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V. EMPLOYEE BENEFITS
Further information on all of the benefit plans described below can be obtained from the Office of Human Resources.
A. INSURANCE AND PENSION BENEFITS
- Health Insurance
Full-time administrative staff are eligible for health insurance coverage on the first day of the month following employment. Each eligible employee has the opportunity to select from two Oxford Health Plans. These plans combine both managed care coverage and traditional insurance coverage into one plan. Both Oxford plans offer the flexibility to use the providers of the employee’s choice. When services are obtained through an Oxford HMO Primary Care Physician, Oxford HMO benefits will be received. If an out-of-network physician is used, payment will be made in accordance with the indemnity schedule of benefits. The prescription drug plan is administered through Express Scripts.
A portion of the cost of health insurance coverage will be deducted from the paycheck. The amount of the deduction will be determined by the type of coverage selected.
- Dental Insurance
Administrative staff who work at least 20 hours per week are eligible to participate in a dental plan through Aetna. Each eligible employee may select from two dental plans, a traditional dental plan and a Dental Maintenance Organization. If the employee elects this coverage and is a full-time staff member, the employee and the School each contribute 50% of the monthly premium for individual coverage. Employees who choose to cover their dependents pay the cost of the family portion in full. Part-time staff members who work at least 20 hours per week can enroll in the plan but must pay the entire cost of this coverage in full for both the employee and his or her dependents.
Medical and Dental coverage are available for the employee, his/her spouse or domestic partner and children.
Detailed information on Domestic Partner coverage is available in the Office of Human Resources.
- Group Life Insurance and Accidental Death and Dismemberment
Full-time employees are covered on the first day of the month following three months of employment. The amount of coverage is equal to the employee’s annual salary, rounded up to the nearest thousand. Premiums for these plans are paid in full by Juilliard at this time.
- Disability Insurance
Under New York State Law, an employee who is disabled for more than seven days is eligible to receive disability payments of one half of salary per week up to a current statutory maximum of $170.00 per week for a total of 26 weeks. The employee begins receiving disability payments only after his/her sick leave from the School has been exhausted. Department Heads should notify the Office of Human Resources if an employee has been sick for more than seven days so that the appropriate form can be completed.
- Long Term Disability Insurance
Full-time employees are covered on the first day of the month following one year of employment. If the employee is totally disabled for more than 26 weeks, this coverage pays a portion of the salary. Premiums for this plan are paid in full by Juilliard at this time.
- Worker's Compensation
All Juilliard employees are covered by Worker's Compensation, an insurance carried in case of a work-related illness or injury. It is essential that every injury or accident be reported at once to the Office of Human Resources so that the proper forms can be filled out. Please report even those injuries not requiring immediate medical care. If medical care is required, physician and/or hospital bills should be sent by the provider to: PMA Customer Service Center, PO Box 24278, Tuscon AZ 85734-4278. The provider will be reimbursed directly through PMA. DO NOT SUBMIT THESE BILLS TO OXFORD AND DO NOT pay the bills directly to the provider.
- COBRA
Under a Federal law called COBRA (Consolidated Omnibus Budget Reconciliation Act), an employee has the opportunity, in the event of termination of employment, to choose continuation of Juilliard's group health and dental plans, identical to the coverage currently being offered, for a period of 18 months. The employee is required to pay the premiums in full for this continuation coverage.
- Pension
Salaried employees who work more than 1,000 hours per year are eligible to participate in a Pension Plan through TIAA-CREF. Participation begins on the first of the month following the completion of a 24-month period, which constitutes two years of service at Juilliard without a break in service, and the attainment of age 21. Service with a prior Eligible Employer may be used toward meeting the two years of service requirement for plan participation. Juilliard contributes an amount equal to 10% of regular salary. Employees are also eligible to contribute a percentage of salary to the annuity contract through salary reduction (pre-tax), which reduces salary for tax purposes.
- Supplemental Retirement Annuity - SRA
Employees who are not eligible to participate in the Pension Plan, as well as those employees who already own a TIAA-CREF individual retirement annuity contract, are eligible to reduce their salary by a certain percentage (pre-tax) in order to make contributions to an SRA.
B. Holidays
- Staff Holidays
A list of Staff Holidays for the current year is included on the next page. A new list will be distributed each spring to replace the existing one. Please note that staff members who are absent from work the day immediately prior to or following a staff holiday (unless prior approval is obtained from the Department Head) will forfeit holiday pay.
