HARTLAND INSTITUTE OF

HEALTH AND EDUCATION

STAFF POLICY AND

INFORMATION MANUAL

December 2014

444 Hartland Oak Drive, Rapidan, VA 22733 540-672-3100 Automated #: 540-672-1996 Fax: 540-672-3107

info@hartland.edu hartland.edu

Hartland Institute of Health and EducationStaff Policy and Information Manual

Table of Contents

Introduction pg.Philosophy of Hartland Institute 3Operating Philosophy & Processes 4–5Hartland College 5Hartland Lifestyle Education Center 6Hartland Publications 6General Policies 7Appendix 38

Topics Section numbers Main topics are in bold Sub-topics are in regular type Abandoned Vehicles 312Absence Notification 100Administrative Committee 185Animals 105Appreciation Gift 289Benefits—see Stipend & Benefits 289Bereavement Leave 212Bicycles 114Board of Directors 185Bulletin Boards 118Cafeteria 120Cafeteria Hours 120Catering 120Cemetery 122Chapels 223Chaperones 123Child Labor Laws 124Classification of Staff 283College Benefits 289College Classes 142College Committees 185Constituency Membership & Meetings 185Construction Materials 221Consultants/Contract Workers 126Copy Machine 127

Cosmetics–see Dress 137Courtship 128Dental 222Dependents 289Discipline 133Dress, Cosmetics, and Adornment 137Education 142Educational Leave 212Elementary & Secondary School 142Elementary School Benefits 289Email Addresses 145Employment 146Entertainment 147Expenses, Out-of-Pocket 222Family Unit 150Firearms 153Fires 154Fire Season 155Fiscal Year 156Fishing 157Furniture & Fixtures 159Garbage/Dumpsters 160Gardens 161GED Tests 142General Policies 185Grievance Procedure 167Guest Housing 177Hartland Lifestyle Education Center 185Hartland Publications 185Hazardous Training Activities 124Holidays 176Home Entertainment 147Home Improvement 177Home School Benefits 289Home Schooling 142Hourly Staff 283Housing 177

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Housing Committee 177Injuries 184Institute Vehicles 312Institutional Organization & Divisions 185Insurance 186Jewelry—see Dress 137Jury Duty Leave 212Key Position Staffing 200Keys 202Laundry Facilities 206Leaves 212Leave of Absence 212Licensing 214Long Term Guests 177Long Term Illness or Disability 212Mail & Packaging Services 220Maintenance & Repairs 221Meal Charges 120Meal Tickets 120Medical Assistance 222Medical Insurance Eligibility 222Meetings 223Moving Expenses 240Non-Hazardous Training Activities 124Non-SDA Staff 283Non-Stipend Full-Time Staff 283Off- & On-Campus Moonlighting 146Off-Campus Employed Spouse 146Off-Campus Housing 177Off-Campus Speaking Appointments 242Office Hours 285Out-of-Pocket Expenses 289Parking 250Pet Fee 105Personal Property 221Physical Labor 285Policies & Procedures Committee 185Prayer Meetings 223, 285Professional Licensing 214Professional Membership Dues 214Purchases 258Quiet Time 268Reassignment of Staff 272Request Leave 212Resignation 273, 289Restricted Funds 274Retirement Benefits 275Sabbath Meals 120Safety 280

Security Deposits 177Secondary School 142Secondary School Benefits 289Seminars on Campus 281Severance Benefits 289Short-Term Staff 283Sick/PTO Leave 212Snow Days 212Special Agreements 282Speed Limits & Safety 312Staff 283Staff Anniversary Date 284Staff Full-Time Requirement 289Staff Hours & Schedules 285Staff Housing 177Staff Interview & Probation Period 286Staff Meetings 223, 284Staff Policy & Information Manual 287Staff Policy Manual Agreement 287Staff Suggestions 288Staff Vehicles 312Staff Work Hours 285State/National/Credential Costs 214Stipend & Benefits 289Stipend Full-Time Staff 283Surnames 290Teacher’s Summer Schedule 285Telephones 292Termination 289, 293Tools 296Trails 297Travel 298United Parcel Service 220Utilities 307Vacation/PTO Leave 212Vehicles 312Vehicle Insurance 312Vehicle Liability 312Vehicle Operation & Requirements 312Washers & Dryers 206Water Safety Regulations 320Week of Prayer 223Wood 326Work Orders 328Workshops 142

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Philosophy of Hartland InstituteGeneral Principles

1. Hartland Institute accepts the fundamental Seventh-day Adventist principles that the Bible and the Bible only is our rule of faith and practice; that we have no creed but the Bible. It is the commitment of the Institute to follow divine leading through the Word. Because of this, the members of the Institute (staff, board and constituency), are expected to be unequivocally loyal to the Seventh-day Adventist Church. The Institute is committed to following Church counsel and order within the parameters of inspired counsel.

2. Hartland Institute believes that the Bible and the writings of Ellen G. White provide for us the highest, the most relevant and the most reliable authority for conducting our work in modern times. We hold that our security is found in being loyal to these revealed principles.

3. Hartland Institute of Health and Education operates a missionary college that integrates high academic standards with a balance of practical vocational training and community outreach programs. The scope of Hartland Institute also includes a medical ministry based upon God’s eight natural remedies; quarterly on-site convocations, weekend programs in churches and schools, a youth camp; an evangelistic magazine, and other ministries helpful to the finishing of God’s work.

4. All the ministries of Hartland work cooperatively sharing the following vision: To take the everlasting gospel to the world in this generation through educational, health, evangelistic and media ministries.

5. The staff and students of Hartland are encouraged to participate in regular outreach programs to the surrounding communities. Hartland also believes that regular involvement in a church ministry is important. Students and staff attend several nearby churches where they can become useful, productive members.

6. Hartland seeks to encourage the highest interpersonal relationships between its staff. Unity in truth through God’s Spirit allows us to have quality Christian relationships. Hartland seeks to provide an environment where each individual can grow and develop in Christian attitudes and principles. Policies are made in harmony with God’s principles and are as few as possible but, as many as needed.

7. Hartland Institute is committed to continued support for our Church and its mission. It is a member of Outpost Centers International (OCI), a family of ministries working together in support of the Seventh-day Adventist Church.

8. Hartland Institute does not receive any financial or other tangible or intangible aid from any government sources. We will not form any relationships with other private organizations or individuals that will in any way compromise our freedom to operate within God’s principles.

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OPERATING PHILOSOPHY AND PROCESSES

The board of directors oversees the general direction and major projects of the institute. It also appoints administrators and reviews division and administrative reports in its semi-annual meeting. The board also reviews and approves budget proposals and organizational matters. It is composed of some staff members and administrators, but the majority of board members are from other locations and represent many fields of experience and ministry.

The constituency membership is organized to make recommendations to the board concerning the major direction of the institute, as well as its philosophy. It provides a basis for participation of all staff members, as well as others interested in, and in harmony with, the philosophy of Hartland Institute. The membership hears and reviews annual reports of divisions and administration, and appoints the board of directors.

Through its representative servant leaders, the divisions and departments also participate in the decisions that affect the whole institution through the administrative committee (AdCom). This committee limits itself to policy matters and decisions that affect all or many divisions and departments, such as spiritual issues in staff members’ appointments, housing assignments, end-time preparedness, retirement policies and crisis-related issues, principles of interdepartmental relations, and interaction with the General Conference of SDAs and church or church-related entities. It also considers all financial matters affecting the whole institute, departmental finances which have a major impact on the institute, such as building decisions, annual budget recommendations to the board, etc. Administrators must be alert and responsive to their staff members. It is also important that staff members know that they may address burdens and concerns to AdCom in writing or in person. Communication is very important in a healthy institution, and we need to recognize that the enemy of souls is eager to break down confidence and increase suspicion and distrust. Let us all seek to be sensitive to these matters.

Although financial decision making is rooted in departmental budgets, there are certain aspects of financial operations that are based on the larger picture, such as assessments to all incoming funds for administration, maintenance, grounds, and the farm. These assessments are to cover the cost of insurance, water, sewer, roads, building maintenance, payments in lieu of tax, phone, network systems, depreciation, etc. Thus a percentage is taken monthly from all incoming funds, which supports the infrastructure and their operation. The college, being the most complicated division, has several committees which work together. The academic affairs committee addresses all general policies and issues which arise concerning the welfare of the students, except for curriculum issues, student finances, and admissions. These matters are reviewed by their respective committees. The academic affairs committee consists of all teaching staff members, whether part-time or full-time, as well as the deans, admissions director, registrar, and vocational training director. The curriculum committee oversees such issues as the following: when and who will teach what classes; agriculture components and other practical training elements; student requests for internships; field service proposals for credit; and graduation requirements and programming. Any staff member with a concern or a matter relating to the college is welcome to request an opportunity to address the appropriate committee in writing, in person, or both. Other divisions have committees, as well.

The primary focus of each division and department team is to fulfill their mission. But it 4

is essential that the departments find ways to work together to strengthen each other and increase the mutual benefit of the whole institute.

New staff members may be recruited by the departments and administration. Before a new staff member may be appointed, AdCom reviews his/her application and conducts a personal interview. Once AdCom clears the way spiritually, doctrinally, and, where necessary, financially, the division is authorized to appoint the applicant to a staff-member position.

HARTLAND COLLEGEThe educational objective of Hartland College is to “restore in man the image of his Maker,

to bring him back to the perfection in which he was created, to promote the development of body, mind, and soul…” Education, pg. 15, 16.1. All students will be involved (at least 16 hours per week) in practical vocational training in

close cooperation with an instructor who can teach proper work skills and attitudes. In their final year, students are expected to achieve proficiency in at least one work skill area.

2. Competitive games do not have a part in the curriculum. Students obtain their needed physical exercise by useful vocational labor out of doors, supplemented by aerobic-type activities. The goal of optimum health is an essential part of education.

3. The curriculum will emphasize mastery of the essentials, rather than a broad enrichment in many less essential areas, and is explicitly service-oriented. Thus, all students will engage in community outreach as a non-optional part of their educational program.

4. Motivation for learning and mastering the educational objectives will be provided by the uplifting and fulfilling rewards of loving service, rather than by relying on competitive grading or by offering public honors or extrinsic enticements.

5. We consider learning to work as one of the essentials; therefore, agriculture and useful outdoor labor fill a central role in the life of the campus as a means of imparting many practical, needed skills and attitudes.

6. Hartland College is closely connected with Hartland Lifestyle Education Center, which provides vocational training experiences and witnessing/service opportunities for the students, as well as giving them an exposure to practical medical missionary training.

