Personnel Policies Handbook For Supportive Operating Staff
- General
- Domestic Partner - Definition
- Benefits Required by Law
- Denison Benefits Authorized by Board of Trustees
- Educational Benefits for Employee's Dependents - General
- Tuition-Free Scholarship at Denison
- Tuition-Free Scholarship Cash Assistance Awards Elsewhere
- GLCA Tuition Exchange Program
- Employee Education
- Activity Cards
- Uniforms
- Safety Shoe Program
The staff benefit portion of Denison's total compensation program is divided into 2 categories: (1) those mandated by Local, State, or Federal legislation, and (2) those authorized by the Denison University Board of Trustees.
Programs under the authority of the Board of Trustees are subject to periodic review by the Board and may be amended at the Board's discretion. This provision recognizes, among other things, that financial and other circumstances over a period of years may make the continuation of certain portions of the programs either impractical or not in the general best interest of the University.
A domestic partner is a person who the employee has a sole relationship with, intends to remain in the relationship indefinitely, is of the same sex as the domestic partner, and neither the employee nor the domestic partner is married.
An employee wishing to designate a domestic partner must complete an Affidavit of Domestic Partnership, available in the Office of Human Resources.
Denison employees are covered under the Federal Social Security Program (FICA). Participation is required and a deduction required by law is made with a matching contribution by the University.
The Workers' Compensation Law of Ohio covers each employee of the University. This law covers medical expenses as well as certain losses of compensation resulting from work-related injuries or illnesses. Denison pays all premiums connected with this benefit. Any work related injury or illness must be reported immediately to your supervisor. Also see the section called “On-the-Job Accidents” .
An employee who is released from employment through no fault of his/her own may be eligible to receive unemployment compensation. Eligibility and the amount of compensation paid is determined by the Ohio Bureau of Employment Services. Denison pays the full cost of unemployment insurance.
- Comprehensive Health Insurance
- Group Life
- Accidental Death & Dismemberment
- Business Travel Accident Policy
- Long-term Disability Insurance
- Emeriti Retirement Health Solutions Program
- Core Retirement Plan
- Supplemental Retirement Annuity Option
- Dental Insurance
- Health Care Spending Account
- Dependant Care Spending Account
- Short Term Disability
- Adoption Assistance Program
- Emergency Assistance Program
Full-time employees, as defined in this handbook, are eligible for health insurance with cost sharing by Denison. Part-time employees working fifteen (15) or more hours per week may be covered by health insurance but have to pay the total premium.
Healthcare options and coverage information are available from the summary plan booklets available in the Office of Human Resources.
The Comprehensive Budget Reconciliation Act (COBRA) provides for continued participation in the group health plan for a limited number of months when there is a loss of coverage by the employee and/or dependents. The Office of Human Resources will provide information about this program. Please see the section called “When You Leave Denison” for information about health insurance after retirement.
This benefit is available to full-time employees as defined in this handbook. This is a term life insurance program; a benefit is payable only when death occurs. The benefit amount is 1.5 times budgeted salary. Denison pays the entire premium.
This benefit is available to full-time employees as defined in this handbook. This plan provides a death benefit and scheduled payments for dismemberment caused directly and inclusively by external and purely accidental means. The benefit amount is 1.5 times budgeted salary for accidental death. Denison pays the entire premium.
Full and part-time employees are covered under the Business Travel Accident policy.
Employees are covered for $200,000 in case of accidental death while traveling on Denison business. Denison pays the full premium for this benefit. Policy details are governed by the plan document.
This program provides a monthly income benefit in the case of total disability.
This benefit is available to active full-time employees as defined in this handbook. An employee must complete one year of service to be eligible, unless s/he qualifies for a waiver under the program. Rehired employees must complete one year of full-time service from their date of rehire. Denison pays the entire premium.
This benefit provides a tax-advantages program to invest and accumulate assets to help meet future retiree medical expenses for full time Supportive Operating Staff hired after June 30, 1993, through the Emeriti Retirement Health Solutions program. Eligibility for university contributions begins at age 40 and continues for up to 25 years. All full-time staff members, including staff hired prior to July 1, 1993, may make voluntary contributions beginning at age 21.
