Employee Conduct

Employee Conduct Sections
Section	Section
Alcohol & Drug Policy	Appropriate Use of Campus Computing and Network Resources
Attendance and Absenteeism	Code of Ethics
Confidentiality Policy	Conflict of Interest Policy
Discrimination, Harassment and Sexual Misconduct Policies and Procedures	Disciplinary Actions Appeals Policy for Staff
Resolving Problems	Workplace Violence

Pitzer College Alcohol and Drug Policy

Federal law requires Pitzer College to notify annually all faculty, staff, and students of the following:
The College prohibits the unlawful possession, use, manufacture or distribution of alcohol or controlled substances by students, faculty, staff, and guests in buildings, facilities, grounds or property controlled by the College or used as part of College activities. For students, this includes prohibiting the possession and consumption of any beverage containing alcohol in a residence hall room except by individuals who are twenty-one years or older. In addition, the smoking of any material is prohibited in all facilities at Pitzer College.

Consistent with its obligations under applicable laws, it is the policy of Pitzer College to maintain a drug and alcohol abuse free environment. All events involving the serving of alcohol in public areas in which individuals under age 21 will be in attendance, must be registered with the Office of Student Affairs.

The unlawful manufacture, possession, distribution, dispensation, sale, transportation, offer to sell, promotion, purchase and/or use of illicit drugs (as defined in schedules I through V of the Controlled Substances Act 21, U.S. Code 812, as amended) or unlawful alcohol on the Pitzer College campus, or at any off site activity sponsored by the College, is prohibited. In addition, employees shall not report for work or work under the influence of any drug or alcohol or other substance which will impair work performance, alertness, coordination or response, or affect the safety of others on the job. Controlled substances include, but are not limited to, such substances as marijuana, heroin, cocaine, barbiturates, amphetamines, and other narcotics.

Furthermore, the College does not condone abusive or inappropriate use of alcohol, including incidents of drunkenness or any level of intoxication during normal work hours. Employees, contract workers and authorized volunteers are expected to report to work with faculties unimpaired by illegal or controlled substances. Employees who report to, or, perform work for Pitzer College over the California legal permissable limit, violating this policy, will be subject to discipline, up to and including termination of employment; termination of project, contract or any other form of agreement; and debarment from campus.

Employees are subject to “probable/reasonable cause” drug/alcohol testing. This means that employees who, in the observation of their supervisors and Human Resources, exhibit behavioral or physical effects of drug or alcohol intoxication during working hours may be asked to undergo drug and/or alcohol testing.

Drug-Free Workplace Policy

As an institution of higher education, Pitzer College seeks to promote responsible decision making on the part of all members of the college community, especially in choices which affect their own health and safety as well as that of others. The irresponsible use and abuse of alcohol and drugs can result in serious health damage. Such behavior, in addition to being destructive to individuals, is destructive of the community environment that is a key element of Pitzer College. All community members, regardless of status, are subject to local, state and federal laws, as well as applicable campus policies, and, in light of our educational objectives, are to exercise personal and collective responsibility in regard to these laws and campus policies.

Prohibitions

Reporting Obligations

In accordance with the Drug-Free Workplace Act of 1988, any employee who is convicted of a criminal drug statute violation occurring in the workplace or at any off-site activity sponsored by the College, must, within five (5) days after the conviction, notify Pitzer of such conviction by informing the Director of Human Resources, Dean of Faculty or the President. Appropriate Federal grant agencies will be notified within ten (10) days (as required by law) after we have been informed of such a conviction.

Applicability

All employees of Pitzer College, including faculty, staff and student employees, must comply with this policy as a condition of employment. Persons who are not employees of the College but who perform work at the College for its benefit (such as contractors and their employees, temporary employees provided by agencies, visitors engaged in joint projects, etc.) are required to comply with this policy. Violation of this policy by such persons is likely to result in their being barred from the workplace upon the first offense.

Health Risks

In addition to the detrimental effects on performance, health risks of drug abuse have been well researched and documented:

All drugs are toxic or poisonous when abused. Health risks of drug abuse include, but are not limited to, sleep disorders, confusion, hallucinations, paranoia, deep depression, malnutrition, liver and kidney damage, cardiac irregularities, hepatitis, neurological damage, and the transmission of the AIDS virus through infected needles.
Alcohol is a depressant. It depresses the central nervous system and can cause serious physical damage. Abuse of alcohol can damage the liver (cirrhosis), cause hypertension, cardiac irregularities, ulcers, pancreatitis, kidney disease, memory loss, tremors, malnutrition, vitamin deficiencies and cancer of the esophagus, liver, bladder or lungs.
Abuse of alcohol or drugs during pregnancy increases the risk of birth defects, spontaneous abortion, and stillbirth.
Substance abuse often leads to on-the-job accidents and absenteeism.