7. Hartland College will not at any time become involved in accepting funds from federal, state, or any other sources that would involve undesirable restrictions or control.

8. The faculty and students at Hartland Institute strive together for academic excellence, believing God's promises that this type of balanced education will produce an excellent agent, capable of meeting the high requirements necessary for the task to which they have been called. In the area of principles which we hold sacred, compromise for the sake of secular approval is never acceptable. Therefore, Hartland College has chosen to claim the religious exemption from accreditation under Section 23-266 A-2 of the Virginia code of higher education.

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HARTLAND LIFESTYLE EDUCATION CENTERHartland Lifestyle Education Center is dedicated to serving God by proclaiming His message of

true physical, mental, and spiritual health. The goal of our program is to assist individuals as they make permanent lifestyle changes in accordance with God's plan, and to lead them to a closer walk with the Lord Jesus Christ. It is our goal to provide the staff members with a spiritual climate and adequate facilities to create an environment conducive to achieving this goal.

Policies and practices of Hartland Lifestyle Education Center are substantiated by the Bible, the Spirit of Prophecy, or medical science. At times, policies may be adopted that deal with matters not specifically addressed by Ellen White or the Bible. However, policy will always be in harmony with the principles of health outlined within the pages of Inspiration.

“Our workers should use their knowledge of the laws of life and health. They should study from cause to effect. Read the best authors on these subjects, and obey religiously that which your reason tells you is truth.” Counsels on Health, pg. 566.

The foundation of Hartland Lifestyle Education Center's “Lifestyle to Health” program is God's natural healing agencies: pure air, sunlight, abstemiousness, rest, exercise, proper diet, the use of water, and trust in God. Through lectures, group worship, and individual counseling, participants are encouraged to bring their lives into harmony with these health-producing laws.

Hartland Lifestyle Education Center is not a sanitarium, nor is it an acute-care or long-term-care facility. The "Lifestyle to Health" program is designed to place the guests in a structured environment for a short term to help them establish healthful habits and bring about positive physical changes.

Hartland Lifestyle Education Center does not advocate the use of drugs in the management of lifestyle-related disease. Instead, we aim to assist our guests in adopting a lifestyle which will enable them to discontinue medication. Intelligent lifestyle change is the focus of the program.

Although we believe that health reform should be progressive, the “Lifestyle to Health” program will present the optimum lifestyle in a non-condemnatory fashion and encourage the guests to strive for optimum personal goals. Our program is designed to teach our guests how to properly care for the body, emphasizing that the body is the temple of the Holy Spirit.

While it is acknowledged that the object of our program is to proclaim present truth, the spiritual emphasis of the program is not forced upon the guests nor made a condition of participation. However, health guests are strongly encouraged to rely upon the transforming power of God to effect lifestyle changes.

HARTLAND PUBLICATIONSHartland Publications was established in 1984 as a self-supporting Protestant publishing

house. We published Bible-based books and still produce media for Adventist and Protestant Christians of all ages. We support and promote other Christian publishers and media producers who are consistent with Biblical principles of truth and righteousness. We carry a wide range of Spirit of Prophecy, health, nutrition, church history, and religious books to help our readers in personal character development and preparation for the soon return of our Lord and Savior, Christ Jesus. For reference purposes, we will occasionally feature books and other materials that we do not directly endorse, to provide our patrons with enlightening and prophetic counterpoints to our regular fare and to arouse the spirit of true Protestantism, based on the Bible and the Bible only, thus helping the world to value the privilege of the religious liberty that we currently enjoy.

Our publications have been distributed to the six inhabited continents, and we believe we have materials that every student will find rewarding in their search for greater light and truth.6

GENERAL POLICIES

100 ABSENCE NOTIFICATIONStaff members who are unavoidably absent from work due to sickness, accident, death in

the family, or any other emergency, must notify their immediate supervisors as soon as possible. A leave slip must be filled out, signed by the staff member’s department director, and turned in to the business office for proper payroll records.

105 ANIMALSThere are a number of public areas on the campus, making it necessary to have a pet

policy. Sanitation, disease, consideration of others, safety, and other factors must be considered.

All dogs and cats must be spayed or neutered. Dog and cat owners are to keep the required Madison County rabies vaccinations

current for all their pets. All dogs and cats must have a collar with the owner’s name written on it. The name can

even be written on a flea collar with a magic marker. Stray dogs and cats will be taken to the pound. To prevent attracting stray animals, it is best that food for pets not be left outdoors. Consistently feeding and caring for a stray will be considered as acquiring a new pet,

which will then come under the listed pet regulations. Dogs should never be allowed to roam. They should be under control at ALL TIMES

within a cage, a fenced area, on a leash, within the residence itself, or in the company of their owners in the home area. If a dog consistently escapes its confines and causes distress with staff or students, or frequents the public areas, the owner will be expected to find a solution.

In view of such factors as noise, campus traffic, aesthetics, etc., pet fences may not be constructed without the explicit permission of the beautification committee.

Horseback riding is not allowed on the main campus or on the walking trails. Staff members planning to bring horses must have special approval by AdCom for each horse. They cannot be kept on the main part of the campus. Fencing or corrals must be built in such a manner as to contain the animals while not putting Hartland Institute at risk or in conflict with the institute’s activities. All barns or other buildings, fencing, and necessities for the animal’s care must be supplied at the owner’s expense.

For the safety of all and the good of all the wildlife, please DO NOT DISTURB the creatures of the wild by attempting to feed or care for them.

BENEFITS SEE 289 STIPEND AND BENEFITS

114 BICYCLESTo assure safety for all and to reduce the possibility of property damage, the following

guidelines have been adopted: The campus sidewalks and lawns are not to be used for bicycle riding at any time. Bicycles must abide by normal vehicle rules, including stopping at all stop signs,

obeying speed limits, and following accepted safety practices. Bicycles are not to be stored or parked in hallways, offices, sidewalks or other public

areas. When at the mansion, park ALL bicycles at the bicycle rack that is located near 7

the entrance to the mansion. Bicycles should not be ridden on walking trails. Helmets are required while riding bicycles. Bicycles need to have reflectors and a front light for night riding.

118 BULLETIN BOARDSThe bulletin board in the main hallway of the mansion may be used for appropriate

personal announcements and advertising with prior approval. Staff members may obtain approval from the business office, while students may obtain approval from the college administration.

120 CAFETERIA1. Catering

On occasion, the cafeteria provides catering services. The cafeteria will charge a reasonable fee to cover the cost of food and preparation for all special catering occasions. These arrangements must be made well in advance.

2. HoursMeal times are posted in the cafeteria. The meal hours are occasionally changed,

depending on the college schedule or the overall demand. 3. Meal Charges

a. All persons who eat at the cafeteria need to check with the host prior to being served.b. Children four years old and under are free, with a paying adult.c. Working staff members are entitled to one subsidized lunch meal per work day, and

which may only be used on that day; additional meals will be charged at full price. The departments in which the staff members work are responsible for the balance of the cost.

d. Only staff members who live in facilities without kitchens may eat breakfast, supper, and weekend lunch meals at the same subsidized rate.

e. Meal charges for non-staff members are posted in the cafeteria and need to be paid in cash.

4. Meal TicketsEach department can issue meal tickets for their guests. Guests of staff members and

their non-working family members will be charged at the current non-staff rate. Staff members or their guests may purchase meal tickets at the cafeteria line or in advance from the food service department.

5. Sabbath MealsIt is difficult to draw a distinction between the food service department’s function as an

institute cafeteria and as a public restaurant. Quite often no meals are served for Sabbath lunch or supper; therefore, meal tickets for Sabbath must be arranged in advance with the food service department. Other than during convocations or special events, Sabbath meals in the cafeteria are sack lunches.

122 CEMETERYThere is a designated cemetery located on the campus at the edge of a field beyond

Lakeside Lodge. AdCom must grant advance approval for use.

123 CHAPERONES8

When mixed groups of single staff members go camping or overnight traveling from campus, they should make appropriate arrangements for chaperones, to be approved by their department director.

124 CHILD LABOR LAWSThe Commonwealth of Virginia Child Labor Laws mandates the following three categories:1. Non-hazardous training activities for those under age 14

Fourteen is the minimum age for the vocational training program outside of school hours, but there are some vocational training program areas open to those in the under-14 age group. They may train under their parents as long as it is not one of the hazardous activities described in 3, below. They may also train in areas such as newspaper delivery, household cleaning, baby-sitting, snow shoveling, or yard care.

2. Non-hazardous training activities for 14- and 15-year-olds Youth in this age group may participate in the vocational training program in various areas outside school hours, but the types of tasks open to them are more restricted than for 16- and 17-year-olds.a. Trainees under 16 cannot:

Use ladders or scaffolds or be located on windowsills washing outside windowsEngage in training inside freezers, except packaging goods away from the prohibited

areasOperate most power-driven machinesOperate steamed pressure equipmentOperate a power-driven mower or cutterLoad or unload goods from trucks, railroad cars, or conveyorsReceive training in warehouses or on construction sites

b. The following types of training are generally open to 14- and 15-year-olds:Office and clerical tasksCashier tasksProducing and selling artworkBagging and carrying customer ordersPricing, marking, and tagging merchandiseAssembling, packing, and shelving merchandisePerforming grounds maintenance and clean-up work, including use of a vacuum

cleaner or floor waxersWaiting on tables and learning cooking skills Use of dishwashers, toasters, popcorn poppers, and blenders Preparing salads and other food, but only at lunch counters where they can be seen

from the counterRunning errands and making deliveries by foot or using public transportationFarming, gardening, and orchard-keeping skills, as well as landscaping and grounds

maintenance using hand tools3. Hazardous training activities for 16- and 17-year-olds

Trainees cannot perform the following tasks:Handling or being near explosives and radioactive materialsLogging and saw millingManufacturing brick, tile, or similar productsExcavation, wrecking, or demolition and salvage workOperating power-driven bakery machines, including dough mixers and bread slicersOperating steamed pressure equipment

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Operating power-driven woodworking machines, including circular band saws and table sawsOperating power-driven metal forming, punching, or shearing machinesOperating power-driven paper product machines, including paper balersOperating or riding on power-driven hoisting apparatus, including non-automatic elevators, forklifts, and cranesWork that involves riding on a man-lift or unattended freight elevatorAll jobs in roofing operations, except work on gutters and down spouts or installing air conditioners or ventilation equipmentDriving and/or delivery work, including farm machineryWork on or around tractor-trailers, farm vehicles with implements, and heavy machinery

Parents and staff workers supervising in the vocational training program need to be aware of the children's ages for each age group activity.

