DDS Student Employee Manual

Mission Statement
“To provide quality meals and services responsibly”

About Dartmouth Dining Services

Policies and Procedures

Student Employees

Student Employee Policies

Scheduling, Breaks, Time Clock Instructions

Associate I/II Position Description

Other

Mission Statement “To provide quality meals and services responsibly”

Welcome
We are pleased to welcome you to Dartmouth Dining Services (DDS). We proudly and professionally serve the dining needs of the Dartmouth community, and our success reflects the efforts and contributions of our student workers. Many of our student employees have found that their employment with DDS has offered valuable experience regarding organizational development and introductory management. We hope you find your employment with Dartmouth Dining Services rewarding both financially and developmentally.

About the Student Employee Manual
This Student Employee Manual will review DDS policies and procedures. Please review carefully, and speak directly with your manager or the Personnel Administrator (DDS Administrative Offices on the second floor of Thayer Dining Hall, ext. 3388), should you have any questions, comments, or feedback regarding the content of the manual or Dining Services in general.

Locations
Dartmouth Dining Services is home to 11 premier dining locations: Food Court, Home Plate, The Remix, Collis Cafe, Collis Late Night, Courtyard Café, East Wheelock Snack Bar, Byrne Hall, Topside Convenience Store, and Concessions. Each location has its own theme, and work hours.

Organization Structure
Who we are, and how you can reach us:

Operational Managers and Supervisors:

Blake, Doreen			Manager, Courtyard Cafe
Brocar, Mark			Shift Supervisor, Thayer Hall
Cassady, Eleanor			Shift Supervisor, Collis Café
Edes, Sarah			Shift Supervisor, Collis Late Night
Edes, Steve			Assistant Manager, Collis Cafe
Jandreau, Scott			Shift Supervisor, Thayer Hall
Lester, Robert			Manager, Pavilion
Magliola, Chris			Shift Supervisor, Home Plate and The Remix
Ricker, Michael			Manager, Collis Cafe
Rosenberger, Beth			Manager, Home Plate, The Remix, Novack Café
Tattershall, Todd			Manager, Topside and East Wheelock Snack Bar
Trombly, Matt			Manager, Concessions
Quigley, Jeff			Manager, Food Court
Wilson, Fawna			Shift Supervisor, Thayer Hall

Equal Opportunity and Affirmative Action Policy
Dartmouth College subscribes to a policy of equal opportunity. Additionally, the College has a clear interest and desire to reach out as widely as possible and attract the best possible individuals as members of faculty and staff. Dartmouth College believes that people should be employed and promoted because of their ability regardless of their sex, racial or ethnic background, age, religion, marital status, sexual orientation, national origin, handicap, or Vietnam-era veteran status. As part of the Dartmouth community, Dartmouth Dining Services subscribes to and upholds the Equal Opportunity and Affirmative Action Policy.

We recommend that you contact your immediate supervisor if you have any questions or concerns regarding the Equal Opportunity and Affirmative Action Policy. The Affirmative Action Grievance Procedure is available to persons with complaints covered by the Equal Opportunity and Affirmative Action Policy. For more information, contact the Office of Institutional Diversity & Equity:

Office of Institutional Diversity & Equity
6018 McNutt Hall
Dartmouth College, Hanover, NH 03755-3541
http://www.dartmouth.edu/~ide/policies/grievance/index.html

Sexual Harassment Policy
It is Dartmouth's policy that all decisions regarding educational and employment opportunities and performance are to be made on the basis of merit and without gender discrimination. Sexual harassment is understood to mean unwelcome sexual advances, requests for sexual favors, and other conduct of a sexual nature when:

submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or status as a student
submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting him or her, or for the awarding or withholding of favorable employment or academic opportunities, evaluations, or assistance
such conduct that has the purpose or effect of unreasonably interfering with an individual's work or academic performance by creating an intimidating, hostile, or offensive working or educational environment.

