Information for Current Employees

GIC Insurance Benefit Decision Guide

Health, Basic Life, Optional Life and Long-term Disability Insurance Enrollment

Complete this form within ten (10) days of hire to enroll for (or decline) medical, life and long-term disability insurance benefits through the Commonwealth’s Group Insurance Plan (GIC). Do NOT use this form to select Dental benefits! Instead, see section 2, below.

When enrolled, GIC insurance benefits become effective sixty (60) days from the first full month of hire (ex: If you are hired September 1, benefits become effective November 1; If you are hired September 2, benefits become effective December 1).

GIC Enrollment Acknolwedgement Form


If you are adding dependents, you will need the following documents to complete the enrollment process:

• Marriage certificate
• Birth certificate(s)

Go to the MyGIC link and request the Enrollment/Change Form1- complete the form and add any attachments needed for dependents or beneficiaries before selecting FINISH. 

Request and complete Life Insurance Beneficiary – Form 319 to designate life insurance beneficiaries.  You should be prepared with personal information such as the birth dates and social security numbers of your chosen beneficiaries.

Request and complete the Dependent Age 19 to 26 Enrollment/Change form if you have a dependent between the ages of 19 to 26 that will be on your insurance.

Request and complete the Handicapped Dependent Application form if you will be insuring a child who, prior to age 19, was mentally or physically disabled and incapable of earning their own living.

BCC employees are eligible for dental benefits through Metlife and for vision discounts.

(Note: this is not part of the GIC Dental insurance.)

Non-Unit employees (This form must be completed and returned to HR.)

These benefits become effective within sixty (60) days of hire.

Non-Unit Dental Plan Summary

Non-Unit Dental Plan Form

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Benefitted, MCCC employees

These benefits become effective 180 days following the date of hire.

MCCC Dental Plan Summary

MCCC Dental Plan Form

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AFSCME members

These benefits become effective 180 days following the date of hire.

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Metlife VisionAccess is a discount program that helps you save and stay on top of your care. This flyer will provide discount information on vision care services.

VisionAccess Employee Information

BCC Employees are eligible to enroll in Flexible Spending Accounts (FSA). FSAs allow employees to set aside money every paycheck on an income tax-free basis for eligible expenses. 

You can enroll in the Health Care and/or the Dependent Care FSA.

The Health Care Spending Account covers expenses that diagnose, treat, cure, or mitigate an injury, illness, or condition.

The Dependent Care Assistance Program covers expenses such as day care; preschool, before- and after-school programs; and summer day camps.

New state employees enroll for partial-year benefits. For the Health Care FSA, benefits begin at the same time as other GIC benefits. For the Dependent Care FSA, benefits begin on the first day of employment.

Enroll in the FSA online

Employees must re-enroll for FSAs every year during open enrollment to continue benefits.

GIC FSA Handbook 2022

Employees must choose from one (1) of two (2) options for retirement contributions (in lieu of Social Security):

1.   Massachusetts State Employee Retirement System (MSERS)

• MSERS is a defined benefit plan. New employees contribute 9% of gross salary, and 11% on salary over $30,000. These employee contributions are Federal tax-deferred.1.45% is deducted for the Medicare portion of Social Security.
• Those who entered state service after April 2, 2012 are eligible for a pension at age 60 with 10 years of creditable service.  State employees are eligible for a pension at any age with 20 years of creditable service.
• For more information, contact (617) 727-2310 ext. 2, or visit www.mass.gov/gic for an online contact form

MSERS Enrollment Form

OR

2. Optional Retirement Program (ORP) (For Non-Unit and MCCC Employees Only)

• ORP is an alternative to MSERS that provides flexible and portable pension benefits. Watch this video for more information on ORP.
• You must enroll for ORP within 180 days of hire, or you will be automatically be enrolled for MSERS.
• This is an important decision because, once you make your election, it cannot be changed.

ORP Enrollment Guide and Online Enrollment

This is an optional form.