126 CONSULTANTS/CONTRACT WORKERSFrom time to time, consultants or contractors/subcontractors may be needed for various

departmental purposes. Any job should have a specific finish date. Their work agreement is to be specific and their task focused. They are not to function as staff members, and if these entities are not Seventh-day Adventist, their interactions with students should be guarded. Contracts must stipulate that there will be no smoking, no alcoholic beverages, no working on the Sabbath, and no inappropriate materials or language used on the campus during their contract. Departments have authorization to approve consultants/contract workers for up to two weeks with a two-week extension, but must get AdCom’s approval for extending the time of service. Consultants/contract workers do not accrue any benefits.

127 COPY MACHINEStaff members and students may use Hartland Institute’s copy machines for personal use.

Please pay using the honor box by the machine, or pay the appropriate department director.

128 COURTSHIPCourtship and marriage are a high calling and are often part of God's plan for the

happiness of man. Courtships on Hartland Institute’s campus are appropriate between staff members or between staff members and non-staff members (provided the non-staff members are not students enrolled in school under normal student status). Courting staff members should keep in mind the high spiritual principles of propriety and moral rectitude. Never should courting parties be in each other's homes without a mature adult present. They should also remember to set the finest example before the students and other staff members of modesty in language, behavior, and public physical display.

133 DISCIPLINE (PROGRESSIVE DISCIPLINE PLAN)In all our interactions, staff members are expected to draw each other closer to Christ. “The

very essence of the gospel is restoration.” Desire of Ages, pg. 824. This is to be especially true between leadership and staff members.

In light of this, division administrators and department heads are to follow a loving approach to discipline. Our progressive discipline plan is designed to encourage a staff member to remedy an identified deficiency where possible. This process is to make the staff member aware of the deficiency and then to remedy it. In general the steps are:

a. Counseling10

b. Written warningc. Suspension without payd. Termination

Steps may be repeated or skipped as the situation requires. The purpose is to create an environment of continued growth, where Christ is seen in each of us.

137 DRESS, COSMETICS, AND ADORNMENTThe Hartland Institute family acknowledges that one’s dress and grooming reflect both

one’s philosophy of life and his/her emotional maturity. Although there may be differences in personal convictions, staff members and their families are required to observe the Hartland dress code that is based on biblical and Spirit of Prophecy principles.

The policy listed below is directly copied from the student handbook and is the minimum expected of staff members.

Cosmetics and Jewelry PolicyOur personal appearance gives decided messages to others. In order to show the

beauty with which God has created us and to avoid an appearance of worldliness, thus drawing undue attention to one’s external features, jewelry and colorful cosmetics are not permitted except for medical reasons. Likewise, male and female haircuts should be neat and appropriate for their gender, without faddish styles. For further reading upon this subject, please refer to the book Creeping Compromise by Joe Crews.

Dress PolicyHartland College's mission is to train young people for leadership in the finishing of

God’s work. Your choice of dress, on or off campus, should testify to others of your deep commitment to Christ. It should also speak of your maturity and professionalism.

Because our clothes affect our thoughts and actions, and have the potential to decrease propriety between men and women, we uphold the following standards of dress:

1. Dress and appearance are an important index of Christian character. 1 Peter 3:3, 42. Adorning our bodies with colorful cosmetics, jewelry, and luxurious clothes reveals

inner pride and vanity, which are destructive to ourselves and to others. Isaiah 3:13–26

3. To experience inner spiritual renewal and reconciliation with God, it is necessary to remove all outward besetting objects of idolatry, including jewelry and ornaments. Genesis 35:1–4

4. Christians should dress in a modest and decent way, showing respect for God, themselves, and others. 1 Timothy 2:9

5. Christians should respect gender distinctions in clothing by wearing clothes that affirm their male or female identities. Deuteronomy 22:5

To make application of these principles easy for everyone, we request adherence to the following guidelines:

General Campus Attire1. Clothing should be neat and pressed, not sloppy, worn, or disheveled. 2. Shirts and tops should be tucked in unless they are specifically cut and fitted to be

professionally worn outside of slacks or skirt. 11

3. For men, casual trousers and shirts are acceptable. Shorts, tank tops, or ragged denims are not allowed.

4. For women, casual dresses or skirts with blouses are acceptable. Pants and other unisex fashions are not allowed.

5. Shoes are required at all times outside of the dorm.6. Clothing that resembles undergarments should not be worn as outerwear or be

visible through outer layers. 7. Inappropriate writing, pictures, or graphics on T-shirts, sweatshirts, blouses, or shirts

are not permitted. Graphics and logos should not draw attention to the female figure. Appropriateness is determined per faculty discretion.

Expanded Guidelines for Women’s Clothing:1. All skirts must be well below the knee when sitting, standing, and walking, and not

cling to or accentuate the prominent features of a woman’s body.2. Wrap skirts and skirts with button closures must be securely fastened well below the

knee.3. Skirts with slits may not be worn unless the slit is well below the knee when sitting,

standing, and walking.4. Split skirts should be cut full enough to look like a regular skirt when standing still.

They can be worn if a vocational training or recreational activity necessitates them. They are not professional classroom, chapel, or office attire. Split skirts that look like a pair of pants are not acceptable.

5. A loose, below-the-knee-length dress over loose-fitting pants is acceptable if a vocational or training activity necessitates it.

6. Blouses, tops, or sweaters should be fitted enough to stay on the shoulders without being formfitting; should cover undergarments, including straps; should keep you modest when bending over; and should cover your midriff when you raise your arms. Blouses should not be of a see-through material, but should be of heavy enough material to be modest. Ladies’ shirt sleeves should be long enough so that arms can be raised without exposing undergarments or armpits.

For further reading on the subject of dress, please see the following Spirit of Prophecy statements: Testimonies for the Church, vol. 1, pp. 131–137, 162, 188, 189, 274–279, 420–422, 424–426, 456, 466, 521–525; Testimonies for the Church, vol. 2, pp. 66, 243, 298, 530–533; Testimonies for the Church, vol. 3, pp. 74, 171, 366, 367, 370, 374–380, 564, 565; Testimonies for the Church, vol. 4, pp. 142, 143, 628–648; Testimonies for the Church, vol. 5, pp. 130, 131; Testimonies for the Church, vol. 6, pp. 96, 170, 355; Testimonies to Ministers, pp. 130, 131, 179, 180; Messages to Young People, pp. 346–360.

Church AttireSpecial clothes should be set aside for the Sabbath worship hours. For men, a tie, dress shirt, trousers, and dress shoes are required. It is recommended

that men wear a suit and tie to all services during Sabbath hours.For women, nice dresses or skirts with blouses, and dress shoes are required.

Classroom, Office Vocational Training, and Chapel AttireFor men, dress trousers, a neat shirt, and neat shoes are required; no jeans, no

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hats indoors, no trousers for painting, no dirty or untidy work clothes, no T-shirts or sloppy shoes. Exceptions can be made for students with particular vocational requirements. Those leading out in chapel exercises are required to wear at least a dress shirt, tie, and dress trousers.

For women, neat dresses or skirts with blouses, and neat shoes. Obvious long winter underwear, dirty or untidy work clothes or shoes, faded denim skirts, and split skirts are not permitted. Exceptions can be made for students with particular vocational requirements.

142 EDUCATION1. College Classes

Full-time staff members may take one class per term (for credit or audit) without tuition charges, subject to the following conditions:

a. The department directors must approve any time off from work for the courses and that time off must be made up. The request slips will require both the department director’s and business office manager's signature.

b. Priority of class load will go to regular students, so second and third alternative choices should be listed when applying.

c. Any other costs related to classes taken under this provision (books, lab fees, etc.) are not included as part of this benefit.

d. Spouses may utilize this benefit in lieu of the full-time staff member. If spouses take more than one class, they will be charged the current rate for additional classes.

e. Music lessons offered by the college may be taken in lieu of classes.f. When staff members apply to take more than the one free four-credit-hour class per

term, their full-time staff status will be re-evaluated.2. Elementary and Secondary School

An elementary and secondary school is operated on Hartland Institute’s campus for the benefit of staff members' children and selected children from the community. Acceptance is based on a student application, former school references, and review by the school board. Only qualified applicants will be accepted. (See section 289 Stipend and Benefits) See the dean of the college or the school principal for more details, including costs and requirements.

3. Home Schooling Hartland Institute is supportive of staff families who choose to home school their

children. (See 289 Stipend and Benefits for available benefits.) The vocational training program is open to home schoolers. To participate, arrangements must first be made through and approved by the appropriate school board. All child labor laws will be followed.

Staff members are expected to comply with the laws of Virginia affecting home schooling. Some are noted below:

a. Home school students are required to be under direct family supervision from 8:00 AM to 5:00 PM.

b. In Virginia, parents must ensure that a child attends school in compliance with the state compulsory attendance law. However, parents may seek a religious exemption and petition the county school board to show that school attendance conflicts with their bona fide religious training or belief.

c. Parents must comply with home school requirements in the county where the family resides. Note: A packet of home school information may be acquired from the Hartland Institute human resources coordinator.

4. GED Tests Hartland Institute will not pay for any courses that do not directly lead to the

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completion of a curriculum, except elective courses which prepare the student for the GED. Staff members’ department directors must approve all such courses in advance.

Hartland Institute will pay the one-time cost, per dependent, for the GED tests and the preparation classes for the GED. Payments must be approved in advance by the staff members’ department directors.

5. Workshops In order to stay abreast of developments within their fields, medical, teaching, and other

supervisory staff members may need to attend workshops occasionally. Authorizations to attend workshops are requested through the department directors.

145 EMAIL ADDRESSESAdvancement and Development: advancement@hartland.eduBible Conference: events@hartland.eduHartland College: college@hartland.eduHartland Institute General Information: info@hartland.eduHartland Lifestyle Education Center: lifestyle@hartland.eduHartland Publications: info@hartlandpublications.org

Last Generation: sales@lastgen.netMedia Services: media@hartland.edu

146 EMPLOYMENT1. Off- and On-Campus Moonlighting

Staff members’ primary responsibilities will be to Hartland Institute. Staff members are to be available for any special programs arranged by the institute or their department, such as convocations and camp meetings.

a. Staff members engaging in additional income-generating activities must limit these activities both in time and to the extent that they do not in any way infringe upon their abilities to meet their departmental work responsibilities (including attendance at required chapels, prayer meetings, and staff meetings). This work should not compete with or harm the finances or ministries of Hartland Institute or in any other way create a conflict of interest. Administrators should be especially careful not to undermine their regular responsibilities.

b. Staff members may not engage in such activities during their regular working hours. Regular working hours are defined as those hours that have been assigned to the workers by their department directors.

c. To avoid misunderstandings and conflicts of loyalties, such work must be done in what is clearly their own discretionary time.

d. Staff members may use their private residence for moonlighting. However, Hartland Institute’s facilities may not be used unless prior authorizations and financial arrangements are made by the appropriate department director(s) and AdCom. In addition, a written agreement between Hartland Institute and the staff member must be submitted for AdCom approval.

e. Any sales tax liabilities are the responsibility of the staff members providing the service or product.

f. Staff members who need liability insurance to operate their moonlighting business in Hartland Institute’s facilities will be denied such use.

