Chapter V: Benefit Package

5.000 DEFINITIONS FOR SPOUSE, COMMITTED PARTNER AND DEPENDENT CHILDREN

[section updated 7/17/2007 by the President]

The availability of certain benefits to spouses, committed partners and children may be affected by certain legal or regulatory provisions. For this reason the definitions that follow should be read to determine if certain benefits will or will not apply to your particular situation.

A spouse is one to whom another is legally married. In the event of legal separation or divorce, certain college benefits such as the health and dental insurance will no longer be available through the group plan to the individual who is not employed by the college.

Dependent children are those children who are recognized by the IRS as dependents for tax reporting purposes. Dependent children must also meet the rule requirements for the health and dental insurance plans. These rules state age limitations and address full-time student status. Also, dependent children may not be married and still be covered under the group health and dental plans.

Committed partners are two individuals who are:

1. living together and declaring themselves responsible for one another's welfare to the same extent as spouses are responsible for each other's welfare;

2. not related by blood closer than would permit marriage under state law;

3. neither married to anyone else nor, whether currently or within the previous twelve months, declared domestic partners of anyone else; and

4. eighteen years of age or older.

In addition to the above, committed partners must certify financial interdependence by meeting three of the following conditions:

1. They must hold a joint mortgage, lease or rental agreement.

2. The employee must designate the partner as primary beneficiary on the group life insurance plan and/or retirement plan.*

3. The partner of the employee must be designated in the employee's will as the primary beneficiary of the employee.*

4. The partners must jointly own a bank account, credit account or a car.

Committed partners will certify in writing by a notarized statement addressed to the College that they meet the above listed criteria.

In the event of a termination of the relationship, it will be the employee's responsibility to inform the Director of Human Resources of that termination. The ex- committed partner who is not an employee of the college will no longer be entitled to any benefits of the college that she/he had been receiving prior to dissolution of the relationship.

Committed partners will have available to them only those benefits that the College has designated in this handbook. Those benefits include the family leave spouse/partner benefit for serious illness of the partner, tuition remission for the partner who is pursuing her/his initial undergraduate degree.

5.100 INSURANCE BENEFITS

5.110 Benefits Required by Federal or State Law

The College makes payments monthly for disability or retirement benefits provided by the Federal Insurance Contributions Act (FICA. -Social Security and Medicare). Unemployment insurance is provided for all employees, as required by law. These payments are considered part of the total compensation package for each employee.

Worker's Compensation Insurance is also provided to protect employees in the event of job-connected injury or illness. It is imperative that all job-related accidents be reported in writing immediately to the Office of Human Resources.

5.120 Group Short-Term Disability Insurance

Guilford College provides short-term disability insurance protection for all employees classified as full-time regular employees and who work a minimum of thirty (30) hours a week on a regular and continuing basis.

There is a one-year waiting period from the date that full-time employment begins for short-term disability coverage to be effective. In order to be covered under the plan, the employee must be actively employed at Guilford College on the day that he or she is to become eligible for coverage.

Short-term disability coverage will begin after the employee has exhausted all of her or his accrued emergency leave. Faculty members do not accrue emergency leave; they begin drawing disability pay immediately following the occurrence of a disability.

The College will pay 80% of the regular base pay of an employee to a maximum of $5000 per month for up to six (6) months of disability. Once the maximum coverage period has been reached, the College's obligation to pay short-term disability will terminate.

If the employee returns to work on an abbreviated schedule (less than 80%), he/she will still receive at least 80% of his/her base pay regardless of the number of hours he/she actually works, up to the maximum six months.

If an employee returns to work on his/her regular schedule for three continuous months and then goes out on disability again for the same medical condition or illness, a new short-term disability period begins. Otherwise, the condition is considered an extension of the previous disability period.

The other benefits of employees who are out of work due to short-term disability will continue at the pre-disability level during the period in which they are covered under the short-term disability plan. The College will continue to provide employee health and dental premiums at the rates currently in effect during the period of the disability. Employer paid pension contributions will continue at the pre-disability salary level, as well.

In order to be covered under the short-term disability plan, the employee must request from her or his physician a letter to be sent to the Office of Human Resources. The letter should contain the following information:

1. a brief description of the nature of the disability and when the disability began;

2. a statement as to the approximate length of the disability, if known.

The College reserves the right to request additional opinions from other physicians of its own choosing regarding the employee's claimed disability before the short-term disability coverage begins.

An employee who is returning to work after short-term disability must present a letter from her or his physician releasing the employee to return to work. This release to return to work should also list any work restrictions that may apply to the individual on her or his return.

The College reserves the right to ask for a second opinion of a physician of its own choosing before the employee is allowed to return to work.

5.130 Group Long-Term Disability Insurance

Partial salary continuation during long-term total disability is provided for all employees classified as regular full-time and who have completed twelve (12) months of continuing full-time employment with the College.

Claims must be supported by certification of disability by a licensed physician. The College reserves the right to request additional opinions from other physicians regarding the sickness, bodily injury or pregnancy before approving the long-term total disability claim.

An employee must be employed on the day he or she is to become eligible.

Long-term disability insurance will provide monthly income benefits--including any income from Social Security, Workman's Comp, Unemployment Insurance, or other source arising out of said disability--equal to 60% of the employee's former regular monthly salary up to a maximum of $7,500.