- Personal Days
In addition to the holidays listed below, each employee receives four personal days per school year. These days can be used to observe Religious Holy Days, schedule medical/dental appointments, or for any other personal reason. Personal days must be requested in advance and approved by the Department Head. Personal days must be used within the school year (July 1 - June 30) and do not carry over to the next year. Please note that there will be no compensation for unused personal days, either while at Juilliard or when leaving.
Employees who are at Juilliard for an entire fiscal year (July 1 through June 30) can take their personal days at any time during that period. If employment terminates before June 30, personal days will be pro-rated at the rate of one per quarter. If the number of personal days has been exceeded at the time of termination, the excess days will be charged to vacation or, if no vacation days remain, deducted from the final salary check. If employment begins after the first quarter of the year (July 1-September 30) personal days will also be pro-rated at the rate of one per quarter.
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STAFF HOLIDAYS 2006-2007
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| INDEPENDENCE DAY |
Monday and Tuesday, July 3and 4, 2006 |
| LABOR DAY |
Monday, September 4, 2006 |
| ELECTION DAY |
Tuesday, November 7, 2006 (One half day, A.M. or P.M., to be arranged with Department Head) |
| THANKSGIVING |
Thursday and Friday, November 23 and 24, 2006 (Offices will close at 3:00 P.M. on Wednesday, November 22) |
| WINTER BREAK |
Friday, December 22, 2006 through Monday, January 1, 2007 |
| COMMENCEMENT '06 |
Friday, May 25, 2007 (Offices will close at 3:00 P.M.) |
| MEMORIAL DAY '07 |
Monday, May 28, 2007 |
| PERSONAL DAYS |
Four (4) personal days of your choice (To be arranged in advance with Department Head |
- Religious Holy Days
The opportunity to observe Religious Holy Days will be given to all employees.
Employees desiring time off for this purpose should notify their Department Head at least one week in advance.
If an employee observes a Holy Day that is not listed as a Staff Holiday, the day will be charged as either a vacation or personal day. In the event the employee has no days left, it will be at his or her own expense.
C. Vacation
Staff members are entitled to vacation time based on length of service. Full-time employees accrue 1 ¼ days of vacation each month, for a total of 15 days per year. New employees beginning after the 15th of the month will not receive vacation credit for that month. Staff members who have been at Juilliard for 10 years receive 20 days of vacation per year (calculated at 1 2/3 days per month). Please note that vacation time must be accrued before it can be used, unless arrangements have been made in advance with the Department Head. All requests to take accrued vacation time must be made to the supervisor in advance. The supervisor will evaluate the request and, based on the staffing needs of the department, approve or reject the request.
Part-time salaried personnel receive vacation on a pro-rated basis.
Staff members are encouraged to take all the vacation time due them each year. If, for whatever reason, an employee does not use all of his/her vacation time, s/he is permitted to carry over one week into the next fiscal year. Any additional accrued vacation not taken will be forfeited.
It is the School’s policy not to allow its employees to receive payment in lieu of vacation time not taken. If, however, it is judged by the Senior Staff member that the department reports to that there are extraordinary work demands within the department which make it impossible for an employee to take all of his/her vacation time between July 1 and June 30 of any fiscal year, the employee may receive one week pay in lieu of each week of vacation time not taken, up to a maximum of two weeks. Please note that such requests will be reviewed by the appropriate Senior Staff member on a case-by-case basis.
If employment terminates, the employee will be paid for vacation time accrued but not taken. Employees terminating service before the 15th of the month will not receive vacation pay for that month. The maximum number of days for which an employee can be paid for at termination is 20 days for individuals who have been at Juilliard less than ten years, and 25 days for individuals who have been at Juilliard 10 years or more. Please note that individuals employed less than six months at the time employment terminates are not eligible for any paid vacation.
D. Paid Sick Days
Full-time staff members are entitled to paid sick days according to their length of employment as follows:
| Less than 3 months |
One Day |
| 3 months but less than 6 months |
Three Days |
| 6 months but less than 1 year |
One week (5 businees days) |
| 1 year |
Two weeks (10 business days) |
Part-time salaried personnel earn paid sick days on a pro-rated basis.
