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Office of Human Resources
Administrative Services Center
368 South Prairie Street
Galesburg, IL 61401-4999
To fill an open position or to create a new position, a department head first fills out a position authorization form and obtains the approval of the senior staff. The approval is sent to the director of human resources, who posts the job internally, generally on email, on the job boards in the Administrative Services Center and Seymour Union, and on the Knox web pages. In addition, the position may be advertised externally in newspapers, other publications, and other media. Application reviews, interviews, and selection are the responsibility of the department head, who makes a job offer after consulting with the director of human resources about salary and benefits. Letters of appointment are prepared by the director of human resources.
Prior to making an offer, the hiring manager shall communicate with the candidate's current manager. The current manager should have the opportunity to discuss the candidate's reasons for wanting to change positions and/or to consider ways to retain the individual. The current manager and the new manager should create a transition agreement that will work well for both areas.
For purposes of salary administration and eligibility for overtime payments and fringe benefits, the College classifies its employees as follows.
Human Resources, in coordination with supervisors, is responsible for the orientation of new employees, including distribution of any written job descriptions, requesting keys from Campus Safety, obtaining a campus ID from Dining Services and an e-mail account from Information Technology Services.
Length of service is determined by continuous, benefits eligible employment since the most recent date of hire. Casual or part-time service is not taken into consideration when determining length of service. Length of service is used in a number of ways such as calculating vacation benefits, service awards, and for determining seniority in some departments.
Hours of Work
Hourly employees are paid every other Friday according to the published Biweekly Pay Schedule. Salaried employees are paid monthly on the last working day of the month.
All current employees are eligible and encouraged to have their net pay deposited directly into their checking or savings accounts. Employees may sign up for direct deposit with the human resources or the payroll office.
For employees and student employees hired on or after December 1, 2012 direct deposit is mandatory and a condition of employment.
The following schedule applies to all benefits eligible 12 month employees. Nine or ten month employees receive pro-rated vacations. Your vacation balance cannot be more than the maximum, which is 1.5 times your normal vacation accrued per year. Once your vacation accumulation reaches the maximum, you will no longer accrue vacation until your balance falls below the maximum.
|Years of Service||Vacation|
|1 through 4||2 weeks|
|5 through 9||3 weeks|
|10 through 19||4 weeks|
|20 or more||5 weeks|
The vacation schedule for benefits eligible employees is 20 days per year for 12 month employees; vacation is prorated for employees who work fewer than 12 months. Your vacation balance cannot be more than the maximum, which is 1.5 times your normal vacation accrued per year. Once your vacation accumulation reaches the maximum, you will no longer accrue vacation until your balance falls below the maximum.
The College observes the following holidays
Employees who work on a floating holiday are paid at their regular rate of pay, but receive an alternate day off with pay during that calendar year.
Benefits eligible employees accrue one day of paid sick leave per month. The maximum accumulation is 130 days (equivalent of six months of working days). The accrual rate and the maximum accumulation are prorated for employees who work less than 40 hours per week.
There is no formal sick leave plan for salaried employees. Sick time may be paid up to a maximum of six months.1
Benefits eligible employees who are birth mothers shall receive up to ten weeks of paid leave following the birth of a new baby. Benefits eligible employees other than birth mothers who become parents shall receive up to five weeks of paid leave to be used within four months following the birth or arrival of a new baby/child. The stipulations of New Parent leaves are adjusted for faculty, given their teaching responsibilities (see Faculty Handbook).
Benefits eligible employees may take up to five days off with pay in the event of the death of a partner/spouse, parent, stepparent, sibling, child, stepchild or grandchild; and three days for parent-in-law, stepparent-in-law, grandparent, or step grandparent. One day with pay may be taken in the event of the death of other relatives. Time off to attend funerals of close friends and neighbors may be requested. Personal leave or vacation must be used for this purpose unless unpaid time off is approved by the supervisor.
Eligible employees may request a Family Medical Leave of Absence for certain reasons: birth of a child, or placement of a child with you for adoption or foster care; serious health condition of self, spouse, child, or parent; a qualifying exigency arising out of the fact that a spouse, son, daughter, or parent is on active duty or has been notified of an impending call to active duty; or to care for a spouse, son, daughter, parent, or next of kin who is recovering from a serious illness or injury sustained in the line of duty.
See the general notice of employee rights and obligations under the FMLA (PDF).
Knox allows more than one member of a family to work at the College. However, one family member is not permitted to supervise another family member. Also, one member of a family is not permitted to participate in decisions involving a direct benefit (promotion, salary increase, and so on) to another member of the family.
Unless an employee's action or inaction is so egregious as to require immediate dismissal, the College will employ progressive discipline through a written warning(s).
Supervisors and department heads, in consultation with the director of human resources, are responsible for the administration of College personnel policies. Supervisors must report any leave of absence, resignation, extended illness, work injury, or change in payroll status immediately to the director of human resources. Supervisors must consult with the director of human resources prior to taking any action concerning suspension or termination.
If you have a grievance, you should discuss it with your supervisor; if the grievance is directed against your supervisor, you should discuss it with the Director of Human Resources. If your grievance cannot be resolved at this preliminary stage, both you and your supervisor should meet with the Director of Human Resources to determine the appropriate course of action. The disposition of unresolved grievances shall be determined by the President whose decision shall be final and binding.
Employment at Knox is at will; either you or Knox may terminate your employment with or without cause and with or without notice. Although it is not required, if you decide to leave your job, generally it would be helpful if you would give enough notice to allow your department to obtain and train a replacement. This is usually two weeks if you are paid biweekly and one month if you are paid monthly.