2. Self-Employed and/or Off-Campus Employed Spouse Every school term, each staff will be asked to complete and sign a questionnaire, on

which they will be asked to state if their spouse is self-employed and/or working for 14

other than Hartland, and to designate into which category his/her monthly income fits. If income is sporadic or temporary, it may be averaged over a twelve-month period. Information will be accepted based on the presumed honesty and integrity of the signer. No documentation will be required. In cases where a staff member’s spouse is self-employed and/or working for other than Hartland Institute, the following formula will apply:

a. If the spouse earns under $1,000 gross income per month, there will be no charge for rent or utilities, nor will a reduction be made in the food allowances or medical/dental benefits for any of the staff member’s family .

b. If the staff member’s spouse earns $1,000 but less than $2,000 gross income per month, the food allowance and medical/dental benefits will be forfeited for the working spouse only, and the family will be responsible for 25% of their rent and utilities.

c. If a staff member’s spouse earns between $2,000 and $3,000 gross income per month, food allowance and medical/dental benefits will remain the same as item “b” above, and the rent and utilities responsibility will increase to 50%.

d. If a staff member’s spouse earns over $3,000 gross income per month, the food allowance and medical/dental benefits will be forfeited for the working spouse, the food allowances and medical/dental benefits for dependents will be reduced by 50%, and the family will be responsible for 50% of their rent and utilities.

This policy may be subject to adjustment according to inflation.

147 ENTERTAINMENT1. General

Hartland Institute upholds the highest standards for entertainment and the use of time. The highest form of recreation comes from enjoying the things of nature that are useful and constructive and that elevate the God of nature. Any activity carried to excess does not constitute true recreation. Competitive sports are artificial and self-fulfilling. They develop a spirit of rivalry and detract from the development of a Christlike character by encouraging pride and arrogance. They also engender strife. (See Philippians 2:3.) Participation in any recreation should meet the following criteria:

a. Is it the best use of time?b. Is it inexpensive and the best use of finances?c. Are the influences and environment encouraging to spiritual growth?d. Would I welcome Jesus to participate with me?

2. Home Entertainment Staff members wishing to entertain a group of students in their home may receive

subsidies from the college for meals served. Requests for these allowances are processed through the worker expense report by stating the number of students fed and the dates of the events. The allowances are a fixed rate per student, determined by the college.

Staff members should notify the food service department of the number of students, meals, and dates of these special events, at least two days in advance.

The food service department is not in a position to provide food for groups going on outings, other than sack lunches, which must be requested at least two days in advance.

150 FAMILY UNITHartland Institute staff members are appointed as a family unit. Single parents should have

schedules arranged so they can be with their children during non-school hours, so far as possible. 15

153 FIREARMSHartland Institute does not condone the possession of operative firearms or the open

display of operative or inoperative firearms on the campus.

154 FIRESHartland is served by the Rapidan fire department. In case of fire call 911 or 672-5744.

155 FIRE SEASONFrom March 1–May 15 each year, Virginia law states that: “No open fires may be started

until after 4:00 PM, and must be kept more than 300 feet from woodland or brush leading to woodlands. Fires must be attended at all times and must be out by midnight.” This applies to bonfires, campfires, warming fires, brush fires, household trash, stumps, etc.” Violation of this law can lead to fines for which the individual will be held responsible.

All burning is prohibited on campus except with special permission or under the supervision of the farm manager or grounds supervisor.

156 FISCAL YEARHartland Institute operates on a financial fiscal year, beginning July 1 and ending June 30.

157 FISHINGFishing is not permitted on Hartland Institute property.

159 FURNITURE AND FIXTURESFurniture and fixtures that belong to Hartland Institute should not be used or taken to staff

members’ homes until permission has been obtained from the departments to whom the furniture and fixtures belong. This includes cafeteria items.

160 GARBAGE/DUMPSTERSThree trash dumpsters are located on campus: one in the Lifestyle Center back parking lot,

the second near the college cafeteria, and the third behind Hartland Publications. Do not leave items beside the dumpsters or throw building materials or large items into them.

Dumping trash, building materials, discarded items, etc., should not occur at any place on Hartland Institute’s property.

Tree trimmings and brush that can be burned may be deposited in an area designated by the grounds supervisor. Burning is prohibited except under the supervision of the farm manager or grounds supervisor.

161 GARDENS Garden spaces are available for staff members and are assigned by the farm manager upon request. Staff members must provide their own hand tools, plants, seeds, and fertilizers, and are expected to maintain them, keeping them free from weeds and debris.

167 GRIEVANCE PROCEDURE1. Definition and Purpose of “Grievance” : A grievance is any claimed misinterpretation,

inequitable application, or violation of the policies or regulations of Hartland Institute.The purpose of this grievance policy is to promote unity and harmony, while reconciling

differences that may arise. It outlines a process by which problems may be resolved and a sound institute-staff relationship strengthened. The same procedure should be used to resolve differences between staff members.

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Christians should make every effort to avoid things that would divide them and bring dishonor to the cause of God. Reconciliation of differences should be possible without recourse to civil litigation, much of which is carried on in a spirit of contention that results from and reveals human selfishness. The emphasis of this policy is placed on candid and open communication between those involved. The process emphasizes the solution of problems at the level closest to their origin and is based on the premise that each party is interested in a fair and just solution of grievances.

2. Procedures Step 1. Staff member meets with his/her immediate supervisor to submit the grievance during an informal conference.

Unresolved: Step 2. Staff member should request a meeting with his/her department director and submit the grievance in writing with the date of the meeting, details of the problem, and the proposed solution. (A copy of this documentation should be given to the human resource coordinator.) The department director will then reconsider the grievance based on the information presented and make every effort to remedy the problem at this level.

Unresolved:Step 3. Staff member with the grievance conferences with human resource coordinator for conflict resolution.

Unresolved:Step 4. Staff member submits grievance before AdCom.

Unresolved:Step 5. Staff member submits grievance before Hartland’s board of directors for resolution.

3. General Provisions a. By mutual agreement of all parties involved, one or more steps may be omitted in

processing the grievance.b. Staff members may drop a grievance at any time by so designating to the human

resource coordinator or designee. c. No reprisal will be taken against staff members in the grievance procedure by

reason of their participation in such proceedings.d. Agreements or misunderstandings after the initial informal conference must be in

writing.e. Inasmuch as these are expected to be mutually respectful proceedings, at no step of

the grievance procedure will staff members or Hartland Institute be represented by legal counsel.

176 HOLIDAYSPaid holiday times throughout the year are as follows:One day is given for Independence Day.One day and a half is given for Thanksgiving Day and the Friday following.Christmas Day, New Year's Day, and all the working days between them are given.

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177 HOUSING1. Guests

Guest housing is sometimes available on the campus. This housing may be in the Hartland Lifestyle Education Center, dormitories, or in other areas. Charges vary. There are separate charges for food. See the business office for current rates and to make arrangements. If guests are invited to stay on campus without advance arrangements being made, they will be expected to stay in the homes of the staff members making the invitation.

2. Long-Term Guests If there are non-staff, non-dependent residents who are not children of the staff, living in

the home for more than 3 months, the cost of utilities should be negotiated with the business office. Other close family members will be considered individually by AdCom as there are many varying circumstances.

3. Off-Campus Housing Off-campus housing requires prior approval by AdCom. This exception will only be granted for special circumstances. As on-campus housing becomes available, staff members living in off-campus housing may be required to relocate.

4. Staff Housing Assignments a. When homes become available, staff members will be alerted and given enough time to

apply for assignments. Assignments are ordinarily given to existing staff families. The decision is made by AdCom and is determined by need. The following point system is used as a guideline:

One point for each family member coming to or living at Hartland Institute.One point for each full-time worker (prorated for part-time).One point if children are of a mixed gender.One point for families with a child or children at home over 12 years of age.

b. Where incoming staff families cannot be adequately housed (based on size) in homes to be vacated by current staff families who wish to move to a larger home, the incoming staff may be given priority in the assignment of the larger home.

c. Though there are some small housing units on campus, Hartland Institute cannot guarantee independent living spaces for single staff members (except bedrooms). If single staff members are assigned to living spaces that have been determined to be suitable for a minimum of two staff members, AdCom may assign other staff members of the same gender to share the spaces should the need arise. When space becomes available in a single staff home, the preference of the staff member living in the home will be given major consideration, in addition to or in place of the procedures mentioned above.

d. There are a few staff positions that require on-campus housing and will be given the appropriate priority. They are dean of men, dean of women, and a member of the medical staff for the Lifestyle Education Center.

e. When there are significant changes in staff member families’ points due to marriage, retirement, changing status of dependents etc., AdCom may review the housing assignment and make relocation decisions.

f. Alterations, additions, redecorations or improvements (including the installation or removal of attached carpeting) to houses owned or rented by Hartland Institute are not permitted without prior AdCom approval. If any such changes are permitted, they will be considered to be the property of the institute (regardless of who paid for and/or installed the improvements) and may not be removed when tenants change. Upon application, AdCom may authorize payment for housing improvements. At no time will the

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institute be responsible for paying retroactively for any improvements.g. All housing residences provided by Hartland Institute are responsible for any damages

in excess of normal wear and tear. Paycheck or final check and/or severance will be reduced by any unpaid amounts. (AdCom vote 2/18/16 – updated by JHS)

h. Staff members who own their homes may receive housing allowances up to $700 Utilities are paid in addition to housing support. This does not include homes rented off campus by a staff family. (See item “k” below.)

i. If a family wishes to rent a home off campus, it must be approved in advance by AdCom, and a housing allowance must be agreed on.

j. If only one family member holds a Hartland staff position and their non-staff spouse chooses to become self-employed or take employment off campus, the family benefits will be based on a systematic declaration of income. (See 146 Employment.)

k. The college housekeeping department has the responsibility of cleaning designated residences before new staff move in. The housing committee will be responsible to inform housekeeping of incoming staff and the date they will arrive, and to notify the business office when new staff move into their assigned residence or current staff relocate to another residence.

184 INJURIES

Staff members injured at work must notify their department supervisor, immediately. Injuries not reported within 12 hours will not be eligible for workers’ compensation claims.

