Policies and Procedures

AIDS

No student, faculty or staff member of Whitman College who has been diagnosed as having AIDS, or who has tested positive for the HIV antibody, will be denied any right normally enjoyed by members of the College community. The College will make all of its Counseling and Health Services available to a student, faculty or staff member diagnosed with AIDS and will encourage such a student, faculty or staff member to receive ongoing medical attention. Exceptions to this policy may be made by the Director of the Health Center, or the Director of the Counseling Center, with the consent of the Dean of Students — on a case-by-case basis and in full consultation with the patient — for example, where an AIDS patient endangers other people through sexual contact, or where an AIDS patient is exposed to unusual health hazards.

All College offices and staff who have information that might lead to the identity of an AIDS patient are required to maintain the confidentiality of that patient. No specific or detailed information concerning complaints or diagnosis will be provided to anyone without the expressed written permission of the patient in each case.

The Dean of Students is responsible for implementing an ongoing educational program for students, which has as its goal informing students of recent knowledge concerning transmission and treatment of the disease in order to prevent the spread of the virus. The Director of Administrative Services has the same responsibility for College faculty and staff.

The Dean of Students will periodically convene a standing committee to review this statement to ensure that the policy and guidelines are appropriate as new information concerning AIDS becomes available.

Alcohol Policy for Campus Events

There shall be no drinking of alcoholic beverages and no open containers in public places on the College campus, except at College sponsored events. A College sponsored event is one that uses College funds and/or that is on College property. College houses rented by faculty and staff are exempt. Alcoholic beverages may be served on an event by event basis under the following conditions:

  1. A college faculty or staff member assumes responsibility for the event and agrees to be present for its duration.
  2. The faculty or staff member responsible for the event obtains the appropriate liquor permits:
    • Special Occasion License - required for any event where alcohol is to be sold except as noted below. Bon Appetit must be used to serve the alcohol. Appropriate foods must be served by Bon Appetit. Allow 30 days for the application process. Application is made at a State Liquor Store.
    • Banquet Permits - required for events with 50 or more people and where alcohol is served but not sold. Tickets may be used to limit the number of drinks served each individual. Application is made at a State Liquor Store. Employees coordinating the function should complete the application as a representative of Whitman College. Food must be served.
    • Private Functions - no permits are required at private functions, which are individually hosted College social events of less than 50 guests. Food must be served. No one under the age of 21 may be served alcohol.
       
  3. Faculty and staff may host private functions at their homes to which students are invited. The College strongly encourages such events to be alcohol free. If alcohol is served, it is recommended that it be done so on a BYOB basis. No one under 21 should be served. Faculty and staff present should be role models for responsible drinking.
  4. Functions which are held at restaurants or other business establishments licensed to serve alcohol do not require special permits.
  5. The use of alcoholic beverages will be in full compliance with the Washington State Law.

Washington State Law

It is unlawful for any person under the age of twenty-one to acquire or have in his possession or consume any liquor except that given to him by his parents or guardian or administered by his physician or dentist for medical purposes. It is a violation of the State Liquor Act punishable by a minimum fine of $250 or imprisonment, or both, for any person under the age of twenty-one to purchase alcoholic liquors or to enter or remain on the premises of any establishment licensed to sell liquors at retail. The sale of alcoholic liquor to a minor is a felony and the giving or supplying of alcoholic liquor to any person under the age of twenty-one, either for his own use or for the use of any other person for consumption on the premises or anywhere else, is a misdemeanor. The misrepresentation of age and the use of false or forged documents to obtain alcoholic beverages are punishable by a minimum fine of $2,500.

Background Checks

Whitman College recognizes the importance of maintaining a safe campus with employees who are honest, well qualified for their positions, and who do not present a risk of harm to members of the College community.  For this reason, Whitman College may perform background checks for new hires and internal promotions. The areas covered by the background check will vary from job to job depending upon access to financial records, contact with students, etc. The candidate will provide written authorization for the background check, as part of the employment application or via a separate form. Candidates can request a free copy of the background check.

