Policies And Procedures
Attendance, Hours Of Work And Punctuality
All employees are expected to report to work on a regular and punctual basis. The length of the work week is specified in collective bargaining agreements.
For administrators, librarians and classified employees, specific work hours are determined by managers and supervisors in each department in consultation with each employee. Most administrative offices are required to be open from 8:30 a.m. to 4:45 p.m. Work schedules should be planned accordingly. Faculty work hours are determined by class schedules and contract provisions.
In the event of an employee's absence or lateness in reporting to work, the following method, listed by different employee categories, should be used in notifying the College:
- Administrators, Faculty and Classified Office Staff: Attempt to contact your department head or immediate supervisor first, as early as possible. If you cannot reach your supervisor, call the telephone operator and your message will be forwarded to your supervisor and to the Human Resources Department.
- Facilities and Housing Maintenance Personnel: Call your immediate supervisor as early as possible, at least one hour before the start of your shift. If you cannot reach your supervisor, leave your message with the telephone operator or the dispatcher at the Public Safety Office who will log your call and forward the message to your supervisor and the Human Resources Department.
- Office of Public Safety and Power Plant Personnel: Call your supervisor as soon as possible and at least one hour before the start of your shift. If you cannot reach your supervisor, and depending on the start of your shift, Power Plant personnel should leave their message with the dispatcher at the Public Safety Office or the telephone operator. Public Safety Office personnel should leave the message with the dispatcher.
Remember, you must follow these procedures each day of your absence. When extended leave has been prearranged with your supervisor, a daily call is not necessary, but would be reported on the weekly attendance sheet. Failure to follow these procedures could result in being charged for an absence without pay. Unexcused absences without pay may be grounds for discipline.
Weekly attendance sheets are submitted by department heads to the Human Resources Office on Friday. Reporting is done on an exception basis only.
Drug-Free Workplace Policy
Massachusetts College of Liberal Arts adheres to the principles of the Drug-Free Workplace Act and the Drug-Free Schools and Communities Act. The use of illegal drugs and alcohol abuse at the College workplace, on College property or at College activities both on and off campus impairs the safety and health of College community members, inhibits the personal and academic growth of students and undermines the public's confidence in the College. Only in an environment free of illegal drugs and alcohol abuse can the College fulfill its mission of developing the professional, social, cultural and intellectual potential of each member of its community. For these reasons, it shall be the policy of MCLA that all College activities, College property and the College workplace shall be free of the use of illegal drugs and the "abuse" of alcohol.
Responsible use of alcohol will be allowed at College activities and on College property only under specified conditions. First, possession and consumption is limited to persons of legal age and is confined to particular locations and/or events. Second, events where alcohol will be served shall be managed through the campus dining services. Third, resident students who are of legal age shall observe the regulations which control the possession, use or distribution of alcohol within residence areas. Students should refer to the Resident Student Handbook and Guidelines for Community Living for these regulations.
The College affirms that fundamental responsibility for personal behavior associated with the use of alcohol rests with the individual; however, the College will provide constructive leadership for promoting a positive environment for its members. In addition, the College will maintain and enforce rules and regulations deemed appropriate and necessary to preserve conditions essential to academic and personal wellbeing.
The staff of MCLA shall not unlawfully manufacture, distribute, dispense, possess or use controlled substances or alcohol on College property, in conjunction with any College activity or in the College workplace. No alcohol shall be present at any staff or student meetings or events where College business related efforts are being conducted. Any employee or student employee must notify the College's Director of Human Resources within five days of being convicted of violating a criminal drug statute in the workplace. The College will notify appropriate authorities, as required, that an employee or student employee has been convicted of a drug-related offense within 10 days.
Smoking Policy
Recognizing that exposure to tobacco smoke (both active and passive) presents an unhealthy environment and has been linked to many serious health problems, the Governor's Executive Office for Administration and Finance issued a smoking policy on May 15, 1987, affecting all state agencies. The Massachusetts State Legislature amended the Massachusetts General laws, effective January, 1988, restricting smoking in all public buildings. More recently, the American College Health Association and the Center on Addiction and Substance Abuse at Columbia University have issued specific guidelines concerning college campuses. In the absence of separate, adequately ventilated indoor areas that meet the recommended criteria, smoking is not permitted inside any public buildings on campus.
