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:
- Title IX Coordinator, 206-876-6137
- 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.
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 Dean of Students & Alumni.
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.
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