Applicants who decline to submit to an appropriate background check as defined by the Director of HR or who fail to provide required information will be denied employment. Results from the background check are considered in terms of the duties of the position.  If the results are not satisfactory, the Director of HR will review the facts with the appropriate Budget Officer, including the relevance of any crime to the employee’s current position or the position for which the candidate has submitted an application, along with to any evidence of providing false information to the College, before determining the appropriate outcome.  In all matters, the College will proceed with background checks in accordance with current applicable federal and state law.

College Closures

Occasionally the College is closed due to power outages, weather conditions, or to allow staff to go home early before a major holiday. Department phone coverage may be required during some of these closures. In the event of a college closure, all staff actively at work will be given credit for a full day of work. Staff who are absent due to vacation or sick leave will have this time charged to their vacation or sick leave balances.

Conflict of Interest

This code of conflict of interest provides a guide to the officers and other employees of Whitman College who are authorized to make decisions regarding the use of College resources. These representatives are all members of the faculty and staff having such authority.

The College has many obligations to others. One of the most important is to maintain the highest ethical standards in all the associations and activities with outsiders that take place on its behalf. A high degree of personal responsibility, integrity and the exercise of judgment on the part of College representatives is needed. It is essential that all College representatives conduct business in a manner that will withstand sharp scrutiny. The best way to ensure propriety and to avoid any semblance of wrongdoing is for all College representatives to follow a practice of full prior disclosure in writing of any association, relationship, business arrangement or circumstance that might suggest to disinterested and objective investigators that decisions were made contrary to the best interests of the College and for personal gain or the gain of family, close friends or business associates. All such prior disclosures should be done through organizational channels to the appropriate superior or Dean.

If a College representative is instructed by a superior to perform any act about which the representative has any ethical or moral questions, it is his or her responsibility to call such doubts to the attention of the superior and request that the matter be taken up with higher authority.

Although it is not practical to enumerate all situations that might involve questions of ethical conduct or conflict of interest, the following examples are situations that are considered to be in conflict with College interest or a violation of trust:

  1. Use of College Resources. For a college representative to make unauthorized use of any college resources, including the services of College employees, for his or her own personal benefit.
  2. Compliance with Rules. For a College representative to fail to comply with any rules, regulations or standards applicable.
  3. Disclosure of Confidential Information. For a College representative, without proper authority, to give or release to anyone not authorized to receive such information, any data of a confidential nature through one’s employment.
  4. Acceptance of Gifts. For a College representative or any dependent member of his or her family to accept from any organization or person doing or seeking to do business with the College a loan or a gift or favor of more than nominal value. This paragraph should not be deemed to prohibit normal loans made in the ordinary course of business from banks or financial institutions that may have or expect to have business relations with the College.
  5. Provision of Gifts. For a College representative or any dependent member of his or her family to provide a gift or favor of more than nominal value to any organization or person doing or seeking to do business with the College.
  6. Interest in Supplier. For a College representative or any dependent member of his or her family to have an interest in any organization that has, or is seeking to have, business dealings with the College where this is an opportunity for preferential treatment to be given or received except (a) with the knowledge and written consent of the President or the President’s designee, or (b) in any case where such an interest comprises securities in widely held corporations that are quoted and sold on the open market, or in private corporations where the interest is not material.
  7. Competition with College. For a College representative, directly or through a corporation in which he or she has a substantial interest, to engage in any other enterprise for remuneration when the activity is in direct competition with the College, except with the knowledge and written consent of the President or the President’s designee.
  8. Employment by Supplier. For a College representative to serve as an officer or director of, or as a consultant to, or to be otherwise employed by any company doing or seeking to do business with the College except with the knowledge and written consent of the President or the President’s designee.

Drug-Free Workplace

It is the policy of Whitman College that the workplace is to be free from illegal use, possession or distribution of controlled substances. This will enable each faculty and staff member to perform his or her work in a safe, conscientious and effective manner and that they will be free from the effects of drugs. To insure this:

  1. Any faculty or staff member is strictly prohibited from the manufacture, sale, possession or use in the workplace of a controlled substance or drug not medically authorized.
  2. A faculty or staff member will be required to report his/her criminal drug statute conviction for a violation occurring in the workplace to his/her immediate supervisor within five (5) days after such conviction. The supervisor must immediately notify the College Officer responsible for the particular work area, who in turn will notify the Director of Administrative Services.

