Washington College is committed to the highest ethical and professional standards of conduct as an integral part of its core values of critical thinking, effective communication, and moral courage. To achieve this goal, the College relies on each community member’s ethical behavior, civility, honesty, integrity and good judgment.

The Code of Conduct establishes guidelines for professional conduct by representatives of the College including 1) executive officers, Faculty, Staff and other employees of the College 2) consultants, vendors and contractors when doing business with the College and 3) volunteers. The Code refers to all these persons collectively as “members of the College community” or “community members.”

This Code cannot address all situations that may arise, but it offers a framework to assist community members in understanding the College’s expectations of them. This Code of Conduct supplements but does not supersede any other published College policies such as those contained in the Faculty Handbook and College Policies. Violations of the Code of Conduct may result in disciplinary or corrective action up to and including termination of employments, contractual services, or volunteer services, as applicable.

Respect for Persons

Washington College places a high value on human relations, human diversity and human rights. Consistent with these values, the College strives to maintain a work environment that is characterized by mutual respect for all individuals. Such an environment has no place for harassment or discrimination based on race, color, religion, national origin, age, sex, sexual orientation, disability, and other factors prohibited by law. Such behavior will not be tolerated. As befitting the College’s commitment to its mission, community members are expected to treat one another, students, and the general public in a cordial and respectful manner. For example, the following behaviors are specifically prohibited:

1. Disorderly conduct, including but not limited to using discriminatory, profane, abusive, or threatening language, fighting, provoking a fight, threatening or attempting bodily harm or injury to another on College property or during College activities; or other conduct which threatens or endangers the health, safety, or well-being of a community member, wherever it occurs.

2. Sexual harassment of employees, students, donors, customers, visitors, vendors or any other person on College property or during College activities.

3. Members must not abuse the authority they have been given and care must be taken to ensure that any personal relationships do not result in situations that might interfere with objective judgment. Members should conduct themselves in a businesslike manner on campus or when attending an off-campus work related function. Unprofessional activities such as threatening or intimidating behavior, offensive language, possessing or posting offensive materials in the work area or accessing inappropriate materials on computers are strictly prohibited.

Respect for Property

Members of the College community must be responsible stewards of the College’s resources. Consistent with this value, employees are expected to exercise reasonable care in the use of College property and to report any damage to College property to their supervisors and/or other appropriate College officials. The following activities are specifically prohibited:

1.  Willful or careless damage to College property.

2.  Theft or other dishonesty.

3. Tampering with or destroying College data, records, or other information without authorization; gaining unauthorized access to such information; disclosing confidential information; or otherwise misusing College data or information. Confidential information is defined in State and Federal law and College Policies.

4. Unauthorized use of College vehicles, mail services, identification and credit cards, telephones, computers, or computer equipment, or other College equipment or materials. Computers and computer accounts are provided to employees to assist them in the performance of their jobs. Employees do not have an expectation of privacy in anything they create, send or receive on the computer. The College may review, for business reasons, any and all aspects of any College computer system, including employee email.

5. Use of WC IT Resources is a privilege, not a right. The WC IT Resources may not be used in any manner prohibited by Federal, State or local law or disallowed by licenses, contracts, or College regulations.

Standards of Safety

The College is committed to maintaining the safety and security of all persons on College property and during College activities and to maintain a safe and healthful working environment. Specific prohibited activities include:

1. Possession of firearms, explosives, or other lethal materials on College property or during College activities. Exceptions to this standard must be approved in writing by the President and administered by Public Safety.

2. Possessing, drinking, or being under the influence of intoxicants on the job; unlawful possession, use or distribution of alcohol on College property or during College activities; illegally using, manufacturing, possessing, distributing, dispensing, or being under the influence of controlled substances on College property or during College activities. An exception to this is the consumption of alcohol in moderation at official College events in which alcohol is served. College events where alcohol is served must have servers who have received Training for Intervention Procedures (TIPS).

3. Refusal to obey security officials, Police Officers or Fire Officials, or other proper authorities in emergencies.

4. Failure to comply with safety rules, regulations or common safety practices.

5. Failure to report an accident involving on-the-job injury or damage to College property.

6. Smoking is prohibited in College buildings and outdoors within 25 feet of entrances and exits of campus buildings. Smoking is allowed in designated areas located around campus.

Compliance with Laws and College Policies

College community members are expected to follow normally accepted business and professional standards in matters of business and personal conduct and to exhibit personal and professional integrity and objectivity at all times. Faculty and Staff of the College are expected to take precautions to ensure that outside financial interests do not place them in conflict with carrying out their duties and responsibilities as employees of the College. Community members are expected to behave in a manner consistent with the accepted principles and values of Washington College. Specifically prohibited activities include but are not limited to:

1.  Falsification of College records.

2. Intentional misrepresentation or falsification of academic credentials or work experience, either written or orally.

3. Violation of Federal, State or local laws, regulations, or ordinances in connection with one’s work for the College.

4. Gambling for monetary gain on College property or during College activities. Charity events are specifically excluded from this standard.

5. Failure to observe campus traffic or parking regulations.

6. Soliciting, collecting money, or circulating petitions for personal gain on College property at any time without permission of the chief business officer or designee.

Work Performance

The College expects community members to strive for and meet high quality job performance standards at all times. Issues of poor performance or misconduct compromise both the worker and the organization. Prohibited behaviors include:

1. Refusal to follow reasonable instructions, perform assigned work, or comply with directives of authorized College officials.

2. Failure to wear proper uniform or identification in the prescribed manner as may be required. Departments may develop dress codes appropriate for their operation.

3. Sleeping on the job.

4. Failure or refusal to maintain or obtain required licensure, certification or registration.

5. Instigating or participating in deliberate low productivity and/or interfering with another employee’s work.

Standards of Attendance

The College depends upon community members to carry out the work of the institution; therefore, reliable, consistent attendance is an important requirement of all positions.

1. An absence without proper notification or satisfactory reason is unexcused. An absence for three (3) consecutive days without notification or satisfactory reason is considered a voluntary termination (job abandonment).

2. Tardiness is defined as arriving at work past the appointed starting time without supervisory approval. Repeated unauthorized tardiness will be grounds for disciplinary action.

3. Failure to report to the work place at the beginning of the work period, leaving the workplace prior to the end of the work period, and failure to inform the supervisor when leaving the work area are prohibited.

 Employees must avoid actual or apparent conflicts of interest, defined as using their position at the College for personal or financial gain for themselves or their family members. Potential conflicts may include soliciting business for personal gain, accepting employment or payment from a customer or vendor, accepting gifts other than those of $50.00, and/or requesting favors, discounts, or services. Senior Staff are required to affirm that they do not have a potential conflict of interest annually.

 

1. POLICY STATEMENT

Washington College’s educational mission is promoted by professionalism in student-faculty relationships and in supervisor/supervisee relationships. Professionalism is fostered by an atmosphere of mutual trust and respect in accordance with established standards of conduct. Taking note of the respect and trust accorded a staff or faculty member by a student and a supervisor by a supervisee, the faculty and staff recognize that they are presumed to make decisions regarding their relationships with students and supervisees which will not endanger this atmosphere of mutual trust and respect. Faculty and staff should be aware of the possibility that an apparent consensual relationship with a student or supervisee may be interpreted (either now or at a later date) as non-consensual and, therefore, as sexual harassment. The power differential inherent in employee/student and supervisor/supervisee relationships may compromise the student’s or supervisee’s freedom to decide and call into question the consensual nature of the relationship. The potential exists for the student or supervisee to perceive coercion in suggestions involving activities outside those appropriate to professional relationships. Moreover, faculty and staff, particularly in relationships with students and persons under their supervision, need to be aware of potential conflicts of interest, perceptions of favoritism and the possible compromise of their evaluative / supervisory capacity. They also need to be aware that a relationship may give rise to a perception that the evaluative capacity of the faculty member or supervisor has been compromised. For the reasons outlined in this policy, the college strongly discourages these relationships.

A. It is a violation of this policy for a faculty or staff member to undertake an amorous relationship or permit one to develop with a student or supervisee who is enrolled in the person’s class or is subject to that person’s supervision or evaluation, even when both parties appear to have consented to the relationship.

B. Amorous relationships between students and faculty or staff members outside the instructional and supervisory context are also strongly discouraged.

C. The College recognizes that consensual amorous relationships may exist prior to the time a student becomes a member of the faculty member’s class or is placed in a situation where the faculty or staff person must supervise or evaluate the student. It is also recognized that such a relationship may exist between co-employees prior to the time when one of those employees becomes the supervisor of the other. An amorous relationship is a recent amorous relationship if it is ongoing or has been in existence at any time within the six (6) months immediately preceding the assignment of the student or supervisee to the faculty or staff member. Where the faculty or staff member has, or has had, a recent amorous relationship with the student or supervisee the following procedures shall be followed:

1) If, at all possible, the student should be advised in his or her course selections to avoid course sections taught by the instructor with whom the student has or has had a recent consensual relationship. Efforts should likewise be made to place a subordinate under the supervision of another supervisor where the supervisor has or has had a recent consensual amorous relationship with the subordinate.

2) In the event it is not possible for the student to avoid the class taught by the faculty member or for the supervisee to avoid the supervision of the supervisor, the faculty member shall advise his or her department chair and Provost, and the supervisor shall advise his or her supervisor of the present or recent consensual amorous relationship and the following steps shall be taken in regards to students:

a. The department head shall appoint another instructor to evaluate the student’s written work, such as essays, research papers, essay tests, care plans, etc.

b. The department head shall appoint another instructor to evaluate the student’s non-written work or performance such as artistic performances, teaching practice or clinical practice.

c. When an appropriate instructor is not available to evaluate the student’s work, the department chair or Provost will provide an alternative solution at no expense to the College.

d. A student should not be assigned to a faculty advisor with whom that student has or has had a recent consensual amorous relationship. The faculty advisor should request that the student be reassigned.

The following steps will be taken in regards to employees:

e. A supervisor will request that his or her supervisor evaluate the supervisee and if such evaluation is not available, he or she will request that a supervisor of a related department evaluate the employee.

f. The supervisor will remove himself or herself from the consideration of the employee for promotion, hiring or determination of salary.

g. When an appropriate supervisor is not available to supervise the employee then the President in consultation with the Director of Human Resources decide if suitable supervision can be arranged or if one of the parties will be asked to resign.

3)  A faculty or staff member who fails to follow the policy set forth in No. 2 above, and does not withdraw from participation in activities or decisions which may reward or penalize a student or supervisee with whom the faculty or staff member has or has had a recent consensual amorous relationship in accordance with this policy will be in violation of this policy and is subject to disciplinary action up to and including termination of employment.

4) Persons who are married, or were married, are included within the definition of those persons having, or who have had, a consensual amorous relationship.  Likewise, persons in a domestic partner relationship are included in this policy.

5) A complaint alleging violations of the policy regarding consensual relationships may be filed by any person and directed to the Human Resources Office. Procedures to be followed when complaints occur are those listed in the Sexual Harassment Policy.

 

Disciplinary and corrective action is a process to help employees overcome poor job performance, strengthen work performance and achieve success.  In the case of minor  work performance problems a private discussion between the supervisor and the employee is the  first  step  in the  positive  discipline procedure.  The  supervisor should  specify  the  job performance  or  conduct that  is  not  acceptable and  the  actions necessary to  correct  the performance problem.  The supervisor should begin with a personal agreement with the employee along with a follow up email or document regarding the discussion.

In instances of serious poor job performance or of repeated minor performance issues, written notice will be given to the employee and made part of the employee’s permanent personnel record that is maintained by Human Resources. Failure  by  an employee  to be responsive  to such  written warnings will  lead  to  further  disciplinary  action including suspension  without pay  and/or discharge.

In the case of alleged serious misconduct, the employee will be suspended immediately (with pay) and required to leave the campus. Serious misconduct generally includes behavior or actions that could threaten the physical or mental well-being of members of the College community or the reputation or standing of the College. Following  an incident that involves alleged serious misconduct,  the  immediate  supervisor,  the  department  director,  and  the  Director  of  Human Resources will discuss the alleged misconduct and develop an appropriate action plan.

The action plan should include an investigation and interview(s) with the appropriate personnel. All meetings, findings, and outcomes will be documented in the employee’s personnel record that is maintained by Human Resources.  Violation of these or similar rules may lead to discipline, up to and including immediate termination.  Please refer to the Discharge section of the Termination of Employment policy.

The employee will be given the opportunity to see any written notices reporting disciplinary actions or any evaluations in his/her personnel file. If the employee feels that the disciplinary action is unfair, he/she may file a grievance.  Please refer to Grievance process policy.

 

Policy Statement on Discrimination

Washington College does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, marital status, disability, sexual orientation gender identity, gender expression, genetic information, or other legally protected classification in the administration of any of its educational programs and activities or with respect to admission and employment.

The designated coordinator to ensure compliance with Title IX of the Educational Act Amendments of 1972 is Candace Wannamaker, Associate Vice President of Student Affairs and Title IX Coordinator, Casey Academic Center, Washington College, 300 Washington Avenue, Chestertown, Maryland, 21620, phone number (410) 778-7752.

The designated coordinator to ensure compliance with Section 504 of the Rehabilitation Act of 1973 is Kate Laking, Assistant ADA/504 Coordinator, Human Resources, Washington College, 500 Washington Avenue, Chestertown, Maryland, 21620, phone number (410) 778-7799.

For additional information and/or to file a complaint contact the Director of Civil Rights, US Department of Education, Office of Civil Rights, The Wanamaker Building, 100 Penn Square East, Suite 515, Philadelphia, PA 19107, or local fair employment practices agencies.

 

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Policy Statement on Harassment

Harassment in any form, whether based on race, sex, color, national or ethnic origin, age, religion, marital status, disability, sexual orientation, genetic information, or any other legally protected classification is unacceptable on the Washington College campus.

For purposes of this policy harassment means unwelcome verbal, written, or physical conduct based on a protected classification (race, color, sex, disability, etc.) that has the purpose or effect of unreasonably interfering with an individual’s work or education, (including living conditions, extracurricular activities, and social life) creating an intimidating, hostile, or offensive environment, or constituting a threat to an individual’s personal safety. Sexual harassment includes sexual violence/assault.

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Policy Statement on Sexual Harassment

Washington College will not tolerate sexual harassment in any form. Sexual harassment includes sexual violence/assault/misconduct. The goal of this policy is to create a community free of sexual harassment. Sexual harassment committed in connection with any College program, whether on or off campus, is prohibited. This applies to academic, educational, extracurricular, athletic, residential, and other College programs. Sexual harassment may be a violation of state and federal laws as well as a violation of this policy. Individuals who feel they have been sexually harassed may have the right to bring legal action, in addition to making a complaint to the College. Legal action and an internal complaint can be pursued at the same time. Retaliation against an individual who brings a complaint, participates in an investigation of sexual harassment, or pursues legal action is prohibited.

The essential importance of academic freedom is recognized and a standard of reasonableness will guide the College. Only when academic freedom is used to disguise, or as the vehicle for, prohibited conduct will it be questioned.

Washington College believes that ideas, creativity, and free expression thrive and, indeed, can only exist for students, faculty, and staff in an atmosphere free of sexual harassment and assault.

Definition of Sexual Harassment

Federal Law (Title VII of the Civil Rights Law of l964 and Title IX of the Education Amendments of 1972) provides that sexual harassment shall be considered a form of gender discrimination. Maryland Law also prohibits gender discrimination and sexual harassment.

Sexual harassment is defined as any unwelcome sexual advance, request for sexual favors, or other verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with one’s academic or work performance or social world by creating an intimidating, hostile, offensive, or violent environment. Sexual violence/assault is also considered sexual harassment.

Examples of Sexual Harassment:

• Action of an individual in a position of institutional power or authority who misuses that position to subject an individual to unwanted sexual attention of either a verbal or physical nature when that conduct is either explicitly or implicitly a term or condition of a person’s employment or academic status.
• Demanding sexual favors accompanied by implied or overt threats or promises concerning grades, recommendations, or evaluations.
• Inappropriate sexual conduct that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment. This prohibition applies to all relationships at the institution between members of the College community.
• Inappropriate conduct against an individual that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment that would not occur but for the sex of the individual.

Consensual Relationships

Washington College policies prohibit unreciprocated and unwelcome relationships. However, persons in positions of power, authority, and control over others should be aware of and sensitive to problems that may arise from mutual relationships that are inherently unequal. Individuals in these situations are urged to examine such relationships before engaging in them, especially in terms of emotional health, self-esteem, and respect for the freedom of others.

Apparently consensual sexual relationships, particularly those between individuals of unequal status, may be or become a violation of this policy. Anyone who engages in a sexual relationship with a person over whom he or she has any degree of power or authority must understand that the validity of the consent involved can and may be questioned. The College particularly abhors the abuse potentially inherent in sexual relationships between faculty members and students and between staff supervisors and their student employees.

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Reporting Discrimination or Harassment

Discrimination or Harassment Based on Disability

The Americans with Disabilities Act (ADA) of 1990, amended in 2008, prohibits discrimination based on disability. Section 504 of the Rehabilitation Act of 1973 prohibits discrimination based on disability in programs or activities receiving federal financial assistance.

Examples of Harassment based on Disability:

Discrimination or Harassment Complaints

Washington College encourages anyone who has experienced any form of discrimination or harassment to report the incident promptly, to seek all available assistance, and to pursue remedies available through campus judicial or grievance processes. Reporting Parties are also encouraged to report incidents to local, state and/or federal authorities or offices charged with handling unlawful discrimination or harassment.

Reporting a Complaint

Students, employees, or third parties who believe they have been subjected to discrimination or harassment, including sexual violence/assault, by a student or employee of the Washington College community or by another individual for whom the College is or may be responsible (e.g., applicants for admission or employment, alumni, independent contractors, vendors, recruiters) should contact one of the following persons for assistance with resolving a complaint:

• Title IX Coordinator or Assistant Coordinator(s) – for matters involving discrimination or harassment based on sex or gender
• 504 Coordinator or Assistant Coordinator(s) – for matters involving discrimination or harassment based on disability
• Professional Staff in Student Affairs (Including Resident Area Directors/RADs)
• Department of Public Safety
• Human Resources Department

Complaints alleging sexual discrimination or harassment (including sexual assault/violence) should be submitted to Candace Wannamaker, Associate Vice President for Student Affairs and the College’s Title IX Coordinator, first floor Casey Academic Center, 410-778-7752.

Complaints alleging disability discrimination or harassment should be submitted to Andrea Vassar, Director of Academic Skills and the College’s Section ADA/Section 504 Coordinator, Clifton Miller Library, 410-778-7883.

When a Washington College student is the subject of a discrimination or harassment complaint, the matter will be referred to the Honor Board or other appropriate hearing body (see the Washington College Honor Code and Student Judicial System found earlier in this Handbook).

When a Washington College employee or third party is the subject of a formal written complaint, the matter will be reviewed by the Washington College Discrimination Dispute Resolution Committee (DDRC).

