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TABLE OF CONTENTS
INTRODUCTION -------------------------------------------------------------------------------------------------------------------------------- 3
RECEIPT AND ACKNOWLEDGMENT OF A HANDBOOK FOR THE STAFF OF CLAREMONT GRADUATE UNIVERSITY (CGU -----------------
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WELCOME---------------------------------------------------------------------------------------------------------------------------------------- 5
THE CLAREMONT COLLEGES AND AFFILIATES------------------------------------------------------------------------------------6
EMPLOYMENT AT CLAREMONT GRADUATE UNIVERSITY
Your First Days----------------------------------------------------------------------------------------------------------------------- 8
Equal Employment Opportunity and Affirmative Action ------------------------------------------------------------------- 8
Employment At-Will ----------------------------------------------------------------------------------------------------------------- 8
Sexual and Workplace Harassment -------------------------------------------------------------------------------------------- 8
Conflict of Interest------------------------------------------------------------------------------------------------------------------ 10
Drug-Free Workplace ------------------------------------------------------------------------------------------------------------- 10
Dress and Grooming Standards ----------------------------------------------------------------------------------------------- 11
Identification Cards---------------------------------------------------------------------------------------------------------------- 11
Immigration and Naturalization ------------------------------------------------------------------------------------------------ 11
Introductory Reviews and Performance Evaluations -------------------------------------------------------------------- 11
Operating College-Owned Vehicles ------------------------------------------------------------------------------------------ 12
Records------------------------------------------------------------------------------------------------------------------------------- 12
Open Door Policy------------------------------------------------------------------------------------------------------------------ 12
Use of CGU and the Claremont Colleges’ Communication Systems ------------------------------------------------ 13
Your Human Resources Office------------------------------------------------------------------------------------------------- 13
Your Supervisor -------------------------------------------------------------------------------------------------------------------- 13
Job Status---------------------------------------------------------------------------------------------------------------------------Full-Time ---------------------------------------------------------------------------------------------------------------Part-Time----------------------------------------------------------------------------------------------------------------Casual-Status ---------------------------------------------------------------------------------------------------------Regular Status --------------------------------------------------------------------------------------------------------Introductory Period ---------------------------------------------------------------------------------------------------Temporary Status ----------------------------------------------------------------------------------------------------Occasional or On-Call Status --------------------------------------------------------------------------------------Exempt ------------------------------------------------------------------------------------------------------------------Non-Exempt-------------------------------------------------------------------------------------------------------------
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Work Schedules-------------------------------------------------------------------------------------------------------------------Attendance and Absenteeism -------------------------------------------------------------------------------------Job Abandonment ----------------------------------------------------------------------------------------------------Rest Breaks and Meal Periods ------------------------------------------------------------------------------------Overtime -----------------------------------------------------------------------------------------------------------------
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Wage and Salary Program ------------------------------------------------------------------------------------------------------ 17
Job Classifications ---------------------------------------------------------------------------------------------------- 17
Employment Opportunities ------------------------------------------------------------------------------------------ 17
Paychecks and Deductions ----------------------------------------------------------------------------------------------------Paychecks --------------------------------------------------------------------------------------------------------------Deductions -------------------------------------------------------------------------------------------------------------Wage Garnishments -------------------------------------------------------------------------------------------------
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EMPLOYMENT BENEFIT PROGRAMS
Eligibility and Enrollment -------------------------------------------------------------------------------------------------------Old Age Survivor and Disability Income (OASDI)-------------------------------------------------------------Short-Term Disability Insurance (VDI) --------------------------------------------------------------------------Workers’ Compensation --------------------------------------------------------------------------------------------Group Life Insurance-------------------------------------------------------------------------------------------------Group Health Plans---------------------------------------------------------------------------------------------------Group Dental Plans---------------------------------------------------------------------------------------------------Long-Term Disability Insurance (LTD) --------------------------------------------------------------------------Personal Accident Insurance (AD&D) ---------------------------------------------------------------------------Travel Accident Insurance -----------------------------------------------------------------------------------------Employee Assistance Plan (EAP) ---------------------------------------------------------------------------------
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Retirement --------------------------------------------------------------------------------------------------------------Holidays-----------------------------------------------------------------------------------------------------------------Personal Holidays----------------------------------------------------------------------------------------------------Vacation ----------------------------------------------------------------------------------------------------------------Tuition Benefit ----------------------------------------------------------------------------------------------------------
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Sick Leave --------------------------------------------------------------------------------------------------------------------------Leave in Accordance with the Federal Family Medical Leave Act (FMLA) and
The California Family Rights Act (CFRA) ----------------------------------------------------------------------------------Medical Certification -------------------------------------------------------------------------------------------------Reinstatement upon return from FMLA and CFRA Leave--------------------------------------------------Benefits during FMLA and/or CFRA Leave---------------------------------------------------------------------FMLA/CFRA Leave and Short-Term Disability----------------------------------------------------------------FMLA/CFRA Leave and Workers’ Compensation Disability ----------------------------------------------FMLA/CFRA Leave – Non-Disability ---------------------------------------------------------------------------Pregnancy Disability Leave ---------------------------------------------------------------------------------------Paid Family Leave ---------------------------------------------------------------------------------------------------Leave of Absence for Personal Reasons-----------------------------------------------------------------------Military Leave ---------------------------------------------------------------------------------------------------------Jury Duty ----------------------------------------------------------------------------------------------------------------Bereavement Leave -------------------------------------------------------------------------------------------------Voting Leave -----------------------------------------------------------------------------------------------------------
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LEAVES
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TERMINATIONS
Resignations ----------------------------------------------------------------------------------------------------------------------- 33
Dismissal ---------------------------------------------------------------------------------------------------------------------------- 33
Converting Benefits at Termination ----------------------------------------------------------------------------------------- 33
Pay for Vacation and Personal Days at Termination ------------------------------------------------------------------- 3333
Unemployment Compensation ------------------------------------------------------------------------------------------------ 34
SAFETY
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In Case of Accident ----------------------------------------------------------------------------------------------------------------34
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Emergency --------------------------------------------------------------------------------------------------------------------------34
Disaster Preparedness-----------------------------------------------------------------------------------------------------------3434
EMPLOYEE SERVICES AND CONVENIENCES
Athletic Events----------------------------------------------------------------------------------------------------------------------3535
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Athletic Facilities -------------------------------------------------------------------------------------------------------------------35
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Bookstore ----------------------------------------------------------------------------------------------------------------------------35
Campus Mail Service ------------------------------------------------------------------------------------------------------------- 35
Campus Safety -------------------------------------------------------------------------------------------------------------------- 35
Credit Union ------------------------------------------------------------------------------------------------------------------------ 35
Discount Cards for Amusement Parks --------------------------------------------------------------------------------------- 36
Library -------------------------------------------------------------------------------------------------------------------------------- 36
Lost and Found -------------------------------------------------------------------------------------------------------------------- 36
Parking ------------------------------------------------------------------------------------------------------------------------------- 36
Telephones-------------------------------------------------------------------------------------------------------------------------- 36
Trip Reduction Incentive Plan (TriP) ----------------------------------------------------------------------------------------- 36
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INTRODUCTION
This handbook is addressed to Claremont Graduate University (CGU) staff employees including
Administrative/Managerial, Clerical, Crafts, Deans, Professional, Service, and Technical employees.
This handbook is intended to provide general guidance on policies of CGU and on the services of
CGU and the Claremont Colleges.
This handbook is not intended as, and shall not be considered to be a contract between CGU and its
employees. All staff members of the University are employees at-will. That means you have the right
to resign at any time with or without cause, with or without notice. Likewise, CGU retains the right to
terminate your employment at any time with or without notice, with or without cause, unless otherwise
prohibited by law.
No employee or representative of CGU, other than the President of the University, has authority to
enter into any agreement for employment for any specified period of time or to make any agreement
that is contrary to the employment-at-will policy. Further, the President may not alter the at-will nature
of the employment relationship unless he/she does so specifically in a written agreement signed by the
President and the employee.
The University retains the right to change or delete any provision described herein at any time. For
more detailed information on current policies, consult your supervisor or your CGU Human Resources
Director.
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RECEIPT AND ACKNOWLEDGMENT OF HANDBOOK
PLEASE PRINT:
Name:
Department:
I have received a copy of A Handbook for the Staff of Claremont Graduate University. I understand
that this Handbook contains important information about CGU’s general personnel policies and about
my privileges and obligations as an employee. I agree to read and comply with this Handbook during
my employment at CGU. I further understand that the Handbook may be amended at any time and
CGU may rescind or add to any policies, benefits, or practices described in the handbook at any time,
in its sole and absolute discretion, with or without prior notice. CGU will advise employees of material
changes within a reasonable time.
I further understand that I am an at-will employee and that the Handbook is neither a guarantee nor a
contract of employment. I understand that I have the right to resign at any time with or without good
cause and with or without notice. Likewise, I agree that CGU retains the right to terminate my
employment, suspend, demote, or otherwise alter the conditions of my employment at any time with or
without notice and with or without good cause.
Employee Signature
Please retain a copy of this acknowledgment for your records.
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WELCOME
Welcome to Claremont Graduate University and The Claremont Colleges.