Violations of the Drug Abuse Policy May Result in Termination

Whitman College takes its commitment to provide a drug-free working environment seriously. Any faculty or staff members who suspect they might have a drug (or substance) abuse problem are encouraged to seek assistance through their own efforts before the problem affects their status with the College. To comply with the Federal Drug-Free Workplace Act of 1988, the College’s Human Resources Office maintains a list of agencies which provide rehabilitative and counseling services. Any contact will be held in strictest confidence.

Grievance Procedure

Employees who feel that their termination was not in compliance with the law or established College policies may seek to resolve the matter through the following means:

The complainant should first discuss the matter with the appropriate budget officer within 10 days of the termination. If the matter is not resolved, the complainant may ask the President to review the issue. If the President wishes, the matter may be referred to a grievance committee. The complainant should then provide a written summary of the grievance to the committee. The committee shall meet within 10 days to review the matter and make appropriate inquiries. The committee shall present a written summary of their findings and recommendations to the President as soon as is possible. The President shall then make a final decision.

Nondiscrimination Statement 

Whitman College has a strong commitment to the principle of nondiscrimination. In its admission and employment practices, administration of educational policies, scholarship and loan programs, and athletic and other school-administered programs, Whitman College does not discriminate on the basis of race, color, sex, gender, religion, age, marital status, national origin, disability, veteran's status, sexual orientation, gender identity, or any other basis prohibited by applicable federal, state, or local laws.

Personal Property

The College is not responsible for personal property of employees which is kept on campus.

Personnel Records

Staff may inspect their personnel file in the Human Resources Office. You may supplement or clarify information in the file which you believe to be inaccurate by providing a statement in writing.

Typically, your personnel file will contain your original application and appointment letter, a personnel record listing personal information and employment history at Whitman College, annual salary letters, certificates of special training, orientation and annual performance appraisals, and other performance related materials.

Reasonable Accommodation for Employees (revised 11/08)

Whitman College does not discriminate against qualified individuals with a disability in our employment practices. Qualified individuals with a disability may request reasonable accommodation to enable them to perform the essential functions of their job.

An individual with a disability should notify their supervisor or the Director of Human Resources what accommodation s/he requires. The individual may be asked to provide written documentation from a doctor, psychologist, rehabilitation counselor, occupational or physical therapist, independent living specialist, or other professional with knowledge of the person's functional limitations. All information will be held in confidence.

The Director of Human Resources, in consultation with the supervisor, will identify a reasonable accommodation through the following process:

  1. Review the job description for the particular job involved. Analyze its purpose and its essential functions.
  2. Consult with the individual and appropriate professionals to find out his or her specific physical or mental abilities and limitations as they relate to the essential job functions.
  3. In consultation with the individual, identify potential accommodations and assess how effective each would be in enabling the individual to perform essential job functions.
  4. If there are several effective accommodations that would provide an equal employment opportunity, the College will consider the preference of the individual with a disability and select the accommodation that best serves the needs of the individual and the College. In determining which accommodation to offer, the College will consider the following factors:
    1. The cost of the accommodation and whether it would pose an undue hardship on the College.
    2. The impact of the accommodation on the operation of the department making the accommodation.
The appropriate budget officer will be consulted before offering an accommodation to the individual with a disability. If the individual is not satisfied with the accommodation offer, s/he may request the budget officer to convene an ADA Grievance Committee for the purpose of an informal but thorough investigation of the concern based on the disability. If differences cannot be resolved through informal procedures at the institutional level, the employee may contact the Office of Civil Rights, the Department of Justice, or the Washington State Human Rights Commission. Washington State Human Rights Commission 1-800-662-2755Office of the ADA, Civil Rights Division U.S. Department of Justice: (202) 514-0301 (voice), (202) 514 - 6193 (TDD) .