Students, employees, or third parties alleging discrimination or harassment may submit a complaint in writing using the Discrimination/Harassment complaint form. Complaint forms are available in Public Safety, Student Affairs, Human Resources and Title IX Coordinator’s Office or for download and printing from the College website at http://www.washcoll.edu/title-ix/.

Interim Measures

The Title IX Coordinator or 504 ADA Coordinator will determine, with campus administrators, the appropriate interim measures to be taken during the investigation. Interim remedial actions can include, but are not limited to the following:

No Contact Orders Interim Suspension Administrative Leave (Employee) Reassignment of Housing Reassignment of Job Class Schedule Change Prohibit or restrict participation in extracurricular activities Prohibit or restrict access to campus for third parties Relocation of a residential assignment

Investigating a Complaint

All complaints of harassment or discrimination will be investigated in a manner that is adequate, reliable, and impartial. Investigations may be conducted by trained Public Safety staff, trained Title IX Investigators, the Title IX Coordinator or Assistant Coordinators (for Title IX matters), the Section 504 Coordinator or Assistant Coordinators (for ADA/Section 504 related matters), Human Resources staff, or another trained investigator appropriate to the situation and in accordance with all College policies and legal requirements.

For matters involving discrimination or harassment based on sex or gender (covered by Title IX), the Title IX Coordinator will ensure that the investigation complies with all Title IX requirements. For matters involving discrimination or harassment based on disability (covered by ADA/Section 504), the Section 504 Coordinator will ensure the investigation complies with all Section 504 requirements.

The responsibility to conduct an investigation shall not be altered by the fact that a criminal investigation of the incident is pending or has been concluded, although the investigation may be delayed or suspended at the request of law enforcement while the law enforcement agency is gathering evidence. In the event the investigation is delayed at request of law enforcement agency, appropriate steps will be taken to provide for the safety of the Reporting Party and the College community and to prevent retaliation by any individual. The steps may include changes to the schedule, housing assignment or work location of the Responding Party or summary suspension/leave from the College issued to the Responding Party. The College will promptly resume its Title IX investigation as soon the College receives notification that law enforcement has completed the evidence-gathering process.

Investigation Process:

The Reporting Party will be contacted by a College administrator designated by the Title IX Coordinator or ADA/Section 504 Coordinator to schedule a meeting. During the meeting, the College administrator will:

Provide Reporting Party with an explanation of the campus conduct process. Give the Reporting Party the opportunity to submit a written statement and evidence. Give the Reporting Party the opportunity to list any witnesses who may have information pertaining to the complaint. Inform the Reporting Party to have no contact with the Responding Party during the course of the investigation. Inform the Reporting Party that there will be follow-up meetings to discuss the case and status.

The Responding Party will be contacted by a College administrator designated by the Title IX Coordinator or Section 504/ADA Coordinator to schedule a meeting.

During the meetings, the College administrator will:

• Provide Responding Party with an explanation of the campus conduct process.
• Present the allegations and provided the Responding Party the opportunity to respond.
• Give the Responding Party the opportunity to submit a written statement and evidence to contest the allegations.
• Give the Responding Party the opportunity to list any witnesses who may have information pertaining to the complaint.
• Inform the Responding Party to have no contact with the Reporting Party during the course of the investigation. Inform the Responding Party that there will be follow-up meetings to discuss the case and status.

Any person identified by the Reporting Party or Responding Party who has information that pertains to the allegation will be contact by the investigator(s).

The person designated to conduct the investigation shall prepare a written report within fifteen (15) business days after completing the investigation, unless additional time to complete the investigation is required. In that case, the investigator shall report on the status of the investigation to the Reporting Party, the Responding Party, and the Title IX or Section 504 Coordinator (or designee) as applicable at the expiration of the fifteen (15) day period and every fifteen (15) business days thereafter.

At the conclusion of the investigation, a designated College administrator will meet with the Reporting Party and discuss the written report and inform him/her of the next steps in the process.

The designated college administrator will contact the Responding Party and review the written report and explain the next steps in the process.

The Reporting Party and Responding Party may have a support person present during the investigation process. A support person is defined as a member of the College community (faculty, staff, or student). The support person is not permitted to participate in the meetings, but is there in support of the individual.

The written report is a summary of the investigation and will be forwarded to the appropriate administrator. The administrator will then forward the report to the Honor Board or the Discrimination Complaint Review Committee (DDRC) for review and any action deemed appropriate in accordance with the procedures of each.

Nothing in these procedures or in the procedures of the Honor Board or DDRC limits the right of any person to pursue other avenues of recourse which may include filing charges or a complaint with local, state and federal authorities responsible for addressing unlawful discrimination and harassment.

More information about the procedures of the Honor Board can be found in the chapter “Washington College Honor Code and Student Judicial System” found earlier in this Handbook.

Resolving Complaints

The Title IX Coordinator or Section 504 Coordinator or other appropriate College administrator will ensure that steps are taken to address and resolve any instance where an investigation and subsequent review (by either the Honor Board or the DDRC) concluded discrimination or harassment occurred. Resolution outcomes include actions to remediate the instance of discrimination or harassment and, where needed, actions to prevent future recurrence and to correct discriminatory effects on the Reporting Party and others.

Remedial actions include, but are not limited to:

• College Warning (Except in cases of Sexual Assault/Violence)
• Suspension/Expulsion
• Probation Termination of Employment
• Protection from Retaliation Counseling for the Reporting Party
• Other steps to address the impact of harassment or discrimination on the Reporting Party, any witnesses and the College community

Discrimination and Dispute Resolution Committee (DDRC)

The Washington College Discrimination Dispute Resolution Committee (DDRC) is used when the subject of a formal written complaint is an employee or third party. The DDRC will consist of faculty and staff, trained to review matters involving discrimination and harassment. A hearing panel will consist of three members of the DDRC and is facilitated by the Director of Human Resources (or designee) for complaints against staff members or Provost (or designee) for complaints against faculty. Hearings where there is a staff Responding Party will include two staff members and one faculty member on the hearing panel. Within 15 days after the hearing, the panel will issue a written decision that includes a review of the information relevant to the case and sanctions assigned if it is found to be “more likely than not” that the subject of the Complaint violated College policy. The DDRC will continue to function whenever the College is open even if classes are not in session.

Records

Records of complaint investigation and any corrective action will be entrusted to the Title IX Coordinator or ADA/Section 504 Coordinator and will be maintained in an electronic system accessible throughout the College on a confidential basis consistent with College’s legal requirements and appropriate legal requests for said documents.

Making an Appeal

The Reporting Party or Responding Party may appeal decisions of the DDRC or Honor Board by submitting a written appeal request within five business days of receiving written notification of the outcome of the hearing. Appeal forms can be downloaded from the following website http://www.washcoll.edu/title-ix/. Only appeals that are based on one or more of the following grounds will be considered for review: 

• Procedural error(s) that prevented fundamental fairness;
• New information or evidence that was not available at the hearing;
• An imposed sanction that is disproportionate to the violation and/or the conduct history of the Responding Party;

Letters of appeal for Honor Board decisions must be sent to the Vice President of Student Affairs (or designee). The Vice President for Student Affairs or designee will determine whether or not the appeal meets the above criteria. If any of the criteria are met, the case will be referred to the appeal board; if the case does not meet at least one of the criteria, there will be no further review. More information on the student appeal process can be found in the Student Handbook. Letters of appeal for DDRC decisions must be sent to the President of the College (or designee). The President of the College (or designee) will determine whether or not the appeal meets the above criteria. If any of the criteria are met, the case will be reviewed and a decision made; if the case does not meet at least one of the criteria, there will be no further review. The appellant(s) and the other party, shall be notified of the outcome of the appeal. All appeals will be conducted in an impartial manner and by an impartial decision-maker.

Retaliation

All members of the Washington College community are advised that retaliation against anyone for filing a complaint of discrimination or harassment or for participating in an investigation of discrimination or harassment is strictly prohibited by law and by College policy.

Confidentiality

All parties involved, especially those charged with carrying out the above policies, are enjoined to work in confidence to the extent legally permissible and practically possible.

In cases of discrimination and harassment, Reporting Parties may also obtain information and/or file a complaint by writing the Director of Civil Rights, US Department of Education, Office of Civil Rights, The Wanamaker Building, 100 Penn Square East, Suite 515, Philadelphia, PA 19107. Such complaints generally must be filed within 180 days.

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Policy on Sexual Assault

When sexual misconduct or sexual violence in any form occurs, the standards of the community, and possibly criminal laws, are violated. When reported, the College will deal with these issues in accordance with its policies and procedures and as required by applicable laws. Sexual misconduct committed in connection with any College program, whether on or off campus, is prohibited. This includes all College programs including, but not limited to, academic, educational, extra-curricular, athletic, and residential programs.

Washington College urges individuals who believe they have been sexually assaulted to pursue criminal charges against the person or persons they believe to have committed the sexual assault. A criminal charge and an internal complaint can be pursued at the same time. Retaliation against an individual who brings a complaint, participates in an investigation, or pursues legal action is prohibited and possible violations will be investigated and violations addressed in accordance with College policy and procedures.

In cases of sexual assault or other sexual misconduct, College authorities will inform a Reporting Party of the option of criminal prosecution and medical assistance, as well as the Reporting Party’s rights under the Crime Reporting Party’s Bill of Rights. This includes the right to assistance from the Maryland State Crime Reporting Parties Reparation Board and the Maryland State Office of the Crime Reporting Party Ombudsman. A Reporting Party will also be informed of the right to file a complaint of sexual harassment (which includes sexual assault/violence). Students or employees wishing to file a complaint should follow the procedures outlined in the “Reporting Discrimination and Harassment” section found earlier.

When a Washington College student is the subject of a sexual assault/violence complaint, the individual filing the complaint will be informed about the role of the Honor Board’s Sexual Misconduct Hearing Board in evaluating whether the student who is the subject of the complaint is responsible for violations of College policy (including policies addressing discrimination and harassment). When a Washington College employee or third party is the subject of a sexual assault/violence complaint, the individual filing the complaint will be informed about the role of the D or appropriate administrator in evaluating whether the individual who is the subject of the complaint is responsible for violations of College policy (including policies addressing discrimination and harassment).

College authorities, normally the Director of Public Safety, will notify the Chestertown Police of the sexual assault only at the request of the student or employee filing the complaint and will provide assistance in notifying any other law enforcement authorities or in preserving materials that may be relevant to the internal complaint process. At the direction of the Chestertown Police, College authorities will provide assistance in obtaining, securing, and maintaining evidence for criminal prosecution.

Consent

Definition of Consent

Consent is the equivalent of approval, given freely, willingly, and knowingly, of each participant to each sexual involvement. Consent is an affirmative, conscious decision – indicated clearly by words or actions – to engage in mutually accepted sexual contact. A person engaging in sexual contact by force, threat of force, or coercion has not consented to contact.

Lack of mutual consent is the crucial factor in any sexual misconduct case. Consent to some form of sexual activity does not necessarily constitute consent to another form of sexual activity even within the same initial consensual activity. Consent to past sexual activity does not imply consent to future sexual activity. Consent can be withdrawn at any time. Consent to engage in sexual activity with one person does not imply consent to engage in sexual activity with another. Silence without demonstrating permission does not constitute consent. Consent CANNOT be given if a person’s ability to resist or consent is incapacitated because of a mental illness or physical condition (by alcohol or other drugs, unconsciousness, sleep, or blackout) or if there is a significant age or perceived power differential.

Sexual activity with someone who the Responding Party should know to be, or based on the circumstances should reasonably have known to be, mentally or physically incapacitated (by alcohol or other drugs, unconsciousness, sleep, or blackout) is sexual activity without consent.

Interim Measures

By decision of the President of the College, the Vice President of Student Affairs, or a designee of either, an individual who is the subject of a sexual assault complaint may, without prejudice, be removed from the campus or subjected to other forms of restriction with regard to the Reporting Party, pending formal judicial action or criminal procedures, to avoid additional conflict within the community and/or to protect the safety of members of the College community.

Resources for Victims of Sexual Assault

There are many services established to assist individuals who have been sexually assaulted. Rachel Boyle, Director of Prevention Education and Advocacy, ext. 7277, campus sexual assault response advocates (SARA) or other student affairs staff members (see list below under Education and Training) may be contacted to provide assistance or for any questions.

• Washington College Health Services, ext. 7261
• Washington College Counseling Services, ext. 7261
• “For All Seasons, Inc.” Sexual Assault Crisis Center, 1-800-310-7273 (A 24-hour confidential service that provides counseling, advocacy and support to survivors.)
• Office of Public Safety, ext. 7810

A member of the Campus Department of Public Safety is available 24 hours a day and 7 days a week to transport the Reporting Party to either hospital listed below if requested. Volunteers from the For All Seasons Sexual Assault Crisis Center are also available to provide counseling and assistance throughout this process.

Two area hospitals have sexual assault response programs in place. Forensic Nurse Examiners are available 24 hours a day, 7 days a week to provide confidential medical examination, STI and pregnancy prophylactics. The programs work in conjunction with For All Seasons, Inc., to provide advocacy support to victims.

• University of Maryland Shore Medical Center at Chestertown, 410-778-3300
  (located adjacent to Washington College)
• University of Maryland Shore Medical Center at Easton 410-822-1000

The Director of Prevention Education and Advocacy, serving as the sexual assault response coordinator, will inform the Reporting Party, at a minimum, of internal complaint options, availability of confidential counseling, mechanisms available to address concerns about physical safety, as well as the possibility of alternative housing assignments or classroom arrangements (where appropriate).

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Education and Training

The Office of Prevention Education and Advocacy is responsible for developing and coordinating educational and training programs for students about sexual assault and sexual violence. To address issues of sexual assault and sexual violence proactively, the College will distribute these policies to and provide training for students and employees. In addition, these policies will be communicated at appropriate opportunities in classes, meetings, programs, and publications.

 

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Sexual Assault Amnesty Protocol

Washington College encourages the reporting of sexual misconduct. The College recognizes that individuals who have been drinking and/or using drugs (whether use is voluntary or involuntary) at the time that violence, including but not limited to domestic violence, dating violence, stalking, sexual misconduct or sexual assault occurs may be hesitant to report such incidents due to fear of potential consequences for their own conduct. An individual reporting sexual violence to College officials or a bystander reporting such violations, provided that their behavior did not place the health and safety of any person at risk, will not be subject to disciplinary action for violations of alcohol and other drug policies occurring at the time of the sexual misconduct.

Sexual Assault Campus Climate Survey

In compliance with Maryland House Bill 571, Washington College conducted a sexual assault campus climate survey in March of 2016 and will do so every two years.

 People to contact for more information:

• Sarah Feyerherm, Vice President of Student Affairs, ext. 7752
• Candace Wannamaker, Associate Vice President for Student Affairs/Title IX Coordinator, ext. 7752
• Ursula Herz, Associate Dean of Students and Director of Residence Life, ext. 7752
• Rachel Boyle, Director of Prevention Education and Advocacy and Sexual Assault Response Coordinator, ext. 7277
• Lisa Marx, Director of Health Services, ext. 7261
• Miranda Altman, Director of Counseling Services, ext. 7289
• Jerry Roderick, Director of Public Safety, ext. 7810
• Sexual Assault Response Advocate (SARA) 410-699-0742

 Washington College is an equal opportunity employer and, as such, takes affirmative action to insure that applicants for employment are considered, and employees are treated, in compliance with applicable laws and regulations governing equal employment opportunity and non-discrimination in employment on the basis of race, color, religion, national origin, age, sex, sexual orientation, disability, handicap, or other factors prohibited by law.

 

Treating employees fairly is a key principle of the employment relationship and a productive workplace. When people work together, however, it is not unusual for conflicts or dissatisfaction to arise.  If there is something about your job that is bothering you, we encourage you to take appropriate action to resolve concerns.   This Grievance Resolution Procedure is designed to assist you.  The Human Resources staff is available to assist when and where needed and appropriate.

Washington College encourages anyone who has experienced any form of discrimination or harassment, including sexual violence, to report the incident promptly, to seek all available assistance, and to pursue remedies available through the College’s Discrimination and Harassment Policies (https://www.washcoll.edu/offices/human-resources/college-policies/discrimination-and-harassment-policies.php).  This Grievance Resolution Procedure is used for work-related concerns other than alleged discrimination or harassment. 

Problem-Solving Conversations

You are strongly encouraged to discuss any work-related problem with your supervisor or the person most directly involved with the problem you are confronting as soon as possible.  Those persons can discuss your concerns with you in an effort to resolve the matter.  If you are uncomfortable speaking with that individual, or if discussions do not resolve the issue, please arrange to talk with a member of the Human Resources Department for further assistance.  The staff of the Human Resources Department is available to assist you in defining your concern and exploring alternative approaches for resolving your problem.  Typically, many problems can be resolved through prompt conversations about the concern.  Human Resources staff may recommend additional problem-solving processes including mediation.

Grievance Process

When work related concerns have not been resolved through Problem-Solving Conversations steps outlined above, and after consultation with Human Resources, the Grievance Process may be used. Only a current or former Washington College employee may bring forward a grievance complaint under this process.  A grievance complaint is defined as an unresolved issue regarding an alleged misapplication or violation of College policy, practice, or procedure, other than harassment or discrimination.  The Grievance Process may not be invoked as an alternative to other established procedures (e.g., regarding faculty tenure and promotion) and the following actions are not grievable: demotion without reduction in pay, suspension with pay, termination of a probationary employee during the introductory period.

Step 1: Submit the grievance Complaint

The charging employee must submit a written statement of the grievance complaint to the Director of Human Resources or designee. The written statement must identify the written policy, procedure or practice alleged to have been violated, the date of the event(s) on which the grievance complaint is based, and the relevant information, including the information which supports the employee’s position.   Finally, the grievance complaint must propose a resolution to the problem.  Human Resources staff is available to assist employees in the preparation of a written grievance.  Grievance complaints ordinarily should be filed no later than 180 calendar days after the event or action that is the subject of the grievance.

If the Director of Human Resources determines that the matter raised in the grievance complaint does not fit the definition of a grievance or that appropriate problem-solving Conversations  have not been attempted prior to filing a grievance complaint, as defined above, the charging employee will be notified of such and the grievance process will be concluded.  A charging employee may appeal a decision of the Director of Human Resources to the Chief of Staff.

The respondent (i.e., the person whose action is the subject of the grievance), after consulting with his or her department head and Human Resources staff, will submit a written answer to the grievance complaint, normally within fifteen (15) working days after the receipt of the grievance complaint, and at the same time submit a copy to the Director of Human Resources.  If the response is not satisfactory to the charging employee, she/he will inform Human Resources staff to proceed to Step 2.

Step 2: Request for Review

Within 15 days after the hearing, the Grievance Panel will issue a written report that includes a review of the information relevant to the case, findings, and recommendations. The report will be shared with the charging employee and the respondent and forwarded to the President.

The President will review the report and may accept, reject, or modify the conclusions and recommendations of the Grievance Committee. The President will forward a written answer to the charging employee, the respondent, and the Director of Human Resources. The decision of the President is final.