Local, State and Federal Legal Sanctions

Local, State, and Federal laws establish severe penalties for unlawful possession or distribution of illegal drugs and alcohol. These sanctions, upon conviction, may range from a fine to life imprisonment. In the case of possession and distribution of illegal drugs, these sanctions could include the seizure and summary forfeiture of property, including vehicles. It is especially important to know that federal penalties for illegally distributing drugs include life imprisonment and fines in excess of $1,000,000. Some examples of local or State laws are:

Unlawful possession of a narcotic drug is punishable by imprisonment in a State prison.
The purchase, possession or consumption of any alcoholic beverage (including beer and wine) by any person under the age of 21 is prohibited.
It is not permissible to provide alcohol to a person under the age of 21.
Selling, either directly or indirectly, any alcoholic beverage to anyone, except under the authority of the California Alcoholic Beverage Control License, is prohibited.
It is a felony to induce another person to take various drugs and “intoxicating agents” with the intent of enabling oneself or the drugged person to commit a felony. The person who induced the other may be a principal in any crime committed.
Any person found to be under the influence of an intoxicating liquor or drug in a public place and unable to care for his/her own safety or interfering with the use of a public way is guilty of disorderly conduct which is a misdemeanor.

Available Resources, Education, and Assistance

The College recognizes drug and alcohol dependency as treatable conditions and offers support programs through the College’s Employee Assistance Program (EAP) and health insurance plans.

Faculty and staff members who are concerned about problems related to substance use, abuse and rehabilitation are encouraged to seek assistance through these resources. The Employee Assistance Program (EAP) provides free counseling sessions to all benefit-eligible employees and their family members (5 for employee, 5 for spouse or domestic partner, 5 for dependents, for a maximum of 15 sessions per family, or 10 per couple.) Continued appointments at low-cost rates may be arranged. To access the OptumHealth EAP call (800) 234-5465. The contact is completely confidential. In addition, you may contact the Director of Human Resources, ext. 78533, who will provide other confidential referrals as a constructive way for employees to deal voluntarily with drug and alcohol related problems.

Student employees should contact the Office of Student Affairs for information about confidential referrals and educational assistance. A Substance Abuse Counselor is available for counseling and interventions. The Counselor is available to students in the evenings and is on-call 24 hours a day for emergency situations. The Counselor is also an available resource to faculty and staff in the areas of talking to students about the issues of substance abuse, intervention and prevention strategies, Alcoholics Anonymous and Narcotics Anonymous meetings and other referrals. In addition, students may contact CUC’s Health Education Outreach Office (HEO) for all kinds of health and wellness information and support. HEO is dedicated to helping you find the most appropriate resources including counseling, free and anonymous HIV testing, helpline information and referrals. HEO is located in the Tranquada Student Services Center and can be reached at extension 73602. Whenever the Claremont Colleges sponsor and present seminars or workshops on substance abuse, you are encouraged to take advantage of them. A biennial review of this program and policy will be conducted to determine its effectiveness.

Sanctions

Pitzer College will impose sanctions on individuals and/or organizations who violate this policy. These sanctions will be consistently enforced and penalties will depend on the severity of the offense. Penalties may include termination from employment and referral for prosecution of the most serious violations of law and this policy. For example, an employee found to be selling illegal drugs will be subject to discipline up to and including discharge from employment. Disciplinary action may be invoked entirely apart from any civil or criminal penalties which may apply to the employee or organization.

California and Local Alcohol & Drug Laws

Each member of the Pitzer community is individually and personally responsible for compliance with the applicable provisions of the law of the State of California. The following codes are provided for your information:

Possession by a Person(s) Under 21 Years of Age

Any person under the age of 21 years who has any alcoholic beverage in their possession on any street or highway or in any public place open to the public is guilty of a misdemeanor (PC.25662).

In 1988 California amended Bus. & Prof. Code 25662. The amendment states that peace officers who lawfully enter premises may confiscate alcoholic beverages which are in plain view and possessed by or provided to underage persons at social gatherings. The gatherings must be open to the public, have ten or more underage persons in attendance, with those under 21 consuming alcoholic beverages and no supervision by the parent or guardian of one or more of the participants. Alcoholic beverages in open containers that are confiscated may be destroyed while those in unopened containers shall be impounded for no more than seven working days after which they too may be destroyed. Unopened containers may be released within the seven days to the owner or resident of the property provided they are 21 years of age. (Bus. & Prof. Code 25662(b))

Sales, Furnishing Alcohol to a Minor

Every person who sells, furnishes, gives, or causes to be sold, furnished, or given away any alcoholic beverage to any person under the age of 21 years is guilty of a misdemeanor (B & PC. 25658).