CGU is proud to be a member of the distinctive and internationally renowned Claremont Colleges’
Consortium. More than 1,800 staff members assist The Claremont Colleges in attaining their
educational and service goals. As the range and complexity of this educational group grows, you as a
staff member will be called upon to play an increasingly vital role.
The Claremont Colleges are a cluster of five undergraduate residential schools, two graduate
institutions, and a central services institution, all on adjoining campuses. Each is independent, with its
own faculty, student body, administration, board of trustees, and curricular emphasis. Yet each is
enriched by the presence of the others. The Colleges also combine efforts to provide many central
services, programs, and facilities that help accomplish the group's common goals. The Council of The
Claremont Colleges is composed of the presidents of each of the institutions and the chief executive
officer of Claremont University Consortium
An important common purpose is to maintain and improve the Colleges as a unique place in which to
learn, teach, and work. Your competence and resourcefulness in supporting this purpose will be
essential in building and maintaining strong institutions.
We hope that this handbook will provide you with useful information about your employment and the
benefits and opportunities available to you as an employee of the CGU staff.
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THE CLAREMONT COLLEGES AND AFFILIATES
Claremont Colleges
Claremont Graduate University(CGU), founded in 1925, offers advanced work in the humanities,
fine arts, mathematics, social sciences, education, management, executive management and
information science. It is a graduate-only institution, granting masters and doctoral degrees.
Claremont McKenna College (CMC), founded in 1946 as Claremont Men’s College, offers the
Bachelor of Arts degree in 26 fields, often combined by students in dual majors. Most of the College's
students choose a major or part of a dual major in economics, government, or international relations.
CMC is unique among liberal arts colleges in that it actively supports faculty and student research and
publications through nine research institutes.
Claremont University Consortium (CUC), founded in 1925, is the central coordinating body of The
Claremont Colleges and the nucleus of the cluster plan. CUC is responsible for the development and
administration of central resources and programs, inter-collegiate organization and coordination, and
for the establishment of new colleges and professional schools within the group.
Harvey Mudd College (HMC), founded in 1955, is a coeducational college of science and
engineering. The curriculum is designed to create scientists and engineers with unusual breadth in
their technical education and a firm academic grounding in the humanities and social sciences.
Engineering students may opt for a fifth-year Master's program.
Keck Graduate Institute (KGI), founded in 1997, offers professional masters degrees in applied life
sciences and plans eventually to grant interdisciplinary Ph.D. degrees. Its curriculum interweaves
engineering and the life sciences, and emphasizes project-based learning.
Pitzer College founded in 1963, is a coeducational liberal arts college that blends classroom
instruction with fieldwork to engage a student’s mind, heart, and spirit by integrating educational
resources on-campus, abroad, and in the local community. Pitzer offers a curriculum that spans 40
major fields and focuses on interdisciplinary, intercultural education with an emphasis on social
responsibility, and community service.
Pomona College founded in 1887, is the founding member of the group. Pomona College is an
independent coeducational college offering instruction in all major fields of the arts, humanities, social,
and natural sciences. Strongly committed to the value of a residential educational community, it
emphasizes both liberal arts and paraprofessional training, providing students with considerable
exposure to a wide range of fields and first-rate preparation for future professions.
Scripps College was founded in 1926 by newspaper publisher and philanthropist Ellen Browning
Scripps. The Mission of Scripps College is to educate women to develop their intellects and talents
through active participation in a community of scholars. Scripps emphasizes a challenging core
curriculum based on interdisciplinary humanistic studies and rigorous training in the disciplines as the
best possible foundation for any goals a woman may pursue.
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AFFILIATED INSTITUTIONS:
The Claremont School of Theology traces its history back to 1885 with the founding of the Maclay
College of Theology in San Fernando, California, and moved to its present Claremont site in 1957.
The School is an ecumenical and globally oriented graduate school of the United Methodist Church,
whose mission is to teach and learn within a tradition that stresses the quest for knowledge. In
confidence that faith and reason should be inseparable, the School’s goal is to produce educated and
faithful leaders equipped to serve God in church, society, and higher education.
Rancho Santa Ana Botanic Garden, founded in 1927 and located in Claremont since 1951, offers a
graduate program in Botany in cooperation with Claremont Graduate University. The graduate
education places its main emphasis on the systematic and evolution of higher plants with an active
research focus on native California plants and their conservation. Graduate classes and research
work are conducted at the 86-acre Garden facility adjacent to the main Claremont Colleges campus.
A map of The Claremont Colleges is included in the back of The Claremont Colleges Staff and Faculty
Directory and Telephone User Guide.
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EMPLOYMENT AT CLAREMONT GRADUATE UNIVERSITY
Your First Days
New CGU employees receive a packet of materials including this handbook and brochures that
describe various opportunities and benefits. It is your responsibility to read these materials carefully.
Each new employee is required to sign a form acknowledging receipt of this handbook and agreeing to
comply with its provisions.
During your first days with CGU you will participate in a comprehensive New Employee Orientation.
You will learn about the history and policies of CGU and receive explanations and applications for
applicable benefits programs.
Equal Employment Opportunity and Affirmative Action
Claremont Graduate University and The Claremont Colleges hire and promote individuals on the basis
of their qualifications and abilities to perform the requirements of their positions, consistent with
applicable state and federal laws, and without regard to race, color, religion, gender, pregnancy,
national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical
condition, or sexual orientation.
Each institution has its own Equal Employment Opportunity and/or Affirmative Action policies and
officer.
Employment At-Will
As previously stated, this Handbook is not intended as, and shall not be considered to be, a contract
of employment. Regardless of any other representations, except for that indicated in the next
paragraph, all staff members of CGU are employees at-will. This means that you have the right to
resign at any time with or without good cause and with or without notice. Likewise, CGU has the right
to terminate your employment (or suspend, demote or otherwise alter the conditions of your
employment) at any time, with or without good cause and with or without notice.
No employee or representative of CGU, other than the President of the University, has authority to
enter into any agreement for employment for any specified period of time or to make any agreement
that is contrary to the employment at-will policy. Further, the President may not alter the at-will nature
of the employment relationship unless he or she does so specifically in a written agreement signed by
the President and the employee.
Your employment conditions and status are subject to change at any time and for any reason or no
reason at all. Although you may have been hired for a specific position, specified hours, pay, duties
etc., all of these may be changed, reduced, increased, or terminated by CGU in its sole discretion.
Sexual and Workplace Harassment
It is the policy of CGU and the Claremont Colleges to maintain an environment for students, faculty,
and staff that is free of sexual harassment. The Colleges are concerned about sexual harassment
and are prepared to take prompt remedial action to prevent and correct such behavior. Individuals
who engage in sexual harassment will be subject to discipline, up to and
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including termination. Retaliation against a person who properly reports, complains about, or
participates in the investigation of sexual harassment is also prohibited.
Harassment on the basis of gender is a violation of federal and state laws and the policies of CGU and
the Claremont Colleges. Sexual harassment is defined as unwelcome or unsolicited verbal, physical,
or sexual conduct: (1) where submission is made an explicit or implicit term or condition of an
individual's employment, status, or progress; (2) where submission or rejection of such conduct is
used as the basis for making employment or other decisions affecting the individual; or (3) which has
the purpose or effect of substantially interfering with the individual's job or other performance or which
creates an intimidating, hostile or offensive work or educational environment.
Sexual harassment does not refer to occasional compliments or other generally accepted social
behavior. It refers to conduct which is offensive, not welcomed by those to whom it is directed and
inappropriate to the educational or work environment. Examples of sexual harassment include such
conduct as: (1) offensive sexual or gender-related verbal "kidding," derogatory jokes, comments or
abuse; unwelcome sexual overtures; (2) pressure or demand for sexual activity; (3) offensive or
unwanted physical contact, including inappropriate touching, patting, pinching, kissing, brushing
against another's body or otherwise invading the "space" normally afforded one's colleagues in a
workplace environment; (4) comments about an individual's body, whether or not intended to be
complimentary; (5) visual displays of suggestive, erotic or degrading sexually-oriented images; or (6)
retaliation for reporting or threatening to report harassment.
Information concerning an allegation of sexual harassment will be handled in a confidential manner
insofar as possible. Any employee of CGU who receives a complaint of sexual harassment or who
otherwise learns of an occurrence of sexual harassment has the responsibility to take prompt steps to
ensure that the matter is addressed, even if the complainant refuses to be identified or is a third party
witness to the allegation.
If possible, an individual who experiences sexual harassment should make it clear to the harasser that
such behavior is offensive, unwelcome, and contrary to the policies of the Colleges. Whether or not
the individual can confront the harasser, such behavior should be brought immediately to the attention
of the designated individual identified below.
CGU employees who believe they are victims of, or witnesses to sexual harassment are urged to
report such incidents as soon as possible after the incident. The CGU Policy on Discrimination and
Harassment is enclosed in the Policies section of this Handbook. This comprehensive policy explains
principles and procedures for faculty, staff, and students regarding sexual and other forms of
workplace and classroom harassment. The policy also provides the names of principal Sexual
Harassment Grievance Officers. You should read this policy carefully. If you have questions please
contact one of the named officers.