Designated, outdoor, protected areas with proper receptacles are available, subject to cleanliness standards and adherence to safety regulations.
No smoking is permitted inside any student dormitories at the College.
SMOKING IS PROHIBITED IN ALL PUBLIC BUILDINGS AND AREAS INCLUDING WORK AREAS, DINING AREAS, PRIVATE OFFICES, WAITING ROOMS, RESTROOMS, STAIRWELLS, LOBBIES, HALLWAYS, MEETING ROOMS AND CLASSROOMS. SMOKING IS ALSO PROHIBITED IN COLLEGE VEHICLES.
It is expected that all members of the College community will exercise self-discipline in modifying their behavior and will demonstrate good judgment in respecting the rights of others. It is expected that all members of the College community and visitors will abide by this policy.
Smokers are expected to show consideration for the health and safety of others. Any employee, or student, who believes he or she is being subjected to secondhand smoke in violation of this policy, should inform the offending party that this policy exists and request that he or she adhere to the policy. If the offending party does not comply with this request, the violation should be reported to the department head or administrator who is in charge of the area in which the violation occurred. That individual will be responsible for addressing the problem with the offending person or persons. Problems which cannot be resolved at that level should be referred to the Vice President who oversees the department.
Inclement Weather And Emergency Closing Policy
In the event that the College is closed and classes and other scheduled activities are canceled due to inclement weather, all employees designated as "essential" or "snow day" personnel must report to work. This includes the following personnel: Power Plant personnel who must remain on the job until properly relieved by their normal shift replacements, security personnel, and some maintenance personnel, for clearing snow from the sidewalks and building entrances.
The Vice President for Administration and Finance advises the President of the following: (1) storm conditions in the immediate area of the College; (2) the status of public transportation; (3) other private/public agency closings; and (4) the latest weather advisory. The President then determines the necessity for closing the College. The decision to close the campus will generally be made before 6:00 a.m. and will be reported to the Department of Public Safety and the following radio and television stations and posted on the MCLA web site. Radio: North Adams Area - WNAW-AM (1230), WMNB-FM (100.1); Pittsfield Area WBEC-AM (1420), WBEC-FM (105.5); Greenfield Area - WHMP.AM (1240), WHAI-FM (98.3); Bennington, VT Area - WZEC-FM (97.5); Television: Albany, NY Area - WNYT, Channel 13; WTEN, Channel 10; WRGB, Channel 6; Springfield Area - WGGB, Channel 40; WWLP, Channel 22; Web: Massachusetts College of Liberal Arts, Address: http://www.mcla.edu. Communicator NXT: Broadcast to telephone and cell phone voice calls, cell phone text messages, voice-mail messages, and e-mail announcements.
The radio and television stations will provide the College's operational status as one of the following: (1) Delayed opening; (2) Closed for the day with evening classes cancelled; and (3) Mid-day closing with evening classes cancelled.
In addition to checking the web site for class cancellation information, students attending evening classes can also call the MCLA Cancellation Line which is extension 4399 for on-campus students, and 413-662-5299 if calling from off campus. College employees should also call the MCLA Cancellation Line at 413-662-5299 to learn of the College's operational status for that day.
In the event that the College closes mid-day, all departments will be contacted by telephone with the closing information. Should the College close due to inclement weather, all employees designated as "essential" or "snow day" personnel must report to work.
If adverse weather conditions develop during the day, Graduate and Continuing Education personnel, in conjunction with the President or Vice President, Administration and Finance, will determine if classes are cancelled. This decision will generally be made prior to 2:30 p.m.
In instances of emergencies during the workday, such as power outages and/or fires, please exercise common sense. Please do not use the elevators and, if the situation requires, evacuate the building in a safe, organized and timely manner. If you believe that you may need assistance evacuating the building in an emergency situation or during a drill, please contact the Director of Public Safety at extension 5284 immediately for instructions.
There may be occasions during inclement weather or other emergency situations when the College is open. If the College is open, all employees are expected to report to work or notify their appropriate area supervisor that they are requesting to use available leave.