Any person under the age of 21 years who purchases any alcoholic beverage or any person under the age of 21 years who consumes any alcoholic beverage in any on-sale premises is guilty of a misdemeanor and shall be punished by a fine of not less than one hundred dollars ($100), no part of which shall be suspended. The penalty is more severe under the Penal Code Section 272, which states if any person provides an alcoholic beverage to a minor person under 18 he/she will be contributing to the delinquency of a minor, which is also a misdemeanor. The maximum penalty for the violation of this code section is one year in the County Jail for each count and/or $1,000 fine for each count. It should be pointed out that each minor so provided with an alcoholic beverage is a separate count and may be charged by the District Attorney (PC. 272).

Sales to an Intoxicated Person

Every person who sells, furnishes, or gives alcohol to any habitual or common drunkard or to any obviously intoxicated person is guilty of a misdemeanor (25602).

Any person under the age of 21 years who presents or offers to any licensee, his/her agent or employees, any written, printed, or photo static evidence of age which is false for the purpose of purchasing, attempting to purchase, or otherwise procuring or attempting to procure the serving of any alcoholic beverage, or who has in his possession any false or fraudulent written, printed, or photo static evidence of age and identity, is guilty of a misdemeanor and shall be punished by a fine of at least two hundred dollars, no part of which shall be suspended.

Possession in Motor Vehicle by Minor

No person under the age of 21 years shall knowingly possess, transport, or have under his/ her control in any motor vehicle any alcoholic beverage, unless such person is accompanied by a parent or legal guardian or is employed by a license under the Alcoholic Beverage Control Act (Division 9, commencing with Section 23000, of the Business and Professions Code), and is possessing, transporting or has such alcoholic beverage in a motor vehicle under his/her control during regular hours and in the course of his/her employment. If the vehicle used in any violation, as mentioned in the previous paragraph, is registered to such person under the age of 21 years, the vehicle may be impounded at the owner’s expense for not less than one day nor more than thirty days for each violation (VC 23224).

Marijuana

Marijuana Possession

Health and Safety Code 11357
This is the California marijuana law that sets forth the rules for personal possession of marijuana. Possession for personal use of not more than 28.5 grams of marijuana (a bit more than an ounce) is legal in California as of November 9, 2016, for people age 21 and older. So is possession of up to 4 grams of concentrated cannabis (hashish).

Marijuana Cultivation

Health and Safety Code 11358 as amended by Proposition 64, allows most people who are 21 and over to cultivate up to six (6) marijuana plants. People under 21 who grow any amount of marijuana, though, are guilty of an infraction. People under 18 who cultivate marijuana illegally must attend drug counseling and perform community service. People 18 and over (but under 21) may be fined up to $100. And cultivating over six marijuana plants remains a crime. Most defendants who plant, cultivate, harvest, dry or process more than 6 living marijuana plants will be charged with a misdemeanor and face up to six (6) months in county jail and/or a fine of up to $500 AND cultivating more than 6 marijuana plants can be charged as a California felony for the following defendants:

People with serious violent felonies on their record;
Registered sex offenders;
Defendants who have two (2) or more prior convictions for cultivating more than six
marijuana plants; and
Defendants who violate certain California environmental laws in their marijuana cultivation activities.

Possession for Sale of Marijuana

Proposition 64 legalized the sale of marijuana–but only for businesses that obtain and operate in accordance with a state license (and possibly local licenses as well). As a result, possession of marijuana with the intent to sell it without a license remains a crime under HS. For most adult defendants, HS 11359 possession for sale without a license is a misdemeanor, carrying the following penalties:
Up to six (6) months in county jail, and/or
A fine of up to five hundred dollars ($500).

