We've compiled a list of policies, procedures and forms commonly used by our Champlain employees. If you're looking for a resource you do not see listed here, please contact our department.
Each employee’s official personnel file is maintained in the People Center. The Vice President, People & Technology is responsible for taking reasonable steps to insure the confidentiality of personnel files. Except under special circumstances approved by the Vice President, People & Technology, personnel files may not be removed from The People Center Office.
An employee is entitled to know what documents are in their official personnel file and to review them periodically. The only exception to this is a reference obtained in confidence from previous employers or supervisors. No employee may remove documents permanently from the personnel file, but may request to have single copies reproduced for personal use.
Each employee is responsible for keeping the personnel file current and reporting changes in personal information to the extent that such changes are relevant to employment and benefits administration, such as changes in an employee’s name, address, telephone number, marital/civil union status, dependents, emergency contact information and educational courses or additional training completed.
Except for verification of dates of employment, no information concerning an employee will be released outside the College unless the College receives the employee’s written consent; a valid subpoena; a court order; or some other appropriate documentation demonstrating that disclosure is required by law. Furthermore, except as the law may otherwise require, The People Center will not respond to requests from prospective employers or other third parties for information regarding past employees, unless the employee has signed a release authorization to the People Center to provide requested information.
Employment opportunities or privileges will not be denied to an otherwise qualified employee or applicant because of the need for reasonable accommodation of the individual’s disability. Discrimination based on an employee’s or applicant’s association with an individual who is disabled, and retaliation for activities taken to seek reasonable accommodations, are also forbidden.
The College is prepared to modify or adjust, for example, the job application process, the way job duties are performed, or the work environment to make reasonable accommodation to the known disabilities of an otherwise qualified applicant or employee to enable them to be considered for the position sought, to perform the essential functions of the job, or to enjoy benefits and privileges of employment substantially equal to those enjoyed by others without disabilities, unless:
Any employee or applicant may at any time inform their immediate supervisor or the People Center of a request for a reasonable accommodation under this policy, or may indicate that an adjustment or change is needed in their job because of disability-related limitations. Individuals with disabilities must provide the People Center with a completed Employee Accommodation Request Form to assist the College in determining if and what reasonable accommodations should be provided that would enable the employee to perform the essential job functions properly and safely. Employees or applicants with disabilities may also identify equipment, aids or services that they are willing to supply and use.
Members of employees’ immediate family and other relatives may be employed in any Champlain College capacity in any department.
Normally, relatives may not be employed in a situation in which one relative exercises direct supervision over another. If such a direct supervisory relationship is considered to be an advantage to Champlain College, the employment of the relative in question must be approved by the President. To obtain this approval, the hiring supervisor must submit a letter through normal administrative channels to the appropriate vice president/provost, with a copy to The People Center, requesting permission to hire the relative in question. The request should contain the names of the related parties, their relationship, the extent of job supervision, job title and nature of function to be performed, and an explanation of the advantage to Champlain College. The vice president/provost will review this request and if approved, send it to the President for final approval. If the request is denied, it will be returned to the supervisor, who will inform the employee. The People Center will inform the candidate who is the employee’s relative if the request is denied.
Paychecks may be automatically deposited to your bank account. Arrangements for automatic deposit of paychecks may be made by completing the payment elections section in Workday under the “All About Me” section. If you have any questions please reach out to the Payroll Director.
The College may be required by law to accept legal garnishments and tax levies against the wages of an employee. When a legal garnishment is placed against an employee’s wages, deductions will be made immediately as directed.
The College makes salary deductions from each employee’s gross pay for Social Security, Medicare and Federal and State withholding taxes. Additional employee-authorized deductions may be taken with written authorization to the People Center Office. Deductions and year-to-date information are detailed on the online pay advice or the pay stub.
Changes in marital status or number of dependents will often affect payroll deductions, insurance coverage, and the status of other College benefits. Please contact the Benefits Director for these changes.