You may opt for the 457 Deferred Compensation SMART Plan, a retirement “add-on,” for saving additional retirement monies.

For 2020, anyone under age 50 can save $19,500 per calendar year, and $26,000 is you are 50 or over.

You can enroll for the SMART Plan at any time. 

457 SMART Plan Highlights (PDF Download)

SMART Plan Information

SMART Plan Enrollment Form

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This is an optional form.

Enroll for the 403B Plan to supplement your state core retirement plan. You can enroll for the 403B Plan at any time. 

403B Plan Information

403B Plan Enrollment - Follow the steps on this page

If you choose to enroll in the 403B plan, you must fill out and return the Salary Reduction Agreement.

 

Due upon hire.

These are standard employment forms required by the Commonwealth of Massachusetts and the United States Federal Government.

 

Federal I9 Form

IRS W4 Form

 

Due upon hire.

These are forms that BCC requires for all new hires, to ensure that you're aware of College policies and procedures.

Personnel Data Form

Direct Deposit Form

Social Security Statement

Drug and Alcohol Policy Acknowledgement

 

Due upon hire (if appropriate)

As state employees, certain information about BCC staff members may be made public. If you are eligible to keep your information private, please complete an exemption form and return it to the Executive director HR (mloiodice@berkshirecc.edu), along with supporting documentation.

Payroll Public Records Exemption Form

 

Due upon hire.

These are standard employment forms required by the Commonwealth of Massachusetts and the United States Federal Government.

 

Federal I9 Form

IRS W4 Form

Due upon hire.

These are forms that BCC requires for all new hires, to ensure that you're aware of College policies and procedures.

Personnel Data Form

Direct Deposit Form

Social Security Statement

Drug and Alcohol Policy Acknowledgement

As a part time, seasonal or temporary employee of the Commonwealth of MA you are required to participate in the MA Deferred Compensation SMART Plan as an alternative to Social Security.

Mandatory OBRA Form (to be returned)

OBRA Plan Highlights (Informational)

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Massachusetts HealthConnector Marketplace Notification

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Pay Calendars

Payroll Calendar for Benefitted Employees

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Adjunct Faculty Payroll Calendar

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The College offers medical, life and long-term disability insurance benefits through the Commonwealth’s Group Insurance Plan (GIC). 

GIC Benefit Decision Guide - 2021

You must enroll in GIC insurance benefits within ten (10) days of your official hire date.

When enrolled, GIC insurance benefits become effective sixty (60) days from the first full month of hire (ex: If you are hired September 1, benefits become effective November 1; If you are hired September 2, benefits become effective December 1).

Deductions for Health Insurance will be split between biweekly paychecks.

Helpful Information to assist you in choosing an insurance plan and provider:

• Plan and provider options by location 
• Plan rates and accompanying paycheck deductions
• Deductibles, copays, and costs of services by plan and provider

For questions about enrollment, contact the GIC at 1.617.727.2310.

For questions about coverage, contact the provider.

Helpful information regarding Life Insurance:

Basic and Optional Life insurance rates

You may enroll in Optional Life Insurance for a coverage amount of up to eight times your salary (for a max of $1.5M)

• In order to enroll for Optional Life Insurance, you must be enrolled for basic life insurance.
• If you select coverage in an amount equal to a multiple of your salary, you will be enrolled in the Automatic Increase plan, and your coverage will increase automatically with increases in your salary.
• While you may elect Optional Life Insurance at any time during your employment with BCC, if you elect it within 10 days of hire, you will not be required to provide proof of good health.
• Deductions for Optional Life Insurnace are taken once per month, in one lump sum.
• GIC Life Insurance Brochure 

The provider is The Hartford. Visit the Group Insurance Commission online or call 617-727-2310 ext. 1 for life insurance questions.

Helpful Information regarding Long Term Disability Insurance

• GIC provides up to 55% tax-free income replacement after a disability of more than 90 days.

Long Term Disability Rates

UNUM is the provider, and can be reached at 1.877.226.8620.