But marijuana possession for sale without a license is a felony if any of the following is true:
You have a prior conviction for one of a list of particularly serious violent felonies, including murder, sexually violent offenses, sex crimes against a child under 14, or gross vehicular manslaughter while intoxicated, or a sex crime that requires you to register as a sex offender;
You have two (2) or more prior misdemeanor convictions for marijuana possession for sale; or
You possessed marijuana for sale in connection with a knowing sale or attempted sale to someone under 18.
For these defendants, possessing marijuana for sale is punishable by 16 months, or two or three years in county jail.
Proof of intent to sell marijuana without a license is usually made by circumstantial evidence. Such evidence can include:

a large quantity of marijuana,
the presence of items such as baggies and scales,
pot divided into multiple baggies or containers,
the presence of cash and/or weapons, and/or
the opinion of the arresting officer that the marijuana was for sale.

Transportation of Marijuana

Transportation for sale of marijuana under HS 11360 is punishable by two (2), three (3) or four (4) years in jail. Finally, transporting marijuana without intent to sell it, or giving marijuana away, is not a crime in California so long as both of the following are true:
You transport or give away not more than 28.5 grams of marijuana or eight grams of concentrated cannabis, and
Any people you give marijuana to are 21 years of age or older.

Possession of Drug Paraphernalia

It is unlawful to possess an opium pipe or any device, contrivance, instrument or paraphernalia used for unlawfully injecting or smoking a controlled substance or a controlled substance, which is classified as a narcotic drug (Sec. 11364).

Controlled Substances

Unauthorized Possession of Controlled Substances Except as otherwise provided every person who possesses (1) any controlled substance (as classified) or (2) any controlled substance (as classified) which is a narcotic drug, unless upon the written prescription of a physician, dentist, podiatrist, or veterinarian licensed to practice in this state, shall be punished by imprisonment in state prison for a period of not less than two years or more than ten years and shall not be eligible for release upon completion of sentence or on parole or any other basis until she/he has been imprisoned for a period of not less than two years in the state prison (Sec. 11350).

Possession for Sale of Controlled Substances

Except at otherwise provided every person who possesses for sale (1) any controlled substance (as classified) or (2) any controlled substance (as classified) which is a narcotic drug, shall be punished by imprisonment in the state prison for a period of not less than five years or more than fifteen years and shall not be eligible for release upon completion of sentence or on parole or any other basis until she/he has been imprisoned for a period of not less than two and a half years in the state prison (Sec. 11351).

Transportation of Controlled Substances

Except as otherwise provided, every person who transports, imports into this state, sells, furnishes, administers or gives away, or offers to transport, import into this state, sell, furnish, administer, or give away, or attempts to import into this state or transport (1) any controlled substance (as classified) or (2) any controlled substance (as classified) which is a narcotic drug unless upon the written prescription of a physician, dentist, podiatrist, or veterinarian licensed to practice in this state, shall be punished by imprisonment in the state prison for a period of five years to life and shall not be eligible for release upon completion of sentence, or parole or any other basis until she/he has been imprisoned for a period of not less than three years in the state prison (Sec. 11352).

Possession with Intention to Manufacture Methamphetamine (PCP) (PCP)

Any person who possesses both methylamine and phenyhl-2propanone (phenyl acetone) at the same time with the intent to manufacture methamphetamine is guilty of a felony and shall be punished by imprisonment in the state prison for between one and five years (Sec. 11383).

Federal law prohibits the possession and distribution of controlled substances, including marijuana, cocaine and heroin. Persons found guilty of possession of controlled substances face a federal civil penalty of $10,000 and a criminal sanction of $5,000 and not more than one year in jail. Federal criminal penalties for possession of controlled substances increase according to the amount possessed.

Drugs Risks and Consequences

Alcohol and other drug use during pregnancy increases risk of physical harms to the fetus.
Additional risks of harm may occur from toxic impurities present in street drugs.
Additional risks of harm may occur from the use of prescription drugs in ways other than prescribed.
Drugs taken by injection can increase the risk of infection (e.g. HIV, hepatitis, etc.) through needle contamination.
For more information visit: www.drugabuse.gov

Appropriate Use of Campus Computing and Network Resources (Policy of the Claremont Colleges)

An overall guiding mission of The Claremont Colleges is education in an environment where the free exchange of ideas is encouraged and protected. The Claremont Colleges make available computing and network facilities (CNF) resources for use by the Colleges’ students, faculty and staff. These services are provided for educational purposes and to carry out the legitimate business of the Colleges.

The Claremont Colleges and members of the college communities are expected to observe Federal, State and local laws that govern computer and telecommunications use, as well as the Colleges’ regulations and policies. You must not use campus computing or networking resources or personal computing resources accessed through campus network facilities to collect, store or distribute information or materials, or to participate in activities that are in violation of federal, state or local laws or other Colleges policies or guidelines. These include, but are not limited to, policies and guidelines regarding intellectual property and sexual or other forms of harassment.