 

3. Time Limits

The time limits included in this procedure are designed to support a speedy resolution while providing sufficient time to prepare and present information. Scheduling constraints may impact the time limits and as a result the College, at its discretion, may modify the time limits.

If the College does not extend time limits and an employee does not observe the time limits in any particular step, the grievance will be considered to be ended.

4. Disclaimer

This policy shall not be construed as a contract of employment, and it is subject to change by the college in its discretion without prior notice to employees, as the College deems appropriate.

5. Confidentiality

All parties involved, especially those charged with carrying out the above policies, are expected to maintain confidentiality to the greatest extent practicable. Records pertaining to grievance complaints will be maintained in the Office of Human Resources for three years after the resolution of the complaint, at which time the records will be destroyed.  Records regarding any sanctions imposed  will  be  maintained in  accordance with  normal  personnel records policies, as applicable.

 

Washington College recognizes the need for flexibility in regard to each employee’s position and the goals and objectives of the department and the College. The director and supervisor(s) of a department may decide to reorganize or change materially the duties and responsibilities of the personnel in a department or of an individual employee in order to best utilize each individual’s skill sets and to better meet the department’s goals and objectives. It is also commonplace for position descriptions to include the phrase “other duties as assigned.” This means employees may be required to perform tasks that are beyond the scope of the position’s core function.

A supervisor may rewrite a position description when these duties become the norm and increase the scope of the employee’s job. In advance of any changes to a position description or reorganization within the department, the supervisor(s) will meet with the employee(s) involved to discuss the proposed changes. A revised position description must be submitted to the Director of Human Resources for approval before it is discussed with the employee.

If an employee’s employment status changes materially, a new letter of appointment will be written to confirm the change. For minor changes, a Personnel Change Form will be used to document the change. The employee will receive a copy of the appointment or Personnel Change Form and the original will be placed in the employee’s personnel file.

Federal law (Title VII of the Civil Rights Law of 1964 and Title IX of the Education

Amendments of 1972) provides that sexual harassment shall be considered a form of sex discrimination.  Maryland Law also prohibits sex discrimination and sexual harassment.

Washington College prohibits sexual harassment of any member of the community – whether faculty, student, or employee – by any person.  Sexual harassment is defined as any unwelcome sexual advance, request for sexual favors, or other verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with one’s academic or work performance or social world by creating an intimidating, hostile, offensive, or violent environment. Sexual violence/assault is also considered sexual harassment.

Harassment in any form, whether based on race, sex, color, national or ethnic origin, age, religion, marital status, disability, sexual orientation, genetic information, or any other legally protected classification, is unacceptable on the Washington College campus.

For purposes of this policy harassment means unwelcome verbal, written, or physical conduct based on a protected classification (race, color, sex, disability, etc.) that has the purpose or effect of unreasonably interfering with an individual’s work or education (including living conditions, extracurricular activities, and social life), creating an intimidating, hostile, or offensive environment, or constituting a threat to an individual’s personal safety. Sexual harassment includes sexual violence/assault.

Washington College will not tolerate sexual harassment in any form. Sexual harassment includes sexual violence/assault. The goal of this policy is to create a community free of sexual harassment. Sexual harassment committed in connection with any College program, whether on or off campus, is prohibited. This applies to academic, educational, extracurricular, athletic, residential, and other College programs. Sexual harassment may be a violation of state and federal laws as well as a violation of this policy. Individuals who feel they have been sexually harassed may have the right to bring legal action, in addition to making a complaint to the College. Legal action and an internal complaint can be pursued at the same time. Retaliation against an individual who brings a complaint, participates in an investigation of sexual harassment, or pursues legal action is prohibited.

The essential importance of academic freedom is recognized and a standard of reasonableness will guide the College. Only when academic freedom is used to disguise, or as the vehicle for, prohibited conduct will it be questioned. Washington College believes that ideas, creativity, and free expression thrive and, indeed, can only exist for students, faculty, and staff in an atmosphere free of sexual harassment and assault.

Examples of sexual harassment:

1. Action of an individual in a position of institutional power or authority who misuses that position to subject an individual to unwanted sexual attention of either a verbal or physical nature when that conduct is either explicitly or implicitly a term or condition of a person’s employment or academic status.
2. Demanding sexual favors accompanied by implied or overt threats or promises concerning grades, recommendations, or evaluations.
3. Inappropriate sexual conduct that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment. This prohibition applies to all relationships at the institution between members of the College community.
4. Inappropriate conduct against an individual that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment that would not occur but for the sex of the individual.

Consensual Relationships

Washington College policies prohibit unreciprocated and unwelcome relationships. However, persons in positions of power, authority, and control over others should be aware of and sensitive to problems that may arise from mutual relationships that are inherently unequal. Individuals in these situations are urged to examine such relationships before engaging in them, especially in terms of emotional health, self-esteem, and respect for the freedom of others.

Apparently consensual sexual relationships, particularly those between individuals of unequal status, may be or become a violation of this policy. Anyone who engages in a sexual relationship with a person over whom he or she has any degree of power or authority must understand that the validity of the consent involved can and may be questioned. The College particularly abhors the abuse potentially inherent in sexual relationships between faculty members and students and between staff supervisors and their student employees.

Employees or third parties, who believe that they have been subjected to discrimination or harassment (including sexual violence/assault) by an employee of the College or by another individual for whom the College is or may be responsible (alumni visiting campus, contract vendors providing a campus service, etc.) should contact one of the following to file a complaint:

Associate Vice President for Student Affairs/Title IX Coordinator

Director of Human Resources

Director of Public Safety

Retaliation

All members of the Washington College community are advised that retaliation against anyone for filing a complaint of discrimination or harassment, including sexual violence/assault is prohibited. Members of the community should be equally aware that knowingly making false allegations of harassment or discrimination is itself a violation of College policy and the individual involved will be subject to disciplinary action.

Resources

There are many services established to assist individuals who have been sexually assaulted. The Student Affairs Office, 410-778-7752, as well as the resources listed below may be contacted to provide assistance or answer any questions.

Washington College Health Services, 410-778-7261


Washington College Counseling Services, 410-778-7261, 7289, or 7826


“For All Seasons, Inc.” Sexual Assault Crisis Center, 1-800-310-7273 (A 24-hour confidential service that provides counseling, advocacy and support to survivors.)


Office of Public Safety, 410-778-7810

Local Emergency, Police, Fire and Ambulance – dial 911 (or 9-911 from a campus phone)

Hospitals

University of Maryland Shore Medical Center at Chestertown, 410-778-3300 – located adjacent to Washington College

Memorial Hospital in Easton, Maryland, 410-822-1000

Employee Resources

Employee Assistance Program (EAP), 866-248-4096

 

 

Resignation

If an employee resigns their position at Washington College, they must submit a letter of resignation to their supervisor and a copy to the Office of Human Resources at least two weeks prior to the last day of work to allow for the recruitment process to be begin and to provide for an organized transition. A date for departure must be discussed with the supervisor and mutually agreed upon.

Retirement

An employee who plans to retire must notify their supervisor and the Assistant Director of Human Resources as soon as possible. Any employee who is retiring must schedule an appointment with the Assistant Director of Human Resources to discuss the exit process. It can require three to four months to plan for the commencement of retirement benefits.

When staff and faculty have worked for the College for at least 15 years of continuous service and are retiring, the College will provide a retirement celebration.  For faculty who typically retire at the end of a semester, this celebration is typically held at Hynson Ringgold House as part of a holiday or year-end celebration; all faculty retiring at that time will be honored together.  For staff, who often retire at various points in the year, a budget of up to $500 will be provided to support the celebration’s food, entertainment and similar expenses; if a staff member is retiring near/at the end of a semester, he/she will be included with the faculty retirement celebration (no separate $500 celebration).  Not all retirees want such a celebration, so please honor your colleague in an appropriate, respectful way that will recognize their service to the College in a way that he/she appreciates.  Please feel free to connect with Human Resources staff for guidance.

If an employee resigns prior to completing 15 years of continuous service, any farewell gathering will not be financially supported by the College.  Departments or colleagues should feel free to organize and collectively or individually fund gatherings if they are so moved.

Discharge

A supervisor or department head may discharge an employee after a recommendation for discharge and documentation of the reason(s) for recommended discharge have been reviewed and approved by the Director of Human Resources.

If the discharge of any employee has been approved, a meeting will be scheduled with the employee, the Supervisor or Department Head and the Director of Human Resources to inform the employee of the decision to terminate employment. The employee will be given an opportunity to respond and will be informed of the opportunity to file a written rebuttal with Human Resources.

When an employee is being discharged, the Director of Human Resources will provide a Discharge Letter identifying the reason(s) for discharge. If the employee is unavailable to receive the Discharge Letter, it will be mailed to the employee at the address on file with Human Resources. An employee who disagrees with the grounds for termination may submit a written rebuttal to the Director of Human Resources within five days of the date of the Discharge Letter. The employee may also file a grievance with the Chief of Staff.

Reduction In Force

The College may eliminate a position if financial constraints or changes in the College’s organizational structure require such action.  Employees will be provided written notification from the College of the effective date of the change. An employee whose position is being eliminated will be given appropriate consideration for other vacant positions for which they may be qualified, but if no such position is available, employment with the College will be terminated.  Please see Reduction in Force Policy for further details.

Exit Process

At the time of voluntary or involuntary termination of employment, the employee must do the following:

1. Meet with supervisor to discuss separation
2. Schedule an Exit Interview with Human Resources to review the exit process. Call 410-778-7298 or email hr@washcoll.edu to schedule an appointment.
3. Prior to the last day of employment, the employee must complete all sections of the Exit Clearance Form and submit to the Office of Human Resources to be cleared to receive final pay.

By the last day of employment, the Exit Clearance Form must be submitted to Human Resources, all property must be returned to the College for an employee to be cleared. Human Resources must have completed the exit interview prior to the last day of work so that the final paycheck can be released on time.

Reduction In Force

 Please note: This policy applies to all staff employees, excluding staff members whose positions are 100% grant funded.

Purpose
Washington College highly values the contributions of its employees and attempts to provide continuous, regular employment. In the event it becomes necessary for the College to eliminate positions because of financial constraints, programmatic considerations, outsourcing (resulting in loss of employment), or other circumstances, the Reduction in Force (RIF) policy sets forth criteria and procedures to guide the fair and equitable treatment of regular full and part time employees.

Criteria
When reductions in force are necessary, position eliminations will be based on:
    1. Relevant skills needed in order for the College to fulfill its mission; and
    2. Employee qualifications and employment record, including any disciplinary actions. Relative seniority (years of service at Washington College) will be considered only if employee qualifications and employment records are equivalent.

Notice Period
An eligible employee whose position is being eliminated as a result of a reduction in force will receive a notice period (the “Notice Period”) which is equal to one week of regular pay for each year of continuous service in a budgeted position. The minimum Notice Period will be four weeks at regular pay and benefits. Pay during or in lieu of the Notice Period will be calculated based upon the employee’s regular rate of pay as of the beginning of the Notice Period. At the College’s discretion, the employee may not be required to work during the Notice Period.
Affected employees are encouraged to apply for available positions at the College for which they are qualified during the Notice Period. Human Resources will be available to advise and assist employees regarding job search techniques, resume preparation, interview skills, etc.

Eligibility
An employee whose position is eliminated as a result of a RIF is eligible to receive the notice described above and the benefits described below, as of the effective date of separation, if the employee:
 • Holds a regular budgeted position of at least 17.5 hours per week or more;
 • Has at least one full year of continuous service immediately prior to the RIF;
 • Is an active employee or on an authorized leave of absence (such as FMLA);
 • Has maintained employment with the College throughout the Notice Period; and
 • Has met any other eligibility requirements established by the College.
An employee is not eligible for the notice and benefits under this policy if he/she is discharged for cause, is released for unsatisfactory performance, voluntarily resigns, is approved for long term disability, or is offered other employment at the College, including employment by a new or existing vendor of the College (in the case of outsourcing or other transition of employment to a vendor).
If an affected full-time employee is offered only a part-time position at the College, the notice and benefits described in this policy will be pro-rated accordingly.
If an affected employee is only able to secure a temporary position at the College, the employee will be eligible for the notice and benefits provided in this policy at the end of that temporary position if the employee has not been offered a regular position with the College (or a new or existing vendor of the College).

Benefits
All eligible employees affected by a reduction in force or elimination of work are eligible for the following benefits through the Notice Period (where authorized by the applicable plan document; in the event of any dispute between this policy and the applicable plan document, the plan document shall control):
    1. Retirement Contributions: Continuation based on pay received through the Notice Period. Retirement plan withdrawal options may be obtained from Human Resources.
    2. Healthcare Coverage: Continuation at the current level of coverage through the Notice Period. Thereafter, affected employees are eligible to purchase healthcare coverage through COBRA rates for up to eighteen (18) additional months. Rates are subject to change annually.
    3. Life Insurance Coverage: At the time of separation, employees will have the option of porting and/or converting their group life insurance to an individual policy through the insurance carrier at offered rates. Application forms and details are available through Human Resources.
    4. Flexible Benefits Program: Continuation at the current level of benefits through the Notice Period.
    5. Long Term Disability Plan: Continuation at the current level of benefits through the Notice Period.
    6. Vacation Accrual: Vacation accrual will continue during the Notice Period (but not if an employee is paid in lieu of notice) and will be paid to the employee in the next payroll following the final day of employment. .
    7. Employee Assistance Program Usage: Any individual who is affected by a reduction in force or elimination of work will continue to be eligible to utilize the EAP services up to two months following his/her final paycheck.
    8. Outplacement Services: Outplacement assistance and individual job/career counseling support may be available from Human Resources upon request.
    9. Retraining Assistance: Some retraining assistance may be available using resources available within the College upon request from Human Resources.
    10. Tuition Assistance Programs:
     • Tuition Waiver for Dependents – In the absence of comparable benefits at a new employer and if a dependent child has applied for admission to Washington College, or the dependent child/spouse/approved domestic partner, if applicable, is enrolled as a matriculated student at the time of the separation, he/she will continue to be eligible for tuition benefits through the completion of an undergraduate degree, up to a maximum of eight (8) academic semesters.
     • Tuition Waiver for Employees – In the absence of comparable benefits at a new employer and if an employee is presently enrolled in an undergraduate degree program at Washington College, he/she will continue to be eligible for tuition benefits through the completion of an undergraduate degree, up to the equivalent of a maximum of eight (8) academic semesters.
     • Tuition Exchange Program (Dependents) – In the absence of comparable benefits at a new employer and if a dependent child is currently enrolled at another institution as a participant in the Tuition Exchange Program, he/she will continue to be eligible for tuition benefits up to a total of eight (8) academic semesters of undergraduate studies.

Individuals applying to use the Tuition Assistance Benefits under this policy must apply for all need based state and private assistance each year prior to the tuition waiver being applied.
Please note that the value of tuition benefits may be taxable for any benefits received after the employee’s last day of work. Please consult with HR and the Business Office for more detailed information.

Washington College strives to operate in an ethical, honest and lawful manner and expects its employees, students, and third parties doing business with the College to conduct their activities in accordance with College policies and applicable law at all times. 

A culture of compliance strengthens and promotes ethical practices and respectful treatment of all members of the College community and those who conduct business with the College.

The College strongly encourages any employee or student to report suspected or actual wrongful conduct by a College contractor/vendor, student or employee that may include but is not limited to any of the following:

• violation of state or federal law or regulations;
• fraud;
• misappropriation or misuse of College, or government resources (financial or human);
• action or failure to act that endangers the health or safety of the public, students or employees;
• abuses of authority; 

Reports may be made to one’s supervisor, in the case of employees, or to the College’s Risk Manager or Director of Human Resources.  There are private telephone lines (without caller identification) for this purpose which cannot be traced without a directive from Public Safety and/or a court order.  The Whistle Blower line can be reached by dialing 1-410-778-7784.

No College employee or student may interfere with the good faith reporting of suspected or actual wrongful conduct.  In addition, individuals who make such reports or participate in investigations of reports shall be protected from any retaliation such as harassment, adverse employment actions, or academic or educational consequences.  Violations of the prohibition against retaliation will result in disciplinary action up to and including dismissal.

 A.   Filing a Report

1. Any person may report allegations of suspected violation of College policies or State or Federal laws. Knowledge or suspicion of such behaviors may originate from faculty, staff or administrators carrying out their assigned duties, external auditors, law enforcement, regulatory agencies, and customers, vendors, students or other third parties. Allegations of suspected improper activities may be reported anonymously.

2. Reports of allegations of suspected improper activities are encouraged to be made in writing so as to assure a clear understanding of the issues raised, but may be made orally. Such reports should be factual rather than speculative or conclusory, and contain as much specific information as possible to allow for proper assessment of the nature, extent and urgency of preliminary investigative procedures.

3. The College recommends that any reports by persons who are not College employees be made to the Risk Manager. Such reports may also be made to another College official whom the reporting person may reasonably expect to have either responsibility over the affected area or the authority to review the alleged improper activity on behalf of the College.

4. Normally, a report by an employee of allegations of a suspected improper activity should be made to the reporting employee’s immediate supervisor or other appropriate administrator or supervisor within the operating unit (such as the unit head), or to the Risk Manager. However, in the interest of confidentiality, when there is a potential conflict of interest or for other reasons, such reports may be made to another College official whom the reporting employee may reasonably expect to have either responsibility over the affected area or the authority to review the alleged improper activity on behalf of the College.

5. When a person reports allegations of suspected improper activities to an appropriate authority the report is known as a protected disclosure. The rights of College employees and applicants for employment when making a protected disclosure are covered by the Whistle Blower Policy.

6. All College employees, and especially any academic or staff employee in a supervisory role, should be aware of and alert to either oral or written, formal or informal communications that may constitute a report of allegations of suspected improper activity. Anonymous Whistle Blowers must provide sufficient corroborating evidence to justify the commencement of an investigation. An investigation of unspecified wrong-doing or broad based allegations will not be undertaken without identifiable evidentiary support. Because investigators are unable to interview anonymous Whistler Blowers, it may be more difficult to evaluate credibility of the allegations and therefore, less likely to cause an investigation to be initiated.

B.    Reporting to the Risk Manager

1. Managers, administrators and employees in supervisory roles who receive a report alleging suspected improper activities shall ensure that the matter is promptly reported to their supervisor, an appropriate College official and/or the Risk Manager. Such employees are charged with exercising appropriate judgment in determining which matters can be reviewed under their authority and which matters must be referred to a higher level of management or the Risk Manager. Consulting with supervisors, the Risk Manager or other appropriate College management is encouraged to err on the side of upward reporting. Oral reports should normally be documented by the supervisor by a written transcription of the oral report, and internal communications regarding allegations of improper activities should normally be in writing.

