18.1 Administrative Data Access Policy

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Purpose:

This policy defines the acceptable access to and archiving of data at Wilmington College. This policy establishes measures for the protection, access, and use of Wilmington College’s administrative (electronic or paper) data.

The College provides employees with the information they need to do their jobs. An employee will be granted privileges consistent with their job duties to access public, confidential, and private information about faculty, staff, students, alumni, and donors.

Definition of Administrative Data:

The College’s database consists of information critical to the success of Wilmington College as a whole. The database is shared data, managed within a conceptual framework.

Data may be digital text, graphics, images, sound, or video. Some examples of administrative data include employee salary information, student course grades, or vendor payments. Administrative data does not include personal electronic calendar information and other similar material.

Ownership:

Information maintained by Wilmington College is a vital asset that is made available to all employees who have a legitimate need for it, consistent with the College's obligation to preserve and protect such information by all appropriate means.

The College is the owner of all administrative data, and it expressly forbids the use of administrative data for any purposes other than those required to conduct the business of the College. This resource may only be used in a legal, ethical, and responsible manner. All administrative data, whether maintained in the central database or copied into other data systems, remain the property of the College and are governed by this policy statement.

Although individual offices, departments, or programs may have responsibilities for portions of the College’s administrative data, the College itself retains ownership and responsibility for the data.

All other data defined as non-administrative data are owned by the creator of the data.

Responsibility:

It is the responsibility of all employees to manage data in a professional and ethical manner. Employees with access to data which is owned or created by others must observe requirements for confidentiality and privacy, must comply with protection and control procedures, and must accurately present the data in any use. In addition, the College and its employees do comply with applicable state and federal laws and regulations.

The College expressly forbids the disclosure of unpublished administrative data or the distribution of such data in any medium, except as required by an employee’s job responsibilities.

In this context, disclosure means giving the data to persons not previously authorized to have any type of access to it. The College also forbids the use of any administrative data for one’s own personal gain or profit, for the personal gain or profit of others, or to satisfy personal curiosity.

Users will respect the confidentiality and privacy of individuals whose records they access, observe any ethical restrictions that apply to data they access, and abide by applicable laws and policies with respect to accessing, using, or disclosing information.

Confidentiality:

All data is to be treated as confidential. With the exception of processes identified in the sections to follow, data may not be viewed, modified, duplicated, or transmitted without appropriate consent of the owner of the data or by legal authority.

Authorized Access:

Access to data files is permitted by authorized employees of the Information Technology Department for the purposes of monitoring and backup, storage, and retention without the approval of the data owner. However, access to the specific contents of data files requires appropriate approval pursuant from the owner or a legal authority request. Access in any other manner is a violation of this policy. (As consistent with and covered by the Information Technology Policy ITP-01 (Administrative Data Access)).

Monitoring:

It is essential for authorized employees of the Information Technology Department to monitor resource utilization of the Wilmington College network, equipment, and data in order to provide a healthy computing environment for network users. While this activity may require accessing details about files in general, it is not permissible to access the contents of these files without appropriate authorization. (As consistent with and covered by the Information Technology Policy ITP-01 (Administrative Data Access)).

The Information Technology Department shall insure that a variety of security measures are in place. It shall maintain the central College database and ensure data security, integrity, and availability to all who have been granted access to it.

Backup, Storage, and Retention:

For security purposes, Wilmington College data files are backed up to prevent loss of data and to provide for the restoration of lost or damaged information. Central database system backup will be performed on a regular basis according to a predefined schedule and are stored in a secure location under secure conditions. This information is retained for specific periods of time as determined by the type of data being backed up. It may be necessary for authorized Information Technology employees to view the contents of the process in order to ensure the accuracy of the files being backed up. However, information contained in individual files must not be accessed unless an authorized request has been approved from the owner. (As consistent with and covered by the Information Technology Policy ITP-01 (Administrative Data Access)).

Violations:

Any member of the Wilmington College Community who violates this policy will be subject to the disciplinary process as outlined in the appropriate handbook. The College also reserves the right to advise appropriate legal officials of any illegal violations.

Unauthorized Disclosure of Confidential Information

As an enterprise involved in the delivery of academic programs, Wilmington College necessarily must gather confidential information about students, employees and potential employees. Various offices of the College need details about addresses, telephone numbers, Social Security numbers, family background and academic and/or employment history in order to make decisions about administration, financial aid, academic placement and progress, and personnel matters. It is the responsibility of all students and employees of the College to provide up to date and accurate information as requested. It is the obligation of the College and its employees to respect each individual's privacy rights by restricting access to confidential information stored in electronic and conventional files as far as reasonably practicable. Only those persons who have a business need to know confidential information have the right of access to it, and care should be taken to avoid unnecessary disclosure. Violation of this policy may result in dismissal pursuant to Section 2.8.