185 INSTITUTIONAL ORGANIZATION AND DIVISIONSHartland Institute encompasses various ministries which include Hartland College, Hartland

Lifestyle Education Center, Hartland Publications, and various outreaches and administrative functions.1. Institutional Committees

a. Constituency: Once a year, the Hartland constituency meets to hear reports of administrators, elect board members, and give guidance in the overall general direction of Hartland Institute. Persons may be admitted as members of the corporation provided that they are faithful Seventh-day Adventists and are in harmony with the goals, aims, philosophy, and mission statement of the institute. Applications for constituency membership may be obtained from the business office or the secretary of the corporation. Regular meetings are usually conducted on the Thursday before Spring Convocation. If a non-staff constituency member is absent for two consecutive annual meetings, his/her membership will be dropped. All staff members become members of the corporation and their attendance is required. Termination or resignation of staff members automatically terminates their membership in the corporation.

b. Board of Directors: The board is responsible for supervising and managing the business of the corporation.

c. Policies and Procedures Committee: Appointed by the board of directors, committee members meet as needed for review of institute policies and procedures. The committee makes recommendations to either AdCom or the board of directors, depending on the nature of the recommendations.

d. Administrative Committee: The administrative committee (AdCom) includes officers of the corporation, the dean of Hartland College, division directors, and others appointed by the board of directors. Others with interests in specific areas may be asked to attend all or parts of meetings.

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e. Departmental leaders: Department heads meet monthly to share ideas.f. Housing Committee: The housing committee recommends housing assignments and

makes requests for remodeling and major repairs to AdCom. Requests pertaining to these areas should be turned in to the housing committee chairperson. Inquire in the business office as to the current chairperson. Committee members are appointed on a yearly basis by AdCom.

Members of the housing committee are appointed annually by AdCom during the week of our constituency meeting.

g. College Sub-Committees Academic Affairs Committee: Meets as needed and has been established to give

the faculty opportunity to clarify general issues and policies relating especially to the college and its overall program.

Admissions Committee: Meets as needed and is appointed by the college to review applications and re-applications to the college.

Curriculum Committee: Meets as needed for college department heads and deans to discuss matters specifically relating to the curriculum.

Student Finance Committee: Meets as needed and is appointed by the college to review student financial matters and decisions concerning distribution of scholarship funds.

2. General Policies a. Hartland Publications’ sales and book study policy:

Besides the wide range of selections published by Hartland Publications, a number of other important books from other publishers are also available. Books, e-books, messages on CD and DVD, and music CDs and CD-ROMs published by Hartland Publications can be purchased by staff members and students at discounts. As this is a privilege, staff may not make purchases for others at the discount price.

The institute’s administration encourages staff members and their families to study books published by Hartland Publications. These books will be free to staff members following the book study policy. Books will be available under the following conditions:

Only one book per family may be taken at any time. The book title will be logged under the family name. To receive another book, the staff member must sign in the log book that the

previous book has been read in its entirety. When another book is taken, the process will be repeated. Only those books published by Hartland Publications are covered by this policy.

b. Hartland Lifestyle Education CenterHartland Lifestyle Education Center facilities are primarily designated for the

purpose of providing health guests with educational information and treatments, as well as for student training.

Authorization must be obtained from the Hartland Lifestyle Education Center director or office manager before seeking any of the health services listed below:

Doctor consultations, including visiting physicians Nurse consultations Lab work Hydrotherapy and massage treatments Exercise room usageUpon arriving at Hartland Lifestyle Education Center, all persons must stop in at the

Lifestyle Education Center business office to announce their purpose for coming. 20

Hartland College students must have the approval of their respective deans and/or work supervisors to seek medical help.

Approval must be obtained from the Hartland Lifestyle Education Center director or office manager before:

Observing or assisting in hydrotherapy or massage. Using any rooms in the center.

It is NOT appropriate to solicit funds or other advantages for Hartland Institute or for personal needs, either directly or indirectly, from Hartland Lifestyle Education Center guests, except with the approval of the center director. This includes the sale of items to the health guests. The sale or promotion of any medicinal items must be with full approval from the center’s director.

Lifestyle sessions are a non-cash medical benefit for staff. Requests by staff members to participate in a Hartland Lifestyle Education Center session will be considered by the departments to which the staff members are assigned. Staff members must have verified medical needs and will counsel with their department leader for coverage of work responsibilities while participating in the center’s sessions.

Unless there are medical necessities, staff members will not be supported by their departments to participate in Hartland Lifestyle Education Center sessions more than once every five years.

New Hartland Institute staff members should work at least one year before becoming eligible to participate in a lifestyle session. If a serious medical need arises that could be effectively addressed in a lifestyle session before the one-year anniversary, the matter may be considered by AdCom.

Additional immediate relatives (father, mother, brother, sister, son, daughter) of staff members may attend Hartland Lifestyle Education Center’s live-in sessions at a 30% discount if they stay in the center or a 40% discount if they stay in the home of a staff member. Those anticipating a live-in session will be on a standby basis, depending on the availability of space in the program.

Hartland Lifestyle Education Center welcomes individuals to observe the center sessions. There are charges for professional observers. Get current information from the center’s director.

Staff members who have passed the retirement age of 66 and have served 20 years at the institute may go through a session for at least one week each year, so long as they remain in full-time service. The cost will be recovered by their departments under the standard reimbursement schedule.

186 INSURANCE 1. Medical : See 222 Medical Assistance.2. Vehicle Liability : Staff members must have at least liability insurance on personal vehicles,

in accordance with Virginia law.

200 KEY POSITION STAFFINGSome basic tasks in a few key areas must always be covered during the holidays. These

areas are the business office, Hartland College, Hartland Lifestyle Education Center, and Hartland Publications. To this end, it is Hartland Institute’s policy that for these areas someone with vested authority must be on the campus and at their workstations or on call during business hours over the Christmas holiday, except for Christmas Day and New Year's Day. This policy is to prevent lapses in communication with interested clients, customers, students, or supporters of the institute.

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In addition, someone must be available from plant services in case of emergency.

202 KEYSIndividuals, staff members, and others are only to be issued keys necessary to perform

their routine job functions. A key box is to be discreetly placed where additional keys would be located. The president, secretary, treasurer, and plant services director are to have access to this key box, and are authorized to sign out keys to individuals for reasons deemed appropriate. The receptionist will also have access to the key box and is to be given a list of people to whom she is authorized to give particular keys for given purposes. The purpose of this policy is to ensure the security of the institute and individuals while still maintaining appropriate accessibility to facilitate the accomplishment of the mission of the institute.

206 LAUNDRY FACILITIESWashers and dryers are provided for students and staff members assigned to multi-family

dwellings or to temporary housing. These are located in both men’s dorms and in the basement of the mansion.

212 LEAVESWhen any type of leave is to be taken, a leave slip must be filled out—complete with the

signatures of the staff member and the department director—and turned in to the business office in advance. This is necessary in order to keep the staff member’s records up to date and to ensure that the staff member’s mail and phone calls are correctly handled.1. Bereavement

Leaves of up to five working days with no loss of stipends may be granted to staff members in the case of a death in the immediate family. Immediate family is defined as the spouse, children, parents, grandparents, and siblings of a staff member and/or that staff member’s spouse. Special cases involving other near of kin may be considered by the department director. Staff members need to notify their immediate supervisor as soon as possible.

2. Educational Advanced study leaves, when deemed necessary by Hartland Institute, typically include

the following benefits:a. Tuitionb. Required textbooks and feesc. Travel allowances to and from schoold. Continued medical benefits and continued service recordsThis policy applies to all advanced studies pre-approved by AdCom.The amortization rates will be one year of service for each quarter of sponsorship. A

contract will be signed, stating that Hartland Institute will require reimbursement of un-amortized expenses, to be paid upon the termination of the staff member.

3. Jury Duty Staff members selected to serve on jury duty must accept these responsibilities as

required of citizens. However, if selected as members of particular juries which would require a prolonged absence from work or which might place Hartland Institute in an unfavorable light, staff members should request to be excused from jury duty.

4. Leave of Absence Long-term leave of absence may be granted by AdCom upon written application from

staff members, stating the length and purpose of the leave. Housing assignments, 22

medical benefits, and other terms will be considered by AdCom based upon the length and purpose of the leave. Staff members who do not return to resume their staff positions following such a leave will be expected to reimburse the institute for benefits received during the leave. Normally, no other benefits are earned during such a leave.

5. Long-Term Illness or Disability Staff members who have served at least four years may receive 130 working days of

long-term illness or disability benefit if determined necessary by documented medical evaluation. Prorated benefit will be applied toward those who have served for a shorter time period. All sick and vacation (Paid Time Off) leaves must be exhausted before requesting this benefit. During this time, benefits are only stipend, food allowances, housing, utilities, and medical. This period of long-term illness or disability will not be counted as years of service.

The departments are not required to leave vacated positions open. If recovered staff members desire to apply for positions available on campus, they must pass a medical evaluation that verifies the fact that they are able to perform the duties expected for those positions.

If recovered staff members are not reappointed to a position, they are terminated. (See 293 Termination.)

6. Requests If leaves are taken as time off without pay, the food allowance benefits will not be

continued. Time off without pay will not be approved unless all Paid Time Off is used up. The staff member’s department director may approve leaves without pay for up to one week. Unpaid leaves longer than one week should be handled by making request to AdCom under the provisions of item #4, Leave of Absence.

7. Sick/PTO Sick leave is taken from Paid Time Off (PTO) when necessary and when approved by the staff member’s department director. When PTO is exhausted, a leave of absence may be requested, which will be considered by AdCom. See item #4 above.

8. Snow Days Hartland will follow federal government guidelines for approved absences during bad

weather for off-campus staff members.9. Vacation/PTO

a. Paid Time Off (PTO) which is the combination of the vacation and sick time is calculated on the number of years of service and is given on the following basis:

• staff with < 2 years of service will receive 114 hours (3 weeks) per year,• staff with 2 to 5 years of service will receive 152 hours (4 weeks) per year,• staff with 5 to 15 years of service will receive 190 hours (5 weeks) per year,• staff with > 15 years of service will receive 228 hours (6 weeks) per year,• credit for years of service may be given for previous work at Hartland or another

ministry and this will be determined by AdCom at the time of hire,• only 200 hours of PTO may be carried into a new calendar year and any excess hours

will be forfeited,• current staff will be positioned in the new years of service structure according to their

position in the previous system when the new policy is implemented.• if a holiday falls on a weekend day it will be observed on the nearest Friday or Monday.