Records Retention

 

 

Records

 

 

Law


 Law Requirement

 
HR Office Retention Requirements Policy

Resume/

Applications


Age Discrimination in Employment Act (ADEA)

Americans with Disabilities Act (ADA)

Civil Rights Act of 1964

- 1 year -

- 1 year -

Personnel

Records


ADEA

Davis Bacon Act Service Contract

Walsh Healy Public Contracts Act

Equal Pay Act

Rehabilitation Act of 1973

 

- 3 years -

 


- 4 years -

(keeping LTD, retiree medical, historical files)

INS Form: I-9

Immigration Reform & Control Act (IRCA)


3 years after date of hire OR 1 year after date of termination, whichever is later


3 years after termination

Safety Statement

The College is concerned about the safety of employees. The College’s goal is to provide safe work areas, equipment and materials. To protect their own and other’s safety, all employees are expected to observe safety rules and report any unsafe condition to the Safety Coordinator. Safety rules are made to protect workers from injury, both individually and collectively. Deviations will not be permitted for expediency. A training program will be established in your area if you work with hazardous chemicals. The Safety Coordinator will provide other educational programs for faculty, students, and staff to ensure a safe work environment.

Sexual Harassment Policy

A. Introduction

Whitman College is committed to providing the best possible environment for carrying out its educational mission.  An essential component of this environment is an atmosphere in which all members of the College community have an equal opportunity to work, to learn and to grow; and the College therefore condemns any conduct, overt or covert, which interferes with the ability of any individual or group to pursue these tasks.  In particular, the College condemns any conduct by members of the College community which reslts in the abuse, harassment, or intimidation of other members of this community on the basis or race, ethnic origin, creed, gender, or sexual orientation.  

The particular concern of the following code is sexual harassment. Because students are in many ways the most vulnerable members of our community, the College is especially concerned to protect the safety, self-respect, and autonomy of its students. At the same time, any member of the College community (faculty, staff, or student) who is threatened by sexual harassment is liable to be harmed in mind, body or performance, and anyone who engages in such harassment is violating the College’s ethical standards. Sexual harassment is also against the law.

B. Definition

We have adopted the Equal Employment Opportunity Commission (EEOC) definition of sexual harassment, with a few modifications appropriate to an academic environment. According to this definition sexual harassment includes:

Unwelcome verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with an individual’s academic or work performance or creating an intimidating, hostile, or offensive academic or work environment.

In this context, sexual harassment occurs when unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature are made either explicitly or implicitly a term or condition of an individual’s education or employment or when submission to or rejection of such conduct by an individual(s) is used as a basis for employment or educational decisions.

Sexual harassment may also include a category of behavior frequently called "gender harassment." These behaviors include irrelevant or clearly stereotyped comments, references, gestures, or other ways of calling attention to the gender or sexual preference of individuals or groups which may reasonably be interpreted as denigratory and have evidently nothing to do with the current business of the academic setting.

In determining whether specific conduct constitutes sexual harassment the totality of the circumstances, the nature of the actions, and the context in which the alleged incidents occurred must be investigated and considered. To further clarify, the following is a list (not necessarily comprehensive) of representative types of actions that, given the right set of circumstances, meet the EEOC guidelines and would be considered forms of sexual harassment by Whitman College.

Sexual comments

Sexual remarks or sexual innuendo about the female/male mind or anatomy which are unrelated to the teaching process or other proper and current college activities. Sexual innuendo.

Undue attention

Uninvited flirtation; or uninvited letters, telephone calls, etc. of a sexual nature; or gifts that continue to be received after the individual is made aware that the contacts are unwanted. (See Note below.)

Visual sexual displays

Sexually explicit or suggestive materials in the classroom, workplace, or other public places, including "pinups" or sexually degrading posters or cartoons, which are unrelated to the teaching process or other proper and current college activities.

Body language

Sexual gestures or sexually suggestive looks (e.g., constant leering or ogling) that continue after the individual is made aware that the behavior is unwanted. (See Note below.)