Travel Policy
Employees who must travel on College business can use College vehicles when possible or lease vehicles through Enterprise. If an employee must use his/her own vehicle for College business, reimbursement will be made at the Commonwealth's approved mileage rate (unless an applicable policy or collective bargaining agreement provides a higher rate of reimbursement). Parking, hotel, meals and other expenses may also be paid by the College, depending upon the length, distance and nature of the trip.
All employees who travel on College business should complete a "Travel Requisition" form before traveling, even if no expense reimbursement is involved. This substantiates the business nature of travel in the event of a Worker's Compensation Claim. It also documents authorization to be absent for business purposes.
Reimbursement for expenses can only be made if the travel authorization form has been completed and fully approved proper receipts submitted. Further details on travel reimbursement are specified in collective bargaining agreements.
Workplace Safety
Emergencies on Campus
All serious (life-threatening) campus emergencies, whether civil or medical, should be reported immediately by dialing extension 5100. You will reach the Department of Public Safety. State your name, location and the nature of the emergency. Stay on the line until the person called acknowledges the nature and details of the emergency. Assistance will be sent as soon as possible.
The Right-to-Know Law
The Massachusetts Right-to-Know Law went into effect on September 26, 1984. The law requires that all employers label hazardous substances and obtain Material Safety Data Sheets (MSDS) on those substances and that all employees who handle hazardous substances receive right-to-know training.
An employee has the right to request a copy of the MSDS on those substances used in the performance of his/her duties. The MSDS lists the ingredients of the substance, potential hazards, physical characteristics and necessary precautions in using the substance. MSDSs may be obtained from the Department of Facilities.
Safety Procedures
Job-Related Safety
The moving of office furniture is the responsibility of the Facilities Department. Employees who need office furniture moved should contact that office directly at extension 5099.
Good "housekeeping" practices in offices and work areas eliminate many accident hazards. Floor areas should be kept free of loose papers and miscellaneous objects which may cause falls.
Employees should use and maintain only equipment that they have been trained/authorized to operate. An employee who needs to use unfamiliar equipment should obtain assistance from a supervisor or an employee who is experienced in operating and maintaining the equipment.
Employees should secure loose jewelry, clothing and hair before operating certain equipment since those items may become entangled and cause injuries.
Employees who must use materials that are potentially hazardous should learn what precautions to take before handling the material. This information can be found on the Material Safety Data Sheets (MSDSs) which may be obtained from the Department of Facilities.
Objects should be lifted by bending the legs, not the back. Employees should always ask for assistance with heavy items.
All injuries must be reported immediately after they occur to the immediate supervisor and Human Resources Department.
Personal Safety
Employees whose positions involve evening work hours may request a Campus Police escort when returning to their vehicles in the parking lot.
Since theft is a potential problem at all institutions, employees are advised not to leave personal items unattended and to lock their office areas when they leave them.
Missing items should be reported immediately to the Department of Public Safety at extension 5283.
Any unusual occurrences (disruptive behavior, safety hazards, traffic accidents, etc.) should be reported immediately to the Department of Public Safety or the Department of Facilities, whichever is appropriate.
Work-Related Injuries
All work-related injuries must be reported to the immediate supervisor and to the Human Resources Department on the day they occur. The College is required to comply with strict time limits in reporting industrial accidents. Therefore, all work-related injuries must be reported promptly.
The injured employee must complete an "Employee Accident Report" form and a "Medical Release" form. The immediate supervisor must complete an "Internal Claims Investigation" form.
Worker's Compensation Insurance is provided by Human Resources Division - Worker's Compensation Section, for all employees. Worker's Compensation Insurance pays for medical expenses associated with job-related injuries. If you are unable to work due to such an injury for five days or more, Worker's Compensation also provides biweekly income for the period during which you are disabled. Further details are available in the Human Resources Department.
Employee Discipline
It is the responsibility of all Massachusetts College of Liberal Arts employees to observe the policies, rules and regulations of the College, expressed and implied. Violations of these standards, as well as non-performance of duties, may lead to disciplinary action up to and including termination. Disciplinary procedures are outlined in each collective bargaining agreement.