(AdCom vote 10/28/15 – updated by JHS)b. PTO may not be taken before it has been accrued, except by special permission from

the staff member’s department leader. PTO must be scheduled with the staff member’s department leader, and notification must be given to the business office via the

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leave request form, filled out and properly signed by the staff member and the department leader. When two or more staff members in the same family want to take PTO at the same time, they must coordinate their plans with their respective department leaders.

c. Department leaders are to make their PTO arrangements with the president.d. PTO begins to accrue at the beginning of the staff member’s ministry at Hartland

Institute, but cannot be used until after the three-month review period. When staff members terminate, their final payroll will be adjusted to reflect any unused, accrued PTO. PTO hours accumulate each payroll.

e. Staff employed before April 1, 2015 who have less than 15 years of service will be placed under four weeks PTO plan. (AdCom vote 10/19/15 – updated by JHS)

214 LICENSING1. Professional

Hartland Institute will pay the cost of maintaining active professional licenses in the area of a staff member’s work responsibility only. Upon special request, the institute will pay for one inactive, out-of-state professional license.

2. Professional Membership Dues Hartland Institute will pay for membership in one organization for full-time staff members

in the areas of their primary responsibility.3. State/National/Credential

Required state and/or national licensing and credential costs will be paid for full-time staff members in their specific area of responsibility.

220 MAIL AND PACKAGING SERVICES1. US Mail Service

There is an outgoing mail drop box with a letter slot, located on the right wall of the mailboxes in the mansion mailroom, for daily outgoing mail with proper postage. Larger packages can be inserted by opening the front door of the mail drop box. Mail is distributed to the mailboxes after its arrival on all regular business days. Incoming packages are usually placed under the mailboxes inside the cabinet doors, with a “parcel” note placed in each receiver’s mailbox. Packages that are too large for the cabinets are placed on the floor near the receptionist’s desk. Please claim them as soon as possible.

For other mail information, see the “Helpful Mailing Tips” posted by the mailboxes in the mansion mailroom.

2. US Mail—Rural Route Delivery Service Mailboxes for each dwelling on the campus are located at the corner of Hartland Forest

Drive and Poplar Lane. Staff members will be responsible for checking their mailboxes on a regular basis. Mail is delivered to the mailboxes between 9:30AM and 10:30AM on all regular business days. If parcels are too large for the mailboxes, they will be picked up at the post office by the campus mail person, carried to the mansion mailroom, and handled as mentioned above. If letters or parcels require a signature for delivery, cards will be put in the mailboxes. You may pick up your item at the post office yourself or sign the card and drop it in the mail drop box in the mailroom, and the campus mail person will co-sign the card and pick up your item for you.

It is the responsibility of each staff member, when moving from campus or moving within the campus, to inform the postal service of the new address for forwarding mail purposes.

New staff members may inquire with the human resources coordinator or the 24

business office regarding their mailing address.

221 MAINTENANCE AND REPAIRS1. Construction Materials/Home Improvement

Construction materials, new or used, should not be taken and used for personal construction or remodeling on personal housing without prior request and approval from the plant services director. Likewise, when needs for repair or maintenance arise, for which expense reimbursements are expected, submit all non-emergency items to the plant services director for approval.

2. Personal Property Staff members needing repairs on appliances and other personal items may secure

these services from the plant services department (when time is available) at the current pay scale rate (presently $18 per hour), with parts charged at cost plus a 10% handling charge. Work request forms must be submitted to the plant services director for priority scheduling.

In cases of vehicle repairs, staff members may reserve workspace as available in the auto shop. Shop scheduling may not be done more than two weeks in advance. The auto mechanic handles these reservations. Staff members using the shop may be allowed to use the shop’s tools but should be prepared to use their own personal tools. There are no charges for the use of space or utilities.

Staff members’ vehicles put in the shop for personal repairs must be out of the shop by the time the next regular work hours begin.

Staff members may not use the shop facilities for repairs of non-staff members’ vehicles without specific permission of the auto mechanic. Permission for such activities will take into account staff members’ demands for the facilities. If requests for shop facilities are granted, there may be overhead charges for the use of the facilities.

Students also may use the shop facilities, subject to the same rules, except that staff members’ requests for shop time shall take precedence over those from students, even if students have scheduled the shop use prior to the staff members’ requests. Additionally, students will be charged $5 per day to cover tools and miscellaneous shop supplies used. (The $5 charge does not include full quarts of motor oil, fuel, or parts.)

222 MEDICAL ASSISTANCEHartland Institute has elected to provide its own medical assistance instead of purchasing a

regular insurance policy. Claims must be itemized on medical expense report forms, available at the receptionist’s desk in the mansion. Original receipts for payments need to be attached to the forms. Staff members need to submit these forms to their department director for signature. This procedure applies to all medical expenses except dental. See section E, #15 below for dental coverage details. The medical assistance policy includes the following provisions:

A. Eligibility Medical assistance is available for full-time, stipend staff members and their

dependents. For the purposes of this policy, employed staff members’ spouses are those who are self-employed or who work off campus. The definition of dependents is given in section 289 Stipend and Benefits.

1. If one’s spouse receives compensation under $2000 per month gross income, there will be no change in medical benefit eligibility.

2. If one’s spouse receives compensation over $2000 but less than 25

$3000 per month gross income, the Hartland Institute staff member and children will remain eligible for Hartland’s health care benefits. A spouse who is employed off campus is not covered.

3. If one’s spouse receives compensation over $3000 per month gross income, there is a 50% reduction of the allowable health care expenses of dependents (meaning the reimbursement will be 25% of the bill).

B. Out-of-pocket expenses Hartland Institute follows the practice of requiring receipts or other evidence of the

amounts actually paid by staff members before applying to the medical assistance plan for reimbursement. If there are insurance benefits, professional courtesy discounts, rebates, etc., medical assistance will be applied after these have been deducted.

C. Reimbursement Hartland Institute will pay 50% of costs on medical bills up to $1,000 per fiscal year and

50% for chiropractic bills up to $270 per fiscal year. (For example, submitted costs of $1000 would equal $500 worth of benefit.) This is exclusive of work-related injury costs covered by workers' compensation. Proof of payment must be submitted to the business office within 60 days. The maximum amount eligible for reimbursement per family is $5,000 per fiscal year. Expenses must be submitted for the fiscal year they were incurred.

D. Accidental Death In cases of accidental death or total disability of a staff member, reimbursement for any

unpaid medical benefit for which the staff member was eligible will be paid to the next of kin or designated heirs.

E. Types of Medical Expenses 1. Emergency : Call 911 and notify any available EMT on campus.2. Non-emergency medical care : Staff members and their family are encouraged to

utilize Hartland Lifestyle Education Center’s services. See 185 Institutional Organization and Divisions.

3. Catastrophic : Coverage for any amount above $5,000 annually is not available.4. Pharmaceuticals : Medical assistance will cover the purchase of pharmaceuticals

only with a licensed physician’s prescription.5. Alternative remedies : Medical assistance will cover alternative remedies in lieu of a

pharmaceutical drug only if prescribed by a licensed physician or by a designated Hartland Lifestyle Education Center nurse. In the latter case, lifestyle counseling would be required. Alternative remedies include orthopedic appliances, natural herbs, therapies, or other natural remedies.

6. Medicare : As with other types of coverage, where any state and/or government agency funds are available for payment of medical expenses, the out-of-pocket expenses will be paid after the deduction of these funds.

7. Mileage : No mileage expenses are to be reported in seeking special medical assistance.

8. Qualified practitioner : Medical assistance is provided for actual amounts paid to licensed professional individuals who diagnose and treat physical ailments.

9. Non-institute work : Should staff members be involved in non-institute activities for which they receive remunerations, either in cash or in kind, and are injured or become ill as a direct result of that work, medical assistance will not be allowed on medical expenses incurred.

10.Psychology consultation : Treatments by consulting psychologists, when incurred after referrals by staff physicians or nurses, might legitimately be considered as regular medical items, but reimbursements will be granted only upon

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approval of AdCom.11.Vision : Vision care coverage includes the following limitations:

a. One routine eye exam in a 12-month period.b. One pair of lenses (glasses or contact lenses) in a 12-month period.c. One set of frames in a 24-month period. Frugality should be exercised.d. Lasix surgery: 50% up to $3000. The staff member will be reimbursed over a

period of four years (25% each year). If the staff member leaves before the prorated reimbursement is complete, the institute is relieved of its obligation.

12.Speech therapy : Speech therapy costs may be reported under this policy, provided that the therapy is under the direction and referral of physicians, is for the purpose of correcting physical or emotional problems, and is approved by AdCom.

13.Expectant mothers : Pregnancies are covered as normal medical expenses.14.Adoptions : Medical cost of an adoption can be included in the normal medical policy

to a maximum gross cost of $1,500. Reimbursements for adoptions are limited to two adoptions per family.

15.Dental: Staff members are eligible for dental benefits after three months of service at Hartland Institute. Any dental procedure with an expense in excess of $800 must have prior authorization by AdCom. a. General dental work is described as: exams, x-rays, routine cleaning, fillings,

caps, crowns, and root canals. Staff members having dental expenses may be reimbursed 50% of their expenses up to $1,000 per year, per staff member or eligible dependent, and up to $2,000 per year per staff member’s family, according to eligibility. (For example: a dental bill of $1,000 would equal $500 worth of benefit.) The allowances are to be made only on receipted dental bills for which the staff members have actually made payment.

b. Orthodontic: All orthodontic work must be approved in advance by the department leader in cooperation with the business office. Orthodontic dental work will be reimbursed as follows:i. Costs for orthodontic work started before one’s 19th birthday will be

reimbursed at 50%. This applies on a per-case basis.ii. Costs for orthodontic work started after one’s 19th birthday will be reimbursed

at 30% of paid receipts, not exceeding $3,000.iii. Lifetime benefit: A lifetime maximum of submitted cost for orthodontic work is

$3,000 per person and $9,000 per staff member’s family.iv. Reimbursement will be paid at a maximum of $175 per month until a

maximum lifetime benefit is reached or upon staff member’s termination.16.Mouth restoration : If pre-approved by AdCom, the maximum amount to be paid in

medical assistance for mouth restoration is not to exceed 50% of $2,500 for any one case.

17.Plastic and cosmetic surgery : Authorizations from AdCom must be given prior to undertaking the proposed treatments and must be accompanied by statements from surgeons that include diagnosis, indications for surgical interventions, prognosis, and costs, and may be considered only when surgeries are needed to: a. Correct defects produced by accidental injuries or diseases. b. Correct congenital defects that interfere with normal functions.c. Correct defects as a means of preventing disabilities.