Physical advances

Unwelcome and deliberate touching of another person’s body. Provocative touching (in inappropriate circumstances) that does not stop when the individual is made aware that the behavior is unwanted. (See Note below.)

Sexual bribery

Demands for or offers of sexual favors in return for grades, hiring, promotion, increases in salary, tenure. Sexual invitations which include or strongly imply rewards for complying and/or threats of punishment for refusing.

Invitations

Invitations for dates or sexual encounters (even with no quid pro quo implied or stated) which do not stop when the response is negative. (See Note below.)

(Note: In most cases, sexual harassment occurs when the individual refuses to take "No" for an answer. However, the ability of the victim to say "No" may be limited by several factors, such as socialization, the relative power imbalance between the individuals, or the effect of intoxicants. In short, not saying "No" does not necessarily mean "Yes." Some cases, like sexual bribery, are unacceptable in all situations.)

In determining whether specific conduct constitutes sexual harassment, the totality of the circumstances, the nature of the harassment, and the context in which the alleged incidents occurred must be investigated and considered.

C. Administration

The following personnel shall be charged with administering the college policy on sexual harassment:

1. Sexual Harassment Officer

  1. The College President shall designate a Sexual Harassment Officer (SHO) who shall be a member of the College staff or faculty.
  2. The College shall provide training opportunities for the SHO annually.
  3. The SHO shall, with the three members of the College Council on Interpersonal Relations (CCIR), be available to consult with complainants within the Informal Procedure as outlined in this document.
  4. The SHO shall represent the College in the Formal and the Appeal Procedures.
  5. The SHO shall serve as an ex-officio member of the CCIR.
  6. The SHO shall file all written documents and administer the security of all past and present documents related to Informal, Formal and Appeal procedures.

2. College Council on Interpersonal Relations

  1. The CCIR shall consist of three members appointed by the College President: one from the Student Services staff, one from the Faculty and one from the Administrative Staff. These shall be persons known to have the trust of their constituencies and shall be chosen for their sensitivity and discretion. The composition of the CCIR shall be mixed in gender.
  2. Members of the CCIR shall be appointed for staggered three-year terms and may be reappointed to successive terms.
  3. The SHO shall be an ex-officio member of the CCIR and shall provide training for the CCIR annually.
  4. Each member of the CCIR, together with the SHO, shall be available to consult with complainants within the Informal Procedure as outlined in this procedure.
  5. When necessary and appropriate, a CCIR member involved in an Informal Procedure may, with the permission of the complainant, consult with the SHO.
  6. The CCIR shall facilitate and review an educational program annually, informing members of the College community about the definitions and interpretations of sexual harassment and about procedures for initiating complaints, informal and formal processes and appeals.
  7. The CCIR shall review this document periodically in consultation with the appropriate College personnel.
  8. The names of the SHO and the members of the CCIR will be widely published: listed in student handbooks and in memoranda to faculty, administrative staff; included in orientation programs for faculty, students, and administrative staff; and made known in other appropriate ways.

3. Hearing Boards

  1. When an accused member of the college community wishes to appeal a decision reached in a formal hearing, a hearing board shall be named according to the following procedure:
    1. Accused faculty member:
      • Two most senior male full professors;
      • Two most senior female full professors;
      • One most junior male associate professor;
      • One most junior female associate professor;
      • One most junior full professor
    2. Accused staff member:
      • Two most senior male exempt staff members;
      • Two most senior female exempt staff members;
      • One most junior exempt staff member;
      • One most senior male non-exempt staff member;
      • One most senior female non-exempt staff member
    3. Accused student:
      • One most senior student services male staff member;
      • One most senior student services female staff member;
      • One most junior male full professor;
      • One most junior female full professor;
      • Two senior residents, drawn at random, one male and one female;
      • ASWC president
  2. Each of the hearing boards shall consist of seven members. In the event of an anticipated or actual conflict of interest, the next eligible person in that category shall be named to the hearing board.

