Institutional PoliciesEmployee Expense Reimbursement
The Seattle School Bank / Credit Card Accounts
Employees who carry a Seattle School credit card are required to keep all purchases and receipts, match them with the statement upon receipt, indicated the G/L codes for each charge and submit reconciled bill and receipts to the business office at least 7 days prior to the payment due date. The Seattle School credit cards are to be used only for authorized expenses. The Seattle School credit cards should not be utilized for personal expenses under any circumstance. Unauthorized expenses will be charged to the employee; repeated violation may result in suspension of The Seattle School credit card privileges. Any late fees created by the failure to request timely payment will be the responsibility of the employee.
Employees will be reimbursed for all necessary and reasonable expenses incurred in connection with approved travel on The Seattle School business, subject to the limitations set forth in the Travel Expense Policy. All travel must be authorized and approved by the individual having budgetary responsibility for the department against which travel will be charged. If you have been issued a Seattle School credit card, this should be your primary form of payment for all The Seattle School approved expenses. Approved travel expenses paid by cash, personal check, or personal credit card will be reimbursed following submission of the Employee Reimbursement Form with all receipts attached. Any further travel expense related questions should be referred to the Travel Expense Policy.
The Seattle School will reimburse reasonable and necessary expenses incurred by individuals in the conduct of The Seattle School business activities, subject to the limitations set forth in the Non-Travel Expense Policy. If you have been issued a Seattle School credit card, this should be your primary form of payment for all The Seattle School approved expenses. Approved travel expenses paid by cash, personal check, or personal credit card will be reimbursed following submission of the Employee Reimbursement Form with all receipts attached. Any further travel expense related questions should be referred to the Non-Travel Expense Policy.
If you use your personal vehicle for approved business purposes, you will be reimbursed according to standard IRS levels and subject to the limitations set forth in the Non-Travel Expense Policy or Travel Expense Policy. Miles from an employee’s home to The Seattle School campus is not a reimbursable expense.
The President or the Director of Human Resources, in conjunction with the Registrar may close The Seattle School due to inclement weather or emergency on days other than regularly scheduled holidays. Employees are not expected to work during an emergency closing. Late start and/or closure notices will be emailed and posted to the school website and main voice line by 6:00 AM.
In the event of an emergency closing, the absence will be considered an excused absence for all employees and will not be charged to earned leave time. Should an emergency closing occur while employees are already on earned leave time, e.g., sick or vacation, they are not entitled to additional wages or additional time off. All employees scheduled to work receive the benefit of being paid during the closure. The hours for which employees are paid, but do not work, because of school closure will not be counted as hours worked for overtime purposes.
Employees, who do not report to work because of the weather, in the absence of an official closing that day, may use vacation pay if available or unpaid leave. All Seattle School employees are urged to use their own discretion in deciding whether they can safely commute to work. If personal health or safety is at issue in that decision, responsible judgment should be used. In the event that employees are unable to report to work at the appointed time, they should contact their supervisor or front desk personnel within the first hour of the workday.
The Seattle School complies with the Family Education Rights and Privacy Act of 1974 (FERPA) concerning privacy and disclosure of a student’s permanent educational record. As a Seattle School employee, you will be expected to read and understand our school’s FERPA policy regarding the provision of appropriate access to personal records, while protecting student confidentiality. This federal law affords students certain rights with respect to their educational records as follows:
- To inspect and review the student’s educational records within 45 days from the date the school receives a request for access.
- To request the amendment of a student’s educational records that the student believes are inaccurate or misleading.
- The school can disclose personal identifiable information contained in the student’s educational records, except to the extent that FERPA prohibits disclosure without consent. The Seattle School policy is to confirm only dates of enrollment, areas of study, and degrees/certificates earned unless the student signs a release form authorizing disclosure of additional information.
- To file a complaint with the U.S. Department of Education concerning alleged failures by The Seattle School to comply with the requirements of FERPA.
The Seattle School designates the following items as directory information: student name, spouse name, address(es), telephone number(s), email address, photograph, enrollment status, date of birth, program, participation in officially recognized activities, dates of attendance, degrees and rewards received, most recent and previous educational institutions attended by the student. It is institutional practice to include only the following in the Student Directory: student name, city and state, telephone, email address, and picture.
Annual notice is provided to students regarding the personally identifiable information that the institution utilizes for the Student Directory. If a student wishes to prohibit this information from being disclosed in the Student Directory, a non-disclosure form must be submitted to the Registrar’s Office within 14 days after the start of the trimester.