18.Miscellaneous a. Staff members’ survivor benefit plan: A one-time payment of $5,000 will be made to

the survivor of the full-time staff member who dies while employed at Hartland 27

Institute.b. Elective medical care: Any proposed medical procedures not specifically mentioned

above must be authorized by a staff physician, in advance.c. Previously existing conditions: The payments of expenses for pre-existing medical

conditions of incoming staff members will not be covered.d. Non-stipend staff do not receive medical benefits. (See 283 Staff.)e. Prospective staff medical exam: If a medical exam is requested by Hartland, it will be

covered by the regular medical assistance policy.

223 MEETINGSAttendance at staff meetings is required year round for ALL staff members because they

are part of the normal work schedule. (See 283 Staff Work Hours and Schedules.) 1. Chapels

Chapel services, beginning at 7:50 AM, are held Monday–Friday year round, except for Hartland Institute holidays.

Morning chapels are a wonderful way for staff to encourage and demonstrate commitment to the students on a regular basis. Staff are strongly encouraged to attend. Those who seize these daily opportunities are paid for their time. Those who decline should be at their work stations during this time or arrange with their department leaders to make up this time.

2. Staff Meetings Staff meetings are normally held on the second Tuesday of the month at 5:40 PM unless

otherwise announced. ALL staff members are required to attend, as these are times for staff members to hear and to dialogue concerning issues essential to Hartland Institute’s ongoing ministry and operation.

3. Prayer Meetings Prayer meetings are conducted for everyone on Tuesday nights at 6:20 PM. Each staff

member’s entire family is encouraged to attend regularly, as these are important family “bonding” times. Guests are welcome and encouraged to attend.

4. Weeks of Prayer In connection with the college program, weeks of prayer are conducted at the beginning

of the fall, winter, and spring terms. All staff members are urged to attend these meetings in order to benefit from them spiritually and to enable them to fellowship with the students.

240 MOVING EXPENSESMoving expenses to Hartland Institute which are paid by the institute must be approved in

advance by AdCom. Such moving expenses will begin to be reimbursed on the staff member’s anniversary date on a prorated basis, so that after 48 months (four years) the entire moving expense shall be reimbursed.

242 OFF-CAMPUS SPEAKING APPOINTMENTSAll off-campus speaking appointments should be used to promote Hartland Institute and its

programs. See Advancement and Development for promotional materials. Appointments that involve missing work time must be pre-approved by the division leader. The division leaders’ requests are to be pre-approved by the president.

250 PARKINGBecause of the need for safety, concern for the environment, and the beautification of

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the campus, certain parking areas have been designated. There are six parking lots on the campus:

Mansion parking area (overnight parking not permitted) Hartland Lifestyle Center parking lot Conference center parking lot Hartland Publications south and west parking lots Farm parking lot

Staff members (including their family members), students, and guests are expected to adhere to the following guidelines:

a. Except where necessary for construction or maintenance access, parking or driving on lawns, over curbs, alongside roads, or on the sidewalks is not permitted.

b. Parking in the space designated as “Loading Zone” is not permitted. This is for loading or unloading ONLY. When finished loading or unloading, move the vehicle immediately.

c. Parking around the loading dock area at Hartland Publications is not permitted.d. The parking time restrictions by the mansion apply only during business hours.

258 PURCHASESDepartment directors must authorize purchases for which reimbursements are expected.

Whenever expenditures are made without proper authorization, Hartland Institute divisions or departments will assume no responsibility for reimbursements.

268 QUIET TIMEThe hours between 9:00 PM and 6:00 AM are designated as "quiet time" on the Hartland

Institute campus. For consideration of the Hartland Lifestyle Education Center guests and others who go to bed early, avoid driving vehicles on the main campus when possible, and when walking, do so quietly. Cease all work-related sounds and keep levels of music and talking extremely low.

272 REASSIGNMENT OF STAFFWhen a staff member is reassigned to a different division due to need or at his/her own

request, it must be approved by the department directors and the staff members involved.

273 RESIGNATIONStaff members who wish to resign should notify their department director in writing. Non-

medical staff members are expected to provide at least 30 days’ notice. Medical staff members should give at least 60 days’ notice. College staff members should give notice by February 28, effective at the end of the academic year. This includes teaching staff, food services, academy, and elementary staff members. Accumulated PTO time can be used as part of the 30- or 60-day notice period only if approved by the department leader.

274 RESTRICTED FUNDSHartland Institute does not open or manage restricted funds for personal fundraising

projects. The business office may establish restricted funds for projects approved by departmental directors or by AdCom. Non-student restricted funds are charged a 10% administrative fee on deposited funds. Detailed expenditure statements MUST be submitted when funds are transferred to other ministries.

275 RETIREMENT BENEFITS 29

Hartland Institute, by law, participates in the social security system but is not part of the SDA denominational plan. At present, the institute does not participate in any other retirement plan. See Appendix.

280 SAFETYHartland Institute maintains a safety manual which all staff members are required to read

and follow. A safety committee helps maintain an environment where all staff families and visitors may feel free to work and play without health risks.

281 SEMINARS ON CAMPUSHartland Institute conducts seminars on campus from time to time. Staff members may

attend these if appropriate arrangements are made with their department directors.

282 SPECIAL AGREEMENTSHartland Institute is not responsible to uphold any oral or other informal agreements on

matters covered by the staff policy manual.

283 STAFF1. Stipend Full-Time Staff

Although many Hartland Institute staff members are willing and able to give far more, there is a minimum that a staff member must work to be considered full-time. These full-time staff members work at least 38 hours and will attend morning chapels, prayer meetings, and staff meetings to make a 40-hour week. (See 289 Stipend & Benefits.)

2. Non-Stipend Full-Time Staff The requirements and benefits for these staff members are the same as stipend full-

time staff, with the exception that: No stipend will be paid. No housing allowance will be paid to those who provide their own housing. One free meal will be provided on days worked. Medical assistance is not provided. Appointments are for a one-year term. AdCom makes annual reviews and

reappointments prior to the end of each fiscal year.

3. Hourly Staff Hourly staff members are paid for hours worked, including morning chapels, and staff

meetings attended. No other benefits are given.4. Non-SDAs

The unique philosophy of Hartland Institute is reflected not only through its practices and mission, but also through the staff selected to serve in every aspect of the institution. It is, therefore, the policy to appoint staff members who are Seventh-day Adventists with a sincere commitment to the spiritual, moral, social, and health principles revealed by Inspiration. This includes stipend, non-stipend, and hourly staff members.

5. Short-Term Non-Stipend Staff Hartland Institute has a short-term staff member program. Short-term staff members

have their housing and food provided while they are at the institute, provided that they are full time. The spouses of short-term staff members working full time need only work half time in order to qualify for meals and lodging. Short-term staff members receive no cash but are permitted to eat in the cafeteria. Departments have authorization to approve short-term staff members for up to two weeks with a two-week extension, but they must get 30

AdCom approval for further time. All short-term staff members who would represent the institute to the public, regardless of length of stay, should be approved by AdCom in advance, using a regular staff application.

Any of the above benefits may not be applicable if restricted by immigration regulations concerning the status of short-term staff members who are not U.S. citizens.

6. Classification of Staff a. Administrators: Board-appointed staff members are the president, secretary, treasurer,

and those who are responsible for a division of Hartland Institute.b. Division administrators and department heads: Division administrators’ responsibilities

include planning and directing programs, supervising staff members, and participating in budget preparation, inventories, etc. Department heads are responsible to an administrator, who delegates to them varying levels of responsibilities.

c. Supervisors: Staff members who are responsible for supervising students and/or other staff members. They are involved in planning specific work and study assignments and they sign student time sheets.

d. General staff: Staff members who are not generally responsible for planning or for supervision of staff members or students.

284 STAFF ANNIVERSARY DATEThe staff anniversary date is considered to be the same day each year in which they began

their ministry for Hartland Institute. However, tenure is based on actual time worked. For example, if a staff member works only half time, their tenure will be only six months per year.

285 STAFF HOURS AND SCHEDULESThe ministry at Hartland Institute frequently calls for service well beyond the worldly

concept of the 40-hour week.1. Office Hours

Weekly office hours are Monday–Thursday, 8:30 AM–12:30 PM and 1:30 PM–5:30 PM, and Friday, 8:30 AM–noon. This equals 36 hours.

2. Staff Work Hours The normal work hours are the office hours, which add up to 36 hours, plus chapels,

which totals 38 hours. (See 223 Meetings.) Due to various factors involving departmental mission and scheduling, normal working hours for any given staff member may be defined by their departmental supervisor.

3. Physical Labor All staff members are strongly urged to spend at least two hours per week in physical

labor out of doors. See the plant services director or farm manager for assignments.4. College and Academy Staff Summer Schedule

During school break times and summers, those who teach full time during the school terms are expected to work four hours a day at a work site assigned by the college vocational training director or the dean. The remaining work time is expected to be used to plan for the next school term.

286 STAFF INTERVIEW AND PROBATION PERIODNew staff members may be recruited by the departments and administration, but before

they may be appointed, AdCom reviews the application. Telephone discussions are held with the prospective staff to clarify general questions, and references and background checks are done. If results are acceptable, AdCom conducts an interview via conference call or in person. Once the applicant’s spirituality, doctrinal standing (where necessary), and financial

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standing are clarified, the division is authorized to appoint the applicant to a staff position. A 90-day (three-month) probation period is applicable to all new staff members. During this

probation period, the new staff member is not eligible for medical/dental or sick/vacation (PTO) leave benefits and may be terminated with or without cause.

287 STAFF POLICY AND INFORMATION MANUAL1. Agreement

Staff members are asked to sign a staff policy manual agreement indicating that they have read the staff policy manual and pledge to uphold the principles and policies as outlined in the manual. If a staff member has reservations about any item, they may note it on the signed agreement and discuss it with their department director or, if necessary, AdCom.

2. Manual AdCom, in conjunction with the Policies and Procedure Committee, has the authority to

change, amend, or waive any or all provisions of this staff policy manual at any time or for any reason or circumstance deemed appropriate and within its sphere of responsibility. All significant changes will be communicated to staff members for suggestions. Current copies or revisions are available from the human resources coordinator.

288 STAFF SUGGESTIONSSuggestions are always welcome and may be submitted to a department leader or the

human resources coordinator.

289 STIPEND AND BENEFITS1. Dependents

A dependent is defined as someone who meets items A, B, C, and D below: A. Is a child of a full-time staff member. B. Is younger than 19 years of age, or younger than 24 years of age and enrolled as a

full-time student. A full-time student is defined as one who is officially enrolled and recognized as full-time by an accredited college or university, or other educational program recognized by Hartland Institute, with no reference to 12 credits.