If an employee is ill and cannot come to work, it is his/her responsibility to notify the supervisor at the beginning of the workday. If the employee is out of work for more than one day, it is his/her responsibility to keep the supervisor informed, on a regular basis, of the status of the absence and when the employee anticipates being able to return to work.
Please note that pay for sickness refers only to the employee's own illness and not that of a family member requiring the employee's absence from work. Also please note that there will be no compensation (either salary or compensatory time) for unused sick days, either while at Juilliard or when leaving.
E. Extended Sick Leave
Each July 1, employees who have been at Juilliard for one full year are credited with 10 sick days to be used through June 30 of the following year. Employees who have been at Juilliard for over one year will be able to bank a certain number of unused sick days to be used for an extended illness (more than five consecutive days) or maternity leave, in the future.
Each July 1, employees will be eligible to bank half of the unused sick days from the previous year, up to a total of 20 days in all. For instance, if an employee used only two of the ten sick days during 2001-2002, eight days remain. Half of the eight days, or four days, will be kept in the employee’s account. In the event of an extended illness or injury of more than five consecutive days, the employee will be able to draw on his or her banked sick days, after the 10 sick days for the current year are used up. This will give employees who have been at Juilliard for a number of years and who have taken very little sick time the opportunity to receive their full paychecks for a longer period of time.
F. Other Leaves of Absence
- Jury Duty
Employees called for Jury Duty should check with their Department Head to determine optimal timing. Jury Duty is a paid absence, and employees may keep their jury pay. Jury Duty is normally limited to 10 days per year. Proof of Jury Duty attendance is required.
- Death in Family
Full-time and part-time salaried personnel are permitted to be absent from regularly scheduled hours of work with pay for up to three days in the event of the death of the employee's spouse, child, parent, brother or sister. This paid absence from work is intended to allow the employee time to make funeral arrangements and to attend services. In an appropriate circumstance, additional leave may be taken as Personal or Vacation time, or without pay.
- Military Leave
An employee who is serving in any branch of the military, including the Reserve or National Guard, who is called for military duty, shall receive an unpaid leave-of-absence for the period of such duty. The employee will be reinstated to his/her former position, or a comparable one, at the conclusion of that leave. The employee is required to provide the Department of Human Resources with reasonable notice of the required military duty and of his/her intention to return to work.
- Maternity Leave
During pregnancy, an employee may continue to work as long as the doctor certifies that it is safe. The period of disability begins after the last day worked and continues until the doctor certifies that it is safe to return to work. A disability form (available in the Department of Human Resources) should be completed by the doctor and the employee and returned to the Department of Human Resources for processing. At the start of the disability period, the employee will receive two weeks of paid leave, and will then use any sick leave and accrued banked sick leave, after which disability payments will be made to the employee. For a routine pregnancy and delivery, Short Term Disability typically pays 2-4 weeks before delivery and 4-6 weeks after delivery, depending on the doctor’s report. If there are extenuating medical circumstances as a result of pregnancy or childbirth, the doctor may request an extension of the period of disability. Since pregnancy and childbirth is a qualifying event under the Family and Medical Leave Act (FMLA), the employee will be allowed 12 weeks total time off from work. After all sick leave is exhausted, the employee can also be paid for any accrued vacation and/or personal time, at which point the remainder of the 12 weeks will be unpaid leave. Requests for additional unpaid leave should be submitted to the Director of Human Resources and will be considered on a case-by-case basis.
- Adoption/Paternity Leave
Under the Family and Medical Leave Act (FMLA) employees are eligible for 12 weeks of leave for the birth or adoption of a child. The employee will receive two weeks of paid leave and can use any accrued vacation and/or personal leave, at which point the remainder of the 12 weeks will be unpaid leave.
Requests for maternity/adoption/paternity leave should be made in writing to the department head with a copy to Personnel. Benefits will continue on the same basis as if the employee was actively at work during this leave. Employee contributions (if applicable) must be made in order for benefits coverage to continue. Benefits linked to salary (i.e. retirement plan) will be discontinued during the unpaid leave.
- Family and Medical Leave Act
The federal Family and Medical Leave Act went into effect on August 5, 1993. The Act requires employers to provide eligible employees up to a total of 12 workweeks of unpaid leave for their own serious illness, the birth or adoption of a child or the care of a seriously ill son or daughter, spouse, or parent.
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