In addition to the internal remedies established by CGU, external remedies are available for
employees through the California Department of Fair Employment and Housing at 322 West First
Street, #2126 Los Angeles, CA 90012-3112, Telephone: (213) 897-1997, or at 1845 S. Business
Center Drive, #127 San Bernardino, CA 92408-3426, Telephone: (909) 383-4711. External remedies
also are available from the United States Equal Employment Opportunity Commission at 255 East
Temple, 4th Floor Los Angeles, CA 90012, Telephone: (213) 894-1000.
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Conflict of Interest
It is the policy of CGU that employees refrain from any activity or association that is detrimental to, or
in conflict with, the interests of the employing institution.
This policy prohibits employees from using the following for personal gain: working hours; sick leave;
the University’s materials, equipment or facilities; and information concerning the University’s business
that the employee has acquired as a result of his or her position (for example, bidding information). An
employee who knowingly engages in any of the above listed or similar activities may be subject to
disciplinary action, up to and including termination of employment.
This policy is not intended to prohibit outside employment as long as the employment is not
detrimental to, or does not create a conflict of interest with your institution. When considering outside
employment or business arrangements you must discuss the matter with your supervisor or Human
Resources Director and complete the appropriate paperwork if requested. The Human Resources
Director shall determine if such activity is detrimental or if actual or potential conflict of interest exists.
Drug-Free Workplace
In compliance with federal law, CGU maintains a drug-free workplace policy. Employees may not sell,
purchase, use, consume, possess, manufacture, distribute, dispense, or transport any illegal
substance, or abuse any controlled substance on the premises of the Colleges, at any time during
working hours: including meal and break periods. CGU also does not condone abusive or
inappropriate use of alcohol. Abusive or inappropriate use of alcohol shall be determined on a caseby-case basis but may include any individual incidence of drunkenness or any level of intoxication
during normal business hours. Employees of the Colleges shall report to work with their abilities
unimpaired by illegal or controlled substances and remain so throughout their assigned workdays.
Employees who violate this policy will be subject to appropriate disciplinary action: up to and including
immediate termination. Employees who violate this policy also may be required to complete an
alcohol or drug assistance or rehabilitation program. Employees are subject to “probable cause” drug
and alcohol testing. This means that employees who, in the opinion of their superiors, exhibit
behavioral or physical effects of drug or alcohol intoxication during working hours may be asked to
undergo drug and/or alcohol testing. Any questions regarding this policy should be directed to your
supervisor or to the CGU Human Resource Officer. Information about support groups and
rehabilitation programs also is available from your Human Resources Director on a confidential basis if
so desired. Any violation of this policy should be reported at once to your supervisor or to the Human
Resources Director.
Enclosed, in the Policies section of this handbook, is the CGU Drug Prevention Program for
Employees. You are required to read, understand, and comply with the requirements of this program.
Nothing in this section shall be construed as negating the University’s policy of At-Will Status, as
described above in this handbook.
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Dress and Grooming Standards
It is important to CGU that their employees project a professional attitude and appearance. These
standards convey to visitors and others what they may expect of the University. Accordingly, your
dress and demeanor should reflect the University’s high professional standards and expectations.
Employees are expected to wear attire appropriate to the office or department in which they work. In
some cases, uniforms may be required. If you have questions regarding appropriate attire, please talk
to your immediate supervisor or the CGU Human Resources Director.
Identification Cards
Photo identification cards are issued to eligible employees when first employed by the CGU Human
Resources Office. If you do not have a card or have lost your card, please contact the Human
Resources Office.
Immigration and Naturalization Act Compliance
As a result of the Federal Immigration Reform and Control Act of 1986, any offer of employment is
conditioned upon satisfactory proof of a prospective employee's identity and legal ability to remain and
work in the United States. CGU is required to complete and retain the appropriate documentation on
file, and to coordinate the record-keeping requirements under the regulations. If you are not a citizen
of the United States, but have permission to work in this country, it is your responsibility to report any
changes in your visa status to your Human Resources Director.
Introductory Reviews and Performance Evaluations
Supervisors review employees’ job performance in accordance with the specific policies and
procedures of CGU.
Introductory Review Period - As a new employee you will serve an Introductory Review Period. At
the conclusion of this period, certain benefits, and access to certain personnel-related procedures will
become available to you. For example, you may then use your sick leave. You also will receive an
Introductory Performance Review whereby your supervisor will provide you with feedback about your
performance in your new job.
Performance Evaluations - Performance Evaluations at CGU take place annually. These
evaluations are a two-way communication process during which goals are set and job requirements
are defined or redefined. Your supervisor will inform you of your work performance strengths and offer
suggestions for improvement and development of job-related skills. As part of this evaluation process,
you will be asked to self-evaluate your own performance and suggest your own goals and objectives.
You or your supervisor may request a performance evaluation at any time. If you would like to have
your performance reviewed outside of the normal cycle, contact your supervisor or your Human
Resources Director.
The fact that CGU conducts introductory reviews and performance evaluations does not affect your
right or the University’s right, to terminate your employment at-will, at any time, with or without cause
and with or without notice, unless otherwise prohibited by law.
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Operating College-Owned Vehicles
You must meet the following criteria to be authorized to operate vehicles that are owned by CGU:
1. Current/valid U.S. driver's license;
2. No more than a total of three (3) moving violations and/or at-fault accidents in the last three (3)
years;
3. No citations for reckless driving or driving under the influence of alcohol or drugs in the past three
(3) years; and
4. No drivers under 21 years of age with a combined total of more than two (2) moving violations or atfault accidents in the past three (3) years.
Records
The CGU Human Resources Office maintains personnel records for all CGU staff members. These
files are confidential, but you may review your personnel file by making an appointment with your
Human Resources Director.
You are responsible for reporting any changes in name, home or campus address, telephone number,
marital status, number of dependents, etc., to your Human Resources Director. If you do not report
these changes, certain personnel actions may be inaccurate and your mail will be sent to an incorrect
address. It is assumed that you are receiving official mail that is sent to you at the address on file.
If you acquire additional education or training, please notify your supervisor or Human Resources
Director. This information may be useful to you as a part of your permanent personnel record.
Open Door Policy
It is CGU’s policy to encourage open communication with all employees whenever there are jobrelated questions, problems or suggestions which an employee may have. Members of management
are available to discuss any such area of concern. In general, we ask that you take your concerns
first to your supervisor, following these steps:
1. Immediately after any occurrence or issue of concern or complaint, employees should contact their
immediate supervisor first, who will discuss the matter and, if appropriate, investigate and/or
provide a solution or explanation.
2. If the problem persists, or if you are uncomfortable contacting your immediate supervisor due to
the nature of the concern or complaint, you should present it to the Director of Human Resources
who will discuss the matter and, if appropriate, investigate and/or provide a solution or
explanation. It is recommended that you bring the matter to Human Resources as soon as
possible after you believe that your immediate supervisor has not been able to resolve the matter.
3. If the problem is not resolved, the Director of Human Resources may present it to any other
member of senior staff who will attempt to reach a final solution.
This procedure, which we believe is important for both you and the University, may not result in every
concern or problem being resolved to your satisfaction. However, CGU values your input and you
should feel free to raise issues of genuine concern to you, without the fear of retaliation. No employee
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will be disciplined or otherwise penalized for raising a good-faith concern.
Concerns or complaints of discrimination, harassment, or retaliation covered by CGU’s nondiscrimination, harassment, or sexual harassment policies should be communicated in accordance
with the steps and procedures set forth in those policies.
CGU will attempt to keep complaints and expressions of concern, the results of investigations, and the
terms of resolutions confidential, although in the course of investigating and resolving a matter, some
dissemination of information to others may be necessary or appropriate.
Use of CGU and the Claremont Colleges' Communication Systems
CGU and the Claremont Colleges provide computer and communication systems to certain employees
to support the conduct of the Colleges' business activities. These systems include individual
computers provided to employees, associated software, the Colleges' telephone, voice mail and
electronic mail (e-mail) systems, centralized computer equipment, and the local and wide-area
networks. Although limited personal use of the University’s systems is allowed, subject to important
restrictions, no use of these systems may ever conflict with the primary business purpose for which
they have been provided, with the University’s ethical responsibilities, or with applicable laws and
regulations.
Enclosed, in the Policies section of this handbook, are The Claremont Colleges’ General Guidelines
for Appropriate Use of Campus Computing and Network Resources and the CGU Computing Policies.
You are responsible for reading and familiarizing yourself with these guidelines and the restrictions
outlined therein.
Your Human Resources Office
The CGU Human Resources Director is available to answer questions about employment, benefits,
working conditions, and other personnel matters. The Human Resources Director also provides
liaison among staff members, university administrators, and the benefits office. This person will assist
you if you have questions, suggestions, or concerns relating to your job and CGU personnel policies
and practices. The telephone extensions for the Human Resources Office at CGU are 18686 or
77816.
Your Supervisor
In this handbook, we often refer to "your supervisor." You may have been interviewed by one or more
staff members, but now find that you work under the direction of a single administrator or faculty
member. For clarity, we refer to the person for whom you now work, regardless of title, as your
supervisor. If you do not know the name of your supervisor, please contact your Human Resources
Director.
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Job Status
For the purposes of determining the applicability of some policies, practices and benefits, employees
may be classified by the nature of their positions and the number of hours that they normally are
scheduled to work:
Full -Time Status
Full-time status at CGU is defined as a regular schedule of 37.5 hours per week.