C. Qualifies as a dependent under federal income tax rules. D. Has not married. (AdCom may consider special situations if a marriage has been

terminated by divorce or annulment through no guilt of the dependent.) Dependents who have third-party medical coverage are not eligible for Hartland Institute

medical benefits, i.e., children who are carried on a former spouse’s medical policy. 2. Stipend Scale

Some positions may qualify for an increased stipend of 10% or 20%. The President in consultation with AdCom assigns these positions, if any. (AdCom vote 2/18/16 – updated by JHS)

3. Expense Reports All out-of-pocket expenses and/or mileage costs for Hartland Institute business must be

placed on the worker expense report form. Expense reports must be submitted within 90 days of the expense, for reimbursement. The reimbursed amount will be less than the requested amount per each month delay after the 90 days are passed. (AdCom vote 6/2/16 – updated by JHS)

4. Full-Time Staff Members Hartland Institute requires that each staff family have at least one full-time staff member

equivalency. Anything less will be evaluated by the department(s) involved and 32

by AdCom to determine if the staff family may continue with a special agreement or be terminated.

5. Payroll Payroll is paid every two weeks. Checks are distributed on Thursday afternoons

following the end of the payroll period.6. Appreciation Gift

In early December of each year, Hartland Institute provides a gift of $150 per full-time working staff (prorated for part-time staff). Staff members must have begun working at the institute before July 1 of the same year to be eligible for this year-end gift.

7. Educational Benefits for Staff Members’ Children a. Hartland Elementary School

Grades 1–4: Education is without charge to the parent.Grades 5–8:

Education is without charge to the parents IF the student fully participates in the vocational training program.

During school terms, the student is required to work 288 hours at his/her assigned vocational training worksite.

During the summer and other breaks, the student is expected to work 200 hours in the vocational training program.

Parents will be billed at the end of the school year for any remaining tuition not covered by the student’s participation in the vocational training program.

b. Hartland Academy (Grades 9–12) Education is without charge to the parents IF the student fully participates in the

vocational training program. One third of the tuition is paid by the parents’ department(s). The amount of the vocational training scholarship is determined by the student’s

performance. During school terms, the student is required to work 14 hours per week at his/her

assigned vocational training worksite. During the summer and other breaks, students are expected to participate in the

vocational training program. Parents will be billed at the end of the school year for any remaining tuition not

covered by the student’s participation in the vocational training program.c. Hartland College

Tuition: Staff members’ children under age 24 who participate as college students in the vocational training program during school breaks for 720 hours per year qualify to receive a fully supported education. However, they may choose to pay all or part of the equivalent of 720 hours if they do not wish to fully participate. Required textbooks are provided at no cost. (ADCOM vote 9/22/15 – edit by CF)

Off-campus internships: Hartland Institute will provide travel expenses (lowest round-trip airfare or mileage, whichever is cheapest) to one off-campus internship site, up to $350. This will be paid by the departments to which the parents are assigned.

8. Home School Families Textbooks are supplied on a loan basis through the academy/elementary school.

9. Holidays Paid holiday times throughout the year are as follows: One day is given for Independence Day.33

One day and a half is given for Thanksgiving Day and the Friday following. Christmas Day, New Year's Day, and all the working days between them are given.

10.Mileage Reimbursement Staff members who live off campus are subsidized for mileage to and from Hartland

Institute for one round trip per each work day. These subsidies are paid automatically through payroll at the current mileage rate. If staff members choose to move off campus into their own housing, Hartland Institute will pay a maximum of 15 miles one way.

11.Severance Benefits Staff members who terminate by submitting notices or who are terminated by the

departments, should be paid on the following basis: $200 per year for the first five years of service and $350 per year for up to the next

20 years of service (for paid staff members only) (AdCom vote 4/14/16 – updated by JHS)

12.Termination or Resignation All accrued and/or earned PTO hours are paid at the time of termination. Any debt to

any department of the institution should be settled at this time. The last pay period to the date of termination specified will be paid on the final check. NOTE: Staff should be aware that severance and PTO pay are subject to payroll taxes.

290 SURNAMESIn working groups where students are involved, staff members should use appropriate titles

in referring to other staff members. Mr., Mrs., Miss, Dr., Elder, Brother, and Sister are appropriate titles. Staff members should feel free to use first names out of students’ company.

292 TELEPHONESPersonal calls are not to be charged on departmental codes. Hartland Institute telephone

numbers should not be used in advertising personal business. Staff members should not accept personal calls made on incoming toll-free lines. Please be frugal by keeping calls as short and concise as possible.

293 TERMINATIONTermination from duties can be immediate. Reasons for immediate termination of duties

include, but are not limited to, adultery, fornication, incest or other sexual aberrations, theft, embezzlement, or deliberate deception. Further, division directors under advisement from AdCom may terminate staff members for reasons they deem appropriate.296 TOOLS

Hartland Institute endeavors to make tools available for institute work. In cases where a staff member chooses to use his/her own tools and equipment, the institute does not accept responsibility for the cost of stolen, misplaced, or damaged tools.

297 TRAILSTrails are reserved for walking. The use of horses, bicycles, and motorized vehicles is not

permitted on the trails, except by those who must have access for work assignments.

298 TRAVELWhen staff members are asked to travel for Hartland Institute business, reasonable

measures should be taken to minimize expenses. Administrator approval must be obtained before any expenses are incurred. Receipts are required for reimbursement and must be submitted within 90 days of the expense. For any additional personal days taken during

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travel for the institute, PTO must be taken, and any additional expenses incurred must be paid for by the staff member.

Reimbursable travel expenses:a. Economy airfare or mileage, whichever is cheaperb. Actual motel or hotel costs, if necessary, or recreational vehicle parking costsc. Up to $7.75 per meal that must be purchasedd. Workshop or convention expensese. Required tolls, parking expenses, etc.f. $5 per diem

Hartland Institute makes no claim on frequent flyer miles/rewards received from travel paid for by the institute or for purchases reimbursed by the institute.

Hartland Institute does not reimburse staff members for personal outreach activities.

307 UTILITIESExcluding personal telephone, internet, and any type of cable or satellite service, utilities

are provided as part of the staff member’s benefit package. Utilities constitute a considerable institute expense. Staff members are encouraged to do their best to keep utility costs at the lowest possible level. Suggestions for reducing utility costs should be given to the business office.

312 VEHICLES1. Institute

Staff members and approved student drivers using Hartland Institute vehicles for the institute’s business should follow guidelines maintained by the college. This privilege may be denied at any time.

Staff may use their personal vehicle for approved Hartland Institute business and can be reimbursed at the current mileage rate. A completed expense report signed by the appropriate department leader should be submitted for reimbursement within 90 days.

a. Personal Use: Hartland Institute vehicles are not for personal use. If an urgent need does occur, staff members must make arrangements with the treasurer. See the business office for current charges. The vehicle log record must be marked for “personal” use. If payment for miles driven is not made at the time the vehicle is returned, it will be deducted from the staff member’s next payroll check.

b. Accident Responsibility: Repair of damage to Hartland Institute vehicles, equipment, or property as a result of carelessness is the responsibility of the driver. In case of an accident where the driver of an institute vehicle is at fault, the staff driver is responsible for 50% of our insurance deductible and other related expenses such as towing, repairs, transportation, etc.

2. Operation a. Virginia Law: Although Hartland Institute is private property, the operation of vehicles

on campus is still subject to the laws of the Commonwealth of Virginia. A copy may be obtained from the DMV.

These laws cover: Learner’s permits and driver’s licenses Vehicle safety inspection sticker Vehicle insurance Vehicle registration and license plates

Mopeds and motor scooters follow the same laws of the road as bicycles: speed limits, stopping, parking, traffic signs, regulatory signs, etc.35

b. Drivers List: Only students approved by the college registrar will be placed on a drivers list. This list is maintained at the college registrar’s office.

c. Campus Beautification: Because of the concern for the environment and the beautification of the campus, driving on the lawns is not permitted. To maintain peace and serenity on campus, all motorized vehicles must have a functioning muffler.

d. Abandoned Vehicles: Hartland Institute reserves the right to take possession of and use, remove, sell, or otherwise dispose of any vehicles which have been determined to be abandoned, as defined by an expired license or when left for more than six months. Owner will be charged for any disposal costs. The institute does not take responsibility for any residual value in the vehicles themselves or for any valuables or personal property disposed of in the vehicles that are determined to be abandoned.

e. Other Vehicles: Mini-bikes, ATVs, and similar vehicles are not permitted on any of Hartland Institute’s roads.

Unregistered farm vehicles using “farm use” tags are ONLY for vehicles used exclusively for agricultural or horticultural purposes on lands owned or leased by the vehicle’s owner.

The use of “farm use” tags on personal vehicles is not permitted.f. Speed Limits: Speed limits vary on campus and must be observed on Hartland

Institute property. Because of pedestrians crossing, large trucks unloading, and the narrowness of some roads, the speed limit is 10 mph on the one-way circle at the mansion, Poplar Lane, the east end of Hartland Forest Drive, and Dogwood Lane. The remainder of the campus is limited to 20 mph.

There are a number of other safety regulations that must be observed for the safety of everyone on campus. Please read our safety manual and abide by these rules.

320 WATER SAFETY REGULATIONS AND INFORMATIONa. Swimming in any Hartland pond is prohibited.b. Anyone boating or canoeing is required to wear a life jacket.c. Gasoline-operated engines are not permitted on Hartland Institute’s lakes.d. Walking or skating on frozen ponds is permitted, but ONLY on the ponds near the

main entrance.e. No water activities are permitted after dark.

326 WOODFirewood is provided for staff homes that are heated with wood. Staff members who wish to

cut their own firewood must check with the plant services director for authorization.

327 WORK ORDERSWhen remodeling or repairs are needed in staff homes or in departments, work request

forms should be filled out with the needed information using the online Information Systems IT Helpdesk ticket system. Personal vehicles and personal appliance repairs are the responsibilities of the respective staff members.

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APPENDIX

By an AdCom recommendation and a board vote on October 31, 2010, the following retirement plan was changed to 25 years minimum service. At the April 2013 board meeting, it was voted to discontinue the plan entirely for those hired after March 1, 2013.

Fifteen years: If staff members with 15 years minimum service reach social security retirement age or become legally disabled, the following applies:

a. Utilities and housing will be provided free of charge.b. Differential between social security benefits and the base stipend and food

allowance at the time of retirement because of age and/or disability will be paid ongoing. (This will be based on W-2 forms as far back as information is

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available. Beyond that, the earliest W-2 will be used to calculate the percentage due for the time prior to available records.)

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