Employees regularly scheduled to work a minimum of 1000 hours per year, who are at least 21 years of age, and who have completed 12 consecutive months of service (unless employee meets waiver criteria), are eligible to participate in the University core retirement plan.
Denison contributes an amount equal to 10% of budgeted salary (15% of salary above social security base) for all employees who meet the above requirements. Employees have immediate vesting rights to the retirement contributions. Employees will be notified by the Office of Human Resources of their date of eligibility and enrollment procedures.
All members of the Supportive Operating Staff are eligible to participate in a tax-deferred (or tax- sheltered) annuity program on the first day of the month following the date of employment.
Under this option, staff members may, through a properly drawn salary reduction agreement, divert part of their salary on a tax-deferred basis to the purchase of supplemental retirement annuity benefits.
Two dental plans are available to full-time employees, either as part of their healthcare plan choice or as a voluntary plan. Part-time employees working at least 15 hours per week can enroll in one of the 2 programs as well and pay the entire premium.
Summary plan booklets are available in the Office of Human Resources.
Full and part-time employees are eligible to participate in the Health Care Spending Account.
Employees can direct part of their pay into the Health Care Spending Account. Employees do not pay federal, state or social security taxes on the amount of pay directed into this account. Employees reimburse themselves from this account for out-of-pocket healthcare, dental, or vision expenses. There is a 90-day waiting period from date of hire before participation can begin. Please refer to the summary plan description for further plan details, rules, and limitations.
Full and part-time employees are eligible to participate in the Dependent Care Spending Account.
Employees can direct up to $2,500 or $5,000, depending on their circumstances, from their pay into the Dependent Care Spending Account. Employees do not pay federal, state or social security taxes on the amount of pay directed into this account. Employees reimburse themselves from this account for childcare or elder care expenses. Please refer to the summary plan description for further plan details, rules, and limitations.
A voluntary short-term disability plan, administered by AFLAC, is made available to full-time support staff.
This plan provides partial salary continuation in the event of sickness or accident. Employees pay the full cost of this plan. An AFLAC representative is available to meet with interested employees to discuss the various short-term disability plan options.
The adoption assistance program, effective January 1, 2000, pays, upon finalization of a legal adoption, up to $5,000 per adopted child to eligible faculty and staff for adoption related expenses.
Any full-time, continuing faculty or staff member is eligible for this program. If both adoptive parents are university employees, the benefit maximum may not exceed $5,000 per child. Adoption children must be under 18 years of age. They may not be biologically related to either parent. Adoptions made through public, private, domestic, international and independent means are eligible.
For further details, please see the complete policy on file in the Office of Human Resources.
The Emergency Assistance Program exists to provide, when needed, interim assistance between short-term sickness or injury and eligibility for benefits under the long-term disability insurance program. The program provides emergency financial assistance in the form of a grant to full-time members of the Supportive Operating Staff in situations where Acts of God [1] , extended illness [2] , and other catastrophic events result in a loss of work beyond sick leave and vacation time available, including the possibility of donated leave under the leave donation program. Assistance is limited to expenses not covered by insurance programs offered by Denison University. This program is not intended to provide assistance in cases resulting from disciplinary action or any reduction in the workforce.
The maximum of any grant shall not exceed sixty (60) percent of the regular and budgeted weekly salary for a member of the Supportive Operating Staff up to a maximum period of 180 days inclusive of available sick leave days and vacation [3] . Funds payable under the grant are not guaranteed but rather are based on the level of normal financial need.
The Director of Human Resources is responsible for the administration of the program.
All full-time members of the Supportive Operating Staff who have completed one (1) year of continuous service prior to any emergency are eligible for Emergency Assistance.