Sexual harassment of Dartmouth employees or students constitutes a violation of Dartmouth's equal opportunity policy and may be a violation of the Student Code of Conduct. If a student employee feels that he or she has been sexually harassed, they may speak with a supervisor, manager, or the Personnel Administrator. Additionally, they may contact the Office of Institutional Diversity & Equity.

Dartmouth Dining Services employs professional staff, union employees, temporary workers, and student employees. Student employees are divided into four categories, each with varying required work hours, responsibilities, and pay rates. By accepting employment, the student is agreeing to work the minimum hours required per pay period for that position, as well as the specific responsibilities for that position. Student employees’ employment is part-time, temporary, non-union, and non-benefited, and they are not considered regular employees of Dartmouth College.

Employment Forms
Please note that specific employment forms are required for new and returning students EACH term worked. Failure to complete and submit the required forms will delay the issuance of a paycheck. Rate increases and the discount credit are effective on the date employment forms are completed. Payroll forms are available from the Administrative Offices on level 2 of Thayer Dining Hall and on-line at http://www.dartmouth.edu/~dds/HR Section/studentprofile.html. Students under 18 years of age must submit a signed permission form from a parent or guardian before they will be allowed to begin working.

New student employees are required to complete the following:
1-9 Employment Eligibility Form (available from the Student Employment Office)
W-4 Tax Form (available from the Student Employment Office)
Work Permission Form if under 18 years of age
Direct Deposit Form (optional, available from DDS and from the Payroll Office)
Preference Sheet for scheduling
Profile and Contract for DDS Payroll purposes

Returning students who have already files these forms with Dining Services need to submit the following forms each term worked:
Preference Sheet for scheduling, Profile and Contract for Payroll purposes
Rate increases and the discount credit are effective on the date employment forms are completed.

Position Levels and Hour Requirements

Position	Minimum Hours Per Week	Minimum Hours Per Pay Period	Minimum Hours Per Term	Maximum hours per term	Pay Rate
Associate I*	6	12	60	100	$8.00
Associate II	10	20	100	125	$9.00*
Supervisor	10	20	100	125	$10.00*
Area Manager	10	24	120	150	$11.00*
*In addition to the specified pay rate, these workers receive a DBA refund (see below).

Associate I and II’s report directly to Student Supervisors, Area Managers and/or Professional Managers.

Student Meal Discount and Merit Increases
Students who have completed the required term employments forms, who have worked a minimum of 10 hours per week and have not received an unexcused absence in any given pay period, will be entitled to a 20% refund of all DBA dollars spent in that pay period (excluding purchases made at Topside). Students receive this discount in the form of a refund to their DBA dollars at the end of every pay period during the term. Discounts accumulated during the final pay period of the term are added to the students’ paychecks as cash.

Wage increases and the discount credit are contingent upon the following:

Students must complete DDS employment forms each term worked
Students must be in good standing
Employees who receive an unexcused absence will lose their discount credit the following pay period
The per term hour requirement must be met in order to receive a pay increase the following term
Students that sign up as an Associate II but who fail to meet the 20hr/week hour requirement on a consistent basis will be demoted to Associate I for the remainder of the term
Promotion rates are contingent upon continued employment in the location in which you were promoted. Promotion rates do not apply if you transfer to another area unless pre-approved and authorized by a professional manager.
All overtime must be pre-approved and authorized by Kelly Mousley, Personnel Administrator or David Newlove, Director.
Students who desire to work less than 6hrs/week may do so but will not be eligible for term increases or promotions.

Rate increases and the discount credit are effective on the date employment forms are completed for the current term.

Payroll and discount questions should be directed to the Accounting Assistant kristina.a.fletcher@dartmouth.edu..

Wage Structure

Term		1	2	3	4	5+ Terms
	Min hrs Per Term
Associate I	60	8.00	8.50	8.75	9.00	0.25 Increase each term*
Associate II	100	9.00	9.50	9.75	10.00	0.25 Increase each term*
Supervisor**	100	10.00	10.50	10.75	11.00	0.25 Increase each term*
Area Manager**	120	11.00	11.50	11.75	12.00	0.25 Increase each term*
**Unless already at the $10.00 rate or higher when promoted – then the employee receives an increase to the next highest rate.