Further details regarding total disability coverage are available from the Office of Human Resources.

5.140 Group Life Insurance

The College provides, at College expense, term life insurance for all employees classified as full-time or those who are working a minimum of thirty (30) hours a week on a regular basis. Part-time faculty and part-time staff are not covered. Life insurance is available thirty (30) days from the date of employment, provided the employee is considered to be actively employed on that date.

The benefit amount is equal to the yearly base salary of the employee, rounded up to the next $1,000.00. A double indemnity clause is included for accidental death.

The employee's insurance coverage amount is re-determined each time the employee's salary changes.

Upon the death of an insured employee, the current life insurance carrier will pay to the designated beneficiary(ies) the current life insurance benefit of the deceased employee. Also, in the event of the death of the employee, the College will pay salary and fringe benefits for the calendar month in which the death occurs.

Please contact the Office of Human Resources for further information regarding optional life insurance.

5.150 Medical Insurance

The College provides medical insurance for full-time employees (employees who work thirty hours or more a week on a regular basis or are considered full-time faculty). Employees may elect to cover eligible dependents at an additional expense. Coverage begins following thirty (30) days of full- time service, provided the employee is actively at work on that date. If the employee is not at work on that date due to health reasons, then the employee will be eligible for the health insurance when she or he returns to full-time employment.

5.160 Reimbursement Account

The College participates in a program which permits the establishment of "reimbursement accounts" by full-time employees. Through a voluntary sign-up plan, employees may have money redirected from their monthly paychecks on a pre-tax basis for paying dependent care expenses, and medical and medical-related expenses. For further details, consult the Office of Human Resources.

5.170 Dental Insurance

The College provides dental coverage, at College expense, for full-time employees (employees who work thirty hours or more a week on a regular, continuing basis or are considered full-time faculty). Employees may elect to cover eligible dependents at an additional expense.

5.180 Vision Plan

The College provides vision coverage, at employee expense, for full-time employees (employees who work thirty hours or more a week on a regular, continuing basis or are considered full-time faculty).

5.200 LEAVE POLICY

5.210 Medical Leave

Medical leave, including maternity leave, is available when a faculty member is unable to perform his or her job duties because of the faculty member's own health condition. A physician's medical certification supporting the need for leave due to a serious health condition is required for a medical leave. A certification of fitness-for-duty is required from the physician when the faculty member is able to return to work. The College may require an additional medical opinion from a physician of its choice prior to allowing the employee to return to work. See "Short-Term Disability" (5.120).

5.220 Faculty Personal Leave

Faculty may request a personal leave of absence without pay for a period of one semester or one academic year. The faculty member should send a written proposal to the Academic Dean which requests the leave, specifies the time period, and outlines the purpose of the leave.

Under normal circumstances, the proposal will be reviewed by the faculty member's department. The department chair or other senior member of the department, if the chair is submitting the leave proposal, will send the department's recommendation about the leave to the Dean. The Dean will submit to the President a recommendation which includes a summary of the views of the department. The President has final authority for approving the leave. If the leave is approved, the Dean will work with the faculty member and the department to ensure coverage of the faculty member's classes and other responsibilities during the leave.

Normally, faculty members will only be granted a study leave or a personal leave for one year. Under unusual circumstances the college will consider personal leaves for an additional time period. The proposal will follow the procedure outlined above. If any portion of the leave includes a study leave, the faculty member must return to the college for at least one year following the personal leave.

5.230 Family Leave

The College will provide unpaid family leave in accordance with the Family and Medical Leave Act of 1993 (FMLA). In addition, in some respects the College's policy is more generous than required by this Act. Such leave will be available for the birth or placement of a child for adoption or foster care; necessary care of a child, spouse (or partner) or parent person who has a serious health condition; or when the employee's own serious health condition makes it impossible for the employee to perform his/her job. An exception may be made to this policy only if there is another relative (grandparent, parent-in-law or another close relative for whom the employee has legal custody) who relies solely on the employee for her/his welfare and support. See "Short-Term Disability" (5.120) for further information.

Faculty members who desire to use this leave are required to provide at least a thirty (30) day written notice of request when the need is foreseeable and practicable.

Family leave may be requested for a maximum of twelve (12) weeks during a twelve (12) month period.

During this leave the College will continue to provide the employee's group health and dental insurance under the same terms as if the employee continued to work. If the employee has dependent health and/or dental coverage, the employee will continue to pay the dependent health and/or dental premiums at the same time(s) as they would ordinarily be paid if by payroll deduction.

If the employee fails to return to work after the leave is over and if the failure is due to reasons other than the serious health condition of the employee or family member or other circumstances beyond the employee's control, the College will be entitled to recover from the employee the premiums that it has paid for the employee's health and dental coverage during the leave.

An employee may apply for only one family leave in a "rolling" twelve-month period measured forward from the date an employee returns from any family leave.

The benefit is available after one year of full-time employment. The employee's position with the College will be held open, whenever possible. Once an employee's leave ends, the employee is entitled either to be restored to the position held prior to the leave or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment.