Computing and network facilities resources users are required to use these resources within the Colleges’ standards of conduct. Individuals with expert knowledge of information systems or who make extensive use of these facilities, or with a position of trust regarding these facilities will be held accountable to a higher standard.

Responsible, considerate, and ethical behavior expected by the Colleges extends to use of computing and network facilities resources, and networks throughout the world to which electronic access has been provided. These CNF resources include but are not limited to:

Computers and associated peripheral devices;
Campus video cable;
Classroom presentation systems;
Voice messaging equipment;
Data networking equipment systems, including remote and wireless access;
Computer software;
Electronically stored institutional data and messages;
All other similar resources owned, controlled, and/or operated by the Colleges; and
Services to maintain these resources.

Ownership

The Colleges retain absolute ownership rights of the CNF resources. Such resources are not owned by a department or by any individual. CNF resources leased, licensed, or purchased under research contracts or grants, are administered under the terms of this Policy for as long as they remain within the lawful possession or control of the Colleges. CNF resources provided to on-campus residences are also owned, operated and provided by the Colleges.

Privacy and Security

File Confidentiality

Your documents, files and electronic mail stored on a College-owned networked computer or servers are normally accessible only by you. However, any file or document placed on a College-owned computer or network is subject to access pursuant to this Policy, and thus, should not be regarded as private or confidential. The system managers at both CINE (Claremont Intercollegiate Network Effort) and within the individual campus IT organizations have the ability to monitor traffic and directly view any file as it moves across the network, and they must occasionally do so to manage campus network resources. In short, files may be monitored without notice in the ordinary course of business to ensure the smooth operation of the network. All staff members working in information technology have clear guidelines that prohibit violations of privacy and confidentiality and, in the normal course of their work, they do not view the contents of user files or e-mail. However, you should be aware that authorized College personnel will take appropriate steps to investigate when there is a suspicion of inappropriate use of campus computing or networking resources. This may include monitoring network traffic, its contents, and examining files on any computer system connected to the network.

You should also know that all files on shared (i.e., networked) systems, including e-mail servers, are backed up periodically on schedules determined by each College. Backup tapes are preserved for lengths of time also determined by individual College operating procedures. These tapes can be used to restore files that you have deleted accidentally. This means that the files on the tapes are also available to someone else with reason and authority to retrieve them.

Network Monitoring

Troubleshooting on the campus network, as well as planning for enhancements, requires the collection of detailed data on network traffic. CINE regularly runs monitoring software that records and reports on the data that is transported across the campus networks. The reports include the origin and destination addresses, and other characteristics of files, including the URLs of the World Wide Web sites that are contacted. This data is accessed and used only by authorized IT staff members responsible for network performance, operations and planning. You should also be aware that many Web host machines on the Internet collect and log information about you and your identity when you visit their sites. This information may include, but is not limited to, information about the computer you are using, its address, and your e-mail address.

Many educational and business activities at the Colleges require network access to resources on the Internet. To ensure adequate bandwidth to these sites for the Colleges’ primary educational and business purposes, CINE and campus IT staff may restrict the amount of traffic to particular sites and the amount of traffic of specific types.

From time to time these network monitoring activities may allow systems managers to identify individuals whose activities downgrade the performance of the campus network or a segment of the network, or which appear to violate the general guidelines for appropriate use of campus computing and network resources. In such instances, a CINE staff member or a member of your own College’s IT staff may ask you to cease these activities. If you continue such activities, or if they include illegal activities, appropriate College authorities may be notified. In extreme cases, network privileges may be revoked on an interim basis pending resolution of the issue. The individual campuses determine specific corrective or disciplinary actions.

Passwords and Codes

Individuals entrusted with or that inadvertently discover logins and passwords are expected to guard them responsibly. These passwords are not to be shared with others. The same policy applies to door codes for restricted-access rooms/areas. Those who need logins or door codes can make a formal request to the administrator of those codes/passwords. Passwords may be used for the purpose of security, but the use of the password does not affect the Claremont Colleges ownership of electronic information.

