Animal owners may not use college resources or other college personnel to tend to or monitor their pets. Owners are solely responsible for their animals and must be with them at all times when on college property.

• Individuals experiencing a problem with an animal on campus should bring the issue to the attention of the animal owner or the animal owner’s supervisor. Animal owners must be respectful and responsive to students and colleagues by taking responsibility for correcting any such problems.

It is expected that animals will not be constantly present in buildings and visits to campus buildings will be infrequent and not for long periods of time. Exceptions may include:

• Service animals for individuals with disabilities will be allowed.

• Animals of employees whose job requires them to reside on campus.

• Faculty members in residence in a campus apartment may be allowed with proper authorization from the supervisor.

These guidelines are subject to the provision that supervisors have the final authority in determining whether it is appropriate for animals to be in specified areas. Requests under these guidelines should be directed to the Vice President of the division of the requestor.

4.13 Weapons in the Workplace

Roanoke College is committed to providing a safe and secure learning and working environment for students, faculty, staff and visitors in campus buildings and on college grounds. The use, possession and storage of all firearms, weapons, explosives or other dangerous articles are prohibited on all properties owned, leased, or otherwise controlled by Roanoke College. Items resembling firearms, explosives, or other weapons are likewise prohibited on College properties. Firearms and other weapons carried by duly authorized law enforcement officers or college Campus Safety Officers are exempt from this policy.

4.14 Violence or Threats on Campus

All threats or situations that have the potential for violence on campus or to the College’s students must be taken seriously and require timely action to prevent or minimize an occurrence. This includes threats by co-workers, supervisors, students, family members of employees or students, vendors, guests, or a member of the public. Acts or threats of physical harm or violence which include, but are not limited to, acts of physical or verbal threats of harm, possession or brandishing a weapon, use of menacing, threatening or intimidating language, stalking behavior, or acts of coercion, which are directed towards another person (whether it be a student, employee or visitor) that occur on College property (or that occur elsewhere and involve students of the College,) cannot and shall not be tolerated. Any employee determined to be responsible for a threat (or actual) violence, or other violation of this policy will be subject to prompt disciplinary action up to and including immediate termination of employment.

All employees need to be alert for situations where conflicts arise among students, between employees, or between employees and others that could escalate to a dangerous level. Any employee who becomes aware of a threat or a situation that has the potential to result in violence is expected to report the matter immediately to Campus Safety and/or Human Resources.

When reporting a threat or act of violence, you should be as specific as possible. Do not put yourself in peril. If you see or hear a physical disturbance, do not try to intercede or see what is happening, unless you are a Campus Safety Officer or an employee who has been trained to intervene.

Likewise, any employee who becomes aware of any threats or menacing conduct towards any college student, toward the College or towards any of its employees, as a result of a social media posting or other electronic means (e.g., text message) is urged to immediately notify Campus Safety.

Employees experiencing a conflict in their personal lives that involves a risk that a non-employee may come on campus or into the workplace and may cause disruption to College operations or threat of violence to the employee or others, shall promptly inform their supervisor, Human Resources, or Campus Safety.

4.15 Whistleblower Policy

Roanoke College expects all employees to conduct themselves properly and in accordance with the College's rules and applicable law. Examples of improper activities may include, but are not limited to:

• Misuse of College resources including computers, money, credit cards, suppliers, College vehicles, or other assets.
  

• Unauthorized access or manipulation of computer files.
  

• Claiming or receiving compensation from the College for work not performed or services not provided to the College (i.e., falsifying time sheets or requests for reimbursement.).
  

• Misrepresenting financial data or fraudulent financial reporting.
  

• Violation of any rules laid out in the Drug Free Workplace guidelines, Code of Professional Ethics, or in the College’s Prohibition of Unlawful Conduct, Discrimination, Harassment, and Retaliation Policy.
  

• Violation of federal or state laws that apply to the College’s operations.
  

• Being encouraged or pressured to commit an act or acts that would violate a federal or state law, or would constitute a crime, if the act is taken.
  

• Engaging in conduct or taking other actions that are intended to interfere with or impede an investigation, hearing or inquiry conducted by a federal, state or local government agency.
  

Employees who become aware that improper activities have occurred or are about to occur are expected to report such activities promptly to their supervisors and/or Human Resources. The College will investigate all such reports and shall take appropriate action to address and redress any situation where it is determined that a violation of law or College policies exists.

The College has a zero tolerance for any act of reprisal or retaliation against any employee who, in good faith, reports any purported violation of College policy and/or law, or cooperates or participates in the College’s investigation resolution process. If an employee believes retaliation has occurred, the employee should immediately contact the Associate Vice President for Human Resources or any member of the Cabinet. Please see also the College’s Prohibition of Improper Conduct, Bias, Discrimination, Harassment & Retaliation Policy.

4.16 Disability Accommodations

If an applicant or current employee member is a qualified individual with a disability, then the College, upon request, will evaluate and provide “reasonable accommodations” that are designed to allow the employee to perform the essential functions of their job. The employee is responsible for requesting an accommodation and for providing medical and other documentation to assist the College in understanding the nature of the employee’s disability and the accommodations sought. A request for an accommodation should be made to the employee’s direct supervisor, unless the employee is unable to or uncomfortable discussing the situation. In the latter case, the request shall be made to the Associate Vice President for Human Resources.

The College has the ability to consider a range of options for accommodations that will reasonably accommodate the employee or applicant’s needs, and is not limited only to the specific approach requested. The process of determining the need for and the form of reasonable accommodation is intended to be interactive and cooperative in nature with the employee or applicant.

