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ESM Preface

The policies and procedures that are included in this manual have been developed by Albion College for its employees.  This manual is strictly for informational purposes and is not intended to be and is not to be construed as a contract of employment.   The College reserves the right to add to, subtract from, or modify the policies and procedures in this manual as it deems appropriate.  Any change in College policy must be approved, in writing, by the President's Administrative Council or by the President.

A copy of this Employee Services Manual Including Policies and Procedures will be located in all campus departments and will be made available to all employees who will be notified of revisions as policies or procedures change.  Notices will be distributed through the campus mail system (including email) and posted on bulletin boards.   This manual can also be accessed through the Internet at:

Any recommendations for change in College policies or procedure must be submitted in writing to the Director of Human Resources.


Scope Definition
* Full time employees Normally, 32 or more hours per week
* Part time employees Normally, fewer than 30 hours per week
Union employees Employees represented by either of Union Collective Bargaining Agreements (Secretarial/Clerical or Trades)
Administrative employees Salaried employees
Faculty Instructional personnel
Regular employees Full time and part time employees


Salaried administrative employees, full time hourly employees, and part time hourly employees

* hours per week refer to administrative employees, Union employees are defined by the Collective Bargaining Agreement.

Albion College is committed to a policy of equal opportunity and non-discrimination on the basis of  sexual orientation and of race, color, national origin, religion, sex, age or disability as protected by law, in all educational programs and activities, admission of students and conditions of employment. Questions or concerns about this College policy should be directed to the Title IX Coordinator.

Albion College's title IX Coordinator is:

Lisa Locke
Director for Human Resources
Office Location: 1003 E. Cass Street (enter through the Campus Safety entrance)

Revised 7/25/12/HR



Full-time administrative employees.
Union members should refer to their Collective Bargaining Agreement


Regular full-time employees will normally receive twelve (12) days of paid vacation during their first five fiscal years of employment, fifteen (15) days during the sixth through tenth years, eighteen (18) days during the eleventh through fifteenth years, and twenty (20) days after fifteen years. Employees may receive credit for prior work experience with the approval of the President or Executive Vice President.

Vacation time will be prorated for employees who work less than twelve (12) months in a fiscal year or less than eight (8) hours per day.

The total amount of vacation to which an employee is allocated for a fiscal year is received in advance at the beginning of each fiscal year and must be used by the end of the fiscal year.

Vacations may not be taken in increments of less than one-half (1/2) day.

An employee's supervisor will determine when vacations may be taken, and may allow the employee to use vacation time as soon as it is received.

An employee who leaves the College, and then returns to work within five (5) years, may receive credit for prior employment with the College.

Employees hired prior to January 1, 1986 will continue to receive the number of vacation days they were entitled to under the old policy.


Employees will receive one (1) day of paid vacation for each month worked during the first five fiscal years, one and one-quarter (1 1/4) days for each month worked during the sixth through tenth years, one and one-half (1 1/2) days for each month worked during the eleventh through fifteenth years, and one and two-thirds (1 2/3) days for each month worked after the fifteenth year (rounded to the nearest one-half day).

For example:

  1. A twelve-month employee who began work on April 16 would receive two and one-half (2 1/2) days of vacation the first fiscal year (two and one-half months), and twelve (12) days each year for each of the following four years.
  2. A nine-month employee who began work August 25 would receive nine (9) days for each of the first five years, eleven and one-half (11 1/2) days for the sixth through tenth years, thirteen and one-half (13 1/2) days for the eleventh through fifteenth years, and fifteen (15) days for each year after the fifteenth.

Employees will receive their vacation on their first day of work their first year and on July 1st thereafter. Any vacation time not taken by the end of that fiscal year will be lost.

When an employee leaves the College, she/he may be paid for vacation time which she/he has been allocated but has not taken.  Employees will not receive more time than they are able to take within the fiscal year at the time of his or her separation from the College.

It is the responsibility of the following administrators to designate a person in their area to maintain vacation records for their employees:

  • President
  • Provost
  • Executive Vice President
  • Vice President of Institutional Advancement
  • Vice President for Student Affairs and Dean of Students
  • Vice President for Enrollment
  • Associate Vice President for Information Technology
  • Director of Dining and Hospitality Services
  • Associate Vice President of Facilities Operations
  • Director of Library
  • Director of Human Resources

Revised 10/2008 - Cabinet approved

Workers' Compensation


All faculty and staff


Albion College provides Workers' Compensation insurance for all College employees.