Leave for employees due to birth, adoption, or placement of a child must be taken within a year of the event. When leave is based on a planned medical treatment, the employee, whenever practicable, should schedule the treatment so as not to disrupt unduly the College's operations.

Intermittent leave or reduced leave (part-time) is available for the birth, adoption, or placement of a child only if the College and the employee agree to such an arrangement. In all other cases, it is available only when medically necessary. If intermittent or reduced leave is foreseeable, the College may require that the employee transfer temporarily to an alternative position. The alternative position will have equivalent pay and benefits and better accommodate the recurring periods of leave than the employee's regular position.

In the event of a serious health condition of the employee or his or her child, spouse (partner) or parent the College may require medical certification from a health care provider to support a request for leave. An exception may be made to this policy only if there is another closely related relative (grandparent, parent-in-law, or another close relative for whom the employee has legal custody) who relies solely on the employee for her/his welfare and support. The leave will be denied if the employee does not submit the necessary certification. The College may, at its option, require and pay for a second opinion from an independent health care provider. If the second opinion differs from the first, the College and the employee can agree on a physician to provide a third opinion, at the College's expense. The third opinion will be binding. Also, the College can require that an employee on leave provide subsequent re-certification on a reasonable basis and report periodically on the status and intention of the employee to return to work.

If the leave is due to the employee's own illness, the employee must provide a medical certification from the physician that he/she is fit to return to work before she or he is reinstated.

Where both spouses or partners are employed by the College, they will be jointly entitled to a combined total of twelve weeks of family leave for the birth or placement of a child for adoption or foster care, and to care for a parent or close relative as defined above who has a serious health condition.

Employees who fail to return to work following a leave of absence may be held liable for reimbursement of both employer paid health and dental premiums during the leave.

5.240 Faculty Study Leaves

The College provides for full-time tenured faculty members to receive study leaves.

The following policies apply to full-time tenured teaching faculty only. Newly tenured faculty may apply for their first leave during their seventh year of full time teaching at Guilford College in order to take leave their eighth year. Faculty members who receive credit towards tenure when they are hired may apply for study leave during their sixth year of full time teaching at Guilford . Thereafter, tenured faculty may apply for leave in the sixth year of service since the academic year in which the last study leave ended in order to take leave in their seventh year. For tenured faculty with joint faculty/administrative responsibilities see "Allocation of Joint Faculty/Administrative Positions" (2.120, #7). Periods of personal leave will not count towards the six years of service, nor will they be basis for refusal of leave. Unpaid leaves of absence for grant supported research or teaching improvement purposes may count towards the six years of service. Tenured faculty members are encouraged to apply for a leave at all stages of their career. Such leaves may be taken for one or two semesters. Faculty on study leave are granted a maximum of $1000 study leave expense grant plus regular travel funds. See "Individual Grants for the Improvement of Teaching" (5.321).

Recipients of a one-semester leave will have no College duties during that period of time and will receive full salary and benefits. Recipients of a two-semester leave will have no College duties for an entire year and will receive two-thirds annual salary and will continue under the benefit plan for that academic year. These salary provisions are unaffected by external funding acquired by the faculty member.

The primary purposes of study leaves are scholarly activity and personal renewal and refreshment, benefiting the individual, the individual's students, the teaching profession and the College. The leave may be used for the preparation of new courses, for post-doctoral study at a major university, for research and writing, for public service, for professional development, and/or for academically related travel.

The selection process is guided by an evaluation by the Clerk's Committee of the written proposal submitted by the individual requesting a study leave. The proposal should be a detailed statement, two or three pages in length, describing specifically the nature of the contemplated plan, the methods to be used in developing and evaluating it, the time schedule for completion, and the anticipated benefit of the study leave activities to the individual, the individual's students, the teaching profession, and the College. While study leaves are understood to be a dimension of College faculty careers, they are awarded selectively, not automatically.

Faculty members, departments, and the Academic Dean should make every effort to inform and discuss with one another the impact of anticipated faculty absences for study leaves, personal leaves, leading study abroad programs, and administrative responsibilities. When the Clerk's Committee considers study leave proposals, the Academic Dean should inform the Clerk's Committee about all anticipated faculty absences.

Institutional needs may take precedence over individual preferences. The Clerk's Committee, in consultation with the Academic Dean and the President, will balance the individual request with the needs of the department and the institution. Although the quality of the faculty study leave proposal is an important component in the Clerk's Committee's decision, so too are other factors such as years since a prior leave, and departmental staffing needs.

Two copies of requests for study leave must be submitted to the department chairperson by AUGUST 15. Requests, accompanied by recommendations from the department chairperson, are submitted to the Academic Dean by SEPTEMBER 1. The chairperson's (or most senior department member if the chair is submitting the proposal) recommendation should consist of at least one paragraph describing the department's support for the leave and how the department plans to deal with the absence of the faculty member on leave and any other anticipated changes in faculty teaching responsibilities. Accompanied by recommendations from chairpersons and the Academic Dean, requests are presented to the Clerk's Committee. The Dean forwards all recommendations to the President for final decision, after which the candidates are notified. Candidates must make a firm decision according to the stipulations of the letter recommending the leave as to whether to accept or to decline the leave. Candidates who have applied for outside funding which would affect the length of the study leave should stay in contact with the Dean and their department regarding the outcome of the outside funding request.