Student employees receive credit for terms worked as an Associate I when changing to an Associate II status and vice-versa…i.e. if a student works two terms as an Associate I and is earning $8.50 then the third term signs up as an Associate II their rate would increase to the base rate of Associate II at $9.00. A two-term Associate II earning $9.50 who then signs up as an Associate I would earn $8.75.

Student employees are expected to adhere to the following policies in order to maintain employment in Dining Services:

Attendance Policy
Attendance to all shifts is mandatory. Absenteeism places an unfair burden on DDS as well as on co-workers. Student employees must attend all shifts the entire term or find a sub to work the shift.
Students are expected to work from the opening date of the area to the last scheduled final examination or closing date of the operation, whichever occurs first.
The sub-list is only an aid to help you find coverage for your shift, if you cannot find coverage you are still responsible for that shift.
Failure to find a sub for a shift will result in an unexcused absence.
The only excused absences are academic conflicts or illness. In order for either to be considered an excused absence, documentation from a professor or Dick’s House must be provided to the appropriate manager or Personnel Administrator verifying the absence.
Employees who miss a shift will be contacted by the Attendance Manager and will have 48 hours to respond to the "dds attendance" account with the reason for their absence. RESPONDING TO THE DDS ATTENDANCE ACCOUNT INQUIRY DOES NOT EXCUSE THE ABSENCE.
An unexcused absence will result in forfeiture of the 20% discount the following pay period.
Failure to meet the term hour requirement will result in forfeiture of the wage increase the following term.
One unexcused absence will result in a written warning.
Two unexcused absences will result in a final written warning.
Three unexcused absences will result in termination. Employees will not be considered eligible for rehire in Dining Services.

Students should contact their immediate supervisor or the Personnel Administrator with any questions regarding their area’s specific sub procedures and policies.

Attendance questions should be directed to the “dds attendance” email account.

Employment is on a per-term basis. Employees who fail to meet expectations or perform duties in a satisfactory manner will not be re-hired.

Late Policy
Punctuality is of primary concern. Tardiness is defined as showing up to work six minutes or more after the start of your shift. Students are expected to be at their assigned workstation and ready to work at the scheduled start of their shift. Supervisors are expected to arrive 5 minutes early to shifts and Associates should be on site, dressed in uniform and punched in at the starting time of their shift.
Repetitive tardiness will be addressed by the professional manager and disciplinary action may be taken.
If a student is late to their shift, the supervisor on duty will record the late. Repetitive tardiness will be addressed in a meeting with the Manager and disciplinary action may be taken. Each late is considered a one-half absence and affects the student's records accordingly. Accrued lates may result in revocation of the 20% meal discount and further disciplinary action.

Work Performance Policies:

Theft of food, equipment, or meals will result in disciplinary action, dismissal, and possible legal action.
Record falsification (i.e. time cards, schedules, etc.) or providing false information about circumstances surrounding work issues is prohibited and may result in disciplinary action.
When on duty, student employees must not leave the work area without notifying a manager or supervisor.
Loud, foul, or obscene language will result in disciplinary action. Rudeness, harassing behavior, or intimidation of guests or co-workers will not be tolerated and may result in disciplinary action.
If any conflicts or problems arise with co-workers or customers, bring them to the immediate attention of a manager.
Office and kitchen phones are for emergency or work-related calls only. Personal incoming calls will only be accepted in an emergency. Texting, or the use of iPods, radios, headphones and cell phones is prohibited while working.
Socializing with friends while on duty should be limited. Off-duty student employees are not to be in any work areas.
Food and beverages are not allowed at workstations.
Personal belongings are to be kept in a designated area at each location. DDS is not responsible for lost or stolen items.
All food and beverages not covered by employee meal/beverage program must be paid for before consumption. Purchases should be rung through a register by a cashier (not the employee) and receipts should be kept for reference.
Reporting to work under the influence of drugs or alcohol is not permitted and may result in termination.
Poor job performance and/or failure to meet job requirements are grounds for warning or dismissal.