The College will apply the disciplinary procedures in accordance with the appropriate collective bargaining agreements or in accordance with the procedures applicable to Non-Unit Employees. The progressive disciplinary process may include:
- Verbal Warning
- Written Warnings
- Suspensions Without Pay
- Termination
Employees should be aware that disciplinary letters, starting with written warnings, are placed in employee personnel files, and become a part of their employment history. For assistance with disciplinary issues involving staff, please contact the Director of Human Resources at extension 5598. For issues regarding faculty, contact the Vice President of Academic Affairs at extension 5242.
Grievances And Complaints
All Union employees have the right to file a grievance or an appeal if they believe that the College administration has violated a contract provision or a policy. Specific details on grievance procedures are contained in each respective collective bargaining agreement.
Campaign And Political Activity
The Campaign Finance Law (Massachusetts General Laws, Chapter 55) does not prohibit public employees from engaging in political activity, as long as such activity: (1) is not undertaken during work hours or otherwise using public resources, and (2) does not include soliciting or receiving political contributions.
The Campaign Finance Law (Massachusetts General Laws, Chapter 55) prohibits all compensated state, county, and municipal employees from:
- Selling tickets to a political fundraiser or otherwise soliciting or collecting contributions in any manner, such as by phone or mail.
- Serving as treasurer of a political committee.
- Allowing the employee's name to be used in a solicitation letter or fundraising phone calls.
- Helping identify people to be targeted for political fundraising.
- Using public resources for political campaign purposes, such as influencing the nomination or election of a candidate or the passage or defeat of a ballot question.
The Massachusetts Conflict of Interest Law (MGL, Chapter 268A) prohibits all state, county and municipal employees, whether compensated or not, from:
- Using any public resources or facilities, or the state seal or coat of arms, for campaign purposes.
- Engaging in any campaign activities during normal public working hours.
- Representing a campaign (or anyone else) in connection with some matter in which the employee's own level of government (state or local) has direct or substantial interest (unless they are "special employees").
For more information, contact the Office of Campaign and Political Finance or the State Ethics Commission.
Emergency Phone Call Procedures
In order to ensure that employees, especially those not assigned to an office or in a location close to a phone or radio, be properly informed of any emergency phone calls received from family or friends, you must follow this procedure. It is incumbent upon the caller to notify the person receiving the call that it is an emergency situation. The following procedures will only be used in cases of emergency.
- Calls received by Facilities Office. Office personnel will notify employee's supervisor and Public Safety of the emergency call. Supervisor will find the employee and personally inform him/her of the call.
- Calls received by Public Safety Office. Office personnel receiving the call will send a campus police officer to personally contact the employee and inform him/her of the call.
If the caller just wants to speak with the employee, but not because of an emergency, the regular procedure will be followed; i.e., supervisor is notified, who in turn notifies the employee at his or her first opportunity.
Freedom Of Information Act
Massachusetts College of Liberal Arts must comply with all applicable public information statutes. The Massachusetts Public Records (MPR) law provides that any person has a right of access to public records. This right of access includes the right to inspect, copy or have copies of records provided upon the payment of a reasonable fee. Massachusetts General Laws broadly defines "public records" to include all documentary materials or data, regardless of physical form or characteristics, which are made or received by any officer or employee of any Massachusetts governmental entity. Medical and personnel records are not "public records" and will not be disclosed in response to such a request.
Information Technology
The Department of Computer Support Services displays the Massachusetts College of Liberal Arts' Acceptable Use Policy, User Agreement, Software Policy and Netiquette Policy on its Tech Help Web site located at http://techhelp.mcla.edu. All employees are responsible for fully adhering to these policies. To receive a copy of these policies you may either print them from the Helpdesk Web site or obtain a hard copy from the Department of Computer Support Services. The Telecommunications/Voice Mail Policy is maintained by the Department of Public Safety at extension 5284.
News Media And Public Relations Policy
No employee will give media interviews as a representative of the College without prior approval from the President of Massachusetts College of Liberal Arts. This policy will ensure that accurate information will be given for those matters that are appropriate for public knowledge. An employee who is approached by a media person should refer him/her to the Vice President for Enrollment Management and External Relations at 413-662-5203.
Parking And I.D. Cards
All employees of the College must register their automobiles with the Department of Public Safety in order to receive a MCLA parking decal. A valid state registration card, along with proper identification, must be presented at the time of registration. Upon registration, a picture identification card will be issued. The identification card may be used for accessing information technology services, the Fitness Center, Library and various memberships and discounts for Commonwealth of Massachusetts employees.