Upon return from the study leave, the recipient will submit a prompt written report to the Dean with a copy to the department chairperson, focusing upon the activities undertaken during the leave and projecting the benefits of those activities.

Faculty who are on study leave remain in every sense of the word employees of the College, differing from other faculty only in the duties expected of them during the leave. These duties, leading to professional growth and development, are of not less value to the institution than other faculty assignments. The decisions of the College, therefore, as to salary, raises and promotion are in no way affected by whether or not a faculty member has or has not been granted a study leave.

Individuals granted study leaves must return to the College to teach for at least one full academic year immediately following the leave year. Should the recipient choose to leave the College within one year following the study leave, repayment of all the monies advanced during the leave will be required. This will include salary, benefits and other monies including travel and other general expenses paid for or advanced to the faculty member during the leave. Normally, faculty members will be granted a study leave or a personal leave for only one year. Under unusual circumstances the college will consider personal leaves for an additional time period. The proposal will follow the procedures outlined in Faculty Personal Leaves (5.220) above. If any portion of the leave includes study leave, the faculty member must return to the college to teach for at least one year following the personal leave.

With the specific approval of the Academic Dean, part-time faculty may be employed to teach courses which cannot adequately be covered by other members of the department during the absence of a faculty member on study leave. Departments are encouraged, however, to formulate long-range curricular schedules which permit members to take study leaves with a minimum of disruption to the educational programs of the College as a whole, the departments, and students. Normally, it will be in the best interests of the College if a minimum of part-time instruction is required to fill gaps created by study leaves.

5.250 Administrative Staff and Professional Librarian Study Leave Policy

(See Chapter VI in the Faculty Handbook.)

5.300 FACULTY DEVELOPMENT

Guilford College recognizes the importance of good teaching, making it the most important criterion in judging merit. Faculty members, therefore, are encouraged to work continually to improve their teaching skills. To assist faculty in this enterprise, a Faculty Development Program initiates and administers activities which encourage the intellectual and pedagogical development of the faculty. In addition, through monies awarded by the Kenan Foundation, the College offers faculty development grants for the improvement of teaching each year.

5.310 The Faculty Development Program

The Faculty Development Program is headed by a Director and supervised by the Faculty Development Committee. The Director administers the program, working with individuals and groups, planning workshops and conferences, and securing visiting teachers or consultants when needed. The Director is concerned solely with faculty development and does not participate in any way in tenure, promotion, or salary decisions. The Faculty Development Committee determines activities and the allocation of Kenan and other faculty development funds, subject to the final approval of the Academic Dean.

Weekly faculty development lunches are provided at College expense in order to foster collegial relationships and to stimulate both formal and informal conversations about teaching and learning. The Faculty Development Committee is charged with the responsibility of overseeing these luncheon meetings, and arranging occasional programs during this time.

Additional compensation (such as stipends, grants, or compensation for attending workshops) provided to faculty members will be paid through the regular monthly payroll. Requests for such compensation shall be submitted to the Office of Human Resources on a requisition sheet, with appropriate authorizations. This procedure applies to all additional stipends to faculty members, including those originating outside the faculty development program, as well as within it.

5.320 Kenan Grants for the Improvement of Teaching

Grants for the improvement of teaching may be made to an individual or a group. The number of grants varies according to the budget of proposals accepted and the monies available. The purpose of the grants is primarily the improvement of teaching skills. In order to qualify for a Kenan grant, proposals specifically for scholarly research must bear some relationship to the faculty member's teaching.

5.321 Individual Grants for the Improvement of Teaching

Individual faculty members may apply for an Improvement of Teaching Grant for self-evaluation consultations; for attendance at workshops or conferences; for taking courses (excluding courses taken toward terminal graduate degrees in the primary field); for travel to libraries, research sites, etc.; for procuring rare course-related books (70 percent of the cost covered if the individual keeps the books, 100 percent if the books are ultimately given to the Library); for summer research expenses and stipends. In unusual cases, student assistance or clerical help beyond what is possible in the Correspondence Center may be funded. Expenses which should be a part of normal departmental budgets will not be covered by Kenan monies. An Improvement of Teaching Grant may be combined with a Study Leave if the proposal warrants the double grant. A maximum of $1,000.00 will be granted for faculty on study leave.

A standard formula for determining allowable expenses for travel, conferences, research, or summer activity will be used. For projects lasting from one to seven days, a $100.00 per diem will be the maximum allocation for expenses such as food, lodging, incidental travel, etc. Full cost of registration or class fees, cost of travel at regular College rates, and some allowance for needed equipment will be covered. For projects extending from two to three weeks, a $75.00 per diem maximum will be allowed. Projects of longer duration will be considered at a lower per diem or per month rate. Receipts for all expenses must be submitted at the conclusion of each project. The maximum travel cost allowed is $600.00 per project.

The development of new courses within one's area of competence is considered a normal part of faculty workload. However, individual Kenan Improvement of Teaching Grants will be available for the preparation of new courses (1) when there is an institutional necessity to work on a course outside one's area of normal teaching, or (2) when one is experimenting with major new teaching techniques (e.g., "Personalized System of Instruction").