Part -Time Status
Part-time status at CGU is defined as a regular schedule of not less than 20 hours per week but less
than 37.5 hours per week.
Casual Status
Casual status at CGU is defined as a regular schedule of less than 20 hours per week.
Regular Status
You are considered to be of regular status at CGU when the position you hold has a regular schedule
of hours, normally for a period of twelve (12) months or longer, and is determined to be of regular
status by the Human Resources Director.
Introductory Period
CGU’s regular status employees serve an introductory period when first hired or when transferred to a
different position. The duration of this period is determined by the University, but normally is 90 or 180
days. Employees may not be eligible for certain benefits, nor may they have access to certain
University procedures during this introductory period. You may contact your Human Resources
Director for specific information about the introductory period.
Temporary Status
At CGU you are considered to be on temporary status when the position that you hold normally exists
for 12 months or less, and is determined to be of temporary status by the Human Resources Director.
Occasional or On-Call Status
An occasional or on-call position does not have a regular, pre-determined work schedule. There is no
requirement that an occasional or on-call employee be available when called to work. The institution
makes no promise to provide a specific number, or any, hours of work.
Exempt
Exempt employees are exempt from the minimum wage and overtime pay requirements of applicable
state and federal wage and hour laws.
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Non-exempt
Non-exempt employees are not exempt, but rather are required, under applicable state and federal
law, to be paid at least the minimum wage, and to receive premium pay for overtime hours worked.
Nothing in this Job Status section shall be construed as negating or diminishing the University’s policy
of At-Will Status, as described above in this handbook.
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Work Schedules
Attendance and Absenteeism
Attendance is a key factor in your job performance. CGU expects you to report to work regularly as
scheduled, and to be on time, in accordance with the standards defined by your supervisor. Excessive
absences, unauthorized absences, tardiness, or leaving early without authorization is not acceptable.
This may lead to disciplinary action, up to and including termination. "Excessive" is defined by your
supervisor as frequent and disruptive to the University, department, coworkers, or clients/customers.
Any time you wish to be absent, will be arriving late, or wish to leave work early, you must obtain
advance approval from your supervisor. If you need to be absent, will be arriving late, or need to leave
work early for an unplanned medical-related purpose, you must attempt to notify your supervisor prior
to the absence. If this is not possible you must notify your supervisor as soon as you are able. It is
also your responsibility to notify your supervisor each day that you will be absent unless you have
provided an off-work notice from your medical provider for the entire period that you are absent. A
statement from your health care provider, stating the nature and the expected duration of the absence,
may be required for verification of any medical-related absence, regardless of the length of absence.
Please refer to the section below on “Medical Certification for FMLA and/or CFRA” for information
regarding health care providers’ statements for verification of medical absences. Failure to inform
your supervisor may result in disciplinary action, up to and including termination of employment.
Job Abandonment After 3 Days
Employees who fail to report to work for three successive days, without notifying their supervisors, are
considered to have abandoned their jobs and will be terminated.
Rest Breaks and Meal Periods
Non-exempt employees who work a 7.5-hour shift are provided two 10-minute break periods per shift,
one in each 4-hour period. Break periods are considered employer-paid time. Break periods may not
be combined, added to a lunch period, or taken at the end of the day.
Meal periods of at least 30 minutes are provided for each non-exempt employee and should be taken
not more than five hours after the beginning of her/his shift. Non-exempt employees are required to
record the beginning and end of their meal periods. Meal periods are unpaid.
Due to the nature of the University’s business and schedules, it is not always possible to adhere to
regularly scheduled lunch and break periods.
Overtime
Normally your work will be completed during your regular working hours; however, your supervisor
may schedule overtime hours for you when this is required due to the needs of the University. Federal
and state laws regulate the amount of overtime pay for non-exempt employees. Overtime may only be
worked with prior approval of your
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supervisor. If you have questions about overtime pay you should contact your supervisor or Human
Resources Director.
Sick Leave hours paid are not considered hours worked for overtime purposes.
Nothing in this Work Schedules section shall be construed as negating the University’s policy of At-Will
Status, as described above in this handbook.
Wage and Salary Program
Job Classifications
Staff positions are classified under headings such as: Administrative/Managerial, Professional,
Clerical, Technical, Crafts, and Service. Under each classification, positions are arranged by
respective levels that designate salary ranges.
There is an established procedure for evaluating significant changes in job duties. You and your
supervisor should note those changes that may indicate the need for updating a job description and/or
classification. Handling more work will not result in a higher level. The kind and difficulty of duties and
the amount of judgment and level of responsibility required in the job are the primary factors
considered. Your Human Resources Director can explain your job title, classification, salary range,
and the procedure for evaluating job changes.
Employment Opportunities
CGU employment opportunities are posted in the Human Resources Office and on the CGU web
page.
You may contact your Human Resources Director if you are interested in applying for a posted job
opening, or if you would like information about the promotion or job transfer process. Promotions and
transfers generally are not permitted until after you have completed six months in a position.
You may call the following numbers to learn about job openings and application procedures at other
Claremont Colleges:
Claremont University Consortium:
ext. 77373
Claremont Graduate University:
ext. 77816
Claremont McKenna College:
ext. 18491
Harvey Mudd College:
ext. 77937
Keck Graduate Institute:
ext. 77855
Pitzer College:
ext. 74037
Pomona College:
ext. 18477
Scripps College:
ext. 77908
ext. 77373
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Claremont University Consortium:
Claremont Graduate University:
ext. 77916
Claremont McKenna College:
ext. 18491
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Paychecks and Deductions
Paychecks
Paychecks are usually sent to your campus address. However, you may elect to have your paychecks
deposited electronically to your financial institution. Your Human Resources Director will discuss
electronic deposits and your payday schedules with you during your new-hire orientation.
Deductions
The University will make the deductions from your paychecks that are required by law. These include
deductions for FICA (Social Security and Medicare), VDI (Short-Term Disability), and withholding for
federal and state income taxes. In addition, you may also authorize other voluntary deductions, such
as health or dental insurance premium(s). Your paycheck stub itemizes all deductions and provides
information regarding your earnings to date.
During your new employee orientation you will claim federal and state withholding exemptions by
completing the necessary paperwork. If you later wish to change the number of exemptions that you
have claimed, you must complete a new W-4 or D.E. form. You may contact your CGU Human
Resources or Payroll Office for information and to obtain the necessary forms.
The CGU Payroll Office annually distributes W-2 forms with January paychecks or sends by U.S. Mail
to your home address. By law, these must be postmarked on or before January 31st of each year. In
order to insure timely receipt of your W-2, remember that it is your responsibility to notify the CGU
Human Resources Office of any changes in your address.
Wage Garnishments
On occasion, an employee's financial difficulties may result in garnishment of wages. A one-dollar fee
may be charged to the employee for each garnishment transaction. The University strongly
encourages staff members to avoid situations that would require such action. Employees who have
repeated garnishments of their wages may be subject to disciplinary action up to and including
dismissal.
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EMPLOYMENT BENEFIT PROGRAMS
Eligibility and Enrollment
The below-listed benefits are provided by CGU and the Claremont Colleges. Eligible employees are
those who are employed in regular positions at 20 hours or more per week (30 hours or more per
week for Long-Term Disability Insurance). Also eligible are those employed in temporary positions at
20 hours or more per week (30 hours or more per week for Long-Term Disability Insurance), who work
for a minimum of six months. Some of these benefits are wholly paid by the Colleges, some are paid
by the employee, and the costs of some are shared by the College and the employee.
If you are eligible for benefits, you will be scheduled for a new employee orientation to explain all of
the benefit programs you are eligible to participate in. As a new employee you must apply for benefits
during your “Initial Eligibility Period,” that is, within 30 days of your hire date. If your date of
employment is the first of the month, your coverage will become effective on your first day of
employment. If your date of employment is any date other than the first day of the month, your
benefits coverage will become effective the first day of the following month.
After your Initial Eligibility Period, your application for enrollment in, and/or changes to your existing
coverage will only be accepted during an Annual Open Enrollment Period. As an exception to this
rule, your application may be accepted under certain circumstances, if you experience a “life event.”
Example of life events may include the birth, adoption, or death of a dependent; marriage; divorce;
and/or loss of coverage through a spouse’s unemployment. You are responsible for requesting
benefits changes due to a life event: you must apply within 30 days of the effective date of your life
event.
Old Age Survivor and Disability Income (OASDI)
The University pays the required amount into your OASDI (Social Security) and Medicare accounts.
Your portion is withheld from your paycheck as required by law.
Short-Term Disability Insurance (VDI)
A short-term disability program is administered in accordance with the Unemployment Insurance Code
of the State of California. This program may provide partial compensation for wages lost while you are
on an approved medical leave of absence. The program does not cover illness or injuries for which
you receive Workers' Compensation benefits. Claim forms are available from your CGU Human
Resources Office or the CUC Benefits Office.
Workers' Compensation
The State of California requires that employers provide Workers' Compensation Insurance for workrelated injuries or illnesses. Under provisions of the Workers' Compensation Act of the State of
California, the Colleges provide insurance at no cost to you. in case of injury, illness, or death caused
by your employment. This coverage provides partial payment of your salary as well as medical
treatment, death benefits, and certain other benefits.