Members of the Supportive Operating Staff may apply for assistance under the program by filing a request with the Director of Human Resources. The request must include a description of the emergency and a statement indicating that the loss of work has created a financial hardship. Information submitted to the Director shall be confidential. However, the Director will apprise the individual's department head about the request to verify the emergency situation and to determine the level of support for the request. The Director is responsible for determining the need and size of the grant and making a recommendation to the Vice President for Finance and Management. Factors used in determining the level of the grant include length of service, use of sick leave, need and the length of the anticipated leave of absence required.
The Board of Trustees of Denison University has made available to spouses, domestic partners, and dependent children of full-time employees, as defined on the section called “Definition Of Supportive Operating Staff” of the the section called “Definition Of Supportive Operating Staff” , an educational assistance program.
Dependent children for this benefit are defined as son, daughter, stepson, stepdaughter, legally adopted child of employee, or foster child (living with the employee the entire year and providing the employee has been declared legal guardian and is providing 50% support). Unless a decree of divorce, decree of dissolution of marriage, decree of separate maintenance, or the law provides to the contrary, dependent children must be claimed as dependents on the employee's federal income tax return.
A spouse is defined as the person to whom an employee is legally married according to Ohio law. A domestic partner must be documented through an affidavit of domestic partnership available in the Office of Human Resources.
A child receives benefits for eight (8) semesters or twelve (12) academic quarters. The program applies only toward undergraduate studies at four-year accredited colleges or universities offering Bachelor's Degrees. The program terminates upon separation from Denison except in the case of the death or total disability of an employee who has been employed on a full-time continuous basis for seven (7) years or longer and meets other program requirements. Eligibility also continues for employees who retire under the terms of one of Denison's official retirement plans. Contact the Office of Human Resources for details.
Spouses, domestic partners, and children of full-time employees, with no limit on the number of children, are eligible for full tuition remission at Denison.
The following conditions apply:
-
Children are eligible after the staff member has completed one (1) year of continuous full-time employment immediately prior to the beginning of the academic semester of the child's enrollment at Denison.
-
A rehired employee must complete one year of continuous full-time employment from the date of rehire.
-
Admission to Denison is not guaranteed for dependents. They must meet normal university admission standards. While this is the case, dependent children will be given full and careful consideration.
-
All students attending Denison under the provisions of this program are subject to the normal academic and administrative regulations of the University.
-
Spouses and domestic partners are eligible after the employee has completed the 90-day introductory period.
-
A spouse or domestic partner that does not have a baccalaureate degree shall receive the tuition scholarship for no more than the equivalent of eight (8) semesters.
-
A spouse or domestic partner that has a degree shall be eligible to take one course per semester on a space available basis, either for credit or audit, for no more than eight (8) semesters. Under unusual circumstances, the staff member may petition to waive the one course limitation for a spouse or domestic partner.
This program applies to employees' children in attendance at schools other than Denison.
To be eligible for this benefit, an employee must be(see definition of Supportive Operating Staff), with the salary or wages funded from the University's Operating Budget and have completed two (2) years of continuous full-time employment. A rehired employee must complete the two years of continuous full-time employment from the date of rehire.
Staff members, who were on the Denison payroll prior to February 1, 1974, have a benefit equal to the direct tuition costs, exclusive of any fees, of the admitting college or of Denison, whichever is less.
Staff members on the payroll February 1, 1974, or later receive a four-year benefit not to exceed $3,000 per year or a total of $12,000 over eight (8) semesters or twelve (12) quarters to be applied against tuition of the admitting college or university. The sum of the tuition benefit and any other financial aid specifically designated for tuition only (excluding loans and work) may not exceed the tuition charges of the institution attended.
Dependent children of employees who have completed one (1) calendar year of continuous full-time employment, as defined on the section called “Definition Of Supportive Operating Staff” of the the section called “Definition Of Supportive Operating Staff”, immediately prior to the beginning of the academic year of the child's college enrollment are eligible to participate in the GLCA Tuition Exchange Program.