An accommodation that would impose an “undue hardship” on the College (as defined by Federal law) or that even if provided would not eliminate or pose a significant risk of substantial harm to the health or safety of the individual or others, may not be considered a “reasonable accommodation.” In either of these situations, the College may notbe able to accommodate the employee. For this reason, the individual requesting the accommodation is expected to cooperate with the College and its request for information so that the College can make a fair and informed determination as to the request for an accommodation.

4.17 Religious Accommodation

The College is committed to respecting the sincerely held religious beliefs of its employees. Upon request, the College will provide reasonable accommodations to employees to facilitate the observance of religious practice or belief, provided the accommodation will not create an undue hardship. For example, accommodations may include, but are not limited to, schedule changes, leave for religious observances, or permitting an employee to wear religious dress or religious grooming practices.

If an employee desires an accommodation for a religious belief, then they must notify their supervisor or the Associate Vice President for Human Resources. In doing so, the employee shall provide a description of the requested accommodation and the reason for the request. A written request is preferred, but not required.

The College will make determinations concerning religious accommodation requests on a case-by-case basis, and will rely on fact-specific inquiries to determine if the need exists and if an accommodation as requested should be provided, or offer an alternative accommodation which may be more appropriate under the circumstances.

Retaliation of any kind against an employee for requesting an accommodation as a result of disability or religious beliefs is prohibited. Any employee who experiences retaliation shall immediately report the circumstances to the Associate Vice President for Human Resources. Prompt and effective action may be taken to prevent or remedy any such action(s) including disciplinary action, where appropriate.

4.18 Prohibition of Improper Conduct, Discrimination, Harassment, and Retaliation

In support of applicable law, our EEO, Bias and Non-Discrimination policies, the College prohibits all forms of discrimination or harassment based on a person’s protected status, regardless of who engages in the inappropriate behavior, e.g., supervisor, co-worker and even non-employee. All staff members have the right to be free from all forms of unlawful harassment or discrimination. To help ensure this occurs, the College will take steps to prevent the occurrence of such acts and has a clear process for raising complaints and concerns to ensure that all issues can be appropriately investigated, and remedial and corrective action is taken as appropriate.

This policy is not limited to prohibitions of “in-person” interactions. Employees may also violate this policy while using an electronic device such as a computer, smartphone, or other forms of electronic communication. In particular, employees may violate this policy if they post inappropriate content on social media sites, or other internet sites, or engage in other harassing or intimidating conduct by electronic means. It is important to emphasize that this policy and its prohibitions apply at all times. As a result, employees may violate this policy even if they engage in conduct while “off duty” or not at work.

If offensive or inappropriate conduct relates to Sexual Misconduct, please refer to the College’s Sexual Misconduct & Title IX Policy and related procedures involving the Title IX Coordinators.

Equally important, the College will not tolerate any form of retaliation or adverse action against an employee because the employee makes a complaint under this policy or has engaged in conduct protected by law.

See the Complaint Process and Procedures for information on how to report concerns or to file a complaint.

4.19 Personal Relationships Policy

Upholding the equity and integrity of the College requires us to maintain professional relationships with students and avoid conflicts of interest between professional responsibilities and personal relationships. Employee-student relationships or interactions, violating the guidance below, even mutually-consenting ones, may interfere with a student's pursuit of learning and the fundamental integrity of the academic and workplace environment.

Virtually all College employees are, or can appear to be, in a position of power or authority, directly or indirectly, over students. Many students are at a stage in their development when they may be particularly vulnerable to the influence of employees who are in positions they believe can affect the terms and conditions of a student’s standing at the College.

Because of this, we prohibit romantic, sexual, and exploitative relationships between College employees and students. Reports of policy violations will be handled with as much confidentiality and sensitivity as possible subject to our obligation to investigate and determine appropriate action in response to the report.

If a student initiates inappropriate behavior toward an employee, that employee should promptly document the incident and report it to a supervisor or human resources.

This policy is intended to work alongside of, and in coordination with, other campus policies regarding appropriate conduct. In the event that any such relationship is reported and confirmed to be in violation of this policy, the employee is subject to reprimand or disciplinary procedures in accordance with the appropriate sections of the Faculty or Staff Handbook. Retaliation against individuals who report in good faith or participate in any investigation process is strictly prohibited.

Even consensual relationships can have unintended adverse effects on both the student and the educational environment of the College. In some cases, such a relationship can end unhappily or become problematic, resulting in allegations of other policy violations such as our sexual misconduct policies.

Some circumstances in which employees work with students can have the potential for the exploitation of students. For example, a work-study student should not be asked to perform services that go beyond the work-study assignment, e.g. child care or running personal errands. If an employee believes such a request may be appropriate, the employee must make clear that the student may decline such personal invitations without any adverse consequences. This is only permissible if the student agrees voluntarily, is offered and accepts a fair wage for services paid for by the employee, and one which bears no relationship to the continuation of, or the evaluation of, the work-study assignment.

There are exceptional circumstances in which the spouse or partner of a College employee takes classes and becomes a student at the College. This policy does not apply in such limited circumstances provided that the employee discloses the relationship to their supervisor or human resources and obtains approval based on the facts. Further, in its sole discretion, Roanoke College reserves the right to allow exceptions based on unusual circumstances, such as an established, consensual romantic involvement prior to hire. The President, in consultation with the Associate Vice President for Human Resources, is the administrative officer who determines whether an exceptional circumstance applies.