Access to Resources

Access to CNF resources is a privilege, which is allowed only to the Colleges’ authorized personnel and students. All users must understand and abide by the responsibilities that come with the privilege of use. Such responsibilities include, but are not limited to, the following:

You must understand and comply with all applicable federal, state, and local laws.
You must not intentionally seek information about, browse, copy, or modify non-public files belonging to other people, whether at a Claremont College or elsewhere. You must not attempt to “sniff” or eavesdrop on data on the network that are not intended for you.
You are authorized to use only computer resources and information to which you have legitimately been granted access. Sharing your passwords with others is expressly forbidden. Any attempt to gain unauthorized access to any computer system, resource or information is expressly forbidden. If you encounter or observe a gap in system or network security, immediately report the gap to the manager of that system.
Each College’s Policy on Harassment applies as equally to electronic displays and communications as to the more traditional (e.g., oral and written) means of display and communication.
Messages, sentiments, and declarations sent as electronic mail or postings must meet the same standards for distribution or display as physical (paper) documents would on college property.
Unsolicited mailings and unauthorized mass mailings from campus networks or computing resources (i.e., “spam”) are prohibited. Each campus may have specific policies regarding the use of existing group mailing lists (e.g., all-students or all-faculty). Contact your campus IT organization for details regarding these policies.
Spoofing, or attempts to spoof or falsify e-mail, network or other information used to identify the source, destination or other information about a communication, data or information is prohibited.
You must not degrade computing or network performance in any way that could prevent others from meeting their educational or College business goals. You must not prevent others from using shared resources by running unattended processes, by playing games or by “locking” systems without permission from the appropriate system manager.
You must conform to laws and Colleges policies regarding protection of intellectual property, including laws and policies regarding copyright, patents, and trademarks. When the content and distribution of an electronic communication would exceed fair use as defined by the federal Copyright Act of 1976, users of campus computing or networking resources shall secure appropriate permission to distribute protected material in any form, including text, photographic images, audio, video, graphic illustrations, and computer software.
You must not use campus computing or networking resources or personal computing resources accessed through campus network facilities to collect, store or distribute information or materials, or to participate in activities that are in violation of federal, state or local laws.
You must not use campus computing or networking resources or personal computing resources accessed through campus network facilities to collect, store or distribute information or materials in violation of other Colleges policies or guidelines. These include, but are not limited to, policies and guidelines regarding intellectual property and sexual or other forms of harassment.
You must not create or willfully disseminate computer viruses, worms, or other software intended to degrade system or network security. You must take reasonable steps to prevent your system from being used as a vehicle for such actions. This includes installing system and software patches as well as anti-virus signatures files.
Use of CNF resources for advertising, selling, and soliciting for commercial purposes or for personal gain is prohibited without the prior written consent of the Colleges. Faculty, students or staff who have questions about the legitimacy of a particular use should discuss it with the appropriate members of the IT staff on their home campus.
The disclosure of individually identifiable non-directory information to non-university personnel is protected by the Family Educational Rights and Privacy Act of 1974 (FERPA). The disclosure of financial or personnel records that are owned by the Colleges without permission or to unauthorized persons is not permitted and may be prosecuted under California Penal Code 502.
Willful or unauthorized misuse or disclosure of information owned by the Colleges will also constitute just cause for disciplinary action, including dismissal from school and/or termination of employment regardless of whether criminal or civil penalties are imposed. It is also expected that any user will report suspected abuses of CNF resources. Failure to do so may subject the individual to loss of CNF access and/or the disciplinary action referred to above.
The respective Information Technology organization of one of the Claremont Colleges may immediately suspend service to an individual or computer found to be significantly degrading the usability of the network or other computer systems. Inappropriate use will be referred to the appropriate College authority to take action, which may result in dismissal from school and/or termination of employment.
Note: The provisions of this Policy apply to the institutions comprising The Claremont Colleges, including the Claremont University Consortium.

Last updated: 6/1/12

Attendance and Absenteeism

Attendance is a key factor in your job performance. The College expects you to report to work regularly as scheduled, and to be on time, in accordance with the standards defined by your supervisor. Excessive absences, unauthorized absences, tardiness, or leaving early without authorization is not acceptable. This may lead to disciplinary action, up to and including termination of employment. “Excessive” is defined, and judged by your supervisor as frequent and disruptive to the College, department, co-workers, or clients/customers.

Any time you will be absent, arrive late, or leave work early, you must obtain advanced approval from your supervisor. If you need to be absent, arrive late, or leave work early for an unplanned medical-related purpose, you must notify your supervisor prior to the absence. Specific call-in requirements are in place in each department in order to plan for adequate coverage during your absence. Check with your supervisor about call-in procedures.

It is also your responsibility to notify your supervisor each day that you will be absent unless you have provided an off-work notice from your medical provider for the entire period that you are absent. A statement from your health care provider stating the expected duration of the absence, may be required for verification of any medical-related absence, regardless of the length of absence. Please refer to the section below on “Medical Certification for FMLA and/or CFRA” for information regarding health care providers’ statements for verification of medical absences. Failure to inform your supervisor may result in disciplinary action, up to and including termination of employment.