2. Managers, administrators and employees in supervisory roles shall report to the Risk Manager any allegations of suspected improper activities— whether received as a protected disclosure, reported by their subordinates in the ordinary course of performing their duties, or discovered in the course of performing their own duties—when any of the following conditions are met:

• The matter involves a significant threat to the health and safety of employees and/or the public;
• The matter involves allegations or events that have a significant possibility of being the result of a criminal act (e.g., disappearance of cash);
• The matter involves the misuse of College resources or creates exposure to a liability in potentially significant amounts;
• The matter is the result of a significant internal control or policy deficiency that is likely to exist at other units within the institution or across the College system;
• The matter is likely to receive media or other public attention; or
• The matter is judged to be significant or sensitive for other reasons.

C.   Reporting to the Office of the President and Others

1. The Risk Manager shall have principal responsibility for meeting the reporting requirements to the Office of the President and senior management. The Risk Manager shall consult with members of the Investigations Workgroup (see Section D.) as necessary in fulfilling this reporting responsibility and will inform the Investigations Workgroup of all reports made to the President.

2. In some instances, even an allegation of improper activity may be reportable to a funding entity or regulatory agency. More typically, at least preliminary investigation results are needed to assess reporting obligations to parties outside the College. The Risk Manager, in consultation with the leadership of the affected area, will determine the nature and timing of such communications.

3. Allegations of suspected losses of money, securities or other property shall be reported to the Senior Vice President of Finance and Administration as soon as it is discovered. The Senior Vice President of Finance and Administration shall report such matters in accordance with the terms of any contracts with insurance or bonding companies.

 4. In the event that any person with a reporting obligation under this policy believes that there is a conflict of interest on the part of the person to whom the allegations of suspected improper activities are to be reported, the next higher level of authority shall receive the report.

5. Whistle Blowers frequently make their reports in confidence. To the extent possible within the limitations of law and policy and the need to conduct a competent investigation, confidentiality of Whistle Blowers will be maintained. Whistle Blowers should be cautioned that their identity may become known for reasons outside of the control of the investigators or College administrators. Similarly, the identity of the subject(s) of the investigation will be maintained in confidence with the same limitations.

D.   Investigating Alleged Improper activities

1. A number of functional units within the College have responsibility for routinely conducting investigations of certain types of allegations of improper activities, and have dedicated resources and expertise for such purposes. In addition, other College parties may become involved in investigations of matters based on their areas of oversight responsibility or topical expertise.

2. The Risk Manager chairs the Workgroup. Workgroup membership should include representatives from each functional unit that has routine responsibility for certain types of investigations. The Workgroup is composed of the Risk Manager, Director of Human Resources, Director of Public Safety and the Chair of the Faculty Council. In addition, specialized expertise may be required on an ad hoc basis for investigation of certain matters.

3. The College establishes an Investigations Workgroup to ensure coordination and proper reporting of investigations. The Workgroup, acting in an advisory role, shall assist the Risk Manager in assessing the planned course of action related to allegations and investigations, including determining that an adequate basis exists for commencing an investigation.

4. The Workgroup’s responsibilities include:

• Assisting the Risk Manager in assuring that the proper investigative channels are utilized according to appropriate expertise and jurisdiction;
• Assuring that all appropriate administrative and senior officials are apprised of the allegations as necessary;
• Assuring appropriate written reporting occurs to the Office of the President, regulatory agencies, Whistle Blowers and others as necessary or provided by this policy;
• Assisting the Risk Manager in ensuring appropriate resources and expertise are brought to bear to cause the timely and thorough review of reports of allegations of suspected improper activities;
• Ensuring that there are no conflicts of interest on the part of any party involved in specific investigations;
• Coordinating and facilitating communications across investigative channels as necessary to ensure comprehensive attention to all facets of the matter;
• Assisting the Controller in monitoring significant elements and progress of investigations to ensure that allegations are timely and thoroughly addressed; and
• Coordinating and facilitating in an advisory capacity the corrective and remedial action that may be initiated in accordance with applicable faculty or staff conduct and disciplinary procedures.

5. The purpose and authority of the Workgroup shall not be construed as to limit or halt investigations undertaken with proper authority granted by law or policy to any College investigative authority. Nor is the Workgroup empowered to initiate investigations without an adequate basis. Rather, the Workgroup’s purpose is to provide guidance, advice and/or coordination for investigative activities as requested by the Controller and to facilitate communications among appropriate parties as requested by the Controller.

6. All employees of the College have a duty to cooperate with investigations initiated under this policy.

7. Consistent with applicable personnel policies and the approval of Human Resources, an employee may be placed on an administrative paid leave, as appropriate, when it is determined by the College that such a leave would serve the best interests of the employee, the College or both. Such a leave is not to be interpreted as an accusation or conclusion of guilt or innocence of any individual including the person on leave. The appropriate Vice President and the Office of Human Resources shall be consulted regarding any plan to place an employee on such a leave.

 

 

Academic or administrative use of WC IT Resources always takes precedence over recreational and non-institutional use.

Limitation of Liability

Although Washington College tries to provide a stable and accurate computing environment, from time to time hardware and/or software errors may arise. The College does not warrant the accuracy of its computers, network systems, documentation, or advice and consultation. Neither Washington College nor or any of its agents shall be liable for any incidental or consequential damages, even if advised of the possibility thereof. In no event shall Washington College or any of its agents be liable for failure to deliver WC IT Resources’ services.

Purpose and Definitions

The College uses email as the primary means for communicating important information to students, employees, parents, and alumni. All-campus or mass email messages are a useful and convenient way of getting information to the campus and College communities. Given that it does not allow for the immediate exchange of ideas, this channel is best used for one-way dissemination of information. Acknowledging the potential for unnecessarily consuming resources, cluttering campus inboxes, and broadcasting disrespectful or discriminatory messages, College policy requires that senders of such messages adhere to a set of standard guidelines, as outlined below.

A mass emailing is an unsolicited email message sent to a group of otherwise unrelated campus email addresses. For example, sending a message to all faculty or all students would be considered a mass emailing. The main internal distribution lists are for students, faculty, and
staff. Important external lists include parents, alumni, and the Board of Visitors and Governors. Whether such messages are sent by using a personally constructed list of addresses or a system- generated list makes no difference in the effect or applicability of this policy.

Sending a message to members of a club or a group of friends that have agreed to receive communications does not constitute a mass emailing. Sending messages to groups, committees, or divisions also does not constitute a mass emailing, so long as the messages are relevant to the work, project, or initiative that is the subject of the email.

Moderation and Appeal

College-managed email distribution lists are moderated to ensure appropriate use. By allowing only moderated access to distribution lists, we limit the risk of distribution of inappropriate or excessive email messages. This allows for a stream of quality information used in connection with the operations of the College, reduces recipient complaints and confusion, and reinforces network security best practice.

As noted above, mass emails to personally-constructed lists that violate the acceptable use cases are prohibited. Attempts to bypass the moderation process with a personally-constructed list will be considered a violation of the student or employee code of conduct.

Each list will have a primary moderator. The head of the College Communications office will be able to moderate all lists.

List moderators:

Faculty: Provost’s Office
Staff: President’s Office, HR
Students: Student Affairs
--This includes the following lists: Freshman, Sophomore, Junior, Senior, FirstYear,
SecondYear, ThirdYear, FourthYear
Parents: College Communications, Enrollment Management
Alumni: Alumni Relations
BVG: Chief of Staff/Assistant Secretary to the Board

The list moderator will make an initial evaluation of appropriateness of the message, based on the criteria set forth in this document. If the message meets with approval, it will be approved and released to the recipient list(s) within 24 hours or if sent on a Friday, by the following business day.

Standard emails that are sent weekly can be considered for pre-emptive approval to all recipient lists. For example, the weekly CPG Update, SGA minutes, etc. Requests for approval for a regular correspondence can be submitted to the head of College Communications. This will be reviewed at the beginning of each semester.

If the moderator judges a message to be in violation of the email policy, the intended sender will be notified via email of the decision within 24 hours. This notification will indicate the reason that the email is not approved. If the sender wishes to appeal, they have one business day to do so. Appeals can be made by replying back to the original notification email. The sender may also choose to modify the original message based on the feedback, and request a review of the revised communication. If a decision is appealed by the sender, the moderator will consult with College Communications, and they will make a final decision based on the guidelines below. Final decisions will be communicated to the sender via email within one business day.

List moderators are required to have basic training in how to spot spoofed emails, phishing emails or other cybersecurity risks.

All messages to these lists will be moderated, with only these named exceptions, given the potential for messages from these senders to contain time-sensitive or emergency information critical to operations or safety:

• Messages from Public Safety
• Messages from WC Response
• Messages from Office of Information Technology (OIT)

Guidelines and Criteria

Respect for persons, as described in College policies, is central to the all-campus email policy. Community members are expected to treat one another and the general public in a cordial and respectful manner, and there is no toleration of harassment or discrimination.

Generally speaking, use of the mass email lists is appropriate for:
• Messages that are relevant to all members of the distribution list and directly relate to carrying out the business and operations of the College.
• Messages that relate to changes in College policy or time sensitive issues.
• Messages containing urgent announcements related to safety or other critical issues.
• Messages that promote or publicize events, activities or opportunities available to
members of the campus community. It should be noted that senders of this type of
information are strongly encouraged to use other channels to promote their activities, but emails of this nature will be permitted.*

*While emails related to these types of non-urgent activities are permitted, we strongly encourage anyone wishing to use one or more of the email lists to send this type of communication to consider other avenues of distribution as well. Social media, CampusGroups and Teams are viable alternatives.

Announcements that do not meet criteria noted above should seek other methods of relaying their information, such as social media or other campus communication tools such as CampusGroups, Teams, Canvas or others.

Inappropriate use of all-campus email lists includes, but is not limited to:
• Messages that are not in line with the mission of the College
• Messages that are not in line with the statement of community standards
• Messages that are personal in nature
• Messages that are commercial in nature with the exception of those messages that are in support of College business
• Messages of limited interest to the College community at large
• Use of “Reply All” in response to a message that was approved. Those follow-up
communications should be limited to only the original sender.
• Any message where conversation – as opposed to the dissemination of information – is the goal.

Examples of Acceptable Use:

• Announcements from the President or Provost
• Emergency notices, including College facilities outages, weather-related notices and
other information updates
• Human resource policy or benefits announcements and staffing updates
• Expected street, traffic and parking interruptions
• College special events such as observances for holidays
• Other announcements or news reports affecting the College
• Messages that relate to changes in College policy
• Messages promoting opportunities or events offered to the Washington College
community, including employment, internships, club and organization news and
activities, workshops or other events hosted by academic departments.*

Examples of Inappropriate Use:

• Any information relating to business services or commercial solicitation such as house sale listings, reselling of tickets to events or any other activity for profit
• Messages of limited interest may include individual class cancellations, personal
opinions, or holiday greetings
• Using “reply all” to send a note of congratulations or thanks or to ask a follow-up
question in response to a message.
• Any message which violates College conduct policy with regard to disrespect,
harassment, or discrimination.
• Any message that includes an accusation or an accounting of alleged events that have not yet been verified through an impartial review with the named partie

No animals may be kept by employees on campus, other than those approved by the administration for medical or academic purposes. For health and sanitation reasons, animals are not permitted in residence halls or other College buildings or at official College functions at any time. This policy applies to all members of the College community.  This policy does not apply to trained assistance dogs that are actively engaged in the service for which they are trained. 

If you see an employee with an animal on campus please contact public safety. If suspected violations are taking place, please report to your supervisor.

Washington College relies on the good judgment of its employees to dress in good taste in a manner fitting and proper for the performance of the employee’s work duties. The College recognizes that appropriate dress is a function of the type of work performed by the employee. For example, the dress standards for employees working with the public or in view of the public may be more stringent than those standards applied to employees not working with the public. Employees in certain departments are required to wear uniforms for safety and identification purposes. Employees are to dress consistent with the standards articulated at each work site by the department director or supervisor.

The College, in its sole discretion, will determine when clothing does not meet these requirements.  Good personal hygiene is also important in terms of our customers’ favorable opinion and in terms of your respect for your fellow employees.  Accordingly, employees are expected to come to work in a clean condition.

Employees should not bring children to work during normal working hours (Monday-Friday 8:30a.m.-4:30p.m.), during their assigned shift, or at any time that could disrupt College activities or be unsafe for a child. Parents should make necessary child care arrangements for their children. 

If suspected violations are taking place, please report to your supervisor or to Human Resources.

 All employees should be aware of their responsibilities to protect information contained in educational, financial and employment records. The unauthorized access to, modification, deletion, or disclosure of such information may compromise the integrity of the College and violate individual rights of privacy, and/or constitute a criminal act. All employees are required to sign a confidentiality agreement.

 Employees must avoid actual or apparent conflicts of interest, defined as using their position at the College for personal or financial gain for themselves or their family members. Potential conflicts may include soliciting business for personal gain, accepting employment or payment from a customer or vendor, accepting gifts other than those of $50.00, and/or requesting favors, discounts, or services. Senior Staff are required to affirm that they do not have a potential conflict of interest annually.

 1. POLICY STATEMENT

Washington College’s educational mission is promoted by professionalism in student-faculty relationships and in supervisor/supervisee relationships. Professionalism is fostered by an atmosphere of mutual trust and respect in accordance with established standards of conduct. Taking note of the respect and trust accorded a staff or faculty member by a student and a supervisor by a supervisee, the faculty and staff recognize that they are presumed to make decisions regarding their relationships with students and supervisees which will not endanger this atmosphere of mutual trust and respect. Faculty and staff should be aware of the possibility that an apparent consensual relationship with a student or supervisee may be interpreted (either now or at a later date) as non-consensual and, therefore, as sexual harassment. The power differential inherent in employee/student and supervisor/supervisee relationships may compromise the student’s or supervisee’s freedom to decide and call into question the consensual nature of the relationship. The potential exists for the student or supervisee to perceive coercion in suggestions involving activities outside those appropriate to professional relationships. Moreover, faculty and staff, particularly in relationships with students and persons under their supervision, need to be aware of potential conflicts of interest, perceptions of favoritism and the possible compromise of their evaluative / supervisory capacity. They also need to be aware that a relationship may give rise to a perception that the evaluative capacity of the faculty member or supervisor has been compromised. For the reasons outlined in this policy, the college strongly discourages these relationships.

A. It is a violation of this policy for a faculty or staff member to undertake an amorous relationship or permit one to develop with a student or supervisee who is enrolled in the person’s class or is subject to that person’s supervision or evaluation, even when both parties appear to have consented to the relationship.

B. Amorous relationships between students and faculty or staff members outside the instructional and supervisory context are also strongly discouraged.

C. The College recognizes that consensual amorous relationships may exist prior to the time a student becomes a member of the faculty member’s class or is placed in a situation where the faculty or staff person must supervise or evaluate the student. It is also recognized that such a relationship may exist between co-employees prior to the time when one of those employees becomes the supervisor of the other. An amorous relationship is a recent amorous relationship if it is ongoing or has been in existence at any time within the six (6) months immediately preceding the assignment of the student or supervisee to the faculty or staff member. Where the faculty or staff member has, or has had, a recent amorous relationship with the student or supervisee the following procedures shall be followed:

1) If, at all possible, the student should be advised in his or her course selections to avoid course sections taught by the instructor with whom the student has or has had a recent consensual relationship. Efforts should likewise be made to place a subordinate under the supervision of another supervisor where the supervisor has or has had a recent consensual amorous relationship with the subordinate.

2) In the event it is not possible for the student to avoid the class taught by the faculty member or for the supervisee to avoid the supervision of the supervisor, the faculty member shall advise his or her department chair and Provost, and the supervisor shall advise his or her supervisor of the present or recent consensual amorous relationship and the following steps shall be taken in regards to students:

a. The department head shall appoint another instructor to evaluate the student’s written work, such as essays, research papers, essay tests, care plans, etc.

b. The department head shall appoint another instructor to evaluate the student’s non-written work or performance such as artistic performances, teaching practice or clinical practice.

c. When an appropriate instructor is not available to evaluate the student’s work, the department chair or Provost will provide an alternative solution at no expense to the College.

d. A student should not be assigned to a faculty advisor with whom that student has or has had a recent consensual amorous relationship. The faculty advisor should request that the student be reassigned.

The following steps will be taken in regards to employees:

e. A supervisor will request that his or her supervisor evaluate the supervisee and if such evaluation is not available, he or she will request that a supervisor of a related department evaluate the employee.

f. The supervisor will remove himself or herself from the consideration of the employee for promotion, hiring or determination of salary.

g. When an appropriate supervisor is not available to supervise the employee then the President in consultation with the Director of Human Resources decide if suitable supervision can be arranged or if one of the parties will be asked to resign.

3)  A faculty or staff member who fails to follow the policy set forth in No. 2 above, and does not withdraw from participation in activities or decisions which may reward or penalize a student or supervisee with whom the faculty or staff member has or has had a recent consensual amorous relationship in accordance with this policy will be in violation of this policy and is subject to disciplinary action up to and including termination of employment.

4) Persons who are married, or were married, are included within the definition of those persons having, or who have had, a consensual amorous relationship.  Likewise, persons in a domestic partner relationship are included in this policy.

5) A complaint alleging violations of the policy regarding consensual relationships may be filed by any person and directed to the Human Resources Office. Procedures to be followed when complaints occur are those listed in the Sexual Harassment Policy.

 

Disciplinary and corrective action is a process to help employees overcome poor job performance, strengthen work performance and achieve success.  In the case of minor  work performance problems a private discussion between the supervisor and the employee is the  first  step  in the  positive  discipline procedure.  The  supervisor should  specify  the  job performance  or  conduct that  is  not  acceptable and  the  actions necessary to  correct  the performance problem.  The supervisor should begin with a personal agreement with the employee along with a follow up email or document regarding the discussion.

In instances of serious poor job performance or of repeated minor performance issues, written notice will be given to the employee and made part of the employee’s permanent personnel record that is maintained by Human Resources. Failure  by  an employee  to be responsive  to such  written warnings will  lead  to  further  disciplinary  action including suspension  without pay  and/or discharge.

In the case of alleged serious misconduct, the employee will be suspended immediately (with pay) and required to leave the campus. Serious misconduct generally includes behavior or actions that could threaten the physical or mental well-being of members of the College community or the reputation or standing of the College. Following  an incident that involves alleged serious misconduct,  the  immediate  supervisor,  the  department  director,  and  the  Director  of  Human Resources will discuss the alleged misconduct and develop an appropriate action plan.

The action plan should include an investigation and interview(s) with the appropriate personnel. All meetings, findings, and outcomes will be documented in the employee’s personnel record that is maintained by Human Resources.  Violation of these or similar rules may lead to discipline, up to and including immediate termination.  Please refer to the Discharge section of the Termination of Employment policy.

The employee will be given the opportunity to see any written notices reporting disciplinary actions or any evaluations in his/her personnel file. If the employee feels that the disciplinary action is unfair, he/she may file a grievance.  Please refer to Grievance process policy.

Policy Statement on Discrimination

Washington College does not discriminate on the basis of race, sex, color, national or ethnic origin, age, religion, marital status, disability, sexual orientation gender identity, gender expression, genetic information, or other legally protected classification in the administration of any of its educational programs and activities or with respect to admission and employment.