D. Procedures in Cases of Sexual Harassment

  1. Complaints may be brought by any member of the Whitman community. Alumni, former students, and former employees are considered members of the Whitman community for this purpose. It is recognized that some individuals will not feel that it is safe to talk about their experiences with harassment until they are no longer in vulnerable position. Complaints will not be pursued when more than three years have elapsed following the alleged incident.
  2. At any point during the informal or formal proceedings any of the parties involved may choose to be accompanied by an adviser. This person must be a member of the Whitman community. All parties are free to consult with an attorney, if they choose to do so, but the College’s investigations, disciplinary hearings, and appeal processes are not legal proceedings and attorneys may not be present or participate.
  3. This code prohibits retaliation by the accused against individuals who have filed complaints of sexual harassment, even if insufficient evidence is found to support the complaint. Reprisals will be prosecuted vigorously.
  4. At the same time, it should be understood that false accusations, whether malicious or fanciful, have serious far-reaching effects. A deliberate false accusation will be regarded as a very serious matter subject to severe disciplinary action.
  5. In those cases in which the SHO believes that there may be a threat of serious physical or mental danger to the complainant or to others, he or she shall consult with the relevant Dean and with the President immediately. In such a situation the President has the authority to suspend the individual immediately (with pay, if the accused is an employee) until the matter has been investigated and resolved.
  6. If the SHO becomes aware of multiple reports of harassment involving a specific individual, the SHO may undertake an investigation even if he or she has not been approached by a complainant. In such a case, the SHO shall proceed with great delicacy and tact. If the preliminary investigation demonstrates that a further proceeding seems necessary, the SHO shall approach the apparent victims and ask if they wish to initiate a complaint. If the preliminary investigation indicates that there is no evidence that harassment has taken place, all written records regarding the investigation will be destroyed immediately.
  7. All written records pertaining to the case (and any subsequent appeal) shall be kept permanently in a confidential file in a secure location determined by the President. Only the SHO will have access to the files.
  8. At all times throughout the procedures outlined below confidentiality will be preserved carefully whenever appropriate.
  9. Throughout any investigations by the CCIR or by the SHO the accused person(s) will be expected to respond to requests for information, interviews etc. in a prompt and timely manner.
  10. Following the filing of a written complaint the informal process shall be completed in 14 days; and the appeal process shall be completed in 10 days: all exclusive of College Holidays.

E. Informal Procedure

Every person in the College community has a right and is encouraged to seek redress for a perceived grievance related to sexual harassment. However, past experience of academic institutions suggests that many such grievances can be resolved without resort to a formal investigation. Therefore, this section outlines a series of steps which are to be followed in an attempt to reach a satisfactory resolution when an individual chooses not to follow formal grievance procedures immediately.

  1. The complainant meets with the SHO or with one of the three members of the CCIR. This initial discussion is informal and confidential and during the course of the conversation both the complainant and the SHO (or member of the CCIR) decide whether to proceed with the complaint. The SHO (or member of the CCIR) discusses the options with the complainant and keeps a brief written record of the conversation. If both parties decide to proceed with the complaint, the complainant fills out a brief written complaint form.
  2. The SHO or member of the CCIR investigates the complaint, talking individually with all parties involved, and may attempt mediation, education, or other appropriate solution.
  3. In dealing with the alleged offender, the SHO or member of the CCIR may initially offer information and advice, attempting to resolve the case without confrontation or revealing the complainant’s identity.
  4. If the nature of the case permits and the complainant feels able to do so, he or she may be encouraged to speak or write directly to the alleged offender (or offenders: the use of the singular hereafter is not intended to preclude the possibility of a complaint against more than one person) and explain the circumstances with the aim of resolving the issue. If this step is tried and does not lead to a satisfactory resolution, the complainant should return to the SHO or member of the CCIR for advice and further mediation.
  5. When mediation seems the appropriate procedure, the complainant’s identity must be revealed but confidentiality shall be maintained insofar as possible.
  6. At any time the complainant may choose to initiate formal procedures, to continue informal procedures, or to withdraw the complaint.
  7. The SHO or the member of the CCIR will keep written records which shall be kept permanently on file.