Last updated 6/1/12

Code of Ethics

The College is firmly committed to complying with its legal and ethical obligations under all state and federal laws. As a result, we expect all employees, at every level within the College, to comply strictly with all legal and ethical obligations. Each staff member is expected to perform his/her work not only as stated in his/her job description, but in accordance with the highest ethical standards as well. Conduct in the workplace that is illegal and behavior that compromises an employee’s position, department, and the College will be subject to disciplinary action up to and including termination.

The College holds all employees responsible for carrying out and monitoring compliance with this commitment. If any employee becomes aware of any situation that may be illegal or detrimental to the interests of the College, or any form of behavior that threatens the principles for which the College stands or undermines the attainment of its mission, the employee must immediately report the matter to his/her supervisor or any office of the administration so that it can be investigated right away. In this manner, we can take all necessary steps to investigate any potential violations or incorrect perceptions that are found to exist. By making it the responsibility of all employees to monitor compliance within our strict ethical standards and commitment to complying with all legal responsibilities, we can continue to maintain our reputation in higher education and the local community.

Ethics & Compliance

Pitzer College is dedicated and committed to building and maintaining a community of respect, honesty, and integrity in accordance with applicable laws, regulations, policies, and procedures. We are partnering with Convercent, a third-party administrator, to provide a confidential and secure space for the community to voice concerns related to financial misconduct in the workplace. We make every attempt to work through any conduct in a timely and appropriate manner, that is inconsistent with the colleges mission and values. We encourage anyone with concerns to report it via one of the options below.

To report a concern:

File a claim: Anonymous Online form
Call: (800) 461-9330 – Available 24/7 with representatives available in over 30 languages

Last updated 6/1/12

Confidentiality Policy

Unless expressly authorized by the President or the appropriate Vice President in writing, sending, transmitting, or otherwise disclosing any proprietary data, trade secrets, or other confidential information of Pitzer College is strictly prohibited.

“Confidential Information” includes but is not limited to:

Any financial information related to Pitzer;
Admission information;
Student academic and/or disciplinary information;
Student financial information;
Donor information;
Private, personal information of and about students and or faculty and staff and their families;
Information about key vendors and cost of purchased services; and
Information pertaining to Pitzer, its employees or its students that would serve no useful purpose and could be harmful and embarrassing (e.g. pending promotions, terminations, or demotions).

Employees privy to Confidential Information who resign or whose employment has been terminated are reminded that they have a continuing obligation to protect the Confidential Information they obtained while employed at Pitzer.

Writing, sending, transmitting, posting or otherwise disclosing or disseminating any proprietary data, trade secrets, or other Confidential Information of the College or the Confidential Information of any third party to any organization or individual not authorized to receive or possess such information constitutes a violation of this policy and may lead to disciplinary action up to and including termination of employment.

Last updated 6/1/12

Conflict of Interest Policy

It is the policy of Pitzer College that employees refrain from any activity or association that is detrimental to, or in conflict with the interests of the College.

This policy prohibits employees from using the following for personal gain: working hours; sick leave; the College’s materials, equipment or facilities; and information concerning Pitzer’s business that the employee has acquired as a result of his or her position (for example, bidding information). An employee who knowingly engages in any of the above listed or similar activities may be subject to disciplinary action, up to and including termination of employment.

This policy is not intended to prohibit outside employment as long as the employment is not detrimental to, or does not create a conflict of interest. When considering outside employment or business arrangements, you must discuss the matter with your supervisor or the Director of Human Resources and complete the appropriate form to register your outside employment, if requested. The form is available in Human Resources and the Director of Human Resources shall determine if such activity is detrimental, or if actual or potential conflict of interest exists.

This policy is not intended to prohibit outside employment as long as the employment is not detrimental to or does not create a conflict of interest. When considering outside employment or business arrangements, discuss the matter with your supervisor or the Director of Human Resources and complete the appropriate form to register your outside employment, if requested. The form is available in Human Resources.

Last Update 6/1/12

Discrimination, Harassment and Sexual Misconduct Policies and Procedures

Please visit the Discrimination, Harassment and Sexual Misconduct Policies and Procedures [PDF] .

Disciplinary Actions Appeals Policy for Staff

Purpose/Overview

This policy establishes a procedure that allows regular staff employees of Pitzer College to request the appeal of disciplinary actions.