Payment of benefits, hospital and/or doctor bills will be made in accordance with the Workers' Compensation Act.


If an employee is injured on the job, the employee's supervisor must be notified immediately.

The supervisor must complete an Incident Report and send it to the Human Resources Office the same day. One copy of the report should be given to the employee at the time of completion.

The Human Resources Office should also be notified by telephone the same day if outside medical services will be required. Medical treatment of work-related injuries must be arranged through the Human Resources office.

All statements from the hospital and/or doctor must be submitted to the Human Resources Office for payment by our insurance carrier. All payments are made directly by the insurance carrier to the medical provider involved.

Cabinet reviewed 7/97

Whistleblower Policy

Introduction and Responsibility

Albion College is committed to maintaining the highest ethical standards. All members of the College community have a responsibility to report violations or suspected violations of laws, regulations, College policy or procedure, inappropriate behavior regarding business practices, accounting or bookkeeping, or use of institutional resources. The College has a responsibility to investigate and report to appropriate parties allegations of suspected improper activities and to protect those employees, who, in good faith, report these activities to the proper authority.


Normally, a report by a College employee of allegations of suspected improper activity should be made to the reporting employee’s immediate supervisor or other appropriate administrator or supervisor within the operating unit. However, when there is a potential conflict of interest, such reports may be made outside of the traditional reporting mechanism. Reports may be made in person, by mail or via the Campus Conduct Hotline©. Such a report is known as a protected disclosure. College employees and applicants for employment who make a protected disclosure are protected from retaliation. The Campus Conduct Hotline© system is available for use around the clock, seven days a week. Because the Hotline is operated by an independent organization, any tips made through this Hotline are completely confidential and anonymous. The Campus Conduct Hotline© can be reached, toll-free at (866) 943-5787. Communications made in person may be made to Internal Audit.

Submit written reports in a sealed envelope directed to Internal Audit marked “Confidential – Fraud Policy”. Sufficient information should be provided in order that an investigation may be conducted. This report may be submitted anonymously. Written reports will be forwarded, unopened, to the Chairman of the Audit and Compliance Committee of the Albion College Board of Trustees.

Process of Investigation

Allegations will be forwarded to the Chair of the Audit and Compliance Committee of the College’s Board of Trustees who will initiate the investigation. The Audit and Compliance Committee may enlist outside legal, accounting, or other advisors, as appropriate to conduct any investigation. If the investigation establishes that a violation of law, external regulation or College policy occurred, appropriate action will be based upon law and College policy.

Protection to whistleblowers and penalties to retaliators

Whistleblowing complaints will be handled with sensitivity, discretion, and confidentiality to the extent allowed by the circumstances and the law. Generally this means that whistleblower complaints will only be shared with those who have a need to know so that the College can conduct an effective investigation, determine what action to take based on the results of any such investigation, and in appropriate cases, with law enforcement personnel. Should disciplinary or legal action be taken against a person or persons as a result of a whistleblower complaint, such persons may be entitled to the information as a matter of institutional due process in disciplinary proceedings.

Whistleblowers who believe that they have been retaliated against may file a written complaint with Internal Audit. Any complaint of retaliation will be promptly investigated and appropriate corrective measures taken if allegations of retaliation are substantiated. This protection from retaliation is not intended to prohibit managers or supervisors from taking action, including disciplinary action, in the usual scope of their duties and based on valid performance-related factors.

The College will take the appropriate action to prevent and correct violations of this Whistleblower Policy; such action shall be in accordance with applicable laws and regulations, College policies and procedures, and any applicable collective bargaining agreements. All internal complaints will be investigated promptly and with the discretion, and all information obtained will be handled on a “need to know” basis. At the conclusion of an investigation, as appropriate, remedial and/or disciplinary action will be taken where the allegations are verified and/or otherwise substantiated. An employee who retaliates against someone who has reported or suspected violation in good faith is subject to discipline up to and including termination of employment.

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