The Seattle School of Theology & Psychology (“The Seattle School”) does not discriminate in its programs or activities on the basis of race, color, national origin, sex, age, religion (except in the case of employment), marital or military status, genetic information, the presence of any physical, medical, or sensory disability, or political ideology in its programs or activities, to the extent required by applicable federal law. As a religious educational institution, The Seattle School is permitted and reserves the right to prefer employees or prospective employees on the basis of religion. If you have any questions regarding this policy, please contact either of the following persons:
- Rebecca Shirley, Title IX Coordinator, 206-876-6137
- Kartha Heinz, Director of Human Resources, 206-876-6131
If you believe you may have been discriminated against in violation of this policy, please immediately contact one of the individuals listed above. You can receive a copy of The Seattle School’s Discrimination Grievance Procedures by contacting one of the individuals listed above. The Discrimination Grievance Procedures are also available on Google Drive.
This Nondiscrimination Policy is intended to comply with the notices of nondiscrimination required by the regulations of the U.S. Department of Education, Office for Civil Rights, related to Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972), Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975. The Seattle School also has a broader nondiscrimination policy regarding its students and student applicants, which can be found at on Google Drive. Please also see The Seattle School’s Nondiscrimination, Harassment, Sexual Harassment, and Sexual Violence Policy for a more detailed explanation of The Seattle School’s policy against discrimination and harassment, including sexual harassment and sexual misconduct.
To the extent required by federal law, it is the policy of The Seattle School of Theology & Psychology (The Seattle School”) not to discriminate on the basis of any protected class in its admissions, educational programs or activities, or employment. Consistent with federal law, The Seattle School will provide reasonable accommodations to persons with disabilities. As a religious educational organization, The Seattle School reserves the right to prefer employees and prospective employees on the basis of religion. The phrase “educational programs or activities” includes instruction, grading, financial aid, training programs, internships, externships, social and recreational activities, and other aspects of the educational programs or activities at The Seattle School. Discrimination in employment prohibited by this policy includes discrimination in hiring, compensation, promotion, transfer, retirement, evaluation, discipline, benefits, termination, and other employment practices. “Discrimination” is defined below. “Harassment” is a form of discrimination and is also prohibited by this policy.
Other Prohibited Discrimination and Harassment
It is also the policy of The Seattle School not to discriminate against its students and student applicants in its admissions or other educational programs or activities on the basis of sexual orientation, marital status, or honorably discharged veteran or military status. The term “sexual orientation” means heterosexuality, homosexuality, bisexuality, and gender expression or identity. As defined by the Washington Law Against Discrimination, the term “gender expression or identity” means “having or being perceived as having a gender identity, self-image, appearance, behavior, or expression, whether or not that gender identity, self-image, appearance, behavior, or expression is different from that traditionally associated with the sex assigned to that person at birth.”
Prohibition Against Sexual Harassment and Sexual Misconduct
Although covered above by the prohibition against sex discrimination, The Seattle School emphasizes that it prohibits sexual harassment, which is a form of sex discrimination. Sexual harassment also includes sexual misconduct, which is also prohibited by this policy. Both of these terms are defined below, and those sections include examples of sexual harassment and sexual misconduct.
The Seattle School not only prohibits discrimination and harassment (including sexual harassment), but it also prohibits retaliation against any person for making a complaint about discrimination or harassment; assisting, testifying, or otherwise participating in any discrimination or harassment investigation; or otherwise opposing discrimination or harassment prohibited by this policy. This includes any retaliation against any witness or bystander who reports or provides any information about alleged discrimination or harassment, or who intervenes to stop or attempt to stop any discrimination, harassment, or sexual misconduct. “Retaliation” means any adverse action that might dissuade or deter a reasonable person from making or supporting a complaint of discrimination or harassment. Examples of retaliation include intimidation, threats, coercion, termination of employment, unjustified negative grades or evaluation, reduction in pay, denial of a promotion, physical assault, and any other conduct that constitutes prohibited discrimination or harassment under this policy. Retaliation against any person thought to have engaged in any activity protected by this section, whether or not the person actually engaged in any protected activity, is also prohibited by this policy.
The following definitions are important to understanding The Seattle School’s policies against discrimination and harassment, including sexual harassment and sexual misconduct. Some of the definitions include examples of the prohibited conduct.