Individual Kenan Improvement of Teaching Grants for a reduced load are occasionally available to faculty members who have completed at least two years of full-time teaching at the College. Projects are approved by the Faculty Development Committee; the course reduction itself is approved by the Academic Dean.

Individual Kenan Grants for the Improvement of Teaching (similar to reduced load grants described above) are available during summers. Due to past experience with reduced load grants, the Faculty Development Committee urges faculty to apply for summer grants rather than reduced load grants. A $30.00 to $50.00 per day stipend (depending upon number of summer requests) is available to faculty members during such a project. This stipend may be added to allowable expenses for travel, per diem costs, tuition, etc., when applicable.

Monies to be used for the preparation of manuscripts will usually be covered by funds from the operating budget (Faculty Research Budget) at the discretion of the Academic Dean. If this is not possible during a designated period of time, Kenan Improvement of Teaching Grants may be requested when there is a relationship between the manuscript and the faculty member's teaching.

5.322 Group Grants for the Improvement of Teaching

Improvement of Teaching Grants may be applied for and used by groups of faculty members. These groups may be informal collections of faculty members with a common interest, departments focusing on teaching skills or subject matter (as opposed to regular departmental planning), the Faculty Development Committee, or other committees or groups of individual faculty members planning a project for themselves or for any interested faculty. Monies awarded may be used for honoraria for visiting consultants, master teachers, speakers and workshop leaders, or for expenses (supplies, books, lodging, meals, travel, etc.) for faculty members participating in workshops, symposia, faculty study groups, etc., held either at Guilford or at some other designated site. Whenever possible, workshops, etc., should be held on the College campus so that money may be spent on resources and leadership rather than on living expenses. Funds for living expenses may constitute a portion of the grant when it is deemed that the success of the project will be considerably improved by scheduling a meeting off-campus. Stipends of $50.00 per day may be paid to faculty members participating in such group projects during the summer.

When a group project is planned primarily for faculty and the majority of persons participating in it are faculty members, participation may be extended to College staff, retired faculty, spouses or committed partners of faculty members, or students, if attendance by these groups is not detrimental to the intent of the project for faculty development. In such cases, actual expenses, but not a share of the leadership costs, shall be paid by the invited participants.

Improvement of Teaching Grants will be awarded by the Faculty Development Committee on October 1, February 15 and April 15. Grant requests should be submitted at least a week in advance of these dates to permit careful deliberation by the committee. If extraneous conditions, such as deadlines for applications to attend conferences or workshops, make requests necessary at other dates, the Committee will make a concerted attempt to reply in a timely fashion.

The selection process in the awarding of grants is guided by an evaluation of the written proposal for the project and a consideration of its value to the department and to the College. Preference is given to creative and imaginative proposals furthering the long-range aims of the College. Special consideration is given to individuals who have not previously received Kenan grants and to faculty in departments which have not previously received such grants. Decisions of the Faculty Development Committee in the awarding of grants are final.

The recipient of a Kenan Improvement of Teaching Grant must agree to submit a written report within one month of the conclusion of the grant, with copies to (1) the Faculty Development Committee, (2) the Academic Dean, and (3) the recipient's department chairperson. The report should describe the project and evaluate its worth to both the College and the individual.

5.330 Faculty Research Fund

Guilford College provides a Faculty Research Fund to support grants to selected faculty to assist them with research expenses. Applications will be judged on the relation of the project to institutional purposes and to continuing research potential. In the selection process, high priority is given to direct research expenses. The Faculty Research Fund is administered by the Academic Dean in consultation with the Clerk's Committee. Faculty members eligible for faculty research funds include full-time faculty, professional librarians, and continuing part-time faculty.

Faculty members make requests for research funds by September 15, January 15, or May 15 of each year on application forms available in the Office of the Academic Dean. The project for which funding is sought must be described in some detail.

5.340 Excellence in Teaching Awards

The Bruce B. Stewart Teaching Award is intended to recognize individuals for their contributions to attaining the highest levels of academic excellence for the students and academic programs of Guilford College.  Candidates should be nominated based on meritorious service that is beyond the responsibilities normally assigned to their positions.  Annually, one award will be given to a tenured faculty member, and the other award to an untenured full-time faculty member, whether on tenure track or not.  These awards, especially for the tenured faculty member, are designed to recognize excellent performance sustained over time rather than potential. The award is named in honor of Stewart, a 1961 Guilford graduate who served the college as director of admissions, assistant professor of education, assistant to the president, acting academic dean, provost, acting president, associate to the vice president for development, trustee, chair of the Board of Trustees and trustee emeritus. The awards of $5,000 each were generously established and endowed by Trustee Bill Soles '81, his wife, Melanie, his sister, Jan Soles '87, and their father, the late W. Roger Soles.

5.350 Professional Meetings

The College's faculty members are expected to remain active in their professional associations and are encouraged to attend professional meetings. With the prior written approval of the Academic Dean, the College provides reimbursement for the cost of such travel up to a budgeted limit per year. The Academic Dean notifies the faculty of the budgeted limit annually.

No travel to professional meetings may be charged to a departmental operating budget except with the prior written approval of the Academic Dean.

When individuals are listed as both faculty and administrators, funds for professional travel must come out of the administrative budget, unless two-thirds time is devoted to teaching.