Food Consumption Policies

Fountain beverages (soda, juice, and coffee) are free for student employees while at work. Beverages may not be consumed at cash registers.
All meals consumed by student employees must be paid for using DBA or cash. Students must request a receipt and carry it with their purchases. Students eligible for a free meal or snack must have their food recorded by a manager for inventory purposes.
Eating is only allowed during scheduled breaks and in designated areas. Food is not to be consumed at any other time during a shift, or at a workstation.
No food or beverages are to be removed from the dining hall during or after a shift.

Questions concerning the food consumption policies should be directed to the student’s immediate supervisor. Violation of these rules may lead to disciplinary action up to and including termination of employment.

Dress Code
DDS will issue each student employee two shirts and a hat or hairnet to be worn while working. Students must be appropriately dressed at the start of their shift. If a student's clothing does not meet guidelines, the employee will be instructed to punch out, go home, and return in clothing that meets uniform guidelines. Repeated failure to comply with these guidelines will result in termination of employment. During colder months, students may wear turtlenecks or other shirts under their DDS shirts. Pants and knee-length skirts are allowed.
Please note the following:

Closed-toed shoes must be worn at all times.
DDS shirt, baseball-style hat or hairnet must be worn for entire shift.
No bare midriff, back or undergarments can be exposed during the performance of duties.
Pants worn for work must not drag on the floor.
Sweat pants, torn jeans, and lycra leggings with shorts are not acceptable attire.
No sleeveless shirts or tank tops allowed.
No bulky sweaters or sweat suits that could be unsanitary or unsafe around equipment are allowed.
Jewelry is restricted to one simple ring per hand, wristwatches, small hoop or non-dangling earrings, and short necklaces. Medical emergency bracelets are permitted.
No fingernail polish or false fingernails are allowed while working.
All hair must be effectively restrained. Dartmouth Dining Services caps may be worn for hair control. Hats are provided free of charge at the start of employment. Employees are responsible for the care of the hat and it must be worn while working, unless a hair net is worn (other hats are unacceptable). Hats must be worn with visor facing forward.
Hairnets, when worn, must cover all hair. Hairnets will be provided initially and to replace damaged ones.
Beard nets must be worn when beard exceeds 1/4" in length.

Food Safety Policy
Gloves must be worn when handling ready-to-eat foods. For everyone's safety, employees must wash their hands often. This includes obvious dirtying of the hands (i.e. cleaning, handling non-food items, touching hair, etc.) as well as leaving the work area. Work gloves must be changed often. If there is any question, the employee should assume that their hands or work gloves are dirty, and wash their hands or change gloves immediately.

Workers’ Compensation/On the job Injury or Illness
All Dartmouth employees, including students, are covered by Workers' Compensation Insurance under the provisions of the Workers' Compensation Law of New Hampshire. This insurance covers necessary medical expenses and provides a weekly benefit for lost time from work due to an accident or an illness related to employment.
When an employee (including student workers) suffers an injury or illness while on the job, it must be reported to a professional supervisor within the workday. The professional manager on duty will administer minor first aid and arrange for transportation to a medical facility if necessary. An accident report must be completed within 24 hours of injury. Plastic gloves are available to cover minor cuts or burns. Students are not to assist in any incident where contact with bodily fluids may occur unless they are trained in Blood Borne Pathogen procedures. The employee's supervisor must complete an Investigation form and Questionnaire and the employee must also complete a Department of Labor form. Note: Failure to meet the deadline may result in a fine assessed by the State of New Hampshire.

Schedules
DDS is a flexible employer with a willingness and ability to accommodate the dynamic schedules of college students. In order to ensure scheduling, students must complete and submit the Student Preference Sheet. Returning students in good standing and work-study students may be given preference regarding scheduling. Work schedules are determined by the Professional Managers and Area Managers, using the information specified in the students’ Preference Sheets. This is done during the first week of the term, and conflicts with the schedule must be reported to the Professional Manager and /or Area Manager during this time. Schedules remain in effect the entire term including finals week.