F. Formal Procedure

  1. The complainant submits a detailed complaint, in writing, to the SHO.
  2. Once the complaint has been filed and accepted by the SHO, the complainant shall be considered solely as a witness in an investigation by the College into the possibility of behavior which is considered unacceptable according to College standards and policies.
  3. The SHO, along with one member of the CCIR (the faculty member if the charge involves a faculty member, the Administrative staff member if the charge involves a member of the Administration, or the Student Services member if the charge involves a student), shall investigate, meeting with all parties involved and ensuring that the accused has an opportunity to see and respond to all statements made against him or her.
  4. The SHO shall also follow up on reports of other alleged instances of harassment involving the same individual if these seem germane to the case.
  5. If the SHO is convinced that no harassment has taken place, the matter will stop at this point and the immediate parties shall receive written notification that the case will proceed no further. The SHO shall make a written report on the results of the investigation and the reasons for concluding that the matter should go no further. This report, with other relevant information, shall be kept on file permanently.
  6. If the SHO is convinced that harassment has occurred, he or she will prepare a complete report including his or her findings, the statements of the accused party as well as the other witnesses, and the conclusions about the nature and seriousness of the harassment which has taken place.
  7. The SHO shall complete the investigation within 14 days (excluding holidays). The SHO shall expect prompt compliance from all parties involved.
  8. This report shall be submitted to the appropriate Dean or Budget Officer, who shall review the evidence and, if necessary, request additional information.
    1. If the alleged harasser is a student, the report shall be given to the Dean of Students.
    2. If the alleged harasser is a faculty member, the report shall be given to the Dean of Faculty.
    3. If the alleged harasser is a staff member, the report shall be given to the relevant Budget Officer.
  9. The Dean or Budget Officer shall make a determination about whether or not harassment has taken place and the nature of that harassment.
  10. After making a determination about the facts of the case, the Dean or Budget Officer will determine an appropriate sanction. This sanction may include any of the following: oral reprimand, written reprimand, transfer to a different area, counseling, probation, dismissal, suspension, or demotion.
  11. The Dean or Budget Officer will inform the President of the finding in the case and of the proposed disciplinary action, if relevant.
  12. If the President has questions or concerns about the case, he or she may ask the Dean or Budget Officer to obtain new information or to reconsider the case.
  13. After the President has concurred in the outcome of the case, the Dean or Budget Officer shall inform the accused of the decision in writing.

G. Appeal Procedures

  1. If the individual(s) found guilty of harassment wishes to appeal the College’s disciplinary action, he/she or they may request that a hearing be held to review the decision of the Dean or Budget Officer. Ordinarily, such an appeal will be possibly only if the individual(s) involved can present new evidence not previously considered or evidence of procedural violations during the informal or formal procedures.
  2. The individual(s) found guilty of harassment must request an appeal in writing to the President within ten working days of being informed of the outcome of the case.
  3. The President shall convene the Hearing Board appropriate to the case, as defined in Section C, above. The member of the Hearing Board with the longest service to the College shall serve as the Chair of the Hearing Board.
  4. The Hearing Board shall review the written evidence in the case, and shall interview witnesses as they deem necessary, and shall consider the proposed disciplinary action in relation to the evidence provided. At the end of their deliberations they will submit a written recommendation to the President regarding the proposed disciplinary action.
  5. The Hearing Board shall complete its deliberations within 10 days of the date of the receipt of request for the appeal exclusive of College Holidays.
  6. The President shall review these conclusions and recommendations before reaching a final decision in the case.

Smoking Policy Revised 12/8/05

It is the policy of Whitman College that students, faculty, staff, and visitors to the campus are entitled to live, study, and work in areas that are free of tobacco smoke. In accordance with this policy and Washington State law, smoking is prohibited inside any building on the Whitman College campus and is prohibited within 25 feet of any entrance, exit, window, or ventilation intake of any Whitman College campus building.

 

Staff Employee Relations Complaint Procedure

Whitman College is committed to maintaining a productive and harmonious work environment for all employees. When employee relations problems or conflicts arise, a staff member  is encouraged to attempt to resolve the matter informally with those directly involved in the matter.  Many employee relations problems can be resolved through respectful communications between the interested parties.  However, the College understands there may be situations that cannot be reconciled informally or where the complaining staff member does not feel comfortable confronting the persons who are the source of the real or perceived employee relations problem.  Therefore, the College provides the staff several avenues of internal reporting so employee relations conflicts may be promptly investigated and resolved.