BCC Employees are eligible to enroll in Flexible Spending Accounts (FSA). FSAs allow employees to set aside money every paycheck on an income tax-free basis for eligible expenses. 

You can enroll in the Health Care and/or the Dependent Care FSA.

The Health Care Spending Account covers expenses that diagnose, treat, cure, or mitigate an injury, illness, or condition.

The Dependent Care Assistance Program covers expenses such as day care; preschool, before- and after-school programs; and summer day camps.

New state employees enroll for partial-year benefits. For the Health Care FSA, benefits begin at the same time as other GIC benefits. For the Dependent Care FSA, benefits begin on the first day of employment.

Enroll in the FSA online 

Employees must re-enroll for FSAs every year during open enrollment to continue benefits.


GIC FSA Handbook 2022

Helpful Information on FSAs:

• Commonwealth of Massachusetts employees save on average $300 for every $1,000 contributed in the Health Care Spending Account (HCSA)
• You pay a $1.00 monthly administrative fee for enrollment in one or both FSAs.
• Your elections will be withdrawn from your pay and placed in your account before federal or state income taxes, or federal payroll tax are applied.
• The IRS imposes a use-it-or-lose-it rule on FSAs. This means that you must use all the money in your account by the end of the plan year, or you lose that money, subject to a 2 ½ month grace period. For the 2021 plan year, you have until September 15, 2021 to incur claims and until October 15, 2021 to submit them.  
• The Provider is Benstrat. For questions regarding the FSA, please contact 1.877.FlexGIC (1.877.353.9442); or contact Benstrat at: 877-353-9442; commonwealth@benstrat.com.

FAQ and Helpful Resources, including the Participant Handbook, Expense Lists, and presentations. There is also a live chat option available on this page.

BCC employees are eligible for dental benefits through Metlife and for vision discounts.

You must enroll in GIC insurance benefits within ten (10) days of your official hire date.

For Non-Unit Professionals, GIC insurance benefits become effective sixty (60) days from the first full month of hire (ex: If you are hired September 1, benefits become effective November 1; If you are hired September 2, benefits become effective December 1).
For MCCC and AFSCME members, these benefits become effective 180 days following date of hire.

Non-Unit Professionals

Non-Unit Dental Plan Summary

MCCC members

MCCC Dental Plan Summary

AFSCME members

Metlife VisionAccess is a discount program that helps you save and stay on top of your care. This flyer will provide discount information on vision care services.

VisionAccess Employee Information

Employees must choose from one (1) of two (2) options for retirement contributions (in lieu of Social Security):

1.   Massachusetts State Employee Retirement System (MSERS)

• MSERS is a defined benefit plan. New employees contribute 9% of gross salary, and 11% on salary over $30,000. These employee contributions are Federal tax-deferred.1.45% is deducted for the Medicare portion of Social Security.
• Those who entered state service after April 2, 2012 are eligible for a pension at age 60 with 10 years of creditable service.  State employees are eligible for a pension at any age with 20 years of creditable service.
• For more information, contact (617) 727-2310 ext. 2, or visit www.mass.gov/gic for an online contact form

MSERS Retirement Guide for Active Members

OR

2. Optional Retirement Program (ORP) (For Non-Unit and MCCC Employees Only)

• ORP is an alternative to MSERS that provides flexible and portable pension benefits. Watch this video for more information on ORP.
• You must enroll for ORP within 180 days of hire, or you will be automatically be enrolled for MSERS.
• This is an important decision because, once you make your election, it cannot be changed.

ORP Enrollment Guide and Online Enrollment

BCC employees have options for additional retirement savings. You may opt for the 457 Deferred Compensation SMART Plan, a retirement “add-on,” for saving additional retirement monies. 

• For 2020, anyone under age 50 can save $19,500 per calendar year, and $26,000 is you are 50 or over.
• You can enroll for the SMART Plan at any time.
• Prior to enrolling, contact your local SMART Plan office at 877-457-1900 to obtain a Plan Enrollment Code flier, which will include a specific code needed to enroll online. Then, click the button below to enroll.
• The minimum contribution is $10/pay period
• More information on the 457 SMART Plan

SMART Plan Enrollment

457 SMART Plan Highlights (PDF Download)

BCC employees have options for yet more retirement savings.