No Smoking/Tobacco Policy

No one shall use tobacco in any form in any College-owned or leased building or vehicle. The only places on campus where tobacco use is permitted will be in individual student rooms in residence halls and outside of buildings on campus.

It is the responsibility of all members of the College community to observe this policy. Its success depends upon the willingness, understanding and cooperation of all individuals.

Violation by Employees: If a violation occurs and cannot be resolved between the individuals, the matter should be brought to the attention of the appropriate supervisor or administrator. If the matter cannot be resolved at the supervisory level, the matter may be referred to the Human Resources Office.

Violation by Students: If a violation cannot be resolved between the individuals, the matter may be referred to the Office of the Vice President for Student Affairs/Dean of Students. Students who have concerns about the violation of this policy by employees may also refer such matters to the Office of the Vice President for Student Affairs/Dean of Students which will contact the appropriate office.

Violation by Community Members, including Visitors, Contractors, Vendors and all Other Individuals: If a violation occurs, the matter should be brought to the attention of the individual. If the matter cannot be resolved, it should be brought to the attention of the Administrator responsible for the area being visited.

Drug and Alcohol Abuse

This policy is based in part on the Testimonies and Queries (See Appendix 1.12) set forth in the Student Handbook, which directly address behaviors harmful to the body, including the injurious effects of drugs and alcohol. The policy is also based on federal and state laws pertaining to drug and alcohol abuse in the workplace. The misuse and abuse of drugs and alcohol pose a serious threat to the College, its employees and students. College policy for administrators and faculty is as follows:

  1. Possession, use or sale of unauthorized or illegal drugs or the misuse of legal drugs at any time on College premises or during working hours is prohibited.
  2. College employees responsible for student trips off the campus are responsible for understanding and taking reasonable measures to carry out the alcohol policies in the Student Handbook.

Supervisors will apply appropriate disciplinary measures toward those violating these policies. These measures are defined elsewhere in this handbook and will reflect the seriousness of the violation and previous violations of the policy.

Parental Leave Policy

In order to assist and support new parent relationships and to assist with balancing work and family matters, Wilmington College provides Paid Parental Leave to eligible full- time faculty and staff as follows.

Paid Parental Leave is defined as leave for the birth of a child to an eligible employee (biological parent) or the placement of a child with an eligible employee for adoption (each of which is a qualifying event) and excludes other types of leave. Although the birthing and non- birthing parent are both eligible for Paid Parental Leave, if both parents are employees of Wilmington College, the paid leave must be shared between them.

Paid Parental Leave must be taken within one year of the qualified event and may not be taken intermittently. However, Paid Parental Leave may be granted prior to an adoption when deemed necessary to fulfill legal requirements.

Paid Parental Leave will run concurrently with Family and Medical Leave (FMLA) but will be a supplement to Short Term Disability benefits when applicable.

Employees on Paid Parental Leave will maintain all benefits and deductions for required taxes and benefit premiums will be taken.

Mandatory Fringe Benefits

  1. Workers' Compensation: Subject to law all Wilmington College faculty members are covered by Workers' Compensation. Should a faculty member be injured while on the job, s/he should immediately notify the Academic Dean/Dean of the Faculty or the Human Resources Office. Any medical attention received, either from the hospital or from the faculty member's physician, will be covered by Worker's Compensation. The faculty member is responsible for notifying the hospital or the attending physician that a Worker's Compensation claim should be submitted to the Human Resources Office. All accidents must be reported to the Human Resources Office immediately and accident forms filled out for proper documentation.
  2. Social Security: All faculty members are covered by Social Security and proper payments are withheld from paychecks.
  3. Unemployment Compensation: Faculty members are covered to the extent required under Ohio law.
  4. Health Insurance Continuation: Health insurance for faculty members has been extended pursuant to federal law (COBRA). Check with the Human Resources Office for the details of this law. Faculty members are covered to the extent required under this law.
  5. Health Coverage: At the time of hire, full-time faculty members are eligible to apply for health care coverage. The Human Resources Office provides the necessary information and application procedures. Since the regulations affecting eligibility and the options of various types of coverage are subject to change, employees should consult the Human Resources Office for information about the available coverage.
  6. Retirement Plan: Wilmington College offers a retirement plan through TIAA-CREF for all full-time faculty members. Part-time faculty members may also be eligible to participate in TIAA-CREF (contact the Human Resources Office for details of eligibility). Eligible faculty members must participate in the retirement program after completing three consecutive years of service to the College. The faculty member's contribution to the TIAA-CREF program is matched by the College at the current rate (7% in 2016-2017) of the gross annual salary indicated on the contract. Faculty members may contribute more than 5% of their annual gross salary (amount is limited by law) but must contact the Human Resources Office for details. The College will endeavor to have seminars for employees regarding the retirement plan. Representatives of TIAA-CREF will sponsor seminars for the purpose of answering any questions an employee may have.
  7. Short & Long-Term Disability and Life Insurance. Upon hire, a full-time faculty member is covered by disability insurance and life insurance. This life insurance policy costs are paid by the College. Short and Long-term disability insurance costs are paid by the faculty member. Each full-time faculty member is required to carry these plans. 
    Short term disability benefits begin on the 8th day of a qualified disability absence. Benefits are paid weekly at 70% of base earnings (tax free) and continue for up to 12 weeks. Long term disability benefits begin after an elimination period of 90 days and are paid monthly at 60% of base monthly earnings (tax free). It is not required to apply for disability benefits during non-contract periods such as summer break. However, if the disability should continue into when the normal contract period begins, the faculty member would be required to submit a claim at that time. Then, if disability is determined, the beginning of the disability period will be dated back retroactively to the day that it started for policy elimination period qualification purposes. There will be no adjustment to compensate already received. It is important to consult the Human Resources Office in all cases of disability. 
    Pregnancies are covered the same as any disability under the short-term disability plan.
  8. Liability Insurance. Faculty members are covered by an institutional policy. A description of the coverage is available from the Business Office.