Complaint Procedure

If the staff member cannot resolve the matter informally, then he/she is encouraged to immediately report employee relations problems, conflict, or disputes to their immediate supervisor, Director, Dean or Budget Officer, Human Resources Director, or any member of the Employee Relations Team.

Investigation and Problem Resolution

Those designated to receive complaints have the authority to initiate a prompt and thorough investigation.  In an effort to help resolve conflicts, the College has established and trained an Employee Relations Team, consisting of:  

  • Human Resources Director
  • Two (2) Administrative Staff members with supervisory authority
  • Two (2) non-supervisory Staff members
  • In the case of a complaint against a faculty member, two (2) faculty members
  • Third-party employee relations consultant

Employee Relations Team members shall be persons known to have the trust of their constituencies and shall be chosen for their sensitivity and discretion.  The composition of the Employee Relations Team will reflect the make-up and diversity of the workforce. 

The Human Resources Director and/or his/her designee will facilitate the investigation in conjunction with the Employee Relations Team. Team members will be selected in consultation with the staff member. A quorum is not necessary to proceed. The role of the Employee Relations Team is to act as an advisory group to help ensure fairness in the investigative process and suggest a plan for problem resolution.  Any Employee Relations Team members available to respond to an employee relations matter may participate in the investigative and problem resolution process.

Those designated to receive and investigate employee relations complaints may initiate mediation, education, developing a problem resolution plan, or other appropriate solution. The College will take appropriate measures to stop workplace wrongdoing and prevent future occurrences if the investigation reveals workplace wrongdoing.  The College will keep the interested parties informed as to the investigation and resolution of the matter.  When necessary, those designated to investigate complaints will submit their investigation findings to the appropriate supervisory personnel.

Appeals

If a staff member is dissatisfied with the Employee Relations Team’s findings or recommendations, the staff member may appeal to the appropriate budget officer in writing within ten (10) business days of being informed of the outcome of the case.  The budget officer will review the conclusions before reaching a final decision on the matter.  The budget officer’s final decision will be submitted in writing within ten (10) business days of receiving the appeal.

Non-Confrontation

A staff member is not required to directly confront any persons who are the source of the problem or closely associated with the person who is the source of the problem.  Instead, a staff member may utilize any of the other avenues of the Employee Complaint Procedure.  A staff member is required to make a reasonable effort to bring forward any allegations of workplace wrongdoing so the College may address the problem.

Conflict of Interest Check

The College will make every effort to ensure that those named in a complaint, or those too closely associated with those involved in the complaint, will not be part of the investigative team or efforts.  The College is committed to the fair and unbiased investigation and resolution of employee relations complaints.

Third-Party Investigation

Whitman College may, at its discretion, utilize a neutral third-party investigator, conciliator, or mediator to address allegations of workplace wrongdoing or otherwise reconcile personnel conflict.

Non-Retaliation

Whitman College prohibits and does not tolerate retaliation against any staff member because of that staff member utilizing the Employee Relations Complaint Procedure or participating in any related investigation.  Any employee who engages in retaliation is subject to disciplinary action, up to and including possible termination.  Regardless of title or position, no person has the authority (expressed, actual, apparent or implied) to retaliate against any member of the Whitman community.

Confidentiality

Employee relations complaints or suspected violations will be kept as confidential as possible, while still allowing for a comprehensive and adequate investigation.  The College is committed to facilitating discrete investigations that are equitable to all parties involved, but cannot guarantee absolute confidentiality.

False Allegations

Whitman College recognizes that making false accusations of workplace wrongdoing in bad faith can have serious consequences for those who are wrongly accused.  The College prohibits deliberately making false and / or malicious allegations, as well as deliberately providing false information during an investigation.  Anyone who violates this rule is subject to disciplinary action, up to and including termination.

 

 

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