Policies and Procedures
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:
- A college faculty or staff member assumes responsibility for the event and agrees to be present for its duration.
- 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.
- 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.
- Functions which are held at restaurants or other business establishments licensed to serve alcohol do not require special permits.
- 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.
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.
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:
- 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.
- Compliance with Rules. For a College representative to fail to comply with any rules, regulations or standards applicable.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
This Drug Free Workplace Policy is intended to meet, at a minimum, the requirements of all applicable federal and state laws, including but not limited to the Drug-Free Schools and Communities Act of 1986, as amended, and the Drug-Free Workplace Act of 1988, as amended. It is the College’s overarching goal, however, to work effectively with individuals to resolve substance abuse issues in a positive and constructive manner.
Drug Free Workplace
It is the policy of Whitman College that the workplace is to be free from the unlawful use, possession, distribution, or sale of alcohol and other controlled substances. Moreover, faculty and staff are discouraged from working while under the influence of alcohol, as it may lead to behavior evidencing irresponsible consumption (obvious intoxication, impaired judgment, verbal harassment, etc.). Working while under the influence of any controlled substance not medically authorized is strictly prohibited.
The College is committed to promoting the highest possible standards of health and welfare among its students, faculty and staff. This policy will enable each faculty and staff member to perform his or her work in a safe, conscientious and effective manner that does not adversely affect the College community and the working/learning environment. As required by law, each individual employed by the College is hereby notified that, as a condition of his or her employment, he or she must abide by these drug-free workplace requirements.
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 will in turn notify the Director of Human Resources.
The College’s response to violations of this policy may include assessment and treatment options and/or a range of penalties from admonition to dismissal from the College, depending on the severity of the violation. Other sanctions may also include, but are not limited to, formal reprimand, restrictions on participation in campus activities, transfer, demotion, forfeiture of promotion or salary increase, suspension or mandatory leave of absence, and mandatory participation in an approved counseling or rehabilitative treatment program as a condition of continued employment. The College will investigate and review the circumstances of each individual case and take appropriate action, determined separately on the merits of each case.
Disciplinary sanctions will be determined by the respective Budget Officer, in consultation with the Director of Human Resources. The affected staff member or faculty member may appeal the decision to a panel of the Employee Relations Committee (ERC), which shall make a final recommendation to the Chair of the Faculty, who will then make the final decision. Note that the dismissal of a faculty member must occur in accordance with the terms and process outlined in the Faculty Code (Chapter 1, Article III, Sections 4&5).
Whitman College takes its commitment to provide a drug-free working environment seriously. Any faculty or staff member who suspects he/she might have a drug (or substance) abuse problem is encouraged to seek assistance through his/her own efforts before the problem affects his/her employment 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 related to substance abuse. Any contact will be held in strictest confidence.
Grievance Procedure - see Grievance Policy
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.
The College is not responsible for personal property of employees which is kept on campus.
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:
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) .
- Review the job description for the particular job involved. Analyze its purpose and its essential functions.
- 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.
- In consultation with the individual, identify potential accommodations and assess how effective each would be in enabling the individual to perform essential job functions.
- 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:
- The cost of the accommodation and whether it would pose an undue hardship on the College.
- The impact of the accommodation on the operation of the department making the accommodation.
HR Office Retention Requirements Policy
Age Discrimination in Employment Act (ADEA)
Americans with Disabilities Act (ADA)
Civil Rights Act of 1964
- 1 year -
- 1 year -
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
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 - see Grievance Policy
Smoking Policy - Revised 2/27/14
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 smoke. In accordance with this policy and Washington State law, smoking in any form, including tobacco or electronic cigarettes, 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 - see Grievance Policy