All work-related injuries and illnesses should be reported to your supervisor immediately (or within 24
hours) so that an accident report can be completed. If the injury requires the attention of a doctor, the
CUC Disability Administrator, the CGU Human Resources Director, or your supervisor, will arrange for
an appointment with a designated Medical
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Facility. If the injury or illness results in an immediate hospitalization, your benefits will begin the first
day you are out of work. If you are not hospitalized, there is a 3-day waiting period. To provide salary
continuation, your available sick leave will be coordinated with your Workers' Compensation
payments. If those benefits are exhausted, you may elect to use your available vacation benefits.
Group Life Insurance
A Basic Life Insurance policy is paid by CGU for eligible employees with a benefit of 1 times their
annual income or a minimum of $20,000, to a maximum of $50,000. Additional life insurance may be
purchased by employees for themselves and their dependents.
Group Health Plans
Various options for health plan coverage are available to eligible employees. These health programs
provide comprehensive medical and hospital benefits to you, your dependents, your domestic
partners, and your domestic partner’s children. CGU shares the cost with you. If you choose to
participate, your monthly premiums will be deducted from your paycheck in the month prior to the
month of coverage on a pre-tax basis, unless you request otherwise.
You will receive (a) membership card(s) for the health plan you select.
Group Dental Insurance
The Colleges offer two dental plans. An employee may sign up for individual coverage or coverage for
dependents, domestic partners or domestic partners’ children. The total dental premium is paid by the
employee on a pre-tax basis, unless otherwise requested.
Long-Term Disability Insurance (LTD)
This coverage is available to full-time regular employees who work a minimum of 32 hours a week.
This coverage provides a monthly benefit after approval by the insurance company if you are totally
disabled for longer than six months and cannot "engage in any occupation for which you are
reasonably suited by education, training, or experience." The premium is paid fully by CGU.
Personal Accident Insurance (AD&D)
The Personal Accident Insurance Program provides participating employees and their eligible
dependents with benefits in the event of death or a disability due to an accident, anywhere, on or off
the job. The premium is paid by the employee.
Travel Accident Insurance
Eligible employees are covered for accidental death or dismemberment while traveling on collegeauthorized business. The premium is paid by CGU.
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Employee Assistance Plan (EAP)
The EAP provides psychological counseling and referral for employees and their dependents through
a network of psychiatrists, psychologists, and certified family counselors. The Employee Assistance
Plan is paid fully by CGU.
Retirement
The Colleges provide basic and supplemental retirement plans that make it possible for eligible
employees to accumulate a retirement benefit.
The “basic” retirement plan is funded by CGU. Further information on plan benefits and eligibility may
be obtained from your Human Resources Office or from the CUC Retirement Services Office. If you
are eligible, you will be notified when you begin to participate in the basic retirement plan.
The “supplemental” retirement plan allows you to save additional funds for retirement on a taxdeferred basis. Eligible employees may participate in the supplemental retirement plan immediately
upon employment with CGU.
If you are retiring, you should make an appointment with a CUC Retirement Services Specialist at
least 6 months before your retirement date, to discuss benefits options and distribution options on
retirement payments.
Holidays
The Claremont Colleges observe the following as paid holidays for eligible employees:
New Year's Day
Martin Luther King Jr. Day (third Monday of January)
Cesar Chavez Day (last Friday in March)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Thanksgiving Day (4th Thursday in November)
Friday following Thanksgiving
Christmas Eve
Christmas Day
When one of the aforementioned holidays falls on a Saturday, it is observed on the proceeding Friday.
When the holiday falls on a Sunday, it is observed on the following Monday.
Non-exempt employees who are required to work on any of the holidays listed above will be given
alternative time off at the rate of 1 1/2 hours for each holiday hour worked. This time must be used
prior to the end of the next pay period and approved by the supervisor. If such time off cannot be
granted, employees will be paid time-and-a-half for the holiday hours worked in addition to the normal
holiday pay.
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Personal Holidays
Regular full-time employees are eligible for two personal holidays in each fiscal year. The personal
holidays are prorated for regular part-time employees who work at least half-time.
Employees are encouraged to use personal days during the fiscal year in which they are granted.
Only two personal days may be available to a regular employee as of July 1 of any fiscal year. For
example, if an employee has one unused personal day remaining at the end of the fiscal year, it may
be carried forward and one additional day will be granted in July. Unused personal days are payable
to the employee upon termination.
The number of personal holidays for which the employee will be eligible during the first year of
employment will be prorated in accordance with the following schedule:
Personal Days
Accrual During Initial Year of Employment
Completion of Initial 90 Days of Number of Personal Days that will be
Employment Falls Between: Granted:
January 1 and June 30 2 days will be granted on July 1
July 1 and December 31 1 day will be granted on January 1
The scheduling and use of a personal holiday must be approved in advance by the employee’s supervisor
Vacations
CGU recognized the importance of a regular vacation for employees.
Vacations are granted only to regular employees who work 20 hours per week or more. Employees
working less than 20 hours per week, and temporary and occasional staff members, do not earn
vacation. Vacation time does not accrue during a leave of absence.
Your vacation schedule must be approved by your supervisor in advance. If a vacation period
includes a paid holiday, that holiday will not be counted as a vacation day.
Vacation is earned on a daily basis, beginning with an employee’s date of hire. Newly hired
employees are eligible to use vacation once it is earned. Nonexempt employees’ use and report
vacation hours used which are rounded to the nearest 15 minute increment. Exempt employees’ use
and report vacation hours in four or eight hour increments, except when it is used to supplement
disability or paid family leave benefits.
Employees are granted their vacation accrual at the beginning of each pay period. Nonexempt
employees accrue at 1/26th of their annual amount at the beginning of each pay period; exempt
employees accrue 1/12th of their annual amount at the beginning of each pay period. The amount
accrued is prorated to an employee’s specific FTE (FTE stands for Full-Time Equivalency, e.g. a 37.5hour/week, 12-months/year position = 1.0 FTE; a 20-hour/week, 12-months/year position = .50 FTE).
The following chart shows the vacation accrual rates Exempt and Nonexempt employees. Regular
part-time employees who work 20 hours per week or more earn vacation at pro-rated rates.
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EXEMPT EMPLOYEES MONTHLY VACATION ACCRUAL
Weekly
Hours
Hours/Day
37.5
33.5
32
30
28
25
24
23.75
20
7.50
6.70
6.40
6.00
5.60
5.00
4.80
4.75
4.00
1 to 12 months
10 days/year
(Day = 1/5 of standard weekly hours)
13 to 24 months
12 days/year
6.26
5.59
5.34
5.00
4.67
4.17
4.00
3.96
3.34
7.50
6.70
6.40
6.00
5.60
5.00
4.80
4.75
4.00
NON-EXEMPT EMPLOYEES MONTHLY VACATION ACCRUAL
Weekly
Hours
Hours/Day
37.5
33.5
32
30
28
25
24
23.75
20
7.50
6.70
6.40
6.00
5.60
5.00
4.80
4.75
4.00
1 to 12 months
10 days/year
2.892
2.585
2.462
2.308
2.154
1.938
1.846
1.846
1.538
25 to 36 months 37+mos. & SG5+
18 days/year
22 days per year
11.25
10.05
9.60
9.00
8.40
7.50
7.20
7.13
6.00
13.76
12.29
11.74
11.00
10.27
9.17
8.80
8.71
7.34
(1/26 of annual accrual; day = 1/5 of standard weekly hours)
13 to 24 months
12 days/year
3.471
3.102
2.954
2.769
2.585
2.326
2.215
2.215
1.846
25 to 36 months 37+mos. & SG5+
18 days/year
22 days per year
5.206
4.652
4.431
4.154
3.877
3.489
3.323
3.323
2.769
6.363
5.686
5.415
5.077
4.738
4.265
4.062
4.062
3.385
The “vacation accrual cap,” that is, the maximum number of vacation days that regular status, full time
employee may accrue, is 33 days. The vacation accrual cap is pro-rated for eligible part-time
employees. Once an employee's accrual reaches the vacation accrual cap, further vacation accrual
ceases until some vacation time is used and the available time has been reduced to an amount below
the vacation accrual cap. Upon termination of employment, you will be paid for your accrued but
unused vacation.
Tuition Benefit
Each of the colleges and Claremont University Consortium has its own tuition benefit and class
attendance policy. The CGU tuition benefit is enclosed in the Policies section of this handbook.
Contact your CGU Human Resources Director for further information about this program.
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Leaves
Sick Leave
CGU provides paid sick leave to all employees. The manner in which sick leave is earned or used
depends on the position of the employee and the number of hours he/she regularly works per week.
Regular, Full-time or Part-time Employees working at least 20 hours per week:
Accrue one day of sick leave per calendar month, to a maximum of 120 days. ("One day" is equal to
the number of hours in an employee's normal work week based on five days per week.) Sick leave
days are accumulated only for each calendar month in which an employee is on paid status for 15
days or more. Sick leave does not accumulate during a leave of absence. Non-exempt / hourly
employees may use sick time in increments of 15 minutes or more. Exempt employees may use no
less than ½ day increments of sick time.