Standard admission procedures apply. The eligible institutions participating in the GLCA Exchange are: Albion College, Antioch College, Beloit College, DePauw University, Earlham College, Grinnell College, Hope College, Kalamazoo College, Kenyon College, Oberlin College, Ohio Wesleyan University, Wabash College and The College of Wooster. An updated list is maintained in the Office of Human Resources.
Tuition remission may not include tuition for off-campus study programs, sponsored either by GLCA, ACM, or individually by the college the student is attending. Participating students should check with appropriate officials at the college they are attending to determine which fees and off-campus program may be covered by tuition remission.
Denison University does not pay fees for abroad/off-campus programs with the exception of the Denison sponsored Oak Ridge program.
For further information regarding the tuition exchange program, contact the Director of Human Resources.
Full-time supportive operating staff employees, as defined on the section called “Definition Of Supportive Operating Staff” of the the section called “Definition Of Supportive Operating Staff”, may take two academic courses per semester at Denison for credit or audit on a space available basis after successful completion of the ninety (90) day introductory period.
The first course may be taken during the staff member's normal working hours; however, time away from the job must be made up by adjusting the work schedule as appropriate. The second course must be taken outside the regular work schedule (i.e. 8:30 am to 4:30 p.m.). The lunch period is part of the regular work schedule and therefore cannot be used to take a second course. However, if an employee reaches a point of having earned 111 credit hours (16 short of satisfying graduation requirements) then s/he may take up to 2 courses each semester even if both courses fall within the 8:30 am to 4:30 pm normal office hours of the college. This exception is limited to one year and provides employees with a special level of support in recognition of his/her commitment to earning a degree.
A special approval procedure is required for directed study courses. The Registrar's Advisory Board must approve directed study courses for employees. Fundamentally, the employee education benefit is offered on a space available basis and is not meant to add to the workload of the faculty. A directed study course for employees is possible under unusual circumstances but is discouraged. Employees seeking to take a directed study course need to send a written request to the Office of Human Resources for review by the Registrar's Advisory Board.
Part-time supportive operating staff employees may take one course per semester at Denison after successful completion of the ninety (90) day introductory period. Part-time employees are required to take this course outside of their regularly scheduled working hours.
Regular admission procedures apply, and prior approval by the department head is necessary. All classes must be registered with the Registrar's office.
Off-campus or continuing education to become better qualified to perform your duties is recognized as part of your growth at Denison. Every effort is made to assist the employee in participating in such training. Tuition only is refunded to employees upon satisfactory completion of prior approved courses of study. Only tuition is refunded; Denison does not pay for all other charges. Courses must be work-related and taken at approved institutions of learning. Time lost in attendance at off-campus training programs must be made up by adjustments in the work schedule. Overtime pay is not authorized for education or training programs.
Employees interested in this benefit should discuss it in detail with their supervisor and the Director or Associate Director of Human Resources prior to enrollment.
The Faculty/Staff Picture Identification Card is issued at the time of employment for the exclusive use of the employee, spouse/guest, domestic partner, and children through age 18 or age 22 if a full-time student. This card serves a dual purpose as an activity card and identification for Denison staff members.
This card enables the holder to attend, without charge, home athletic events. Presentation of this card is required when using the automated library circulation system and all athletic facilities, including swimming and the weight room. The Vail Arts Series, various lectures and theater presentations are also open to employees. There may be a charge for some events. The card provides access to Denison Dollars and Big Red accounts. These are prepaid cash accounts that allow employees to use their card to make purchases in dining facilities and the Bookstore.
The card must be returned when the employee's association with Denison ends. Retirees may retain their card and are eligible to retain the privileges of an active employee.
Certain positions at Denison require special uniforms or clothing
Denison purchases and supplies these items of clothing at no charge to the employee. Required uniforms or clothing must be worn while working unless the department head has made other provisions. All such items must be returned to Denison upon termination of employment
Non-office personnel working in the physical plant, residence halls and other areas where potential foot injury could occur are required to wear a substantial work shoe. In some instances, a supervisor may require safety shoes (steel toe) to be worn. Denison participates in a safety shoe cost reimbursement program. Information is available in the Office of Human Resources or from your supervisor.