The College's parking decal should be placed on your automobile as directed. There are designated parking lots for Faculty, Staff and Administrators. Any illegally parked vehicles on campus will be ticketed and may be towed at the owner's expense. This rule is strictly enforced. The Department of Public Safety may be reached at 413-662-5284.
Social Security Numbers
The College makes use of Social Security Numbers, as necessary. Because it does, the College requires its students and its employees to make their Social Security Numbers known to it so that it can keep those records that are necessary for a number of official purposes. The disclosure of Social Security Numbers to the College for these purposes is, therefore, mandatory. The College requires that you disclose your Social Security Numbers in accordance with the requirements of federal and state tax laws, certain laws that govern student financial aid, and its own various policies that it has adopted under provision of state law that govern institutions of higher education.
In certain circumstances, records disclosed to third parties (other government agencies or private service providers) contain Social Security Numbers as identifiers. Tax records transmitted to the Internal Revenue Service, documents transmitted to insurers in connection with workers' compensation and other insurance claims, and documents transmitted to financial custodians in connection with pension benefits and withholdings are examples of this kind of disclosure.
The College treats every individual's Social Security Number as information that is personal and confidential. Every Social Security Number is kept, therefore, as a part of the College's confidential records and is only used in the manner described above.
Use Of College Logo
The Massachusetts College of Liberal Arts logo must be displayed on all printed materials generated by the College. The College will be referred to as either "Massachusetts College of Liberal Arts" (not "the" Massachusetts College of Liberal Arts) or "MCLA". The College's logo and the use of its name as a part of or in connection with its logo are materials whose copyright the College owns.
Digital files of the College logo, and information on its use, may be obtained from the Graphics Office: (413) 662-5395.
Employment Understandings
- Respectful Climate: We expect that all employees of Massachusetts College of Liberal Arts will contribute to making our working climate one that is characterized by respectful interactions, cooperation among department personnel, open and constructive communication and trust.
- Solicitation: In order to avoid disruption of service and possible irritation to the workforce, Massachusetts College of Liberal Arts forbids all unauthorized solicitation during work hours.
- Telephone: Massachusetts College of Liberal Arts telephones are to be used for College business only. The Department Director or a designated staff member must approve personal calls of an emergency nature; 900 calls are never allowed.
- Bulletin Boards: All department bulletin boards will be used as a supplementary form of communication and, with few exceptions, should only contain material that pertains to the business practices of Massachusetts College of Liberal Arts. Employment opportunities are posted on the bulletin board outside the Human Resources Department, on other employee bulletin boards across campus, and on the College website.
- President's Newsletter: A "Notes and News" Newsletter is sent from the Office of the President to all employees electronically on a biweekly basis providing new and current employee information, as well as campus and community social events.
- Drugs/Alcohol: Massachusetts College of Liberal Arts adheres to the principles of the Drug-Free Workplace Act and the Drug-Free Schools and Communities Act. All employees are expected to be capable of satisfactorily performing their jobs and behaving properly. The use of illegal drugs by College employees, at any time, will not be tolerated. Moreover, the use of alcohol or other intoxicants, or the effects of the use of alcohol or other intoxicants during work hours, will not be tolerated. Employees who violate this policy will be subjected to disciplinary action up to and including termination. For additional information please see the "Drug-Free Workplace Policy" under the Policies and Procedures section of this Handbook.
- Harassment: Sexual, racial, age, disability, religion or any other form of harassment is strictly forbidden and will not be tolerated in the workplace. If harassment occurs, swift and appropriate action, up to and including termination, will be taken.
- Mail: Voice, electronic, facsimile and other forms of College communications are to be used for business reasons only. Employees who violate the College's policy will be subjected to disciplinary action up to and including termination.
- Office Equipment: All Massachusetts College of Liberal Arts office equipment and supplies, including, but not limited to, stationery, copy machines and computers, are to be used for business reasons only. Employees who violate the College's policy will be subject to disciplinary action up to and including terminations.
- Computer Use: The MCLA Computer Acceptable Use Policy states that college computers and software will be used exclusively for college business use only.