The designated coordinator to ensure compliance with Title IX of the Educational Act Amendments of 1972 is Candace Wannamaker, Associate Vice President of Student Affairs and Title IX Coordinator, Casey Academic Center, Washington College, 300 Washington Avenue, Chestertown, Maryland, 21620, phone number (410) 778-7752.

The designated coordinator to ensure compliance with Section 504 of the Rehabilitation Act of 1973 is Kate Laking, Assistant ADA/504 Coordinator, Human Resources, Washington College, 500 Washington Avenue, Chestertown, Maryland, 21620, phone number (410) 778-7799.

For additional information and/or to file a complaint contact the Director of Civil Rights, US Department of Education, Office of Civil Rights, The Wanamaker Building, 100 Penn Square East, Suite 515, Philadelphia, PA 19107, or local fair employment practices agencies.

 

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Policy Statement on Harassment

Harassment in any form, whether based on race, sex, color, national or ethnic origin, age, religion, marital status, disability, sexual orientation, genetic information, or any other legally protected classification is unacceptable on the Washington College campus.

For purposes of this policy harassment means unwelcome verbal, written, or physical conduct based on a protected classification (race, color, sex, disability, etc.) that has the purpose or effect of unreasonably interfering with an individual’s work or education, (including living conditions, extracurricular activities, and social life) creating an intimidating, hostile, or offensive environment, or constituting a threat to an individual’s personal safety. Sexual harassment includes sexual violence/assault.

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Policy Statement on Sexual Harassment

Washington College will not tolerate sexual harassment in any form. Sexual harassment includes sexual violence/assault/misconduct. The goal of this policy is to create a community free of sexual harassment. Sexual harassment committed in connection with any College program, whether on or off campus, is prohibited. This applies to academic, educational, extracurricular, athletic, residential, and other College programs. Sexual harassment may be a violation of state and federal laws as well as a violation of this policy. Individuals who feel they have been sexually harassed may have the right to bring legal action, in addition to making a complaint to the College. Legal action and an internal complaint can be pursued at the same time. Retaliation against an individual who brings a complaint, participates in an investigation of sexual harassment, or pursues legal action is prohibited.

The essential importance of academic freedom is recognized and a standard of reasonableness will guide the College. Only when academic freedom is used to disguise, or as the vehicle for, prohibited conduct will it be questioned.

Washington College believes that ideas, creativity, and free expression thrive and, indeed, can only exist for students, faculty, and staff in an atmosphere free of sexual harassment and assault.

Definition of Sexual Harassment

Federal Law (Title VII of the Civil Rights Law of l964 and Title IX of the Education Amendments of 1972) provides that sexual harassment shall be considered a form of gender discrimination. Maryland Law also prohibits gender discrimination and sexual harassment.

Sexual harassment is defined as any unwelcome sexual advance, request for sexual favors, or other verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with one’s academic or work performance or social world by creating an intimidating, hostile, offensive, or violent environment. Sexual violence/assault is also considered sexual harassment.

Examples of Sexual Harassment:

• Action of an individual in a position of institutional power or authority who misuses that position to subject an individual to unwanted sexual attention of either a verbal or physical nature when that conduct is either explicitly or implicitly a term or condition of a person’s employment or academic status.
• Demanding sexual favors accompanied by implied or overt threats or promises concerning grades, recommendations, or evaluations.
• Inappropriate sexual conduct that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment. This prohibition applies to all relationships at the institution between members of the College community.
• Inappropriate conduct against an individual that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment that would not occur but for the sex of the individual.

Consensual Relationships

Washington College policies prohibit unreciprocated and unwelcome relationships. However, persons in positions of power, authority, and control over others should be aware of and sensitive to problems that may arise from mutual relationships that are inherently unequal. Individuals in these situations are urged to examine such relationships before engaging in them, especially in terms of emotional health, self-esteem, and respect for the freedom of others.

Apparently consensual sexual relationships, particularly those between individuals of unequal status, may be or become a violation of this policy. Anyone who engages in a sexual relationship with a person over whom he or she has any degree of power or authority must understand that the validity of the consent involved can and may be questioned. The College particularly abhors the abuse potentially inherent in sexual relationships between faculty members and students and between staff supervisors and their student employees.

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Reporting Discrimination or Harassment

Discrimination or Harassment Based on Disability

The Americans with Disabilities Act (ADA) of 1990, amended in 2008, prohibits discrimination based on disability. Section 504 of the Rehabilitation Act of 1973 prohibits discrimination based on disability in programs or activities receiving federal financial assistance.

Examples of Harassment based on Disability:

Discrimination or Harassment Complaints

Washington College encourages anyone who has experienced any form of discrimination or harassment to report the incident promptly, to seek all available assistance, and to pursue remedies available through campus judicial or grievance processes. Reporting Parties are also encouraged to report incidents to local, state and/or federal authorities or offices charged with handling unlawful discrimination or harassment.

Reporting a Complaint

Students, employees, or third parties who believe they have been subjected to discrimination or harassment, including sexual violence/assault, by a student or employee of the Washington College community or by another individual for whom the College is or may be responsible (e.g., applicants for admission or employment, alumni, independent contractors, vendors, recruiters) should contact one of the following persons for assistance with resolving a complaint:

• Title IX Coordinator or Assistant Coordinator(s) – for matters involving discrimination or harassment based on sex or gender
• 504 Coordinator or Assistant Coordinator(s) – for matters involving discrimination or harassment based on disability
• Professional Staff in Student Affairs (Including Resident Area Directors/RADs)
• Department of Public Safety
• Human Resources Department

Complaints alleging sexual discrimination or harassment (including sexual assault/violence) should be submitted to Candace Wannamaker, Associate Vice President for Student Affairs and the College’s Title IX Coordinator, first floor Casey Academic Center, 410-778-7752.

Complaints alleging disability discrimination or harassment should be submitted to Kate Laking, Benefits Administrator and Assistant ADA/Section 504 Coordinator, Human Resources, 410-778-7799.

When a Washington College student is the subject of a discrimination or harassment complaint, the matter will be referred to the Honor Board or other appropriate hearing body (see the Washington College Honor Code and Student Judicial System found earlier in this Handbook).

When a Washington College employee or third party is the subject of a formal written complaint, the matter will be reviewed by the Washington College Discrimination Dispute Resolution Committee (DDRC).

Students, employees, or third parties alleging discrimination or harassment may submit a complaint in writing using the Discrimination/Harassment complaint form. Complaint forms are available in Public Safety, Student Affairs, Human Resources and Title IX Coordinator’s Office or for download and printing from the College website at http://www.washcoll.edu/title-ix/.

Interim Measures

The Title IX Coordinator or 504 ADA Coordinator will determine, with campus administrators, the appropriate interim measures to be taken during the investigation. Interim remedial actions can include, but are not limited to the following:

No Contact Orders Interim Suspension Administrative Leave (Employee) Reassignment of Housing Reassignment of Job Class Schedule Change Prohibit or restrict participation in extracurricular activities Prohibit or restrict access to campus for third parties Relocation of a residential assignment

Investigating a Complaint

All complaints of harassment or discrimination will be investigated in a manner that is adequate, reliable, and impartial. Investigations may be conducted by trained Public Safety staff, trained Title IX Investigators, the Title IX Coordinator or Assistant Coordinators (for Title IX matters), the Section 504 Coordinator or Assistant Coordinators (for ADA/Section 504 related matters), Human Resources staff, or another trained investigator appropriate to the situation and in accordance with all College policies and legal requirements.

For matters involving discrimination or harassment based on sex or gender (covered by Title IX), the Title IX Coordinator will ensure that the investigation complies with all Title IX requirements. For matters involving discrimination or harassment based on disability (covered by ADA/Section 504), the Section 504 Coordinator will ensure the investigation complies with all Section 504 requirements.

The responsibility to conduct an investigation shall not be altered by the fact that a criminal investigation of the incident is pending or has been concluded, although the investigation may be delayed or suspended at the request of law enforcement while the law enforcement agency is gathering evidence. In the event the investigation is delayed at request of law enforcement agency, appropriate steps will be taken to provide for the safety of the Reporting Party and the College community and to prevent retaliation by any individual. The steps may include changes to the schedule, housing assignment or work location of the Responding Party or summary suspension/leave from the College issued to the Responding Party. The College will promptly resume its Title IX investigation as soon the College receives notification that law enforcement has completed the evidence-gathering process.

Investigation Process:

The Reporting Party will be contacted by a College administrator designated by the Title IX Coordinator or ADA/Section 504 Coordinator to schedule a meeting. During the meeting, the College administrator will:

Provide Reporting Party with an explanation of the campus conduct process. Give the Reporting Party the opportunity to submit a written statement and evidence. Give the Reporting Party the opportunity to list any witnesses who may have information pertaining to the complaint. Inform the Reporting Party to have no contact with the Responding Party during the course of the investigation. Inform the Reporting Party that there will be follow-up meetings to discuss the case and status.

The Responding Party will be contacted by a College administrator designated by the Title IX Coordinator or Section 504/ADA Coordinator to schedule a meeting.

During the meetings, the College administrator will:

• Provide Responding Party with an explanation of the campus conduct process.
• Present the allegations and provided the Responding Party the opportunity to respond.
• Give the Responding Party the opportunity to submit a written statement and evidence to contest the allegations.
• Give the Responding Party the opportunity to list any witnesses who may have information pertaining to the complaint.
• Inform the Responding Party to have no contact with the Reporting Party during the course of the investigation. Inform the Responding Party that there will be follow-up meetings to discuss the case and status.

Any person identified by the Reporting Party or Responding Party who has information that pertains to the allegation will be contact by the investigator(s).

The person designated to conduct the investigation shall prepare a written report within fifteen (15) business days after completing the investigation, unless additional time to complete the investigation is required. In that case, the investigator shall report on the status of the investigation to the Reporting Party, the Responding Party, and the Title IX or Section 504 Coordinator (or designee) as applicable at the expiration of the fifteen (15) day period and every fifteen (15) business days thereafter.

At the conclusion of the investigation, a designated College administrator will meet with the Reporting Party and discuss the written report and inform him/her of the next steps in the process.

The designated college administrator will contact the Responding Party and review the written report and explain the next steps in the process.

The Reporting Party and Responding Party may have a support person present during the investigation process. A support person is defined as a member of the College community (faculty, staff, or student). The support person is not permitted to participate in the meetings, but is there in support of the individual.

The written report is a summary of the investigation and will be forwarded to the appropriate administrator. The administrator will then forward the report to the Honor Board or the Discrimination Complaint Review Committee (DDRC) for review and any action deemed appropriate in accordance with the procedures of each.

Nothing in these procedures or in the procedures of the Honor Board or DDRC limits the right of any person to pursue other avenues of recourse which may include filing charges or a complaint with local, state and federal authorities responsible for addressing unlawful discrimination and harassment.

More information about the procedures of the Honor Board can be found in the chapter “Washington College Honor Code and Student Judicial System” found earlier in this Handbook.

Resolving Complaints

The Title IX Coordinator or Section 504 Coordinator or other appropriate College administrator will ensure that steps are taken to address and resolve any instance where an investigation and subsequent review (by either the Honor Board or the DDRC) concluded discrimination or harassment occurred. Resolution outcomes include actions to remediate the instance of discrimination or harassment and, where needed, actions to prevent future recurrence and to correct discriminatory effects on the Reporting Party and others.

Remedial actions include, but are not limited to:

• College Warning (Except in cases of Sexual Assault/Violence)
• Suspension/Expulsion
• Probation Termination of Employment
• Protection from Retaliation Counseling for the Reporting Party
• Other steps to address the impact of harassment or discrimination on the Reporting Party, any witnesses and the College community

Discrimination and Dispute Resolution Committee (DDRC)

The Washington College Discrimination Dispute Resolution Committee (DDRC) is used when the subject of a formal written complaint is an employee or third party. The DDRC will consist of faculty and staff, trained to review matters involving discrimination and harassment. A hearing panel will consist of three members of the DDRC and is facilitated by the Director of Human Resources (or designee) for complaints against staff members or Provost (or designee) for complaints against faculty. Hearings where there is a staff Responding Party will include two staff members and one faculty member on the hearing panel. Within 15 days after the hearing, the panel will issue a written decision that includes a review of the information relevant to the case and sanctions assigned if it is found to be “more likely than not” that the subject of the Complaint violated College policy. The DDRC will continue to function whenever the College is open even if classes are not in session.

Records

Records of complaint investigation and any corrective action will be entrusted to the Title IX Coordinator or ADA/Section 504 Coordinator and will be maintained in an electronic system accessible throughout the College on a confidential basis consistent with College’s legal requirements and appropriate legal requests for said documents.

Making an Appeal

The Reporting Party or Responding Party may appeal decisions of the DDRC or Honor Board by submitting a written appeal request within five business days of receiving written notification of the outcome of the hearing. Appeal forms can be downloaded from the following website http://www.washcoll.edu/title-ix/. Only appeals that are based on one or more of the following grounds will be considered for review: 

• Procedural error(s) that prevented fundamental fairness;
• New information or evidence that was not available at the hearing;
• An imposed sanction that is disproportionate to the violation and/or the conduct history of the Responding Party;

Letters of appeal for Honor Board decisions must be sent to the Vice President of Student Affairs (or designee). The Vice President for Student Affairs or designee will determine whether or not the appeal meets the above criteria. If any of the criteria are met, the case will be referred to the appeal board; if the case does not meet at least one of the criteria, there will be no further review. More information on the student appeal process can be found in the Student Handbook. Letters of appeal for DDRC decisions must be sent to the President of the College (or designee). The President of the College (or designee) will determine whether or not the appeal meets the above criteria. If any of the criteria are met, the case will be reviewed and a decision made; if the case does not meet at least one of the criteria, there will be no further review. The appellant(s) and the other party, shall be notified of the outcome of the appeal. All appeals will be conducted in an impartial manner and by an impartial decision-maker.

Retaliation

All members of the Washington College community are advised that retaliation against anyone for filing a complaint of discrimination or harassment or for participating in an investigation of discrimination or harassment is strictly prohibited by law and by College policy.

Confidentiality

All parties involved, especially those charged with carrying out the above policies, are enjoined to work in confidence to the extent legally permissible and practically possible.

In cases of discrimination and harassment, Reporting Parties may also obtain information and/or file a complaint by writing the Director of Civil Rights, US Department of Education, Office of Civil Rights, The Wanamaker Building, 100 Penn Square East, Suite 515, Philadelphia, PA 19107. Such complaints generally must be filed within 180 days.

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Policy on Sexual Assault

When sexual misconduct or sexual violence in any form occurs, the standards of the community, and possibly criminal laws, are violated. When reported, the College will deal with these issues in accordance with its policies and procedures and as required by applicable laws. Sexual misconduct committed in connection with any College program, whether on or off campus, is prohibited. This includes all College programs including, but not limited to, academic, educational, extra-curricular, athletic, and residential programs.

Washington College urges individuals who believe they have been sexually assaulted to pursue criminal charges against the person or persons they believe to have committed the sexual assault. A criminal charge and an internal complaint can be pursued at the same time. Retaliation against an individual who brings a complaint, participates in an investigation, or pursues legal action is prohibited and possible violations will be investigated and violations addressed in accordance with College policy and procedures.

In cases of sexual assault or other sexual misconduct, College authorities will inform a Reporting Party of the option of criminal prosecution and medical assistance, as well as the Reporting Party’s rights under the Crime Reporting Party’s Bill of Rights. This includes the right to assistance from the Maryland State Crime Reporting Parties Reparation Board and the Maryland State Office of the Crime Reporting Party Ombudsman. A Reporting Party will also be informed of the right to file a complaint of sexual harassment (which includes sexual assault/violence). Students or employees wishing to file a complaint should follow the procedures outlined in the “Reporting Discrimination and Harassment” section found earlier.

When a Washington College student is the subject of a sexual assault/violence complaint, the individual filing the complaint will be informed about the role of the Honor Board’s Sexual Misconduct Hearing Board in evaluating whether the student who is the subject of the complaint is responsible for violations of College policy (including policies addressing discrimination and harassment). When a Washington College employee or third party is the subject of a sexual assault/violence complaint, the individual filing the complaint will be informed about the role of the D or appropriate administrator in evaluating whether the individual who is the subject of the complaint is responsible for violations of College policy (including policies addressing discrimination and harassment).

College authorities, normally the Director of Public Safety, will notify the Chestertown Police of the sexual assault only at the request of the student or employee filing the complaint and will provide assistance in notifying any other law enforcement authorities or in preserving materials that may be relevant to the internal complaint process. At the direction of the Chestertown Police, College authorities will provide assistance in obtaining, securing, and maintaining evidence for criminal prosecution.

Consent

Definition of Consent

Consent is the equivalent of approval, given freely, willingly, and knowingly, of each participant to each sexual involvement. Consent is an affirmative, conscious decision – indicated clearly by words or actions – to engage in mutually accepted sexual contact. A person engaging in sexual contact by force, threat of force, or coercion has not consented to contact.

Lack of mutual consent is the crucial factor in any sexual misconduct case. Consent to some form of sexual activity does not necessarily constitute consent to another form of sexual activity even within the same initial consensual activity. Consent to past sexual activity does not imply consent to future sexual activity. Consent can be withdrawn at any time. Consent to engage in sexual activity with one person does not imply consent to engage in sexual activity with another. Silence without demonstrating permission does not constitute consent. Consent CANNOT be given if a person’s ability to resist or consent is incapacitated because of a mental illness or physical condition (by alcohol or other drugs, unconsciousness, sleep, or blackout) or if there is a significant age or perceived power differential.

Sexual activity with someone who the Responding Party should know to be, or based on the circumstances should reasonably have known to be, mentally or physically incapacitated (by alcohol or other drugs, unconsciousness, sleep, or blackout) is sexual activity without consent.

Interim Measures

By decision of the President of the College, the Vice President of Student Affairs, or a designee of either, an individual who is the subject of a sexual assault complaint may, without prejudice, be removed from the campus or subjected to other forms of restriction with regard to the Reporting Party, pending formal judicial action or criminal procedures, to avoid additional conflict within the community and/or to protect the safety of members of the College community.

Resources for Victims of Sexual Assault

There are many services established to assist individuals who have been sexually assaulted. Rachel Boyle, Director of Prevention Education and Advocacy, ext. 7277, campus sexual assault response advocates (SARA) or other student affairs staff members (see list below under Education and Training) may be contacted to provide assistance or for any questions.

• Washington College Health Services, ext. 7261
• Washington College Counseling Services, ext. 7261
• “For All Seasons, Inc.” Sexual Assault Crisis Center, 1-800-310-7273 (A 24-hour confidential service that provides counseling, advocacy and support to survivors.)
• Office of Public Safety, ext. 7810

A member of the Campus Department of Public Safety is available 24 hours a day and 7 days a week to transport the Reporting Party to either hospital listed below if requested. Volunteers from the For All Seasons Sexual Assault Crisis Center are also available to provide counseling and assistance throughout this process.