Definitions

Regular staff employee: an employee of the College in a non-academic, on-going, non-temporary position. Referred to here forward as “employee”.

Immediate supervisor: refers to the administrator to whom the employee is directly accountable. Referred to here forward as “supervisor”.

Day: unless otherwise specified, refers to a calendar day. The time in which an act provided by this procedure is to be done is computed by excluding the first day and including the last day, unless the last day is a holiday or other day on which the College is not regularly open for business, and then it is also excluded.

Disciplinary Action: a formal action taken in response to unacceptable performance or misconduct. Disciplinary actions include the issuance of written notices, suspensions, demotions, other disciplinary salary actions, and terminations.

Procedure/Policy

It is the policy of the College to encourage discussion and seek resolution of requests presented by regular staff employees for appeal of disciplinary actions. This procedure shall be the exclusive administrative remedy for such requests. The timeline for the levels of review process described below may be extended by mutual agreement if deemed appropriate due to unanticipated or unavoidable scheduling conflicts (e.g. illness, business travel, etc).

Request for Appeal

The employee will submit to the supervisor a written request for an appeal of a disciplinary action no later than ten (10) working days after the notification of the action, or after the employee knew or reasonably should have known of the disciplinary action, whichever is sooner. The written request will include:

the specific disciplinary action for which the appeal is requested;
the remedy sought;
the employee’s signature; and,
the date of submission.

The supervisor will hold a meeting with the employee at a mutually acceptable time and location no later than ten (10) working days after the receipt of the request for appeal. The supervisor will provide a recommendation to the Director for Human Resources (“DHR”) no later than ten (10) working days after the meeting with the employee. The supervisor’s recommendation must be based on the opinion that:

significant information was not available to the supervisor and/or the DHR at the time the disciplinary decision was made; OR
the information upon which the decision was made contained substantial error; OR
improper procedures were responsible for the decision; OR
the information upon which the decision was made was accurate.

The DHR will review the appeal recommendation from the supervisor and will consult with the appropriate administrators as necessary, prior to responding to the employee. The DHR will respond in writing to the employee no later than ten (10) working days after the meeting with the supervisor.

Final Review

If the request for appeal is not resolved at the supervisor level, the employee may file a written request for a Final Review with the DHR no later than ten (10) working days after the written response on the supervisor-level review. The written request must include:

the specific disciplinary action for which the appeal is requested;
the remedy sought;
the employee’s signature; and,
the date of submission.

The DHR will receive and forward within five (5) working days to the appropriate division Vice President (“VP”) the written Final Review request, specifying the recommendation return date to be no later than twenty-one (21) days after the VP receives the request.

The VP will meet with the employee at a mutually acceptable time and location no later than ten (10) working days after the receipt of the Final Review request for appeal. The Vice President will provide a written recommendation to the DHR within ten (10) working days of the meeting with the employee. The VP’s recommendation must be based on the opinion that:

significant information was not available to the supervisor and/or the DHR at the time the disciplinary decision was made; OR
the information upon which the decision was made contained substantial error; OR
improper procedures were responsible for the decision; OR
the information upon which the decision was made was accurate.

Direct Reports to the President

Employees who report directly to the President will have only one level of review with the President or her/his designee. The decision of the President will be final.

Last Updated: 2/15/10

Resolving Problems

If you have a work-related problem, discuss it with your supervisor. You may find that discussion leads to an improved working relationship. Many problems can be resolved this way.

If, after discussion with your supervisor the problem remains, discuss the matter with your Department Head. If the Department Head is unable to resolve the matter, contact the Director of Human Resources who will help work out steps that may be taken to investigate and resolve the problem. To the extent possible and appropriate, this discussion will remain confidential.

Last updated 6/1/12

Workplace Violence

No employee of the College shall conduct him/herself in such a manner so as to threaten, intimidate, coerce, or otherwise communicate a statement of violence with or without an implied or actual offensive use of force while on the campus. This policy shall apply regardless of whether or not that employee is active on an actual work shift and may include direct or collateral damage to property or premises.

Any employee observed to be in violation of this policy may be immediately suspended from normal and customary work, pending investigation and findings with regard to the alleged violation. Violations of this policy may result in termination.

Visitors to the College are required to conduct themselves in a lawful manner and for lawful purposes while on the premises. Failure to do so will immediately result in the revocation of permission to be on the campus, and the visiting party shall be asked to leave.

The College reserves the right to take lawful actions necessary to protect the health and safety of its staff and property during the normal course of conducting business. Employees should report any employees, students or visitors in violation of this policy.

Last updated 6/1/12