Supplemental Retirement Plan Basics

Supplemental Retirement Plan Additional Information

If you choose to enroll in the 403B plan, you must fill out and return the Salary Reduction Agreement.

Tuition Remission forms must be presented to the Business office when responding to the tuition and fee bill.

 Tuition Remission Form

Download as PDF

Employee Assistance Program

Visit Mass4You for information on our Employee Assistance Program.

Mass4You Information

Mass4You Flyer

Paterson Field House / Fitness Center

Employees of BCC get free access to the Paterson Field House where we offer use of an array of exercise equipment, a basketball court, a pool (open seasonally; available for a small daily fee), and offer exercise and wellness classes.

Berkshire Eagle Online Subscription

BCC employees get access to our Berkshire Eagle online subscription at no cost.

Sick Leave (accrued) 

Sick leave may be used in the following circumstances: 

• When an employee cannot perform duties because of incapacitation by personal illness or injury
• When, through exposure to contagious disease, the presence of the person at work would jeopardize the health of others
• In the case of a serious illness of husband, wife, child, parent of either spouse or any other person living in the immediate household of the employee
• To keep medical appointments
• See your Collective Bargaining Agreement or Handbook for additional circumstances in which you may be entitled to use sick time and for additional requirements. 

If you will be using sick leave, please inform your supervisor as soon as possible on the first day of your absence. The College may require a physician’s certificate proving the necessity of such absence. Failure to inform your supervisor of your absence or to provide a physician’s certificate when requested may result in sick time being denied.  

You will report your sick time using the code “SIC.”  

The number of sick hours you are allotted is set forth in your Collective Bargaining Agreement or Handbook. 

 See your Collective Bargaining Agreement or Handbook for information on the Sick Leave Bank. 

Personal Leave (accrued) 

If you will be using personal leave, please give as much notice as practical. Please see your Collective Bargaining Agreement or Handbook for additional details and requirements. Such requests will not unreasonably be denied. 

You will report your personal time using the code “PER.” 

The number of personal hours you are allotted is set forth in your Collective Bargaining Agreement or Handbook. Please see your Collective Bargaining Agreement or Handbook for additional detail. 

Vacation Leave (accrued) 

Vacation leave should be scheduled as far in advance as practical.  

Please make arrangements with your supervisor for coverage during your vacation. 

You will report your vacation time using the code “VAC” 

Please see your Collective Bargaining Agreement or Handbook for information on limits on vacation accrual and carry-over.

Bereavement Leave (paid) 

Employees may take up to seven (7) consecutive paid days in the case of the death of certain members of an employee’s or employee’s spouse’s family or members of the employee’s immediate household.  

The number of personal hours you are allotted for bereavement leave is set forth in your Collective Bargaining Agreement or Handbook 

Military Leave (paid) 

Employees in the armed forces or and members of reserve components of the armed forces are entitled to paid military leave if called to duty. 

Please check your Collective Bargaining Agreement or Handbook for additional details. 

Federal Family Medical Leave Act (FMLA) Leave (unpaid)  

The Federal FMLA entitles eligible employees to take unpaid, job-protected leave for up to twelve (12) weeks during a single 12-month period for specified family and medical reasons, with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. Reasons include:  

• The birth of a child and to care for the newborn child within one year of birth; 
• The placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement; 
• To care for the employee’s spouse, child, or parent who has a serious health condition; 
• A serious health condition that makes the employee unable to perform the essential functions of his or her job 

Employees may take up to 26 workweeks of leave during a single 12-month period under the FMLA to care for a covered service member with a serious injury or illness if the eligible employee is the service member’s spouse, son, daughter, parent, or next of kin (military caregiver leave). 

Please see your Collective Bargaining Agreement or Handbook for more information on your family leave/parental leave benefits. 