5.400 TUITION REMISSION AND TUITION EXCHANGE

5.410 General Information

Tuition remission at Guilford College is granted to all full-time employees under the conditions listed below. Tuition remission covers only tuition costs at Guilford College not met by any other source (such as tuition grants and scholarships). Room and board charges, class and lab fees and other miscellaneous charges such as insurance and activity fees are not covered by tuition remission. Neither are textbooks covered.

Individuals receiving tuition remission are held to the same academic requirements as all other financial aid recipients. To continue receiving this benefit, the individual enrolled must maintain satisfactory academic progress as defined in the College catalog.

5.415 Tuition Remission - Employees

Tuition Remission forms are available in the Office of Human Resources. The completed form must be submitted before the day of registration.

All employees(including those who already possess a college degree) who are classified as full-time (working 10 or more months in a calendar year on a regular and continuous basis) and have been employed for thirty (30) days or longer may take one course per semester at Guilford College and receive tuition remission. The employee may either take the course on a for-credit basis or the employee may audit the class on a space-available basis. Activity fees will be the responsibility of the employee.

It is expected that employees who participate in the tuition remission program will schedule their classes outside the regular work day. If a class must be taken during the work day, it requires pre-approval of the employee's supervisor. The supervisor will make her or his approval decision based on whether or not the work can be rescheduled with other employees to assure appropriate staffing at all times. The employee taking a course during regular work hours will be expected to use her or his lunch hour for that purpose. No more than one hour per day is to be taken away from the office for this purpose. If a class period is longer than one hour, the employee will make arrangements with the manager to make up the additional time that must be missed.

All full-time employees after thirty-six (36) months of continuous full-time employment may apply for and be granted tuition remission for two courses per semester.

During the summer, full-time employees may take one course per five week session of summer school or two courses in the ten week session and receive tuition remission.

Full-time employees other than faculty who work only during the academic year and have been with the College a minimum of twelve (12) months may participate in tuition remission by paying 25% of the cost of the course. 75% of the cost will be remitted by the College.

Part-time employees not considered faculty are eligible for one-half tuition remission if they work at least twenty (20) or more hours per week but less than 37.5 hours on a regular basis. The part-time employee must be currently employed by the College and have been on the payroll a minimum of 12 months to receive the benefit. Part-time academic employees are eligible if they teach at least three courses per year and have been with the College a minimum of one year.

If a part-time employee goes from part-time status to full-time status, and the individual has worked continuously for the College for a minimum period of two years, then she or he will be eligible for tuition remission for one course per semester after thirty (30) days of continuous full-time employment. After three years of full-time employment, the employee will be eligible for two courses per semester.

If a full-time employee goes to part-time status, she or he will immediately be responsible for one-half of the cost of tuition remission.

5.420 Dependents of Employees

[Changes authorized by the Guilford College Board of Trustees May 1, 2002]

After twelve (12) months of continuous full-time employment, Guilford College provides tuition remission for spouses, committed partners and blood-related or legally adopted dependent children of all employees. This benefit is also provided for continuing part-time faculty. Dependent children or spouses/partners eligible for tuition remission must be students pursuing their initial baccalaureate degrees. For such individuals to continue to receive tuition remission, it is necessary that the employee continue to be employed by the College. Spouses and partners may enroll in classes on a space-available basis. In the event that a non-employed partner (not spouse or child) receives tuition remission, then the value of that tuition remission will be taxable to the employee as gross income and will be reflected on the employee's W-2 as such.

In determining financial dependency, the College adheres to the standards formulated by the Internal Revenue Service as stated in the annual instructions for filing Form 1040. Tuition remission is applicable to the equivalent of 128 credits at Guilford (eight regular semesters of work) toward the initial baccalaureate degree, less any credits transferred from other institutions. Financial dependency will be a prerequisite for tuition remission for dependents of all employees without exception.

Students receiving tuition remission are held to the same academic requirements as all other financial aid recipients. To continue receiving this benefit, the students enrolled under tuition remission must maintain satisfactory academic progress as defined in the College catalog.

During the summer, spouses, partners, or dependent children of full-time employees may take up to eight (8) credit-hours of course work tuition-free through the summer school if they are pursuing the first baccalaureate degree at Guilford College or elsewhere and are taking the course for credit. Again, spouses and partners may attend on a space-available basis only.

Requests for tuition remission must be submitted before the first day of classes to the Office of Human Resources. Tuition remission for dependents requires that the full-time Guilford College employee certify financial dependency by signing an affidavit that the student for whom tuition remission is sought will be claimed as a dependent on Form 1040 during the proposed enrollment period. Moreover, the person receiving tuition remission must continuously be dependent on the employee by Internal Revenue standards for the period of time he/she requests tuition remission. College employees utilizing the tuition remission benefit are requested to report promptly to the Office of Human Resources any change in the number and status of dependents eligible for tuition remission due to birth, legal adoption, marriage, legal separation, divorce, termination of committed partnership, or death.

Dependents and partners of part-time employees other than part-time continuing faculty are not eligible for tuition remission.

5.440 Tuition Remission - Termination of Employment

Should an employee either leave Guilford College voluntarily or have his/her employment terminated by the College, and should the employee, spouse/partner or dependent child wish to complete a semester's course(s) started under tuition remission, the College will pro-rate the tuition owed on the basis of the number of weeks completed before employment ended.