Champlain College will offer pay advances only in the event that an employee’s paycheck is delayed or in error due to the fault of the College, and the employee is financially unable to wait until the next scheduled pay day.
The supervisor must request the pay advance in writing to the Payroll Department if it is a result of a College delay in submitting payroll documents or other College oversights. The request must include the reason for the advance, the amount of the advance and steps taken to prevent this occurrence in the future. The cash advance will be deducted from the employee’s next regularly scheduled pay.
The Payroll Department will draw up the Pay Advance Agreement and have the Vice President, Finance & Treasurer or Assistant Treasurer sign for approval. The check will be processed by the Accounts Payable Department during the next regularly scheduled pay run.
Champlain College is committed to complying with all state (VOSHA) and federal (OSHA) regulations dealing with workplace ergonomic assessments. To achieve this, the College will contract with a third party vendor to conduct those assessments as necessary at the request of any employee.
The College’s internal controls and business policies and procedures are intended to prevent or detect improper activities with respect to the College’s financial statement disclosures, accounting or business practices, finances, internal controls or auditing matters, and/or suspected violations of Champlain’s Code of Business Conduct. Nonetheless, the College welcomes information concerning potentially undetected improper activities of this sort. The College, therefore, encourages employees, students, alumni, parents and others to report in good faith, their concerns about suspected improper activity as described in this policy. No individual who, in good faith, reports a matter covered by this policy shall suffer harassment, retaliation, or adverse employment, academic or education consequence as a result.
Complete a name change in Oracle following these steps from the GMHEC Knowledge Base. The employee will need to provide the legal name change documentation to the People Center. Acceptable documents include; certified court order, social security card with new name, marriage certificate, or divorce decree). Payroll and Benefits will be notified.
The College recognizes and supports the resolution of grievances appropriately without fear of undue prejudice or reprisal. Accordingly the College encourages the informal and prompt settlement of grievances.
A staff grievance is an allegation by one or more staff members where there has been a claimed breach, misinterpretation, or misapplication of College policy or procedure. Concerns or complaints about discrimination or harassment on the basis of protected characteristics as defined by federal and/or state law, or related retaliation, do not fall within the scope of this policy. Such concerns or complaints should be raised and will be handled under the procedures outlined in the College’s Harassment and Discrimination Complaint Procedure or the College’s Sexual Harassment, Sexual Misconduct, Domestic Violence, Dating Violence and Stalking Policy Reporting Procedures.
The following guidelines will normally be followed in seeking resolution of a staff grievance. The time limits may need to be changed within reason due to extenuating circumstances such as, for example, scheduling conflicts, semester or summer breaks, etc.
Employees should obtain a photo ID card within their first week of employment by contacting Compass Student Services at compass@champlain.edu or 802-860-2777. All employees need ID cards to access buildings, offices, staff/faculty locker rooms, and GMT buses for free.
ID cards may be used as cash cards at on-campus locations.
Faculty/Staff Meal Plans may be purchased online or by visiting Compass Student Services and added to the employees ID card for use in the IDX Dining Hall (note: Meal Plans are managed by Student Accounts and expire one year from the date of purchase and are non-refundable).
Local and regional offers and employee perks are available with a Champlain ID card. All cards will be collected and invalidated upon termination of an employee’s employment.
For employees not coming to campus, you may request your ID electronically by following the instructions below.
Your photo needs to meet the following criteria to be used:
Include in the body of your email “New Champlain Employee” as well as your mailing address.
All People Center onboarding paperwork must be submitted prior to a card being issued. It will take 2-3 business days to process your ID card.
The above is a summary only. Always refer to the applicable plan documents, policies or guides before making final decisions. The People Center policies and procedures are updated on an as-needed basis. As such, the College reserves the right to alter, amend or suspend the terms of this policy at its sole discretion; please refer to the policies posted on The People Center intranet site for the most current version. This policy does not constitute an employment contract.
All tax forms are located in Oracle HCM. Reference guides on how to get or change tax elections, download W-2s, and set year-end delivery preferences can be found on GMHEC’s website.