If you are seeking FMLA protections because of a need for leave due to a serious health condition, you must to submit an FMLA Notice Form and a Medical Certification (see below) issued by the your health care provider to the HR Office. This notice form is due 30 days in advance of the leave when possible, or as soon as you become aware that you will need to take a leave.  

Use this form to give notice of the need for FMLA leave:

FMLA Notice Form

HR will issue you a Medical Certification for completion by your medical provider.

FMLA Medical Certification Form

This link provides an overview and helpful resources in regards to FMLA:

Family and Medical Leave Act, U.S. Dept. of Labor

Massachusetts’ Paid Family Medical Leave (PFML) (Paid) 

Starting in January 2021, PFML will provide Massachusetts workers with specified family and/or medical reasons with up to 26 weeks of paid leave in a benefit year, with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave.  

(NOTE: Massachusetts’ PFML and the federal FMLA are separate laws that cover similar situations.)  

The PFML is available to all workers in Massachusetts.  

Mass.gov PFML Fact Sheet

 

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Initiating a Job Posting using the Authorization to Hire Form  

 The Supervisor, Dean, or Vice President who desires to post a job for a particular position (the “Hiring Manager”) will fill out an Authorization to Hire form, and will attach the applicable Job Description.  

Authorization to Hire Form

If a Hiring Manager cannot locate a particular job description, or needs assistance creating or revising a position, the Hiring Manager may contact Sean Grady, the Business and Communications Manager(sgrady@berkshirecc.edu).   

The Hiring Manager will complete the top portion of the form, which includes:

• position and pay information,
• names of search committee members and committee chair,
• anticipated start and end date of the position, and
• information as to whether it is a new position or a replacement for another position.

In order to ensure timely processing, the Hiring Manager must ensure that the form is completed accurately and in full. Questions about the form may be directed to Sean Grady at sgrady@berkshirecc.edu.  

The Hiring Manager will sign the form and deliver it to the necessary parties for signature, which includes:

• the head of the department (if different),
• the Vice President of Administration & Finance, the President, and
• the Comptroller (if the position is grant funded).

The form should be forwarded by the last person to sign the form to Ann Stevens, Employee Services Coordinator at astevens@berkshirecc.edu. Forms without proper signature cannot be processed.    

Once the fully signed Authorization to Hire form is received by Human Resources, Sean Grady will arrange to meet with the Hiring Manager to discuss the details of, and timeline for, the posting.  

Hiring a Candidate using the Personnel Requisition Form,
Requesting IT Acess using the Application for Access to Electronic Records/Colleague Account Request Form

After a candidate accepts a position, in order to initiate the actual hiring of a particular employee, the Hiring Manager will fill out a Personnel Requisition form AND an Application for Access to Electronic Records/Colleague Account Request Form.  

Personnel Requisition form

BCC IT Account Application Form

The Hiring Manager should complete the top portions of the Personnel Requisition form, which includes:

• employee,
• department,
• pay information,
• source of funds, and
• start date.

The Hiring Manager must complete all applicable portions of the Application for Access to Electronic Records/Colleague Account Request Form. In order to ensure timely processing and timely access to email and other systems, the Hiring Manager must ensure that these forms are completed accurately and in full. Questions about the form may be directed to Sean Grady, Business & Communications Manager in Human Resources at sgrady@berkshirecc.edu.  

The Hiring Manager will sign the Personnel Requisition form and deliver it to the necessary parties for signature, which includes:

• the head of the department (if different),
• the Vice President of Administration & Finance, and
• the Comptroller (if the position is grant funded.)

The form should be forwarded by the last person to sign the form to Ann Stevens, Employee Services Coordinator at: astevens@berkshirecc.edu. Forms without proper signature cannot be processed.    

Once the fully signed Personnel Requisition form is received by Human Resources, an Appointment Letter will be generated and will be sent to the new hire for confirmatory signature.   