Employees may use up to six days per fiscal year of their accumulated sick leave for (a) the diagnosis,
care, or treatment of an existing health condition, or (b) preventative medical care for you or your
family member. A “family member” is defined as a spouse, registered domestic partner, child
(biological, adopted, foster, stepchild or legal ward), parent (biological, adopted, foster, stepparent or
legal guardian), sibling, grandchild or grandparent. Leave under this policy is also available for any
employee who is the victim of domestic violence, sexual assault, or stalking if the employee is taking
leave to attend court proceedings or to seek treatment related to the domestic violence, assault or
stalking. If an employee is absent from work due to his/her own illness, injury or disability, he/she is
required to use sick leave that has been accumulated.
Employees who wish to utilize leave under this policy must personally notify their direct supervisor of
the need for leave as soon as they are aware of it. This means that for planned medical appointments
or procedures, notice must be given at the time the appointment/procedure is booked with the medical
provider. If an employee or their relative is ill and it will cause the employee to miss any work time, the
employee must notify their direct supervisor before the scheduled start of their workday, if possible.
The direct supervisor must also be contacted on each additional day of absence. Failure to properly
communicate regarding the need for sick leave could result in a sick leave request being rejected
and/or may result in discipline up to, and including, termination. Employees are expected to make nonemergency doctor visit appointments outside of work hours, whenever that is reasonably possible.
Fraudulent use of sick leave is a gross violation. Employees should only use the paid sick leave under
this policy for the reasons provided above. When an employee is out of work for more than two (2)
consecutive days or more than three (3) days in any workweek, CGU may request a note from the
medical provider to justify the need for the leave. If CGU has reasonable suspicion that an employee is
using this leave for an improper purpose or making false representations related to leave under this
policy, CGU maintains the right to require a written
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note from the employee’s medical provider. In addition, employees who are absent for five (5) or more
consecutive days may need a note from their doctor/medical provider releasing them back to work.
Employees eligible for Voluntary Disability Insurance (VDI) are required to apply for this benefit after
the 5th consecutive day or on the first day of hospitalization.
Employees will be able to use sick leave free of retaliation. If an employee believes that he or she is
being treated improperly because he or she properly requested or used leave under this policy, the
employee should immediately report this treatment to Human Resources.
Sick Leave hours paid are not considered as hours worked for overtime purposes.
Part-Time or Temporary Employees working less than 20 hours per week:
Will be provided one (1) hour of paid sick leave for each thirty (30) hours expected to be worked based
on the employee's normal work schedule, each January 1 (1/2 allotment provided on July 1, 2015
only). For employees with intermittent schedules, CGU may choose to provide sick leave under this
policy based on a 20-hour workweek. Unused sick leave benefits will be allowed to accumulate until
the employee has accrued a total of forty-eight (48) hours’ worth of sick leave per benefit year, at
which time no further allotments will be provided until the employee falls below the cap.
Based on a 16 week semester at 20 hours per week, employees will be granted 10 hours of sick leave
at the beginning of each semester.
Upon termination, sick leave pay is not paid out. It is forfeited. However, if an employee is rehired
within one (1) calendar year, his/her unused sick leave at the time of termination will be reinstated
upon rehire.
Leave under this policy can be used for (a) the diagnosis, care, or treatment of an existing health
condition, or (b) preventative medical care of the employee or of the employee’s family member. A
“family member” is defined as a spouse, registered domestic partner, child (biological, adopted, foster,
stepchild or legal ward), parent (biological, adopted, foster, stepparent or legal guardian), sibling,
grandchild or grandparent. Leave under this policy is also available for any employee who is the victim
of domestic violence, sexual assault, or stalking if the employee is taking leave to attend court
proceedings or to seek treatment related to the domestic violence, assault or stalking.
Leave under this policy should be used in increments of at least two (2) hours. An employee’s hourly
sick leave pay rate will be calculated by dividing the employee’s total wages, except for overtime
wages, in the full pay periods during the ninety (90) days preceding the leave date by the employee’s
total hours worked during that time period.
Employees who wish to utilize leave under this policy must personally notify their direct supervisor of
the need for leave as soon as they are aware of it. This means that for planned medical appointments
or procedures, notice must be given at the time the appointment/procedure is booked with the medical
provider. If an employee or their relative is ill and it will cause the employee to miss any work time, the
employee must notify their direct
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supervisor before the scheduled start of their workday, if possible. The direct supervisor must also be
contacted on each additional day of absence. Failure to properly communicate regarding the need for
sick leave could result in a sick leave request being rejected and/or may result in discipline up to, and
including, termination. Employees are expected to make non-emergency doctor visit appointments
outside of work hours, whenever that is reasonably possible.
Fraudulent use of sick leave is a gross violation. Employees should only use the paid sick leave under
this policy for the reasons provided above. When an employee is out of work for more than two (2)
consecutive days or more than three (3) days in any workweek, CGU may request a note from the
medical provider to justify the need for the leave. If CGU has reasonable suspicion that an employee is
using this leave for an improper purpose or making false representations related to leave under this
policy, CGU maintains the right to require a written note from the employee’s medical provider. In
addition, employees who are absent for five (5) or more consecutive days may need a note from their
doctor/medical provider releasing them back to work. Employees eligible for Voluntary Disability
Insurance (VDI) are required to apply for this benefit after the 5th consecutive day or on the first day of
hospitalization.
Employees will be able to use sick leave free of retaliation. If an employee believes that he or she is
being treated improperly because he or she properly requested or used leave under this policy, the
employee should immediately report this treatment to Human Resources.
Sick Leave hours paid are not considered as hours worked for overtime purposes.
Leaves in Accordance with the Federal Family Medical Leave Act (FMLA) and
The California Family Rights Act (CFRA)
Please note. The features, qualifications, eligibility criteria, and terms of FMLA and CFRA leave are
extremely complex. If you anticipate that you require such a leave you are advised to contact your
CGU Human Resources Director for specific information that pertains to your own situation. The
information given in this handbook is intended to only provide you with general information.
The FMLA and CFRA allow for 12 weeks* of unpaid leave in a 12-month period for:
1. Care of a spouse, child, or parent with a serious health condition;
2. Birth or adoption of a child, or placement of a foster child; or
3. For the employee's own serious health condition.
*CGU policy includes four (4) additional weeks of unpaid leave for a total of 16 weeks.
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In order to be eligible for FMLA and/or CFRA, a regular employee (with the exception of key
employees, i.e., those among the top 10% of gross salary earners) must have completed at least 12
months of employment and must have provided at least 1,250 hours of service during the 12 months
preceding commencement of the leave.
CGU requires that any leave that meets FMLA/CFRA criteria be counted toward the employee's 12week leave entitlement.
Family/medical leave is unpaid. However, the employee may use his/her accrued vacation or other
personal time while on a family medical leave. If the employee is on leave due to his/her own illness,
the employee must use any paid sick leave in lieu of unpaid leave status. Vacation, sick days, and
other personal time will not accrue while the employee is on a leave.
If the need for a leave is foreseeable, the employee must provide 30 days' written notice of the need
for the leave. If the need for a leave is not foreseeable, or if it is otherwise not possible to provide 30
days' notice, notice must be provided as soon as practicable. In no event shall the employee provide
less than one or two days of notice.
Medical Certification
In order to be granted FMLA and/or CFRA leave, the employee must provide certification to the CGU
Human Resources Director from her/his health care provider.
If the leave is needed to care for an ill family member, the certification must contain the following
information: (1) date of commencement of the serious health condition; (2) probable duration of the
condition; (3) estimated amount of time the employee will be needed to provide care; and (4) that the
serious health condition warrants the participation of a family member to provide care. If additional
information is required by the University in order to determine if a “serious health condition” exists, the
employee may be asked to provide a signed US Department of Labor Form WH-380 – Certification of
Health Care Provider.”
If the leave is needed for the employee's own serious health condition, the certification must contain
the following information: (1) date of commencement of the serious health condition; (2) probable
duration of the condition; and (3) that the employee is unable to perform the function of his/her position
because of the serious health condition or must be absent from work for medical treatment. If
additional information is required by the University in order to determine if a “serious health condition”
exists, the employee may be asked to provide a signed US Department of Labor Form WH-380 –
Certification of Health Care Provider.”
Failure to provide timely and complete medical certification may result in denial of a family/medical
leave.
If the leave is due to the employee's own illness, CGU may require the employee to obtain a second
medical certification from a health care provider selected by the University. In the event the first and
second opinions differ, CGU may require the employee to obtain a third medical certification from a
mutually agreed upon health care provider. The third opinion will be binding on the employee and on
CGU. The second and third medical opinions, if required by the University, will be at the University’s
expense.
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Reinstatement upon return from FMLA and CFRA Leave
An employee who is on approved FMLA and/or CFRA leave is expected to return work upon medical
release by her/his health care provider, whether or not the periods of time permitted under FMLA
and/or CFRA have expired.
Prior to returning to work, the employee must provide the CGU Human Resources Director with a
signed note from her/his medical provider indicating that the employee is cleared to return to work. An
employee who does not so return and provide such note will be considered to have voluntarily
resigned and will be terminated from employment.
With some exceptions, an employee who returns from an approved FMLA and/or CFRA leave on or
before the expiration of the period of time required by law will be restored to the same or equivalent
position. If, however, due to business reasons, the same or equivalent position ceased to exist during
the employee's leave, and, had the employee not taken the leave, the employee would not otherwise
have been employed at the time reinstatement is requested, the University may not be required to
reinstate the employee. In certain circumstances, the University may deny reinstatement to an
employee who is among the highest paid 10 percent of the employees working for the University within
75 miles of the employee's worksite, if necessary to prevent substantial economic injury.