Two area hospitals have sexual assault response programs in place. Forensic Nurse Examiners are available 24 hours a day, 7 days a week to provide confidential medical examination, STI and pregnancy prophylactics. The programs work in conjunction with For All Seasons, Inc., to provide advocacy support to victims.

• University of Maryland Shore Medical Center at Chestertown, 410-778-3300
  (located adjacent to Washington College)
• University of Maryland Shore Medical Center at Easton 410-822-1000

The Director of Prevention Education and Advocacy, serving as the sexual assault response coordinator, will inform the Reporting Party, at a minimum, of internal complaint options, availability of confidential counseling, mechanisms available to address concerns about physical safety, as well as the possibility of alternative housing assignments or classroom arrangements (where appropriate).

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Education and Training

The Office of Prevention Education and Advocacy is responsible for developing and coordinating educational and training programs for students about sexual assault and sexual violence. To address issues of sexual assault and sexual violence proactively, the College will distribute these policies to and provide training for students and employees. In addition, these policies will be communicated at appropriate opportunities in classes, meetings, programs, and publications.

 

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Sexual Assault Amnesty Protocol

Washington College encourages the reporting of sexual misconduct. The College recognizes that individuals who have been drinking and/or using drugs (whether use is voluntary or involuntary) at the time that violence, including but not limited to domestic violence, dating violence, stalking, sexual misconduct or sexual assault occurs may be hesitant to report such incidents due to fear of potential consequences for their own conduct. An individual reporting sexual violence to College officials or a bystander reporting such violations, provided that their behavior did not place the health and safety of any person at risk, will not be subject to disciplinary action for violations of alcohol and other drug policies occurring at the time of the sexual misconduct.

Sexual Assault Campus Climate Survey

In compliance with Maryland House Bill 571, Washington College conducted a sexual assault campus climate survey in March of 2016 and will do so every two years.

 People to contact for more information:

• Sarah Feyerherm, Vice President of Student Affairs, ext. 7752
• Candace Wannamaker, Associate Vice President for Student Affairs/Title IX Coordinator, ext. 7752
• Ursula Herz, Associate Dean of Students and Director of Residence Life, ext. 7752
• Rachel Boyle, Director of Prevention Education and Advocacy and Sexual Assault Response Coordinator, ext. 7277
• Lisa Marx, Director of Health Services, ext. 7261
• Miranda Altman, Director of Counseling Services, ext. 7289
• Jerry Roderick, Director of Public Safety, ext. 7810
• Sexual Assault Response Advocate (SARA) 410-699-0742

 

 

1. It is the policy of Washington College to maintain a safe and healthful environment for its students and employees. Therefore, university policy prohibits the unlawful use, manufacture, possession, distribution, or dispensing of drugs (“controlled substances” as defined in the Controlled Substances Act, 21 U.S.C. 812) and alcohol on College property or at College activities.

2. Violation of this policy is grounds for disciplinary action—up to and including immediate discharge for an employee. Federal and state laws provide additional penalties for such unlawful activities, including fines and imprisonment (21 U.S.C. 841 et seq.;). Local ordinances also provide various penalties for drug- and alcohol-related offenses. The College is bound to take all appropriate actions against violators, which may include referral for legal prosecution or requiring the individual to participate satisfactorily in an approved drug use or alcohol abuse assistance or rehabilitation program.

3. Employees of the College must notify the College of any criminal drug statute conviction for a violation occurring in the workplace within five days after such conviction. The College is, in turn, required to inform the granting or contracting agency of such violation within ten days of the College’s receipt of notification.

4. To maintain a safe and drug-free environment, Washington College has established procedures to perform screenings for controlled substances and alcohol within areas or positions of employment that affect the public welfare or safety, or where such screenings are required by federal regulations, such as those developed by the Federal Highway Administration and Federal Aviation Administration and the United States Coast Guard. In addition, the Director of Human Resources may authorize screenings where there is reasonable suspicion of drug or alcohol use.  Employees subject to testing for cause will receive a verbal and written explanation of the screening procedures at the time they are referred for drug screening.

5. The drug screening procedures shall identify specifically the positions and locations that will require testing, the conditions under which the screenings will be conducted, and the specific plans for conducting the tests.  Costs of all required screenings will be borne by the department requesting the drug screening.

6. A complete set of the drug screening procedures for employees in positions requiring random drug testing is available for those employees and their supervisors from the human resources office. The procedures discuss the types of screenings, when and how they are to be conducted, and the actions that will be taken by the College should the employee receive a confirmed positive alcohol or drug test.

As a condition of employment, all Washington College staff employees are asked to read and sign the following: Employment Letter, Confidentiality Agreement; Drug, Alcohol, and Firearms Policy; Use of College Property Agreement; Mobile Device Policy. 

 

Treating employees fairly is a key principle of the employment relationship and a productive workplace. When people work together, however, it is not unusual for conflicts or dissatisfaction to arise.  If there is something about your job that is bothering you, we encourage you to take appropriate action to resolve concerns.   This Grievance Resolution Procedure is designed to assist you.  The Human Resources staff is available to assist when and where needed and appropriate.

Washington College encourages anyone who has experienced any form of discrimination or harassment, including sexual violence, to report the incident promptly, to seek all available assistance, and to pursue remedies available through the College’s Discrimination and Harassment Policies (https://www.washcoll.edu/offices/human-resources/college-policies/discrimination-and-harassment-policies.php).  This Grievance Resolution Procedure is used for work-related concerns other than alleged discrimination or harassment. 

Problem-Solving Conversations

You are strongly encouraged to discuss any work-related problem with your supervisor or the person most directly involved with the problem you are confronting as soon as possible.  Those persons can discuss your concerns with you in an effort to resolve the matter.  If you are uncomfortable speaking with that individual, or if discussions do not resolve the issue, please arrange to talk with a member of the Human Resources Department for further assistance.  The staff of the Human Resources Department is available to assist you in defining your concern and exploring alternative approaches for resolving your problem.  Typically, many problems can be resolved through prompt conversations about the concern.  Human Resources staff may recommend additional problem-solving processes including mediation.

Grievance Process

When work related concerns have not been resolved through Problem-Solving Conversations steps outlined above, and after consultation with Human Resources, the Grievance Process may be used. Only a current or former Washington College employee may bring forward a grievance complaint under this process.  A grievance complaint is defined as an unresolved issue regarding an alleged misapplication or violation of College policy, practice, or procedure, other than harassment or discrimination.  The Grievance Process may not be invoked as an alternative to other established procedures (e.g., regarding faculty tenure and promotion) and the following actions are not grievable: demotion without reduction in pay, suspension with pay, termination of a probationary employee during the introductory period.

Step 1: Submit the grievance Complaint

The charging employee must submit a written statement of the grievance complaint to the Director of Human Resources or designee. The written statement must identify the written policy, procedure or practice alleged to have been violated, the date of the event(s) on which the grievance complaint is based, and the relevant information, including the information which supports the employee’s position.   Finally, the grievance complaint must propose a resolution to the problem.  Human Resources staff is available to assist employees in the preparation of a written grievance.  Grievance complaints ordinarily should be filed no later than 180 calendar days after the event or action that is the subject of the grievance.

If the Director of Human Resources determines that the matter raised in the grievance complaint does not fit the definition of a grievance or that appropriate problem-solving Conversations  have not been attempted prior to filing a grievance complaint, as defined above, the charging employee will be notified of such and the grievance process will be concluded.  A charging employee may appeal a decision of the Director of Human Resources to the Chief of Staff.

The respondent (i.e., the person whose action is the subject of the grievance), after consulting with his or her department head and Human Resources staff, will submit a written answer to the grievance complaint, normally within fifteen (15) working days after the receipt of the grievance complaint, and at the same time submit a copy to the Director of Human Resources.  If the response is not satisfactory to the charging employee, she/he will inform Human Resources staff to proceed to Step 2.

Step 2: Request for Review

Within 15 days after the hearing, the Grievance Panel will issue a written report that includes a review of the information relevant to the case, findings, and recommendations. The report will be shared with the charging employee and the respondent and forwarded to the President.

The President will review the report and may accept, reject, or modify the conclusions and recommendations of the Grievance Committee. The President will forward a written answer to the charging employee, the respondent, and the Director of Human Resources. The decision of the President is final.

 

3. Time Limits

The time limits included in this procedure are designed to support a speedy resolution while providing sufficient time to prepare and present information. Scheduling constraints may impact the time limits and as a result the College, at its discretion, may modify the time limits.

If the College does not extend time limits and an employee does not observe the time limits in any particular step, the grievance will be considered to be ended.

4. Disclaimer

This policy shall not be construed as a contract of employment, and it is subject to change by the college in its discretion without prior notice to employees, as the College deems appropriate.

5. Confidentiality

All parties involved, especially those charged with carrying out the above policies, are expected to maintain confidentiality to the greatest extent practicable. Records pertaining to grievance complaints will be maintained in the Office of Human Resources for three years after the resolution of the complaint, at which time the records will be destroyed.  Records regarding any sanctions imposed  will  be  maintained in  accordance with  normal  personnel records policies, as applicable.

We at Washington College strive to maintain an environment in which learning and growth flourish through individuals’ endeavors and honest intellectual exchanges both in and out of the classroom. To maintain such an environment, each member of the community pledges to respect the ideas, well being, and property of others. Thus, each member of the Washington College community abides by its Honor Code.

The Spirit of the Honor Code

The Washington College Honor Code was established by vote of the faculty and students in 1976 and reaffirmed in 1987. In 1994, the Honor Code was redrafted to reflect student and faculty sentiment that a single code should address both academic and social conduct.

The Washington College Honor Code sets standards for the entire College community. The intention of the Honor Code is to encourage honest academic achievement and the highest standard of social conduct in all members of the institution. Those who agree to this honor system promise to uphold it and abide by it. All students are required to sign the Honor Code upon enrollment at Washington College, signifying that they have read and understand the Honor Code, that they are willing to abide by its principles, and that they understand the sanctions they may incur if they violate the Code.

Further information about the Honor Board hearing process as well as guidelines for student respondents, witnesses and advisors can be found online at: https://www.washcoll.edu/campus-community/campus-life/honor-code.php.

Washington College prohibits the use of College equipment to access, view or store pornographic material in the workplace.  The work place includes offices, common and/or restricted spaces (limited to certain members of the College community) and public spaces (open to all members of the College community).  College equipment includes but is not limited to the College owned network, computers, cell phones, servers, and software or other technological devices capable of displaying visual images. Use of personal devices on the College network to access or view pornographic materials in the workplace is also prohibited.  In addition, viewing pornography on College property or at College events may interfere with a productive work environment and may constitute sexual harassment. 

An employee, including a student employee, who accesses, views or stores pornographic material in the workplace is subject to disciplinary action up to and including termination of employment by Washington College.  If, in the course of their work, OIT personnel discover pornographic material on a College owned computer or other device, the discovery will be reported to Human Resources.  If pornographic material is found on a lab or public access machine, OIT should be contacted to remove the material.

In order for a Washington College’s faculty member or student to access and store pornographic material on a College owned device or server, for the purpose of research or in order to teach specific class topics, the faculty or student must inform the Provost and Dean of the College in writing and receive written permission to proceed. 

In all cases, without exception, child pornographic material will be reported to the appropriate authorities as required by federal law.

Federal law (Title VII of the Civil Rights Law of 1964 and Title IX of the Education

Amendments of 1972) provides that sexual harassment shall be considered a form of sex discrimination.  Maryland Law also prohibits sex discrimination and sexual harassment.

Washington College prohibits sexual harassment of any member of the community – whether faculty, student, or employee – by any person.  Sexual harassment is defined as any unwelcome sexual advance, request for sexual favors, or other verbal or physical conduct of a sexual nature which has the purpose or effect of interfering with one’s academic or work performance or social world by creating an intimidating, hostile, offensive, or violent environment. Sexual violence/assault is also considered sexual harassment.

Harassment in any form, whether based on race, sex, color, national or ethnic origin, age, religion, marital status, disability, sexual orientation, genetic information, or any other legally protected classification, is unacceptable on the Washington College campus.

For purposes of this policy harassment means unwelcome verbal, written, or physical conduct based on a protected classification (race, color, sex, disability, etc.) that has the purpose or effect of unreasonably interfering with an individual’s work or education (including living conditions, extracurricular activities, and social life), creating an intimidating, hostile, or offensive environment, or constituting a threat to an individual’s personal safety. Sexual harassment includes sexual violence/assault.

Washington College will not tolerate sexual harassment in any form. Sexual harassment includes sexual violence/assault. The goal of this policy is to create a community free of sexual harassment. Sexual harassment committed in connection with any College program, whether on or off campus, is prohibited. This applies to academic, educational, extracurricular, athletic, residential, and other College programs. Sexual harassment may be a violation of state and federal laws as well as a violation of this policy. Individuals who feel they have been sexually harassed may have the right to bring legal action, in addition to making a complaint to the College. Legal action and an internal complaint can be pursued at the same time. Retaliation against an individual who brings a complaint, participates in an investigation of sexual harassment, or pursues legal action is prohibited.

The essential importance of academic freedom is recognized and a standard of reasonableness will guide the College. Only when academic freedom is used to disguise, or as the vehicle for, prohibited conduct will it be questioned. Washington College believes that ideas, creativity, and free expression thrive and, indeed, can only exist for students, faculty, and staff in an atmosphere free of sexual harassment and assault.

Examples of sexual harassment:

1. Action of an individual in a position of institutional power or authority who misuses that position to subject an individual to unwanted sexual attention of either a verbal or physical nature when that conduct is either explicitly or implicitly a term or condition of a person’s employment or academic status.
2. Demanding sexual favors accompanied by implied or overt threats or promises concerning grades, recommendations, or evaluations.
3. Inappropriate sexual conduct that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment. This prohibition applies to all relationships at the institution between members of the College community.
4. Inappropriate conduct against an individual that interferes with an individual’s work performance or educational experience by creating an uncomfortable environment that would not occur but for the sex of the individual.

Consensual Relationships

Washington College policies prohibit unreciprocated and unwelcome relationships. However, persons in positions of power, authority, and control over others should be aware of and sensitive to problems that may arise from mutual relationships that are inherently unequal. Individuals in these situations are urged to examine such relationships before engaging in them, especially in terms of emotional health, self-esteem, and respect for the freedom of others.

Apparently consensual sexual relationships, particularly those between individuals of unequal status, may be or become a violation of this policy. Anyone who engages in a sexual relationship with a person over whom he or she has any degree of power or authority must understand that the validity of the consent involved can and may be questioned. The College particularly abhors the abuse potentially inherent in sexual relationships between faculty members and students and between staff supervisors and their student employees.

Employees or third parties, who believe that they have been subjected to discrimination or harassment (including sexual violence/assault) by an employee of the College or by another individual for whom the College is or may be responsible (alumni visiting campus, contract vendors providing a campus service, etc.) should contact one of the following to file a complaint:

Associate Vice President for Student Affairs/Title IX Coordinator

Director of Human Resources

Director of Public Safety

Retaliation

All members of the Washington College community are advised that retaliation against anyone for filing a complaint of discrimination or harassment, including sexual violence/assault is prohibited. Members of the community should be equally aware that knowingly making false allegations of harassment or discrimination is itself a violation of College policy and the individual involved will be subject to disciplinary action.

Resources

There are many services established to assist individuals who have been sexually assaulted. The Student Affairs Office, 410-778-7752, as well as the resources listed below may be contacted to provide assistance or answer any questions.

Washington College Health Services, 410-778-7261


Washington College Counseling Services, 410-778-7261, 7289, or 7826


“For All Seasons, Inc.” Sexual Assault Crisis Center, 1-800-310-7273 (A 24-hour confidential service that provides counseling, advocacy and support to survivors.)


Office of Public Safety, 410-778-7810

Local Emergency, Police, Fire and Ambulance – dial 911 (or 9-911 from a campus phone)

Hospitals

University of Maryland Shore Medical Center at Chestertown, 410-778-3300 – located adjacent to Washington College

Memorial Hospital in Easton, Maryland, 410-822-1000

Employee Resources

Employee Assistance Program (EAP), 866-248-4096

Smoking within the confines of Washington College buildings and vehicles is prohibited. Used smoking materials should be disposed of in an appropriate container and not on the grounds. This policy applies to all employees, students, and visitors.  Please refer to the Code of Conduct for further details. 

 

Social media includes a variety of online tools and services that allow users to publish content and interact with their audiences. Currently, the most common social networks or websites within this rapidly changing media space include Facebook, Twitter, LinkedIn, YouTube, Flickr and blogs. Through its institutional social media presence, the College communicates directly with and receives instant feedback from online communities that include students, faculty, staff, alumni, prospective students, families, and friends.

Faculty and professional staff, including supervisory employees, are expected to use good judgment if interacting with students or colleagues via social networking websites, and if posting information about the College or their employment on such sites or blogs. Faculty or staff members who manage social media as representatives of Washington College are responsible for following all normal expectations for professional behavior as representatives of the College.

If your social media presence is representing your Washington College department, group, organization or activity, you are also representing your own professional reputation and the College. Even on your personal site, if you indicate that you are a Washington College faculty or staff member, visitors to the site may perceive that you are speaking for your department or the College. By invoking your professional affiliation with Washington College, it may be hard to contend otherwise if you are not explicit about that fact. With this in mind, employees must not post messages on behalf of Washington College unless doing so is within the scope of their job duties.

The “Appropriate Use Guidelines” listed below provides suggestions on how to use social media in ways that can prevent you from inadvertently affecting your professional reputation or how the College is perceived.