Educational Aid

The College wants full-time employees and their dependents to have an opportunity to complete an undergraduate college education. To that end, the College supports three tuition benefit programs: tuition remission, tuition exchange and tuition grants. Tuition remission and tuition grants are designed to “bridge the gap” between resources available to the employee and the cost of a college degree. Therefore, both programs operate on the assumption that the employee will use all other assistance available first, applying Wilmington College assistance to the remaining tuition.

General Notes:

  • An employee or dependent enrolled in any Wilmington College course is subject to the course and College minimum enrollment requirements.
  • An employee or dependent must be in “good academic standing” as defined by the institution attended to qualify for remission or grants.
  • When an employee resigns or is discharged, all tuition benefits cease at the time of termination and current tuition costs will be pro-rated accordingly.
  • Death or disability of an employee will not terminate an existing tuition benefit. The children and spouse will continue to benefit from the policy in force at the time of death or disability whether receiving benefits at the time of death or disability.
  • The College retains the right to alter any of the tuition benefits programs without notice.
  • Full-time employees will be eligible for the tuition benefit in the first full semester following beginning date of employment.
  • No tuition benefits are available for graduate level work.
  • Summer school enrollment is available on a space available basis.
  • Tuition remission will be reduced if the eligible student (employee or family member) also receives aid from any source that is restricted to the payment of tuition or if the total aid package exceeds direct cost. Ohio Instructional Grant and Choice Grants may be applied to tuition, but not to room and board. Those who live on campus who are eligible for a Pell Grant, College scholarships or other aid that is not restricted to the payment of tuition will not have the tuition remission reduced unless the total aid exceeds direct costs.
  • Applicants for tuition remission must file the Free Application for Federal Student Aid (FAFSA) annually. The FAFSA is available online.
  • Employees or dependents enrolled for 6 or more hours will be required to pay the student activity fee and technology fee.

Tuition Remission (Applies Only to Undergraduate Courses Taken at Wilmington College): Full-time employees, and their FAFSA-eligible dependents aged 23 or under and the employee’s spouse may enroll in Wilmington College classes and receive tuition remission subject to the following conditions (No books, fees, or housing expenses are covered). The intent of the employee or dependent determines the conditions that are followed. Courses may be taken to earn a degree, transfer to another institution, or be recorded to document the experience (transcripted courses). Courses may also be taken for enrichment only. In this case the College will record no grade or credit for the courses.

Transcripted Courses:

  • Employee must have their supervisor’s permission to attend a course during working hours.
  • Only one course may be taken during an employee’s normal working hours per semester. Time missed from work must be made up.
  • Eligibility for taking courses must be verified by the Human Resources Office each semester. The verification form will require a work make-up plan for employees that must be approved by the supervisor and the supervisor’s appropriate President’s Council member in addition to the Director of Human Resources prior to registration. It is the employee’s responsibility to file the proper paperwork in a timely fashion to receive tuition remission.
  • Employee or family member must apply for admission to Wilmington College and become matriculated through the normal admissions and registration procedures. Employee may use Catalog provisions for Special Students prior to actual acceptance; however, Catalog limits do apply.
  • There is a lifetime limit of 130 semester hours after which only enrichment courses will be allowed (or enough courses to complete one degree with a maximum of two academic majors). Exceptions to this must be appealed to the Office of Academic Affairs and the employee’s appropriate President’s Council member.
  • Employees or family members may also take enrichment courses under the provisions outlined in the next section.