“Discrimination” or “discriminate” means unfavorable treatment because of the person’s protected characteristic. Unfavorable treatment in employment includes unfavorable treatment regarding hiring, firing, pay, job assignments, benefits, promotion, training, and any other term or condition of employment. For example, discrimination in employment based on race includes not hiring a person, firing a person, or not giving a person a certain raise or benefits because of that person’s race. Unfavorable treatment of students in The Seattle School’s educational programs and activities includes unfavorable treatment in admissions, grading, financial aid, instruction, training programs, internships, externships, and social or recreational activities. For example, unfavorable treatment of a student based on sexual orientation includes giving the student an unjustified lower grade or not granting the student an internship placement based on the student’s sexual orientation.
“Harassment” is a form of discrimination, and is unwelcome conduct that is based on a person’s protected characteristic. Harassment becomes unlawful when enduring the offensive conduct becomes a condition of the work or academic environment, or when the conduct is severe, persistent, or pervasive enough to create a work or academic environment that a reasonable person would consider intimidating, hostile, or abusive. Offensive conduct may include offensive jokes, slurs, epithets or name calling, physical assaults or threats, intimidation, ridicule or mockery, insults, offensive objects or pictures, or interference with work or academic performance, or any other conduct that may be harmful or humiliating.
- The harasser may be anyone, including the victim’s supervisor, professor, co-worker, fellow student, a visitor, an employee of an outside vendor, or any other non-employee or non-student.
- The victim of harassment does not have to be the person harassed, but may be anyone affected by the offensive conduct. Harassment does not have to include intent to harm.
- Harassment need not necessarily involve repeated incidents, depending on the severity of the harassment.
- Petty slights, annoyances, and isolated incidents (unless sufficiently severe) do not rise to the level of illegal conduct.
The Seattle School reserves the right to discipline its employees and students for offensive conduct based on a person’s protected characteristic even if that conduct does not meet the definition of unlawful discrimination or harassment.
“Retaliation” means any adverse action that might dissuade or deter a reasonable person from making or supporting a complaint of discrimination or harassment. Examples of retaliation include intimidation, threats, coercion, termination of employment, unjustified negative grades or evaluation, reduction in pay, denial of a promotion, physical assault, and any other conduct that constitutes prohibited discrimination or harassment under this policy.
“Sexual harassment” is a form of sex discrimination. Sexual harassment is unwelcome conduct of a sexual nature. It can include unwelcome sexual advances, a request for any sexual favor, or other verbal or physical conduct of a sexual nature. Sexual harassment includes sexual assault (defined below) or other acts of sexual violence or sexual misconduct (defined below). Sexual harassment can involve persons of the same or opposite sex. Consistent with the law, this policy prohibits two types of sexual harassment: the first is “tangible action,” and the second is “hostile environment.” The Seattle School reserves the right to discipline its employees and students for offensive conduct even if that conduct does not meet the definition of unlawful sexual harassment.
“Tangible action” This type of sexual harassment is the type of sexual harassment that occurs when submission to any unwelcome sexual advance or any request for any sexual favor is made an explicit or implicit term or condition of employment or instruction or participation in any educational programs or activities; or submission or rejection of any unwelcome sexual advance or any request for any sexual favor by an individual is used as the basis of any employment or academic decision affecting that individual. Generally, the perpetrator of this type of harassment has some authority from The Seattle School (for example, a supervisor, in the case of an employee, or a professor or academic administrator, in the case of a student).
“Hostile environment” Hostile environment sexual harassment exists:
- in the case of a student, when the harassment based on sex is sufficiently serious (in terms of severity, persistence, or pervasiveness) that it interferes with or limits and the student’s ability to participate in or benefit from any of The Seattle School’s educational programs or activities; and
- in the case of an employee, when unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature is sufficiently severe or pervasive that is has the purpose or effect of unreasonably interfering with the employee’s work performance or creates an intimidating, hostile, or offensive working environment.
A hostile environment can be created by any employee or student of The Seattle School, and even campus guests. The standard for evaluating whether hostile environment sexual harassment exists is based on a “reasonable person” standard (based on a reasonable person of the same gender). The following factors should be considered:
- the degree to which the conduct affected one or more student’s education or individual’s employment;
- the nature, scope, frequency, duration, and location of the incident or incidents;
- the identity, number, and relationships of the persons involved; and
- the nature of higher education.