When you leave the employment of the College, all College property, for example, keys, and identification cards, must be returned. Upon your termination, you will receive all unused accrued vacation and any unused personal time that has been accrued in the calendar year to date.
If you fail to report for work without notifying your supervisor of your absence for three or more consecutive workdays, it will be considered job abandonment. If you have abandoned your job, you will be terminated and ordinarily not be eligible for rehire. Failure to call in advance concerning any absence may result in disciplinary action.
Knox College does not discriminate, and will not tolerate discrimination or harassment, on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. Reasonable accommodation will be provided to persons with disabilities, consistent with state and federal law.
Sex discrimination. As noted above, it is the policy of the College to provide an educational environment free of all forms of sex discrimination, including but not limited to unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct or communications constituting sexual harassment, as defined in this policy and as otherwise prohibited by state and federal statutes. Sexual harassment, including acts of sexual assault and sexual violence, is a form of sex discrimination and is prohibited by the policies of Knox College as well as state and federal laws.
This prohibition against discrimination on the basis of sex applies to all students, faculty, and staff, to other members of the College community, and to contractors, consultants, and vendors doing business or providing services to the school.
For a fuller description of the College's policies and procedures involving sexual harassment, see the Title IX at Knox website. These procedures apply to all salaried and hourly staff with the exception of members of the bargaining unit, who are covered under contractual grievance procedures.
Required reporting. All members of the faculty, administration and staff of the College are required to report to a member of the College's Title IX Team, including Campus Safety, incidents of harassment and/or discrimination, including sexual harassment and gender discrimination, sexual misconduct, and sexually inappropriate behavior, that they observe, that they are informed about, or of which they become aware by any means.
The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in and on property owned or operated by Knox College. No College employee may report to or engage in college-related work while under the influence of illegal drugs.
See the full Drug and Alcohol Policy of the College.
College policy and State law prohibits smoking in all facilities and buildings including residence halls. Anyone who wishes to smoke must do so outside, at least fifteen feet from entrances, exits, windows that open, and ventilation intakes.
Smoking includes all tobacco derived or tobacco-like containing products including but not limited to cigarettes, electronic cigarettes (e-cigarettes), cigars (e-cigars) and cigarillos, hookah smoked products, pipes and oral tobacco. This also includes any product or device intended to mimic or simulate tobacco products, contain tobacco flavoring or deliver nicotine other than that for the purpose of cessation.
Violation of this policy will result in disciplinary action.
It is the policy of Knox College to conduct background checks on all individuals offered biweekly, monthly, or temporary position on the College faculty and staff. The purpose of this policy is: 1) to verify the identity of applicants; 2) to assist the College in determining a candidate’s overall employability and, 3) to promote a safe learning and working environment and protect the welfare of current and future students, faculty, staff and visitors to the College.
Knox College requires a background check before a job candidate is offered employment. The types of information covered in background checks include but are not limited to: Social Security number verification; federal, state and county criminal checks; national sex offender registry; driver’s license verification, and motor vehicle records.
The College will use a third party agency or service to perform background checks and will ensure that all background checks are conducted in compliance with federal and state statutes. The results of a background check will be kept strictly confidential. Information that is relevant to the employment of the individual will only be shared on a need-to-know basis.
A previous conviction does not automatically disqualify an individual from employment. Knox College will comply with all applicable federal, state and local laws and regulations regarding criminal convictions and the consideration thereof in employment.
A candidate who refuses to provide written authorization for a background check will be disqualified from further consideration for employment. If a candidate is determined to have withheld or falsified pertinent information during the application process, that individual may be disqualified from employment.
Knox College specifically reserves the right to amend, change, modify or replace this policy at any time without advanced notice and to interpret the terms and provisions set forth in this policy so as to affect its purpose.
Knox College values the health, safety, and well-being of minors and is committed to providing a safe environment for minors on campus and who participate in programs utilizing College property and facilities. In keeping with this value and to fulfill this commitment, the College has adopted this Protection of Minors Policy ("Policy"). For purposes of this Policy, a minor is a person, other than an enrolled College student, who is less than 18 years of age. All camps, events, programs, and activities sponsored and supervised by third parties that are intended for minors and that take place on campus or in College facilities ("Programs"), are subject to this Policy. This Policy applies to all third parties who contract with the College and will be included as an addendum to written agreements with third parties or provided to third parties as circumstances require.
See the full Minors on Campus Policy of the College.
The College assumes that each employee will devote full-time to his/her assigned duties. Accordingly, no employee is permitted to engage in any pursuit or occupation, with or without compensation, which interferes with the faithful discharge of College obligations.
Before entering into any outside pursuit or occupation, an employee should discuss such plans with his/her supervisor. The College will ask an employee whose outside pursuit or occupation is interfering with the employee's obligations to the College to either leave the outside pursuit or occupation or improve performance to an acceptable level.
Romantic or sexual relations between persons of unequal power, authority, or influence at the College, are inherently problematic because they include the potential for a conflict of interest, favoritism, and exploitation. Maintaining appropriate boundaries in relationships can be especially difficult in a community like ours where informal, supportive relations among faculty, staff, and students outside the classroom are not only permitted but encouraged.
Because the difference in institutional power and the inherent risk of coercion are so great, the College has determined that with limited exceptions, no faculty or staff member shall enter into a romantic, dating, or sexual relationship with a currently enrolled Knox College student. Exceptions to this Policy fall into two categories: Pre-existing Relationships and Student Workers.
See the full Statement on Romantic or Sexual Relationships Between Students and Knox College Employees.
See Cellular Service Policy for full details.
See Technology Policy for full details.
See Equipment Policy for full details.
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