If, in the above circumstances of leaving employment, the employee or dependent child decides to drop the course(s), the pro-rated rule would apply. College rules concerning deadlines, financial aid and academic requirements for withdrawal from classes would also apply. ( See College Catalog for further information.)

5.450 Tuition Exchange

The College participates in the Tuition Exchange Program with numerous other colleges and universities. After an employee has worked at the College full-time for 12 months, her or his blood related or legally adopted dependent children are eligible to participate in this program.

Continuing part-time faculty and part-time administrators or staff may also take advantage of tuition exchange. Blood related or legally adopted dependent children of employees categorized as half-time or greater are eligible to participate after 24 months of employment. Blood related or legally adopted dependent children of employees categorized as less than half-time are eligible to participate after 36 months of employment. Dependents eligible for tuition exchange must be degree-seeking and pursuing their initial baccalaureate degrees. However, many of the colleges listed as participants in this program may not, at the time, be able to accept students through this program. Consequently, tuition exchange, especially with a college of first choice, is not always available. Guidelines governing the program, a list of participating colleges, and the status of each college within the program may be secured from the Office of the Director of Student Financial Services.

If an employee of Guilford College who has a dependent child attending another institution of higher education under the tuition exchange program leaves the employment of Guilford College , the tuition exchange benefit for that employee is terminated retroactive to the beginning of the current term/semester. The former employee will be responsible for paying the institution (being attended by the dependent) the tuition due for that entire term/semester.

5.500 TRAVEL BENEFITS

5.510 Faculty and Administrative Travel

Faculty and administrative staff are eligible each year for reimbursement of expenses up to a set pre-budgeted limit to attend professional meetings. Cash advances for registration fees and travel expenses may be made to faculty and staff members prior to attending such meetings. At the conclusion of the approved travel, faculty and staff will submit reimbursement requests accompanied by expense accounts and vouchers for all advances to the Academic Dean or senior administrator. The reimbursement request must be approved by the Academic Dean or senior administrator before it will be paid by the Business Office.

The cost of travel to a professional meeting in a College-owned car or van is to be included as part of the total expense for the meeting, and the amount charged to the College must not exceed the amount budgeted to the individual faculty or staff member for expenses to attend professional meetings. All faculty and staff requesting a College vehicle will at the time of reservation indicate the purpose of the trip and the department against which travel is to be charged. When requisition for reimbursement is submitted for approval, the Academic Dean or senior administrator will note the means of transportation to make sure that costs for travel in College owned vehicles are included where appropriate.

5.520 General Travel and Entertainment Policies

It is the College's intent to allow for adequate, comfortable accommodations for faculty members who are required to travel on college business. It is expected that faculty members will use discretion and good judgment in the spending of college funds.

Examples of items which will be reimbursed include: automobile mileage at the College reimbursement rate for cars and vans plus tolls; train, plane or bus accommodations; meals and lodging; reasonable tips, and registration fees. Meal costs must be reasonable.

Examples of expenses which will not be reimbursed include: valet or other services of a personal nature; personal items purchased while traveling on college business; personal recreation including in-room movies; alcoholic beverages; and first class air-fare. Personal items that are not described are also ineligible for reimbursement.

Expenses for entertainment must be accompanied by the names of the people or group entertained and the business purpose of the entertainment. There will not be any reimbursement for alcoholic beverages either during travel on college business or for local entertainment. This applies to both travel and local entertainment.

Faculty members are expected to use good judgment in selecting cost-effective transportation. Personal auto use will be reimbursed at the per mile rate noted above and is intended to include gasoline and all other costs of operating a vehicle. It should be calculated on the basis of the shortest route from Greensboro to the destination. Faculty members must explain the purpose of the trip. Note that for trips greater than 500 miles the College will reimburse the faculty member on the basis of either round trip air-fare or the per mile automobile reimbursement, whichever is less (exceptions are approved by the Academic Dean).

When it is necessary to travel by car, inquiry should be made about the availability of a college owned car or van. Such inquiries should be addressed to the Purchasing Office, which arranges the schedules for college owned vehicles. A college owned vehicle may be used only for College business and driven only by the person to whom the car is assigned in writing. Charges to the appropriate office for the use of a college car will be based on current mileage reimbursement limits.

For those employees, primarily administrative, who have been issued an American Express card, the College will not make a travel advance except in special circumstances. Employees who travel should obtain an American Express Corporate Card. Please contact the Business Manager to obtain a card.

Reimbursements must be handled in the following manner:

1. Requests for reimbursement of travel expense shall be made on forms available from the Business Office. Forms must by signed by the head of the department or senior administrator to indicate that the travel was made on college business, and then submitted to the Business Office for payment as soon as possible after the trip has been concluded.

2. Describe each item to be reimbursed. Items described only as "miscellaneous" or "incidental" will not be reimbursed. The miscellaneous heading is intended for described items such as baggage tips, registration fees, and other appropriate items which do not belong under other headings. Use the appropriate headings to allow for efficient processing.