Examples. Examples of the types of conduct that could violate this policy (if unwelcome and sufficiently severe, persistent, or pervasive) include the following:
- sexual advances or propositions;
- grabbing, groping, kissing, fondling, inappropriately long hugs;sexually suggestive touching, such as rubbing or massaging someone’s neck or shoulders, stroking someone’s hair, or brushing against another’s body;
- leering, making sexual gestures, and displaying sexually suggestive objects, pictures, cartoons, or posters;
- sexually explicit or suggestive e-mail or voice-mail messages;
- gossip regarding one’s sex life, body, sexual activities, deficiencies or prowess;
- questions about another’s sex life or experiences;
- written or graphic material that denigrates or shows hostility or aversion toward an individual or group because of gender and that is placed on walls, bulletin boards, or elsewhere on the premises of The Seattle School, or circulated in the workplace or educational setting (including by email, text messaging, social media, or voice mail);
- epithets, slurs, negative stereotyping, threatening, intimidating, or hostile acts that relate to sex, graphic verbal commentaries about an individual’s body, sexually degrading words used to describe an individual, suggestive or obscene letters, notes, or invitations; and
- any other unwelcome or offensive words or conduct of a sexual nature.
“Sexual Misconduct” is a form of sexual harassment, and includes sexual assault, inducing incapacitation for sexual purposes, sexual exploitation, and other sexual violence. As used below, “consent” is informed, freely given, and mutual. If coercion, intimidation, threats, or physical force are used, there is no consent. If a person is mentally or physically incapacitated or impaired so that the person cannot understand the fact, nature, or extent of the sexual situation, there is no consent. This includes impairment or incapacitation due to alcohol or drugs, or being asleep or unconscious. There is no consent if the alleged consent is gained by use of force, duress, or deception. Silence does not necessarily constitute consent. Past consent to sexual activities does not imply ongoing or future consent. Whether a person has taken advantage of a position of influence or authority over an alleged victim may be a factor in determining whether consent was given. The phrase “sexual contact” means any touching of the intimate parts of a person for the purpose of gratifying the sexual desire of either party or a third party. The phrase “intimate parts” means a person’s genital area, groin, anus, inner thigh, buttock, and breast.
“Sexual assault” means an actual or attempted sexual contact with another person without that person’s consent. Sexual assault includes:
- any sexual contact when the victim in unable to consent or has not given consent;
- intentional and unwelcome touching of a person’s intimate parts;
- forcing or coercing a person to touch another person’s intimate parts;
- sexual intercourse without consent, including acts commonly referred to as rape. The term “sexual intercourse” (a) has its ordinary meaning and occurs on any penetration, however slight, (b) also means any penetration of the vagina or anus however slight, by an object (except for medically recognized treatment or diagnostic purposes), and (c) includes any act of sexual contact between persons involving the sex organs of one person and the mouth or anus of another.
“Sexual exploitation” occurs when a person takes nonconsensual or abusive sexual advantage of another for anyone’s advantage or benefit other than the person being exploited (and the behavior is not sexual assault, as defined above). Examples of sexual exploitation include:
- prostituting another person;
- nonconsensual recording or broadcasting of sexual activity (whether a recording or broadcasting of images or sound);
- nonconsensual distribution of photographs or other images of or information about another person’s sexual activity, nakedness, or intimate parts, with the intent or effect of embarrassing the subject of the images or information;
- engaging in nonconsensual voyeurism;
- knowingly transmitting a sexually transmitted disease without disclosing one’s STD status; or
- exposing one’s genitals in nonconsensual circumstances (for example, “flashing”).
“Other sexual misconduct” means any sexual offense under the laws of the State of Washington (Revised Code of Washington, Chapter 9A.44), any crime involving indecent exposure — prostitution (Chapter 9A.88 RCW), any crime of obscenity and pornography (Chapter 9.68 RCW), and any crime involving the sexual exploitation of children (Chapter 9.68A RCW) that do not meet the definition of sexual assault or sexual exploitation, above.
Where to File a Complaint
Any students or employees who believe they have suffered discrimination, harassment (including sexual harassment or sexual misconduct), or retaliation in violation of this policy, needs to contact one of the following individuals to file a complaint:
- Title IX Coordinator, 206-876-6137
- Director of Human Resources, 206-876-6131
Violations of this policy will be addressed through the Discrimination Grievance Procedures. Hard copies of the Discrimination Grievance Procedures are also available from the Title IX Coordinator and the Director of Human Resources.
Consequences of Violating
Policy Consequences for violating this policy will depend on the facts and circumstances of each particular situation.
- Sanctions and corrective action could include the following: a requirement not to repeat or continue the discriminatory, harassing, or retaliatory conduct; a reprimand; a no-contact order; denial of a merit pay increase; reassignment; removal from class; suspension; termination or expulsion, or other appropriate sanction, remedy, or response.
- The severity of the sanction or corrective action may depend on the frequency and severity of the offense and any history of past discriminatory, harassing, or retaliatory conduct.