Break Policy
Students working continuous shifts of five hours or longer are entitled to a 30 minute unpaid break. Breaks cannot accumulate nor be taken at the beginning or end of a shift (i.e. the student cannot arrive late for a shift and claim their break in place of their lateness). The time of the break will be determined by the student’s immediate supervisor. All students must clock-in and clock-out at the beginning and end of their break. Students may have a free meal while on their scheduled 30 minute break. No one should eat while on the clock.

Timeclock
Different DDS locations may have different means of recording student employee hours, but it is the student’s responsibility to record their hours accurately. Punching-in and punching-out (at the beginning and end of each shift) is done by sliding the Dartmouth ID Card through the slot in the timeclock with the barcode facing right. After this is done, the student’s name should appear on the timeclock display (i.e. IN BROWN/JOE and OUT BROWN/JOE). It is the student’s responsibility to ensure that their barcode number is on file with the Personnel Manager. In some cases, the timeclock will make a sound to indicate a successful or unsuccessful punch-in or punch–out. It is recommended that the student memorize the last seven digits of their barcode number in the event that they need to punch-in or punch-out without it.

Timekeeper Exception Log
If the student’s name does not appear in the timeclock display after punching-in, they must record their name, the date, and the hours worked on the Timekeeper Exception Log that is posted near the timeclock. Students must always swipe their ID through the time clock even if the clock is suspected to not be working properly and when also using the exception log. Whenever this log is used, a professional manager’s signature (not initials) is required. Student employees will experience delays with their paychecks if timeclock/timesheet entries are not complete. The Timekeeper Exception Log must also be used if the student forgets to punch-in at the beginning of their shift, if the timeclock is broken, or if the student is working at a location at which a timeclock is not present.

Timeclock/Timekeeper Exception Log Policy
Each employee is responsible for recording his or her own time punches on the Timekeeper Exception Log. Punching-in or punching-out another employee for any reason is grounds for disciplinary action. No employee is allowed to punch-in for time that she/he has not worked. Only at the discretion of the manager or supervisor may an employee punch-in earlier or punch-out later than scheduled.

Voluntary Termination
Students are hired to work for a full term and are required to meet the minimum number of hours for the position they commit to working. Students wishing to terminate their employment with Dining Services should contact their Professional Manager as well as the Personnel Administrator and are required to give one week’s notice. Students who fail to provide one week’s notice will be considered terminated and not eligible for rehire within the Department of Dining Services.

Absence of more than three consecutive workdays without notification is considered a voluntary quit without notice. Students who are considered a voluntary quit will be put on the no-rehire list and will not be eligible for rehire within the Department of Dining Services.

Title: Associate I/Associate II
Department: Dining Services
Reports to: Supervisors, Area Managers and Professional Managers of area(s)

Key Accountabilities

Assist student supervisors, area managers and professional managers in various duties pertaining to the daily operational needs of the location in which they are scheduled.
Duties include but are not limited to: serving from the hot food line, deli work (making sandwiches), register training, stocking, dining room maintenance (wiping tables, vacuuming) general cleaning duties such as wiping counters, mopping, assisting in the dish room, etc.

Provide excellent customer service. DDS patrons should be treated with respect and in a helpful and courteous manner.

Assist in planning and implementation of special dinners as needed.

Assist in recruiting new employees as needed.

Work as a member of a team to establish new systems and policies consistent with the goals of the student employee program.

Performs other duties as assigned

Position Requirements

Must meet hour requirements for specified position.
Must meet attendance and hour requirements to maintain position.
Must be dedicated to the increased success of the DDS Student Employment Program.
Must abide by DDS policies and procedures at all times.