• Be aware of liability. You are legally liable for what you post on your own site and on the sites of others. Individual bloggers have been held liable for commentary deemed to be proprietary, copyrighted, defamatory, libelous or obscene (as defined by the courts). Employers are increasingly conducting Web searches on job candidates before extending offers. Be sure that what you post today will not come back to haunt you.
• Be transparent about your role at Washington College. If you participate in or maintain a social media site on behalf of the college, clearly state your role and goals. Strive for accuracy and correct errors quickly. If you have questions about whether it is appropriate to write about certain material, ask your supervisor first.
• Be Respectful. Be professional and respectful always. Anything you post on a social media site in your role as a Washington College faculty or staff member reflects on you and the College. As such, be careful with your comments and avoid engaging in non-academic arguments or extensive non-academic debates with critics. If a negative post or comment is found online about Washington College or yourself, do not counter with another negative post. Instead, publicly offer to remedy the situation through positive action.  Contact your supervisor for assistance with this issue.
• Maintain Confidentiality. Do not post confidential or proprietary information about Washington College, its students, its alumni, your fellow employees or yourself. Use good ethical judgment and follow all local, state and federal regulations, such as FERPA and HIPPA and college policies including the Washington College Confidentiality Agreement.
• Refrain from posting derogatory remarks. Employees are to refrain from posting derogatory, false, inflammatory or harassing comments about students, colleagues or former colleagues, alumni, donors, and trustees. The Acceptable Use Policy for Information Technology Resources prohibits using Washington College’s computing resources to “send transmissions in a threatening or harassing manner.” Employees must adhere to all rules and requirements outlined in the Acceptable Use Policy.
• Consider your audiences. Social media often span traditional boundaries between professional and personal relationships. Use privacy settings to restrict personal information on otherwise public sites. Choose profile photos and avatars carefully. Be thoughtful about the type of photos you upload.
• Protect your identity. Don’t provide personal information about yourself or others that scam artists and identity thieves might steal. This includes telephone numbers, mailing addresses, email addresses and copies of personal documents.
• Protect others’ privacy.  Current and prospective students cannot be required, requested, suggested or compelled to engage with faculty, staff or other College representatives on their personal electronic accounts.  Asking a student to “friend you” on Facebook, suggesting that your student worker provide you access to his/her personal email account, requiring your class members to follow you in Instagram, or requiring student athletes to show you their Snapchat postings are examples of practices that violate state law and the College’s social media policy.  Disciplining or retaliating against a student or prospective student (applicant) for not engaging with faculty, staff or other College representatives via social media also violates state law and the College’s social media policy.
• Respect college time and property. The Acceptable Use Policy for IT Resources states, “Academic or administrative use of Washington College IT Resources always takes precedence over recreational and non-institutional use.” The college computers and your work time are to be used for college-related educational and business purposes. It’s appropriate to post at work if your comments are directly related to accomplishing work goals, such as seeking sources for information or working with others to resolve a problem. Limited personal use of computing resources is acceptable as long as it doesn’t violate any policies, but for the most part, you must maintain your personal social media sites on your own time. Users should have no expectation of privacy when using College equipment or networks.
• Think before you post. Whether it’s your personal or a Washington College social networking site, remember that nothing is truly private in social media. Think about your comments, photos or other content before posting. Remember that anything you share, even within closed networks, becomes publicly available information. Your content can be stored and shared globally instantly. If it’s not something that you would share with the mainstream media, don’t post it on your site.

Departments may establish additional guidelines specific to their department, which must be reviewed in advance with the Director of Human Resources.  Supervisors are encouraged to discuss any potential violations of this policy with the Director of Human Resources.  Violation of this policy may result in disciplinary action up to and including termination.

In the interest of maintaining productivity and a proper business environment, employees may not distribute literature or other materials of any kind or solicit for any cause during the working time of any employee involved.  Furthermore, employees may not distribute literature or other material of any kind in working areas, at any time, whether or not the employees are on working time.  Non-employees are prohibited from soliciting or distributing materials to employees on College premises at any time without the prior approval of the Senior Vice President for Finance and Administration. For example, non-working time would be lunch or break and a non-working area would be the break room.  Please refer to the Code of Conduct for further details. 

1. General
Telephones and cell phones are provided for employees for College business. Employees are asked to limit personal calls during work hours. If an employee is found to be making excessive personal calls, he/she will be subject to appropriate disciplinary action.

2. Long-Distance Calls
If an employee uses a College telephone to place a personal long-distance call, he/she is required to place the call from his/her assigned phone and to use the number 3 to access an outside line. A charge will be generated, and the employee will be billed by the College for personal long distance calls.

3. Cell Phone Use
If an employee is issued a cell phone for business purposes, he/she is responsible for understanding and following all of the departmental policies and procedures for the use of the cell phone. Furthermore, it is the employee’s responsibility to protect the cell phone from theft or damage.

 

Washington College (“the College”) provides computing facilities, an environment that encourages the sharing of information and access to local, national, and international information. The College provides its network, computing facilities, information databases, and Campus-wide information system in support of its academic mission and its administrative functions.

Within this document Washington College Information Technologies Resources (“WC IT Resources”) include, but are not limited to:  all computer systems and software, interconnecting communications lines and hardware that are the property of Washington College, hardware that is privately owned when it is connected to the WC voice and/or data networks, all Internet Protocol (IP) addresses that are in the Washington College domain, the server computers and network systems, and voice and data networks provided by the College.  Also included are the hardware and software associated with these systems and the information managed by these systems.

Approved uses of the WC IT Resources include, but are not limited to, educational applications, authorized electronic communications, administrative information exchange, presentation and promotion of the College to external audiences, research, faculty/staff professional development, and College-sponsored community outreach.

The following guidelines apply to ALL users of the WC IT Resources, including ALL of the Web and information servers operating on the Washington College Network.  Infractions of these guidelines are to be reported to the Chief Information Officer for investigation and referral to the appropriate officers of the College.  If one feels threatened, for example, by someone stalking or harassing by email or other technological means, immediately contact Public Safety.

User Guidelines and Policies

Use of WC IT Resources is a privilege, not a right.  The WC IT Resources may not be used in any manner prohibited by federal, state, or local law or disallowed by licenses, contracts or College regulations, including (but not limited to) general College policies contained in the Faculty Handbook, the Student Handbook, and the Staff Manual. 

Legitimate use of WC IT Resources is limited to those persons who have all of the following: proper authorization, a NetworkID (NetID), and a valid password to use the resources.  Authorization to use any WC IT Resource is granted by the owner of the particular resource.  Use of WC IT Resources is further limited by restrictions set forth in College policy.   Legitimate use does not extend to whatever an individual is capable of doing with a College IT resource.  Although some rules are built into the system itself, those restrictions cannot limit completely what an individual can do or can see.  In any event, each member of the community is responsible for his/her actions whether or not specific rules are built in, and whether or not the rules can be circumvented. 

Academic or administrative use of WC IT Resources always takes precedence over recreational and non-institutional use.

Washington College email is the property of the college.  There should be no expectation of complete email privacy.  Administrators will have access to an email account in the event of a legal subpoena, if an employee is terminated for cause, or for investigations of misconduct.  Supervisors may request access, from the CIO or designee, to an employee’s email if the employee is on an extended absence as determined by Human Resources.  For confidentiality and personal privacy reasons personal email should be conducted on an outside account, such as Gmail, Hotmail at Live.com, or any of the many other free email services. 

Members of the College community, as defined in the College’s email policy, are expected to follow certain principles of behavior in making use of WC IT Resources.  In particular they are to respect and to observe policies and procedures governing the Resources.

College community members must respect the privacy of, or other restrictions placed upon, data or information stored or transmitted across computers and network systems, even when data or information resources are not securely protected.

Violations of this policy section include, but are not limited to:

1. accessing, or attempting to access, data or information from any system, e.g., email, LDAP, ellucian Colleague, a personal computer, without proper authorization regardless of the means by which this access is attempted or accomplished;

2. disseminating in any form, to an entity, data or information obtained from any system regardless of whether or not one is authorized to access said data or information;

3. giving someone else the means to access data or information that he or she is not authorized to access;

4. providing your own password, obtaining, sharing, using, or attempting to use passwords or other information that pertain to someone else’s account;

5. without proper authorization:  inspecting, modifying, distributing, copying, or attempting to do so, data, mail, messages, or software;

6. tapping or monitoring phone or data lines; or

7. accessing files by circumventing privacy, security, or other legal restrictions.

College community members must comply with the laws governing legally licensed software or shareware software, copyrighted materials, or other assets pertaining to computers or network systems, even when such software or assets are not securely protected.

Violations of this policy section include, but are not limited to:

1. making more copies of software than the license allows;

a. duplicating someone else’s copy of proprietary software;

b. inspecting, modifying, distributing, or copying data or software without proper authorization, or attempting to do so;

2. giving another individual the means by which to inspect, modify, distribute, or copy proprietary data or software; or

3. stealing network or phone services.

The United States Department of Education’s document number DCL: GEN-10-08 addresses penalties for copyright infringement include civil and criminal penalties.  Specifically, anyone who is found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages of not less than $750 nor more than $30,000 per work infringed.  For information on other fees that might be assessed see Title 17, United States Code, Sections 504 and 505.

College community members must respect the finite capacity of computers or network systems by limiting use of computers, game consoles, “gaming network activities” and network systems so as not to interfere unreasonably with the activity of other users.  No level of user bandwidth is guaranteed. 

Violations of this policy section include, but are not limited to:

1. knowingly tampering with, obstructing, or impairing the availability of WC IT Resources, using excess bandwidth, or attempting to do so;

2. knowingly sending a crippling amount of data around a network; introducing damaging, self-propagating, or otherwise harmful software (such as computer viruses or worms) into a computer or a network;

3. hoarding computer or network resources in ways that interfere with the normal operation of WC IT Resources;

a. removing or modifying computer or network equipment or software without proper authorization, or attempting to do so;

4. opening the College network to outside access by any means, for example by the connection of a personal wireless network access point or Ethernet switch;

5. altering WC IT Resources’ equipment or software; or

6. altering telecommunications wiring, telephone sets, or associated equipment. 

College community members must respect other policies, rules, or procedures established to manage computers or network systems, including those established to control access to, or the use of, computer data, files, or other information.

Violations of this policy include, but are not limited to:

1. using WC IT Resources without proper authorization or for unauthorized purposes, or attempting to do so;

2. using WC IT Resources to violate College, local, state, or federal regulations;

3. using copyrighted materials on WC IT Resources without the required authorization;

4. posting pictures, video, audio, or personal information of or about a person or persons on a computer system without the express permission of the subject(s);

5. posting or displaying material that is libelous or harassing in nature;

6. supplying false or misleading information or identification in order to access WC IT Resources, or attempting to do so;

7. deliberately trying to log on to an account that you are not authorized to use;

8. sending electronic mail, messages, or facsimile transmissions in a threatening or harassing manner or using campus phones to harass or threaten others;

9. using WC IT Resources for commercial purposes, political campaigning unrelated to academic or co-curricular activities, or any activity that would jeopardize the College’s tax exempt status;

10. establishing of any type of network service, e.g. Web servers or music servers, not authorized by the College’s Chief Information Officer; or

11. using campus phones for fraudulent purposes.

Violations

In the event of violations of the provisions of this document, the Chief Information Officer may immediately terminate all services accessible through the use of the violator’s WC Network ID.  Violators of College policies may be referred to the Washington College Honor Board and/or the employee’s supervisor for appropriate disciplinary action. Violators may also be subject to prosecution under local, state, and federal laws.  Any decision to terminate service may be appealed to the President’s Office.

Washington College provides its employees with appropriate supplies, facilities and equipment necessary to effectively perform their job duties. Equipment and supplies should not be removed from campus unless it is approved and a work assignment requires use of the College property outside the physical facility of the College.

Employees are encouraged to use College resources prudently and efficiently. Misuse of these resources is regarded as a serious violation of College policy and may lead to disciplinary action. The Code of Conduct policy specifically addresses employees’ responsibility for careful use of College resources. In addition, the College’s Use Policy for Washington College Information Technologies Resources covers the appropriate use of those resources.

Washington College strives to operate in an ethical, honest and lawful manner and expects its employees, students, and third parties doing business with the College to conduct their activities in accordance with College policies and applicable law at all times. 

A culture of compliance strengthens and promotes ethical practices and respectful treatment of all members of the College community and those who conduct business with the College.

The College strongly encourages any employee or student to report suspected or actual wrongful conduct by a College contractor/vendor, student or employee that may include but is not limited to any of the following:

• violation of state or federal law or regulations;
• fraud;
• misappropriation or misuse of College, or government resources (financial or human);
• action or failure to act that endangers the health or safety of the public, students or employees;
• abuses of authority; 

Reports may be made to one’s supervisor, in the case of employees, or to the College’s Controller or Director of Human Resources.  There are private telephone lines (without caller identification) for this purpose which cannot be traced without a directive from Public Safety and/or a court order.  The Whistle Blower line can be reached by dialing (855)-209-9562.

No College employee or student may interfere with the good faith reporting of suspected or actual wrongful conduct.  In addition, individuals who make such reports or participate in investigations of reports shall be protected from any retaliation such as harassment, adverse employment actions, or academic or educational consequences.  Violations of the prohibition against retaliation will result in disciplinary action up to and including dismissal.

 A.   Filing a Report

1. Any person may report allegations of suspected violation of College policies or State or Federal laws. Knowledge or suspicion of such behaviors may originate from faculty, staff or administrators carrying out their assigned duties, external auditors, law enforcement, regulatory agencies, and customers, vendors, students or other third parties. Allegations of suspected improper activities may be reported anonymously.

2. Reports of allegations of suspected improper activities are encouraged to be made in writing so as to assure a clear understanding of the issues raised, but may be made orally. Such reports should be factual rather than speculative or conclusory, and contain as much specific information as possible to allow for proper assessment of the nature, extent and urgency of preliminary investigative procedures.

3. The College recommends that any reports by persons who are not College employees be made to the Controller. Such reports may also be made to another College official whom the reporting person may reasonably expect to have either responsibility over the affected area or the authority to review the alleged improper activity on behalf of the College.

4. Normally, a report by an employee of allegations of a suspected improper activity should be made to the reporting employee’s immediate supervisor or other appropriate administrator or supervisor within the operating unit (such as the unit head), or to the Controller. However, in the interest of confidentiality, when there is a potential conflict of interest or for other reasons, such reports may be made to another College official whom the reporting employee may reasonably expect to have either responsibility over the affected area or the authority to review the alleged improper activity on behalf of the College.

5. When a person reports allegations of suspected improper activities to an appropriate authority the report is known as a protected disclosure. The rights of College employees and applicants for employment when making a protected disclosure are covered by the Whistle Blower Policy.

6. All College employees, and especially any academic or staff employee in a supervisory role, should be aware of and alert to either oral or written, formal or informal communications that may constitute a report of allegations of suspected improper activity. Anonymous Whistle Blowers must provide sufficient corroborating evidence to justify the commencement of an investigation. An investigation of unspecified wrong-doing or broad based allegations will not be undertaken without identifiable evidentiary support. Because investigators are unable to interview anonymous Whistler Blowers, it may be more difficult to evaluate credibility of the allegations and therefore, less likely to cause an investigation to be initiated.

B.    Reporting to the Controller

1. Managers, administrators and employees in supervisory roles who receive a report alleging suspected improper activities shall ensure that the matter is promptly reported to their supervisor, an appropriate College official and/or the Controller. Such employees are charged with exercising appropriate judgment in determining which matters can be reviewed under their authority and which matters must be referred to a higher level of management or the Controller. Consulting with supervisors, the Controller or other appropriate College management is encouraged to err on the side of upward reporting. Oral reports should normally be documented by the supervisor by a written transcription of the oral report, and internal communications regarding allegations of improper activities should normally be in writing.

2. Managers, administrators and employees in supervisory roles shall report to the Controller any allegations of suspected improper activities— whether received as a protected disclosure, reported by their subordinates in the ordinary course of performing their duties, or discovered in the course of performing their own duties—when any of the following conditions are met:

• The matter involves a significant threat to the health and safety of employees and/or the public;
• The matter involves allegations or events that have a significant possibility of being the result of a criminal act (e.g., disappearance of cash);
• The matter involves the misuse of College resources or creates exposure to a liability in potentially significant amounts;
• The matter is the result of a significant internal control or policy deficiency that is likely to exist at other units within the institution or across the College system;
• The matter is likely to receive media or other public attention; or
• The matter is judged to be significant or sensitive for other reasons.

C.   Reporting to the Office of the President and Others

1. The Controller shall have principal responsibility for meeting the reporting requirements to the Office of the President and senior management. The Controller shall consult with members of the Investigations Workgroup (see Section D.) as necessary in fulfilling this reporting responsibility and will inform the Investigations Workgroup of all reports made to the President.

2. In some instances, even an allegation of improper activity may be reportable to a funding entity or regulatory agency. More typically, at least preliminary investigation results are needed to assess reporting obligations to parties outside the College. The Controller, in consultation with the leadership of the affected area, will determine the nature and timing of such communications.

3. Allegations of suspected losses of money, securities or other property shall be reported to the Senior Vice President of Finance and Administration as soon as it is discovered. The Senior Vice President of Finance and Administration shall report such matters in accordance with the terms of any contracts with insurance or bonding companies.

 4. In the event that any person with a reporting obligation under this policy believes that there is a conflict of interest on the part of the person to whom the allegations of suspected improper activities are to be reported, the next higher level of authority shall receive the report.

5. Whistle Blowers frequently make their reports in confidence. To the extent possible within the limitations of law and policy and the need to conduct a competent investigation, confidentiality of Whistle Blowers will be maintained. Whistle Blowers should be cautioned that their identity may become known for reasons outside of the control of the investigators or College administrators. Similarly, the identity of the subject(s) of the investigation will be maintained in confidence with the same limitations.

D.   Investigating Alleged Improper activities

1. A number of functional units within the College have responsibility for routinely conducting investigations of certain types of allegations of improper activities, and have dedicated resources and expertise for such purposes. In addition, other College parties may become involved in investigations of matters based on their areas of oversight responsibility or topical expertise.

2. The Controller chairs the Workgroup. Workgroup membership should include representatives from each functional unit that has routine responsibility for certain types of investigations. The Workgroup is composed of the Controller, Director of Human Resources, Director of Public Safety and the Chair of the Faculty Council. In addition, specialized expertise may be required on an ad hoc basis for investigation of certain matters.

3. The College establishes an Investigations Workgroup to ensure coordination and proper reporting of investigations. The Workgroup, acting in an advisory role, shall assist the Controller in assessing the planned course of action related to allegations and investigations, including determining that an adequate basis exists for commencing an investigation.

4. The Workgroup’s responsibilities include:

• Assisting the Controller in assuring that the proper investigative channels are utilized according to appropriate expertise and jurisdiction;
• Assuring that all appropriate administrative and senior officials are apprised of the allegations as necessary;
• Assuring appropriate written reporting occurs to the Office of the President, regulatory agencies, Whistle Blowers and others as necessary or provided by this policy;
• Assisting the Controller in ensuring appropriate resources and expertise are brought to bear to cause the timely and thorough review of reports of allegations of suspected improper activities;
• Ensuring that there are no conflicts of interest on the part of any party involved in specific investigations;
• Coordinating and facilitating communications across investigative channels as necessary to ensure comprehensive attention to all facets of the matter;
• Assisting the Controller in monitoring significant elements and progress of investigations to ensure that allegations are timely and thoroughly addressed; and
• Coordinating and facilitating in an advisory capacity the corrective and remedial action that may be initiated in accordance with applicable faculty or staff conduct and disciplinary procedures.

5. The purpose and authority of the Workgroup shall not be construed as to limit or halt investigations undertaken with proper authority granted by law or policy to any College investigative authority. Nor is the Workgroup empowered to initiate investigations without an adequate basis. Rather, the Workgroup’s purpose is to provide guidance, advice and/or coordination for investigative activities as requested by the Controller and to facilitate communications among appropriate parties as requested by the Controller.

6. All employees of the College have a duty to cooperate with investigations initiated under this policy.

7. Consistent with applicable personnel policies and the approval of Human Resources, an employee may be placed on an administrative paid leave, as appropriate, when it is determined by the College that such a leave would serve the best interests of the employee, the College or both. Such a leave is not to be interpreted as an accusation or conclusion of guilt or innocence of any individual including the person on leave. The appropriate Vice President and the Office of Human Resources shall be consulted regarding any plan to place an employee on such a leave.