- A finding of discrimination, harassment that creates a hostile environment or resulted in any tangible action (either in the employment or educational setting), or sexual misconduct may be cause for disciplinary action, up to and including discharge in the case of an employee and expulsion in the case of a student. The Seattle School may also report any criminal conduct to a law enforcement agency.
- The Seattle School may take immediate steps to protect the complainant from further discrimination, harassment, or retaliation before completion of its investigation or the process outlined in the Discrimination Grievance Procedures. For example, in the case of a sexual harassment or sexual misconduct complaint, The Seattle School may take steps to separate the accused harasser from the complainant.
- The Seattle School may also take appropriate action even if it does not find discrimination or harassment that creates a hostile environment or results in a tangible action, but The Seattle School finds that the respondent engaged in disruptive behavior or determines that action is necessary or appropriate to prevent the creation of a hostile environment or a situation that may result in a tangible action or other form of unlawful discrimination or harassment.
Conduct that occurs off campus can be the subject of a complaint or report and will be evaluated to determine whether it violates this policy. For example, if off-campus discrimination or harassment has continuing effects that create a hostile environment on campus, then the discrimination or harassment violates this policy. Allegations of off-campus sexual misconduct are of particular concern and should be brought to the attention of The Seattle School.
The Seattle School wants to stop and respond effectively to instances of sex-based discrimination, sexual harassment, and sexual misconduct involving its students. Therefore, any employee receiving any information about any alleged or possible sex-based discrimination, sexual harassment, or sexual misconduct involving students, must report that information to the Title IX Coordinator or the Director of Human Resources (each a “Complaint Officer”). Employees who are statutorily prohibited from reporting that information are exempt from this reporting requirement, including any licensed counselor who receives the information in their capacity as a licensed counselor. After receiving a report of alleged or possible sex-based discrimination, sexual harassment, or sexual misconduct, the Complaint Officer will evaluate the information received and determine what further actions should be taken. The Complaint Officer will follow the procedures described in the Discrimination Grievance Procedures. The Complaint Officer will take steps, either directly with the complainant or through a reporting employee, to provide information about the Discrimination Grievance Procedures, as well as available health and advocacy resources and options for criminal reporting (if applicable).
Voluntary Reporting by Students
The Seattle School strongly encourages its students to report instances of sex-based discrimination, sexual harassment, and sexual misconduct involving students.
To ensure effective working relations, it is important that any workplace misunderstandings or conflicts are resolved before serious problems develop. Most incidents will resolve themselves naturally; however, if a situation persists that you believe is detrimental to you or to The Seattle School, free discussion with your supervisor, a member of the management team or the Human Resources Office is encouraged. As stated in our Christian Conciliation Agreement, to ensure satisfactory Christian counsel and resolution to problems and situations that cannot be satisfactorily resolved within the policies and procedures of The Seattle School, it is agreed that any dispute related to the employment relationship at The Seattle School shall be resolved by mediation, and if necessary, binding arbitration under the auspices of a Christian mediator or arbitrator. These individuals will endeavor to work out a satisfactory solution to the problem. Any questions, problems, concerns, and suggestions are always welcome.
In keeping with our desire to pursue problem solving in a Christ-like manner, we encourage employees to bring work issues they may have to co-workers, supervisors or management in an effort to resolve them rather than airing them in a public forum. Employees are expected to act in a professional manner that is supportive of the school. In addition, employees are expected to refrain from defamation or slander of the school, its directors, managers, employees or students. If you have any concern about how to raises issues with the school, you are encouraged to contact the Human Resources Director or the Associate Dean of Teaching & Learning.
In order to maintain a comfortable workplace and to avoid intrusion upon employees at their work, selling and solicitation on the school premises is carefully regulated. Employees may not solicit anywhere on school premises or property during work hours nor solicit co-workers during their assigned work hours. Solicitation for any purpose or cause may include requests for subscriptions, donations, pools, gifts, charities, memberships, or other forms of requests.
Employees of The Seattle School who report an activity that they consider to be illegal, dishonest, unethical or fraudulent will be protected under our Whistle-Blower Policy. Persons reporting such activities are not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities. For information regarding the reporting procedures, please refer to the policy on the Google Drive.
- Dental Insurance Enrollment Form
- Domestic Partner Affidavit Form
- Family & Medical Leave of Absence Request Form
- Health Insurance Enrollment Form
- HSA Contribution Form
- HSA Reimbursement Request Form
- Life Insurance Enrollment Form
- Retirement Account Hardship Withdrawal Request Form
- Retirement Enrollment & Contribution Change Form
- Vision Insurance Enrollment Form
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