Benefits During FMLA and/or CFRA Leave
CGU will continue the employee's medical/dental coverage while the employee is on family/medical
leave under the same terms and conditions as was provided while the employee was working. The
employee is responsible for the same premiums for her/his medical/dental coverage as if he/she were
at work. If the employee is on an unpaid leave of absence, or is receiving insufficient pay while on
leave, she/he will need to make arrangements with the CUC Benefits Office to pay for his/her portion
of the premium within the first five days of each month. Failure to make timely payments may result in
termination of medical/dental coverage.
If the employee fails to return from the leave, or returns to work for less than 30 days, the Colleges
may recover from the employee, the premiums it paid for maintaining medical/dental coverage during
the leave period.
FMLA/CFRA Leave and Short-Term Disability
FMLA/CFRA leave is considered to run concurrently with short-term disability periods (other than
those that qualify for California Pregnancy Disability Leave). Available sick leave must be coordinated
with Short-Term Disability (VDI benefits) to approximate regular wages. Available vacation and/or
personal holiday benefits may be coordinated with VDI benefits at the employee’s option.
FMLA/CFRA Leave and Workers' Compensation Disability
FMLA/CFRA leave is considered to run concurrently with Workers' Compensation disability periods.
Available sick leave must be coordinated with Workers’ Compensation benefits to approximate regular
wages. Accrued vacation and/or personal holidays may be coordinated at the employee's option.
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FMLA/CFRA Leave - Non-Disability
When an FMLA/CFRA leave is taken for the birth (when not eligible for Pregnancy Disability Leave) or
adoption of a child, placement of a foster child, or care of a child, spouse or parent with a serous
health condition, the employee may, at her/his option, use accumulated vacation and personal
holidays. In addition, the employee may use up to six days of accumulated sick leave each year for
the care of an ill spouse, child or parent. Other than these six days, the employee may not use
accumulated sick leave during a non-disability FMLA/CFRA leave.
Pregnancy Disability Leave
In accordance with federal and California law, female employees may be eligible for unpaid pregnancy
disability leave while unable to work due to pregnancy, childbirth, or related medical conditions. A
female employee is disabled by pregnancy if, in the opinion of her health care provider, she is unable
because of pregnancy, childbirth, or a related medical condition to perform one or more of the
essential functions of her job, or to perform those functions without undue risk to herself, the
successful completion of her pregnancy, or to other persons. The duration of a pregnancy disability
leave will be determined by a physician, but is not to exceed the maximum of four months allowed by
law.
Employees must provide at least 30 days' advance notice before pregnancy disability leave is to begin
if the need for the leave is foreseeable. If the need for a pregnancy disability leave is not foreseeable,
employees must give notice as soon as practicable.
Employees who are disabled due to pregnancy may be transferred to a less strenuous position
provided that: (1) the employee requests a transfer; (2) the transfer is medically necessary; and (3) the
University can reasonably accommodate the transfer.
An employee who requests a pregnancy disability leave must provide a medical certification from her
attending physician. The certification must include the first date of disability and the estimated
duration of the disability. This certification must also contain a statement that the disability renders the
employee unable to perform one or more of the essential functions of the position. If additional
information is required by the University in order to determine if a “serious health condition” exists, the
employee may be asked to provide a signed US Department of Labor Form WH-380 – Certification of
health Care Provider.” A physician's statement that the employee is able to return to work at the end
of the leave is required. The University reserves the right to require the employee to be examined, at
CGU’s expense, by a physician of its choice to verify the disability or the release. Failure to return to
work at the end of a pregnancy disability leave will be considered a voluntary resignation of
employment.
Available sick leave must be used and coordinated with short-term disability (VDI) benefits. Vacation
and/or personal holidays may be coordinated with VDI benefits at the employee's option.
CGU will continue the employee's medical/dental coverage while the employee is on Pregnancy
Disability Leave under the same terms and conditions as was provided while the employee was
working. The employee is responsible for the same premiums for medical/dental coverage as if she
were at work. If the employee is on an unpaid leave of absence, or is receiving insufficient pay while
on leave, she will need to make arrangements with the CUC Benefits Office to pay for her portion of
the premium within the first five days of each month. Failure to make timely payments may result in
termination of medical/dental coverage.
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To the extent required by applicable law, the Colleges will reinstate an employee returning from a
pregnancy disability leave that did not exceed her approved leave period, or four months, whichever is
shorter, to the same position or to a comparable position.
Paid Family Leave
Paid Family Leave is a component of CGU’s Voluntary Disability Plan. This program is designed to
provide partial wage replacement for up to six (6) weeks during a 12-month period for qualifying
employees under one of the following situations:
1. To bond with a newborn child, adopted or foster child, stepchild, legal ward, a child of a registered
domestic partner, or a child of a person standing in loco parentis (guardian) who is under age 18 or
over age 18 and disabled. For bonding purposes PFL must be taken concurrently.
2. To provide care for an ill child, spouse, or registered domestic partner or;
3. To provide care for a biological, foster or adoptive parent, a stepparent, a legal guardian, or other
person who stood in loco parentis (guardian) when the employee was a child. PFL benefits do not
include provisions for parent-in-laws.
For an illness, employees can request to take PFL on an intermittent basis, if the care can be rendered
to a family member is provided in intervals or if the medical condition affecting a family member is
recurrent.
Employees cannot request to be placed on PFL if another family member is ready, willing, able and
available to provide care to the ill or injured family member. Employees would be required to sign an
affidavit.
All employees covered under CGU’s VDI program are eligible for PFL. The weekly benefit amount is
based on the employee’s wages in the highest quarter of the employee’s base period.
Employees will need to satisfy a five (5) day waiting period and must use accrued vacation during this
period. Following the fulfillment of the waiting period, an employee is entitled to six (6) weeks of PFL,
once a valid claim has been submitted. Employees will not be able to supplement the PFL with any
paid time (e.g. sick pay, family sick pay, accrued vacation) and will be responsible for making
payments for any elected benefits they may have with the University.
PFL runs concurrently with FMLA/CFRA and PDL for employees who are eligible for those leaves.
Employees will contact the Human Resources Office to apply for PFL benefits. You may contact The
Claremont Colleges Disability Administration Office for additional information regarding your PFL rights
and benefits.
Leave of Absence for Personal Reasons
Leaves of absence for personal reasons may, at CGU’s sole discretion, be granted for such purposes
as career development, public service, or special family needs. In some cases, it is possible to grant a
leave and to hold the position open for the employee's return. In other cases, it is not possible to hold
the position open. There is no guarantee that the employee will be returned to her/his former position.
It is important that the
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supervisor and employee discuss a request for personal leave and that it is clearly understood
whether or not the position will be held open for the employee's return. Each request is considered on
its own merit and must meet the following conditions:
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An employee must be on regular status and must have completed at least one year of
continuous service.
The request for leave must be approved by the employee's supervisor and the CGU
Human Resources Director. Consideration will be given to the employee's reason for
requesting the leave and the effect of the employee's absence on the operation of the
department and/or University.
The maximum duration of a personal leave is one year. Leaves of absence for a period
longer than 30 days normally are granted only to employees who have completed at least
two years of continuous service.
A leave of absence will not be granted to an employee who has accepted employment
elsewhere. If an employee on leave accepts employment elsewhere, the leave will be
ended immediately and employment terminated.
Failure to return to work at the end of a leave will be considered a voluntary resignation of
employment.
When a leave is granted, there is no break in service. Employee benefits are discontinued
during periods of leaves of absence for personal reasons.
Military Leave
Staff employees who must fulfill a military obligation, either by active duty or training, shall by law be
granted military leave without pay. Upon return, the employee will be reinstated, if possible, to his/her
former position or to a comparable one with no loss of seniority.
An employee, who is called to temporary duty in a reserve unit of the U.S. Armed Forces, will be
granted the necessary leave without pay. Before going on military leave, the employee must notify
her/his supervisor, the CGU Human Resources Director and the CUC Benefits Office. During the first
30 days of Military Leave, the employee will continue to accrue those benefits (such as vacations,
holidays and sick time), if any, to which entitled before the military leave began. In addition, during the
approved military leave, CGU will continue the same medical and dental benefit contributions, if any,
which the University was making on the employee’s behalf before the military leave began. The
employee on military leave must make arrangements with the CUC Benefits Office to continue to pay
her/his premiums while on leave, otherwise coverage will stop.
In accordance with California law, a member of the National Guard or Reserves is entitled to a
temporary leave of absence without pay, not to exceed 17 days annually, for required training or
similar duty. If you require time off for this purpose, inform your supervisor and Human Resources
Director.
Jury Duty
It is the policy of CGU to grant to regular employees paid leave for up to ten (10) days of jury duty
whenever such leave does not result in an undue hardship on the department or the University. Upon
receipt of a proposed juror questionnaire, notify your immediate supervisor and the CGU Human
Resources Office, and submit a copy of the jury duty
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summons. If you are required to report for jury duty, you will continue to receive your salary for the
period of the jury duty up to the ten-day period. During your jury leave, you will continue to accrue
those benefits (such as vacation and sick time), if any, to which you were entitled before your jury
leave began. In addition, during the jury leave, the University will continue to make those benefit
contributions, if any, that it was making on your behalf before your leave began.