Enrichment Courses:

  • Courses taken under these policies will not be transcripted. The Human Resources Office will record use of the benefit.
  • Courses can be taken on a space available basis only.
  • Employee must have their supervisor’s permission to attend a course during working hours. Only one course per semester may be taken during an employee’s normal working hours. Time missed from work must be made up.
  • Eligibility for taking courses must be verified by the Human Resources Office each semester. The verification form will require a work make-up plan for employees that must be approved by the supervisor and the supervisor’s appropriate President’s Council member in addition to the Director of Human Resources prior to registration. It is the employee’s responsibility to file the proper paperwork in a timely fashion to receive tuition remission.
  • Registration for the courses will take place no sooner than one week prior to the start of classes.
  • Employees and family members must have the instructor’s permission to take the course. However, faculty members may not deny permission for reasons other than space limitations in the class. Employees must enroll for the class at the Records Office after verification of employment by the Human Resources Office.
  • In order to record participation, allow all students to have e-mail accounts, place all students in Portal rosters, etc., family members selecting the enrichment course option will need to be given an ID (CARS) number by the College.
  • There is no lifetime limitation on enrichment courses.

Tuition Exchange:

The College also has reciprocal arrangements with a number of other colleges. The Tuition Exchange and Council of Independent Colleges/Tuition Exchange Program (CIC/TEP) are only available on a limited basis. Please contact the Human Resources Office or the Financial Aid Office for availability of openings. If you are interested in having a dependent take advantage of this opportunity, submit an application to the Student Financial Services by August 1 of the year prior to the academic year in which the student plans to enroll. For more information, check the worldwide web or the tuition exchange website and then contact the Student Financial Services.

Tuition Grants:

For employees hired before June 30, 1992, tuition grants are available for dependent children studying at another accredited college or university. This grant is for one half of the full-time tuition charged by the institution attended, not to exceed one half the tuition of Wilmington College. Applicants for a tuition grant at a private college should first check whether the college is part of a tuition exchange program in which the College participates.

This grant will be for no more than 130 semester hours per student. All tuition grant students are encouraged to apply for any available federal and state aid at the institution in which the student is enrolled. Payments will be made directly to the institution attended.

Other Benefits

  1. Tuition Exchange Programs: Wilmington College participates in several tuition exchange programs. Eligibility requirements and lists of Colleges in the programs are available from the Human Resources Office.
  2. Admission to College Activities: College faculty members are encouraged to participate in the activities of the College including attendance at concerts, athletic events, plays, and various special occasions by or at the College. Members of the full-time faculty and their dependents will be admitted without charge to home athletic events (except special tournament events) by presenting the member's I.D. card at the gate. An admission fee will be required at most other events. A parent must accompany children under 12.
  3. Housing: College-owned housing for faculty is limited, although there are a few units that may be available for faculty members whenever vacancies occur. However, it is advisable that faculty members make every effort to secure their own housing as soon as circumstances permit. Further information as to the present status of rental property may be secured in the Business Office.
  4. Employee Assistance Programs (Substance Abuse): A referral system for substance abusers is in operation at Wilmington College. Referrals are made to the College nurse and treatment takes place at a local professional agency. Up to certain limits, the county will cover the cost of analysis and treatment. More information on the program can be secured from the College nurse.

Payroll Period

Since payrolls are prepared off campus, any information that will affect a change in the paycheck must be brought to the attention of the Human Resources Office at least 30 days prior to the desired change.

Payroll Deductions

Normally deductions are made for the following items:

  • 2.16.5.1 Federal, state, and local taxes (based on W-4 employee-filed statements)
  • 2.16.5.2 Social Security assessments
  • 2.16.5.3 TIAA-CREF salary deduction, as specified by the employee
  • 2.16.5.4 Health insurance family premiums above the amount covered by the College
  • 2.16.5.5 Long-term disability and life insurance

Several additional deductions are available with proper notification to the Human Resources Office:

  1. Contribution to the College development efforts
  2. United Way contributions
  3. Annuity payments
  4. Medical flexible spending account
  5. Dependent care flexible spending account

Payroll Advances

Any advance taken must be repaid in the next pay period for individuals paid monthly. Interest at the rate of 18% will be charged on all advances. No advance can be given if the employee still has an outstanding advance. The maximum number of advances an individual can receive within a calendar year will be two. Requests should be presented to the Human Resources Office.