Hour Requirements:

Position	Minimum Hours Per Week	Minimum Hours Per Pay Period	Minimum Hours Per Term
Associate I*	6	12	60
Associate II	10	20	100
Supervisor	10	20	100
Area Manager	10	20	120

Failure to meet the above pay period hour requirement will result in forfeiture of the 20% employee discount the following pay-period.
Failure to meet the term hour requirement will result in forfeiture of the wage increase the following term worked.

* Associate I’s do not qualify for the discount.

Issuance of Paychecks
Paychecks are issued once every two weeks and arrive in Hinman mail boxes on Friday. Paychecks issued on Friday include wages for the two-week pay period ending at midnight the previous Saturday. Pay periods begin at 12:01am on Sunday and end at 12:00 midnight two Saturdays later. Normally checks are issued to student employees directly. Direct Deposit forms are available for students wishing to have their earnings directly deposited into a bank account. Students who elect to have direct deposit receive a check stub instead of a pay check in their mailboxes.

Students who leave campus before final paychecks are issued each term are required to provide the Personnel Administrator with a self-addressed stamped envelope to have their checks mailed home. The Hinman post office will not forward paychecks even if you have set up mail forwarding for all US mail.

Cash Handling Policy
Failure to be responsible in cashiering procedures or any excessive overage or shortage will warrant follow-up action that may include further training, rescheduling, or in some cases disciplinary action.

Employee Concerns
When an employee has a complaint or difficulty, it should be first discussed with his or her immediate supervisor. If the problem is not resolved, the employee may then speak with the manager. The complaint will be investigated to clearly identify the issues at hand. When the manager and the employee have both agreed to the nature of the problem, a meeting will be held with the immediate supervisor, the employee, and the Personnel Administrator in order to seek a resolution to the concern.

Payroll questions and concerns should be directed to kristina.a.fletcher@dartmouth.edu and attendance questions to the “dds attendance” account.

Promotions
Students with strong work records, good interpersonal skills, and demonstrated supervisory capabilities are eligible for promotion to supervisory positions after their first year of employment with DDS. Promotion decisions are based on job knowledge, attitude, efficiency, initiative, and contribution. Final decisions are made during the spring term and promotions take effect at the start of the fall term.

Student managers may be replaced during an off-term by temporarily promoting a student supervisor to the student manager position. The student manager pay rate only applies to the term the supervisor works as student manager.

Position descriptions for Supervisors and Area Managers may be requested from Kelly Mousley, Personnel Administrator. For Supervisor position descriptions of Halal [or] Kosher, please contact Robert Lester, Pavilion Manager and Kelly Mousley, Personnel Administrator.

Catering
Throughout the year DDS provided students the opportunity to work DDS catered events (Sept., Dec. and June). Catering events range from formal served dinners to clam bakes, picnics, and holiday parties. They provide different opportunities in food service including bartending, wine service and waiting tables and also provide a chance to make extra money (often in excess of $10 an hour). Compensation for these events usually takes the form of a combination of wages and tips. Time spent catering does not count towards pay period hour requirements. Eligible students must apply for a place on the catering staff, as there are a limited number of positions available. Placement on the staff is competitive. Employees are notified of catering opportunities by email.

Conditions of Student Employment
The regulations, policies, and procedures contained in the DDS Student Employee Handbook specifically relate to your employment as a student with Dartmouth Dining Services. However, your continued employment with DDS is also contingent upon your adherence to Dartmouth College regulations, policies, and procedures. Violations may result in the termination of employment.

In Closing
The policies set forth in the Student Employee Manual are subject to change. This publication is an informational instrument and does not serve as a binding contract between a student and Dining Services or the College. The management is not prohibited from acting on a policy not included herein.

David J. Newlove
Acting Director
(603) 646-2271
Send us an Email

Don Reed
Acting Associate Director
(603) 646-2271
Send us an Email

Don Blume
Fiscal Manager
(603) 646-2271
Send us an Email

Kelly Mousley
Personnel Administrator
(603) 646-3388
Send us an Email

Janice Perry
Administrative Assistant
(603) 646-3726
Send us an Email

Kristina Fletcher
Accounting Assistant
(603) 646-0002
Send us an Email