Bereavement Leave
Regular full-time and part-time employees may be excused for up to three days with pay, following the
death of a:
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Child, including grandchild or stepchild;
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Current spouse or domestic partner and his/her child;
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Parent, including grandparent, step-parent or in-law;
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Brother or sister, including step-brother and step-sister or in-law; or
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Any other person living in the employee's immediate household.
Whenever possible, arrangement for such an absence should be made in advance with your
supervisor. You may be required to furnish satisfactory evidence to support the bereavement leave.
Voting Leave
Employees who are eligible to vote in state and federal elections (of voting age and registered to
vote), are encouraged to exercise their voting privileges. In accordance with Section 14350 of the
California Election Code, employees who do not have sufficient time to vote outside their working
hours, will be allowed to take up to two hours off, with pay, for this purpose. In order to receive time
off for voting, the employee must notify the supervisor of the need to be off, two days prior to the day
of election, and present proof of voter registration. Unless otherwise agreed, this time must be taken
at the beginning or end of the shift, whichever will minimize the disruption. Proof of having voted may
be required by the supervisor or Human Resources Director.
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Termination
Resignation
If at some time you decide to leave your position, you are asked to give your supervisor and the CGU
Human Resources Director two weeks' written notice in advance, stating your reasons for leaving.
Such notice will permit proper processing of your final paycheck, your benefit status forms, the
scheduling of an exit interview, and the return of all college property such as keys. The request that
you give notice prior to your resignation is not intended to, and shall not be considered as, a change in
the at-will status of your employment. Notwithstanding any other representations, you have the right
to resign at any time with or without cause, with or without notice. Likewise, CGU retains the right to
terminate your employment at any time with or without notice, with or without cause, unless otherwise
prohibited by law.
At the exit interview, you will have an opportunity to comment on your employment at CGU.
Dismissal
CGU reserves the right to terminate employees at any time for any lawful reason or no reason at all,
as long as the reason is not otherwise prohibited by law. As explained throughout this handbook, you
are an employee at-will.
However, we are providing the following examples of action or inaction on your part that may lead to
your dismissal, in order to give you an idea of some of the more severe circumstances that may result
in your termination from employment. These include, but are not limited to, unsatisfactory job
performance, negligence, misconduct, excessive absenteeism, tardiness, willful misconduct, theft,
insubordination, sleeping on the job, fighting or other altercations, threatening and/or engaging in
violent actions, drug or alcohol intoxication, falsifying records, conviction of, or pleading guilty to a
crime that is a felony or serious misdemeanor, violation of rules, or involvement in activities that may
bring harm to the name and reputation of CGU. Of course, it is not possible to list all potential
unacceptable conduct; as noted, the above list is not exhaustive, merely illustrative. As stated
throughout this Handbook, your employment is at-will.
As noted above, failure to report to work for three successive workdays without notifying your
supervisor will be considered job abandonment and you will be terminated.
Converting Benefits at Termination
Some benefit programs as an employee may be converted or extended after your employment is
terminated. Please contact the CUC Benefits Office for more information.
Pay for Vacation and Personal Days at Termination
At termination, you will be paid for the vacation days you have earned but have not taken (subject to
the vacation accrual cap of 33 days). The number of days will be calculated based on the vacation
schedules in the section on "Vacations" in this handbook. Unused personal days will be paid at
termination. Personal days are defined in the section on "Personal Days" in this handbook.
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Unemployment Compensation
Terminated employees may, under certain conditions, be eligible to receive unemployment
compensation payments. Contact the Human Resources Office and your local State Employment
Development Department for information.
Safety
CGU endeavors to make the campus a safe place to work and comply with all applicable federal and
state safety regulations. It is your responsibility to observe the safety requirements, and to use the
safety equipment as instructed. Each employee is expected to: (1) obey safety and health rules, (2)
follow established safe and healthy work practices, (3) exercise caution in all work activities, (4)
correct or promptly report unsafe and unhealthy acts and conditions in the workplace, and (5)
participate in safety training programs. If you observe unsafe actions or conditions, you should report
them immediately to your supervisor or to the CGU Human Resources Office.
In Case of Accident
If you receive an injury on the job, no matter how slight, you must report it immediately to your
supervisor, to the CGU Human Resources Office, or to the CUC Workers' Compensation
Administrator (ext. 18847), as soon as possible. Treatment, if required, will be provided in accordance
with the law.
Emergency
In case of any general emergency on campus, you may contact the Campus Security Office at ext.
72000. Campus Security will call 911 and indicate the exact location of the emergency.
Disaster Preparedness
CGU coordinates a Disaster Preparedness Program in the event of a disaster. You are provided with
information about this important program upon your new-hire orientation. In addition, you will be
participating in periodic drills and training programs. For further information you may contact your
supervisor or the CGU Human Resources Office.
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Employee Services and Conveniences
Athletic Events
Employees are encouraged to attend the intercollegiate events on campus. You may be eligible to
receive a complimentary pass to games played by college teams. For information on game schedules
at CMC-HMC-Scripps call ext. 72904; for Pomona-Pitzer game information, call ext. 18016.
Athletic Facilities
Some gymnasiums, tennis courts, workout rooms, pools, and other athletic facilities are available free
of charge or at minimal cost. You may contact the individual Colleges for information.
Bookstore
Huntley Bookstore, located at Eighth Street and Dartmouth Avenue, is one of the joint services shared
by all The Claremont Colleges. The bookstore carries textbooks and a wide variety of general titles in
paper and hardback editions. Huntley also has office supplies, children's books, art supplies,
stationery, gifts, cards, clothing, drug and sundry items and an ATM machine.
Campus Mail Service
Campus mail is used for distribution of official University communications. Use of campus mail
services or campus mailboxes for non work-related or personal correspondence is not permitted.
Campus Safety
The function of The Claremont Colleges Department of Campus Safety is to protect life and property,
to help maintain an environment conducive to the academic endeavors of the Colleges, to enforce
vehicle and parking regulations and to perform other related duties. The Safety Office is located at
251 E. 11th Street. Normal business hours are from 8:30 a.m. to 4:30 p.m. each weekday
Safety personnel are on duty 24 hours a day to handle calls for service. Telephone numbers (24
hours a day) are as follows:
Off-campus 621-8170;
On-campus, extensions 18170 and 72677. For emergencies, call ext. 72000.
Credit Union
Regular status faculty and staff members are eligible to join First City Credit Union and/or Chaffey
Federal Credit Union. The Credit Unions offer insured savings accounts as well as personal loans to
eligible members. There is a membership fee, and you must open a share (savings) account to
become a member. Both Credit Unions can arrange payroll deduction for loan payments and savings
deposits. For further information call First City Credit Union at 1-800-944-2200 or Chaffey Federal
Credit Union at 909-986-4552. Please note that the Credit Unions are not affiliated with the Claremont
Colleges.
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Discount Cards for Amusement Parks
Each Human Resources Office maintains discount cards for many recreational attractions, such as
Universal Studios, Sea World, Knott's Berry Farm, and Magic Mountain. These cards may be
obtained from your Human Resources Office.
Library
All benefits-eligible staff members of the Claremont Colleges are given free use of the campus library
system. The main library is the Honnold/Mudd Library located at Ninth Street and Dartmouth Avenue.
The total library collection of the Colleges makes more than 1,600,000 volumes available to students,
faculty, and staff. Besides the Honnold/Mudd Library, the libraries serving the Colleges are the
Norman F. Sprague Library, the Ella Strong Denison Library, and the Seeley G. Mudd Science Library.
Cooperating libraries include the Educational Resource and Information Center and George G. Stone
Center for Children's Books at Claremont Graduate University, the Rancho Santa Ana Botanic Garden
Library and the Library at the School of Theology at Claremont.
Lost and Found
A central lost-and-found for the campuses is located at Campus Safety.
Parking
Vehicle registration with Campus Safety is mandatory and should be done within three working days of
the start of your employment. When you register your vehicle with Safety, you will be issued a parking
tag that entitles you to park in designated parking lots on the campuses. Employees retain full
responsibility for their vehicles and for any liability or damage claims resulting from possession or
operation of a motor vehicle on campus.
Telephones
The Colleges own a private telephone system. Instructions for its use, as well as campus telephone
extensions, are provided in The Claremont Colleges Staff & Faculty Directory, which is issued each
fall. For information on campus numbers that you cannot obtain from your directory, dial ext. 73344 on
any campus telephone. If you have problems with your campus telephone and need to request
repairs or assistance, dial ext. 18188 and the operator will assist you.
Your supervisor will inform you of the departmental policy regarding personal and long-distance
telephone calls, but in general, personal telephone calls during work time are discouraged. They
should be brief and limited to calls within the local area codes and be made during your lunch hour or
break time. You should charge any calls placed outside the local area codes to your personal credit
card or home telephone number.
Trip Reduction Incentive Plan (TRiP)
In compliance with regulations of the South Coast Air Quality Management District (SCAQMD), each
of the Colleges has a TRiP (Trip Reduction Incentive Plan). This plan is designed to encourage
employees to use alternative modes of transportation whenever possible in order to reduce the
number of vehicles arriving on our campuses. Please contact your Human Resources Office for
information.
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