Once the fully signed Application for Access to Electronic Records/Colleague Account Request Form (in addition to required onboarding paperwork from the employee) is received by the Human Resources Office, it will be immediately sent to the IT Department for processing. It takes up to 24 hours for email accounts to become active once set up by the IT department.   

PLEASE NOTE: If there is a special case, such as with faculty who may require training on Moodle during the summer, hiring managers and supervisors should arrange for new hires to sign on-boarding paperwork at least three (3) business days prior their need to access the systems.  

Changes in Employment Status (e.g., Pay; Position/Title; Supervisor; Schedule) using the Change of Status Form 

In order to initiate and/or document a change in an employee’s status as to pay, position/title, supervisor, schedule, or other; a Supervisor, Dean, or Head of Department will fill out a Personnel Change of Status form.

Personnel Change of Status form

The Supervisor, Dean, or Vice President will complete the top portions of the form, which includes:

• information as to the type of change,
• an explanation of the change,
• effective dates, and
• changes in salary and source of funds, if any.

In order to ensure timely processing of the Change of Status form, the form must be completed accurately and in full. Questions about the form may be directed to Sean Grady, Business & Communications Manager in Human Resources at sgrady@berkshirecc.edu.  

The Supervisor, Dean, or Head of Department will sign the form and deliver it to the necessary parties for signature, which includes the head of the department (if different), and the President. If the change regards a non-routine change of pay (e.g., not related to a yearly raise) or source of funds, or affects the same, the Vice President of Administration & Finance’s signature is required, and lastly, the Comptroller’s if the position is grant funded. The form should be forwarded by the last person to sign the form to Ann Stevens, Employee Services Coordinator at: astevens@berkshirecc.edu. Forms without proper signatures cannot be processed.  

Once the fully signed Change of Status form is received by Human Resources, the Employee Services Coordinator will process it.       

PLEASE NOTE: If the change involves a change of position or title, the blue Change of Status form must be accompanied by a new Position Description before it will be processed.   

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 Divisional Organizational Chart (Download as PDF)

 President's Office (Download as PDF)

Academic Affairs (Download as PDF)

 Student Affairs and Enrollment Management (Download as PDF)

 Administration & Finance (Download as PDF)

 President's Cabinet (Download as PDF)

mloiodice@berkshirecc.edu 

Tel: (413) 236-1022 

Contact for:

1. Employee accommodation requests
2. Questions related to Title IX and the College’s Policy on Affirmative Action, Equal Opportunity & Diversity; and for filing Title IX and Affirmative Action Discrimination Complaints
3. Collective bargaining and contract matters (including generation of seniority lists; questions related to tenure and changes of rank; and reclassification requests)
4. Employee complaints and grievances
5. Consultation on personnel and supervisory matters
6. Project and initiative planning in partnership with the Human Resources Department

sgrady@berkshirecc.edu 

Tel: (413) 236-4576 

Contact for: 

Contact for:

1. Questions related to posting jobs, position description development and review (including E-7s), and the search committee process
2. Employee training, including search committee training
3. Salary and wage questions
4. Questions involving the employee evaluation process

astevens@berkshirecc.edu 

Tel: (413) 236-1023 

Contact for:

1. Employee onboarding
2. Questions on and assistance with benefits and tuition remission 
3. Questions on and assistance with retirement
4. Accessing personnel files
5. Information on employee wellness resources
6. General questions about Human Resources policy, process, and procedure

HR@berkshirecc.edu

Contact for: 

1. Submitting Authorizations to Hire, Personnel Requisitions, and Change of Status Forms
2. Requests for current and historic employee data
3. Contact from people/entities external to the College, including for:
   1. information requests under the Massachusetts Public Records Law
   2. verification of employment requests;
   3. general questions from job candidates;
   4. sales
4. Determining the correct Human Resources contact

 The Supervisor, Dean, or Vice President who desires to post a job for a particular position (the “Hiring Manager”) will fill out an Authorization to Hire form (add form here- attached to email) and will attach the applicable Job Description. 