3. Attach receipts for each significant item. If an expense report is missing several receipts or a receipt for one item over $10.00, it will not be reimbursed and will be returned for correction. For entertainment purposes, write the name(s) of the person(s) or the group entertained and a brief purpose of the entertainment on the receipt. For taxicab fares, include tips in the total fare and explain the purpose of the trip (e.g. "from airport to conference").

4. Show each meal separately (breakfast, lunch, dinner). Include related tips in the cost of the meal. Meal costs must be reasonable.

5. Submit hotel bills in their entirety. Deduct any personal charges (movies, snacks, etc.) from the total.

5.530 Moving Expenses

The College pays one-half of the expenses of moving household goods for newly appointed faculty and administrators up to a maximum of $1500.00 (50 percent of $3000.00 in costs). Any deviation from this policy must be approved by the President in advance of the employment offer.

The following items will be considered as reimbursable by the College: moving van company charges; truck rental charges; miscellaneous moving equipment rentals such as hand trucks, boxes, and tape; storage of household items; meals and lodging in route to Greensboro and mileage of one's private car in traveling to Greensboro . Requests for reimbursement by faculty and administrative staff should be submitted to the Academic Dean or senior administrator and must be accompanied by expense vouchers.

5.600 PAYROLL PROCEDURES

Guilford Colleges requires all new employees to sign up for payroll direct deposit. The College's payroll is deposited on the first business day of each month through electronic transfer into individually designated bank checking or savings accounts. An individual record of the deposit and withholdings is provided to each employee by way of a monthly pay voucher.

Paychecks or vouchers for such employees will be distributed on the first business day of the month.

Guilford College encourages employees who have questions or concerns regarding their salary to talk either with their direct supervisor or an individual in the Office of Human Resources.

5.700 RETIREMENT BENEFITS

All regular employees who work a minimum of 1000 hours or more during a twelve (12) consecutive calendar month period commencing with the date of employment will be eligible for participation in the Guilford College retirement program after twelve (12) months of employment. The employee is required to participate in this plan.

Beginning with the thirteenth month of employment and continuing through month 48, the College contributes an amount equal to 6 percent of the individual's base salary to this fund; the individual contributes a mandatory 1 percent. Beginning with the 49th month of full-time employment, the College contributes 11 percent and the individual 1 percent.

Annuity premiums may be allocated between TIAA and CREF in any increments. An alternative pension plan, the Calvert option, is also available to employees. This plan is similar to TIAA/CREF. The employee may select this plan in lieu of TIAA/CREF or in addition to TIAA/CREF.

Employee contributions to the retirement program are pretax deductions. Also, employees may contribute additional amounts to their retirement programs or may purchase TIAA and/or CREF or VALIC (Variable Annuity Life Insurance Company) Supplemental Retirement Annuities (SRAs) under the same tax-deferred plan. Information about these programs is available in the Office of Human Resources.

Retirement plan contributions either by the College or the employee vest immediately.

If an employee leaves the employment of the College, he/she should check with the Office of Human Resources regarding the distribution options in effect at the time of termination.

See the Summary Plan Description for further details.

5.800 MISCELLANEOUS BENEFITS

5.810 College Housing

New faculty members are given priority on college housing. However, they are expected to make their own housing arrangements before the end of their third year of employment with the College. Lists of requests for faculty housing and of available homes with applicable rental costs are maintained in the Office of the Assistant Director of Facilities and Campus Services. Generally, housing is assigned on a first-come, first-served basis. However, other considerations, including size of family, urgency of need for housing, and other issues may be taken into consideration.

5.820 Office Space

The assignment of faculty office space is the responsibility of the Academic Dean in consultation with department chairpersons. Whenever possible, members of each department will be kept in close proximity. When other office space is not available for members of the active teaching faculty, the Dean may request a faculty member on leave or otherwise temporarily not assigned teaching duties at the College to expect temporary reassignment of her/his office to a colleague. Every effort will be made to keep such dislocation to a minimum.

The priorities for the assignment of faculty office space are:

1. Continuing, tenure-track, full-time faculty members;

2. Temporary, non-tenure-track, full-time teachers;

3. Continuing part-time faculty; and

4. Temporary part-time faculty.

When a faculty contract is not renewed, the faculty member must vacate the assigned office space within fifteen (15) days from the end of the exam period.

5.830 Tickets to College Events

All employees considered to be full-time are eligible to receive complimentary tickets to most Guilford College intercollegiate events and to many other on-campus cultural events.

Part-time employees who work on a regular basis are also eligible to receive tickets to College events.

5.840 Meals with Students

In order to facilitate informal learning contacts between students and teachers, the Office of the Academic Dean will pay for meals in the College Dining Hall eaten by faculty members who have been invited to join a student or students. Faculty may also initiate meals with students when conducting official business. Students and faculty guests should sign-in with the Food Service upon entering the Cafeteria. This program is not intended to provide meals habitually for faculty members, but occasional opportunities for friendly conversation at mealtime. The program does not cover the costs of meals for students not participating in the College Meal Plan.

5.850 The Guest House

The Guest House is available for use on a fee basis for any departmental or College guest, parents or guardians of Guilford students, alumni and spouses, and performing artists on or off campus if reservations are made by a staff or faculty member. On a space available basis, the guest house may be used for special gatherings of academic departments or committees without fee. Reservations are handled through the Office of Facilities Coordinator.