 

Washington College is committed to the highest ethical and professional standards of conduct as an integral part of its core values of critical thinking, effective communication, and moral courage. To achieve this goal, the College relies on each community member’s ethical behavior, civility, honesty, integrity and good judgment.

The Code of Conduct establishes guidelines for professional conduct by representatives of the College including 1) executive officers, Faculty, Staff and other employees of the College 2) consultants, vendors and contractors when doing business with the College and 3) volunteers. The Code refers to all these persons collectively as “members of the College community” or “community members.”

This Code cannot address all situations that may arise, but it offers a framework to assist community members in understanding the College’s expectations of them. This Code of Conduct supplements but does not supersede any other published College policies such as those contained in the Faculty Handbook and College Policies. Violations of the Code of Conduct may result in disciplinary or corrective action up to and including termination of employments, contractual services, or volunteer services, as applicable.

Respect for Persons

Washington College places a high value on human relations, human diversity and human rights. Consistent with these values, the College strives to maintain a work environment that is characterized by mutual respect for all individuals. Such an environment has no place for harassment or discrimination based on race, color, religion, national origin, age, sex, sexual orientation, disability, and other factors prohibited by law. Such behavior will not be tolerated. As befitting the College’s commitment to its mission, community members are expected to treat one another, students, and the general public in a cordial and respectful manner. For example, the following behaviors are specifically prohibited:

1. Disorderly conduct, including but not limited to using discriminatory, profane, abusive, or threatening language, fighting, provoking a fight, threatening or attempting bodily harm or injury to another on College property or during College activities; or other conduct which threatens or endangers the health, safety, or well-being of a community member, wherever it occurs.

2. Sexual harassment of employees, students, donors, customers, visitors, vendors or any other person on College property or during College activities.

3. Members must not abuse the authority they have been given and care must be taken to ensure that any personal relationships do not result in situations that might interfere with objective judgment. Members should conduct themselves in a businesslike manner on campus or when attending an off-campus work related function. Unprofessional activities such as threatening or intimidating behavior, offensive language, possessing or posting offensive materials in the work area or accessing inappropriate materials on computers are strictly prohibited.

Respect for Property

Members of the College community must be responsible stewards of the College’s resources. Consistent with this value, employees are expected to exercise reasonable care in the use of College property and to report any damage to College property to their supervisors and/or other appropriate College officials. The following activities are specifically prohibited:

1.  Willful or careless damage to College property.

2.  Theft or other dishonesty.

3. Tampering with or destroying College data, records, or other information without authorization; gaining unauthorized access to such information; disclosing confidential information; or otherwise misusing College data or information. Confidential information is defined in State and Federal law and College Policies.

4. Unauthorized use of College vehicles, mail services, identification and credit cards, telephones, computers, or computer equipment, or other College equipment or materials. Computers and computer accounts are provided to employees to assist them in the performance of their jobs. Employees do not have an expectation of privacy in anything they create, send or receive on the computer. The College may review, for business reasons, any and all aspects of any College computer system, including employee email.

5. Use of WC IT Resources is a privilege, not a right. The WC IT Resources may not be used in any manner prohibited by Federal, State or local law or disallowed by licenses, contracts, or College regulations.

Standards of Safety

The College is committed to maintaining the safety and security of all persons on College property and during College activities and to maintain a safe and healthful working environment. Specific prohibited activities include:

1. Possession of firearms, explosives, or other lethal materials on College property or during College activities. Exceptions to this standard must be approved in writing by the President and administered by Public Safety.

2. Possessing, drinking, or being under the influence of intoxicants on the job; unlawful possession, use or distribution of alcohol on College property or during College activities; illegally using, manufacturing, possessing, distributing, dispensing, or being under the influence of controlled substances on College property or during College activities. An exception to this is the consumption of alcohol in moderation at official College events in which alcohol is served. College events where alcohol is served must have servers who have received Training for Intervention Procedures (TIPS).

3. Refusal to obey security officials, Police Officers or Fire Officials, or other proper authorities in emergencies.

4. Failure to comply with safety rules, regulations or common safety practices.

5. Failure to report an accident involving on-the-job injury or damage to College property.

6. Smoking is prohibited in College buildings and outdoors within 25 feet of entrances and exits of campus buildings. Smoking is allowed in designated areas located around campus.

Compliance with Laws and College Policies

College community members are expected to follow normally accepted business and professional standards in matters of business and personal conduct and to exhibit personal and professional integrity and objectivity at all times. Faculty and Staff of the College are expected to take precautions to ensure that outside financial interests do not place them in conflict with carrying out their duties and responsibilities as employees of the College. Community members are expected to behave in a manner consistent with the accepted principles and values of Washington College. Specifically prohibited activities include but are not limited to:

1.  Falsification of College records.

2. Intentional misrepresentation or falsification of academic credentials or work experience, either written or orally.

3. Violation of Federal, State or local laws, regulations, or ordinances in connection with one’s work for the College.

4. Gambling for monetary gain on College property or during College activities. Charity events are specifically excluded from this standard.

5. Failure to observe campus traffic or parking regulations.

6. Soliciting, collecting money, or circulating petitions for personal gain on College property at any time without permission of the chief business officer or designee.

Work Performance

The College expects community members to strive for and meet high quality job performance standards at all times. Issues of poor performance or misconduct compromise both the worker and the organization. Prohibited behaviors include:

1. Refusal to follow reasonable instructions, perform assigned work, or comply with directives of authorized College officials.

2. Failure to wear proper uniform or identification in the prescribed manner as may be required. Departments may develop dress codes appropriate for their operation.

3. Sleeping on the job.

4. Failure or refusal to maintain or obtain required licensure, certification or registration.

5. Instigating or participating in deliberate low productivity and/or interfering with another employee’s work.

Standards of Attendance

The College depends upon community members to carry out the work of the institution; therefore, reliable, consistent attendance is an important requirement of all positions.

1. An absence without proper notification or satisfactory reason is unexcused. An absence for three (3) consecutive days without notification or satisfactory reason is considered a voluntary termination (job abandonment).

2. Tardiness is defined as arriving at work past the appointed starting time without supervisory approval. Repeated unauthorized tardiness will be grounds for disciplinary action.

3. Failure to report to the work place at the beginning of the work period, leaving the workplace prior to the end of the work period, and failure to inform the supervisor when leaving the work area are prohibited.

 

In order to operate a drone on college property please read the requirements and procedures in this policy. If you have any questions please contact the Public Safety or the Office of Marketing and Communications.

Washington College identification cards may be obtained from the Department of Public Safety during normal business hours 8:30 a.m. to 4:30 p.m. Monday through Friday. The office is located on the lower level of Wicomico Hall.

All employees, along with their spouses and dependent children age 12 -18 who are living at home and claimed on the employee’s tax return, are eligible for a Washington College identification card. In addition to identifying an individual’s association with the College, the ID card is used to gain access to campus facilities and contains a bar code label that is required to check out books at Miller Library. ID cards must be carried on campus at all times and presented to Public Safety officers or officials of the College upon request.  Employees are required to return their ID cards to Public Safety at termination.

 

In the event of inclement weather, the Director of Public Safety and the AVP of Facilities will provide the initial input on road & campus conditions. This should include forecast information, campus conditions, and road conditions (info from State Highway, local DPS or other info where possible).

 
The above information should be provided to the Provost and to the VP of Student Affairs and/or designee(s) for a review and a decision. The above information should also be provided to the Director of Dining Services so they can plan accordingly.

The VP for Marketing & Communications and/or designee(s) will be provided information for dissemination to the community. 

Communications to students and employees will be sent via WAC Alerts from Public Safety; emails and website posting will come from MarcComm.

In the event of closure or delay, where possible, decisions will be communicated by 5:30 AM.

 

The Department of Public Safety issues keys to authorized personnel as needed to access the necessary offices and buildings for each department. If keys are lost, the employee should notify the employee supervisor immediately. Upon termination of employment, all keys must be returned to Public Safety. Return of College keys to Public Safety is documented on the Exit Clearance Form. 

 

Washington College’s lost and found service is maintained at the Department of Public Safety. All employees are encouraged to take any misplaced personal items found on the campus to Public Safety, and to contact Public Safety should their own property be missing.

 

All employees are permitted to have an automobile or motorbike on campus. All vehicles must be registered with the Department of Public Safety within the first week of employment. Employees can either register online or in person at the Public Safety Office during normal business hours. The registration is free.

Any changes in vehicle type or vehicle license plate number must be reported to the Department of Public Safety.

Faculty/staff parking areas are reserved from 8:00 a.m. to 3:00 p.m. (Monday-Friday) when classes are in session. Employees may park in any of the spaces designated for faculty/staff, if the vehicle has the proper ID tag issued by the Department of Public Safety. Parking in spaces reserved for other members of the campus community, visitors, or for the handicapped is prohibited. Public Safety officers will issue tickets for parking violations.

On-campus handicapped parking permits, either long or short term, are available through the Department of Public Safety. 

Unpaid parking tickets or frequent violations of parking guidelines may lead to revocation of parking privileges, immobilization of the vehicle, and/or towing of the vehicle.  Employees who are issued parking tickets are expected to follow the direction on the ticket which includes an appeal process.  If the employee takes no action regarding the ticket, Public Safety will forward the bill to the Business Office which will deduct the amount of the ticket from the employees pay.

 

The College makes every attempt to maintain an accurate and up-to-date employee database. Upon hire, new employee information is collected and entered into the Human Resources/Payroll Information Systems. It is the responsibility of the employee to promptly complete the Change of Personal Information form to notify Human Resources of any change in name, address, telephone number, marital status, dependent status or other pertinent information so that the appropriate records can be updated accordingly.

Human Resources maintains the official personnel files in a secure environment. Only authorized individuals or College officials may review a personnel file. An employee may review his/her personal file at the Office of Human Resources but may not remove the file from the premises. Such inspection must take place in the presence of a Human Resources staff member during normal working hours and at an agreed upon time.

 

Employees may bring items of a personal nature to work such as clothing, personal mementos, manuals, books, tools, computer software, stereos, etc. The College is not responsible for the care or custody of personal property left on College property or stored in College facilities. Furthermore, the College is not responsible for damage to an employee’s clothing soiled or damaged on campus during the performance of duties or otherwise.

 

It is the policy of Washington College to provide its employees and students with a safe and healthful work environment and to protect property from controllable hazards. The College’s goal is to minimize all recognizable hazards that may result in personal injury/illness, property damage/loss and business interruptions caused by accidents, fires or other hazards. It is the intent of the College to comply with all federal, state and local health and safety laws/regulations. If an employee identifies a hazardous or potentially hazardous environment or situation, the employee is expected to report such observations to the Department of Public Safety immediately.

1. Work Related Accident or Injury

“If an employee experiences an accident or injury while at work, or a near miss, the employee reports the incident to their supervisor.  The supervisor, along with the employee, is responsible for documenting an “Accident/Injury Report” using the online form found on Self Service.  For more detailed information on reporting an accident or injury, please visit the Risk Management website.

Workers Compensation Policy

Contact for Work Related Accidents and Injuries:
Kate Laking, Benefits Administrator
(410) 778-7799, klaking2FREEwashcoll

2. Fire Safety

Periodic fire drills will be held to insure the safety of all members of the campus community. Anyone found guilty of intentionally setting off a false fire alarm or tampering with fire equipment (alarm, horn, extinguisher or detection device) will be subject to disciplinary action. Persons failing to evacuate a building during a fire alarm may be subject to disciplinary action. Candles, halogen lamps, and overloaded electrical circuits have been determined to be a fire hazard and may not be used in campus buildings. Periodic inspections will be made by the State Fire Marshall and the Department of Public Safety to promote the safety of all buildings on campus.

3. Policy for Fireworks, Firearms, Ammunition, Explosives, or Other Weapons

The possession, storage, or use of fireworks, firearms, ammunition, explosives, weapon replicas, or other weapons, including any dangerous article or substance with the potential to injure or discomfort a person, including knives with blades of three inches or longer, is prohibited at any time for any purpose at any place on the campus or other property of Washington College. This regulation may be conditionally waived for temporary periods by the President of Washington College for authorized Public Safety Officers or official law enforcement officers in the line of duty, for College-sanctioned public fireworks displays presented and supervised by qualified groups and individuals, and for College-sanctioned athletic events supervised by the Athletic Department.

This regulation may also be conditionally waived for temporary periods by the President of Washington College under such conditions as may be prescribed to permit the exhibition and temporary storage on campus of such articles in connection with activities or events approved and sanctioned by the College.

This regulation does not prohibit an individual otherwise subject to its provisions from carrying or possessing Chemical Mace or similar chemical sprays or propellants on campus property provided that such carrying or possession would not constitute a crime under Maryland criminal law.

Contact for Fire, Weapon and Weather Safety:
Office of Public Safety
Wicomico, Lower Level
(410) 778-7810

4. Right-to-Understand Policy

The “Right-to-Understand” laws establish basic legal rights of employees to know or be informed about any hazardous materials that they may encounter on the job. Washington College employees will be provided information and/or training to become familiar with the campus Right-to-Understand Program, and, where applicable, with the nature of the hazardous chemicals and practices which may exist in their work place.

The Resources Manager of Natural Sciences oversees the implementation of the College’s Right to-Understand Program. Documentation for this program is available on the Washington College website and, upon request, from the department.

Contact for Right-to-Understand:
Kari Travis, Resources Manager
(410) 778-7297, ktravis2FREEwashcoll

5. Safety Equipment

The College provides equipment and protective clothing to ensure that each employee works in a safe environment. Employees who are issued safety equipment and clothing are required to use or wear the equipment when appropriate. Employees who have questions about the use of safety equipment should contact their supervisors immediately.

6. Exposure to Potentially Infectious Material

All personal protective equipment designed to prevent exposure to blood and other potentially infectious material which is used at the College will be provided without cost to the employee. The personal protective equipment will be considered appropriate only if it does not permit blood or other potentially infectious materials to pass through or reach the employee’s clothing, skin, eyes, mouth or other mucous membranes under normal conditions of use for the duration of use.

Contact for Blood Borne Pathogens:
Lisa Marx, Director of Health Services
(410) 778-7261, lmarx2FREEwashcoll

7. College Vehicle Operator Safety Policy

College vehicles may only be used for College business unless the vehicle has been assigned to an employee on a full-time basis. The Washington College Buildings and Grounds Department is responsible for the vehicles, training, and required documentation. If an employee has been assigned a vehicle on a full time basis, personal miles are a taxable benefit.

Any employee whose employment at the College depends on the ability to operate a vehicle should understand that maintaining a safe record is a condition of continued employment. The College reserves the right to terminate an employee whose job requires the operation of a College vehicle should that employee not meet the standards or have his/her license suspended or revoked.

Upon application to drive a College vehicle, each operator will receive a copy of the complete policy stating the requirements, standards, and responsibilities associated with operating a College vehicle. Concerns about the Vehicle Operator Safety Policy should be directed to Public Safety (410) 778-7810.

Contact for Vehicle Operation and Safety:

Office of Public Safety
Wicomico, Lower Level
(410) 778-7810

8. Weather-Related Closings or Delays

In the event of inclement weather, the Director of Public Safety and the AVP of Facilities will provide the initial input on road & campus conditions. This should include forecast information, campus conditions, and road conditions (info from State Highway, local DPS or other info where possible).

 
The above information should be provided to the Provost and to the VP of Student Affairs and/or designee(s) for a review and a decision. The above information should also be provided to the Director of Dining Services so they can plan accordingly.

The VP for Marketing & Communications and/or designee(s) will be provided information for dissemination to the community. 

Communications to students and employees will be sent via WAC Alerts from Public Safety; emails and website posting will come from MarcComm.

In the event of closure or delay, where possible, decisions will be communicated by 5:30 AM.

9. Vehicle Damage

Washington College is not responsible for damage that may occur to vehicles while parked on campus. This damage includes (but is not limited to) foul ball strikes or objects cast by lawn mowers. Reports of damage can be made with the Public Safety Office, and reports will be given to the vehicle owner upon request.

 

Smoking within the confines of Washington College buildings and vehicles is prohibited. Used smoking materials should be disposed of in an appropriate container and not on the grounds. This policy applies to all employees, students, and visitors.  Please refer to the Code of Conduct for further details.

Whenever an emergency affecting the campus reaches proportions that cannot be handled by routine measures, the Executive Vice President or his designee may declare a State of Emergency. There are two general categories of emergencies that may result in the implementation of this plan:

(1) large-scale disorder and

(2) large-scale natural/man-made disaster.

The following information is a summary of the state of emergency procedures. A complete policy statement and description of all related procedures is available upon request from the Department of Public Safety.

1. Notification

The telephone and electronic mail are both primary means of emergency notification at Washington College. These systems will be used, as needed, for the immediate transmission of specific information regarding an emergency to all affected areas of the campus.

2. Coordination

The Department of Public Safety is the focal point for official emergency telephone communications. Each College administrator, upon receiving notification of a declared or pending State of Emergency, shall pass the information along to those departments/offices under his/her direction.

3.  Emergency Command Post

When a State of Emergency is declared or is imminent, the Department of Public Safety shall set up and staff an appropriate Emergency Command Post. The regular department facilities and communications center located in Wicomico House is also to be kept fully operational at all times. If the emergency involves only one building or a small part of the campus, a Field Emergency Command Post will be established. If the emergency involves a large part of the campus, a General Command Post is to be set up in the Student Affairs Office in the Casey Academic Center. If this site is unavailable, the Emergency Coordinator is to select an alternate location.

4.  Campus Emergency Resource Team

In addition to establishing an Emergency Command Post as necessary, the Department of Public Safety shall immediately begin contacting all members of The Campus Emergency Resource Team not already involved in the emergency response.

The Campus Emergency Resource Team consists of the following personnel:

a.   Emergency Director (Executive Vice President or designee)

b.         Emergency Coordinator (Director of Public Safety)

c.         Director of Physical Plant

d.         Department of Public Safety Patrol Supervisor

e.         Vice President of College Relations

f.          Vice President for Student Affairs

Members of Senior Staff will appoint a specific person as Building/Area Coordinator for every activity under their control. The Building/Area Coordinator has the following general responsibilities during an emergency:

1. Inform all employees under their direction of the emergency condition.

2. Evaluate the impact that the emergency has on their activity and take appropriate action. This may include ceasing operations and initiating building evacuation.

3. Maintain telephone or direct communications with members of their own department during an emergency.

 

Washington College provides its employees with appropriate supplies, facilities and equipment necessary to effectively perform their job duties. Equipment and supplies should not be removed from campus unless it is approved and a work assignment requires use of the College property outside the physical facility of the College.

Employees are encouraged to use College resources prudently and efficiently. Misuse of these resources is regarded as a serious violation of College policy and may lead to disciplinary action. The Code of Conduct policy specifically addresses employees’ responsibility for careful use of College resources. In addition, the College’s Use Policy for Washington College Information Technologies Resources covers the appropriate use of those resources. 

 

 

 

 

 

 

 

 

 

 

 

Full Minors on Campus policy and details.