If a Hiring Manager cannot locate a particular job description, or needs assistance creating or revising a position, the Hiring Manager may contact Sean Grady, the Business and Communications Manager.  

The Hiring Manager will complete the top portion of the form which includes position and pay information, names of search committee members and committee chair, anticipated start and end date of the position, and information as to whether it is a new position or a replacement for another position. In order to ensure timely processing, the Hiring Manager must ensure that the form is completed accurately and in full. Questions about the form may be directed to Sean Grady, Business & Communications Manager in Human Resources. 

The Hiring Manager will sign the form and deliver it to the necessary parties for signature, which includes the head of the department (if different), the Vice President of Administration & Finance, the President, and lastly, the Comptroller if the position is grant funded. The form should be forwarded to HR@berkshirecc.edu by the last person to sign the form. Forms without proper signature cannot be processed.  

Once the fully signed Authorization to Hire form is received by Human Resources, Sean will arrange to meet with the Hiring Manager to discuss the details of, and timeline for, the posting. [Please see the College’s Search Committee Guidelines- COMING SOON] 

After a candidate accepts a position, in order to initiate the actual hiring of a particular employee, the Hiring Manager will fill out a Personnel Requisition form (add form here – attached to email) AND an Application for Access to Electronic Records/Colleague Account Request Form (add form here – attached to email). 

The Hiring Manager should complete the top portions of the Personnel Requisition form which includes employee, department, pay information, source of funds, and start date. The Hiring Manager must complete all applicable portions of the Application for Access to Electronic Records/Colleague Account Request Form. In order to ensure timely processing and timely access to email and other systems, the Hiring Manager must ensure that these forms are completed accurately and in full. Questions about the form may be directed to Sean Grady, Business & Communications Manager in Human Resources. 

The Hiring Manager will sign the Personnel Requisition form and deliver it to the necessary parties for signature, which includes the head of the department (if different), the Vice President of Administration & Finance, and lastly, the Comptroller if the position is grant funded. The form should be forwarded to HR@berkshirecc.edu by the last person to sign the form. Forms without proper signature cannot be processed.  

Once the fully signed Personnel Requisition form is received by Human Resources, an Appointment Letter will be generated and will be sent to the new hire for confirmatory signature.  

Once the fully signed Application for Access to Electronic Records/Colleague Account Request Form (in addition to the required paperwork from the employee) is received by the Human Resources Office, it will be immediately sent to the IT Department for processing. It takes up to 24 hours for email accounts to become active once set up by the IT department.  

PLEASE NOTE: If there is a special case, such as with faculty who may require training on Moodle during the summer, hiring managers and supervisors should arrange for new hires to sign on-boarding paperwork at least two (2) to four (4) business days prior their need to access the systems.

In order to initiate and/or document a change in an employee’s status as to pay, position/title, supervisor, schedule, or other; a Supervisor, Dean, or Head of Department will fill out a Personnel Change of Status form (add form here – attached to email). 

The Supervisor, Dean, or Vice President will complete the top portions of the form which includes information as to the type of change, an explanation of the change, effective dates, and changes in salary and source of funds, if any. In order to ensure timely processing of the Change of Status form, the form must be completed accurately and in full. Questions about the form may be directed to Sean Grady, Business & Communications Manager in Human Resources. 

The Supervisor, Dean, or Head of Department will sign the form and deliver it to the necessary parties for signature, which includes the head of the department (if different), and the President. If the change regards a non-routine change of pay (e.g., not related to a yearly raise) or source of funds, or affects the same, the Vice President of Administration & Finance’s signature is required, and lastly, the Comptroller’s if the position is grant funded. The form should be forwarded to HR@berkshirecc.edu by the last person to sign the form. Forms without proper signatures cannot be processed. 

Once the fully signed Change of Status form is received by Human Resources, the Employee Services Coordinator will process it.      PLEASE NOTE: If the change involves a change of position or title, the blue Change of Status form must be accompanied by a new Position Description before it will be processed.  

 

Upon receiving notice of an employee’s intended or actual separation from the College (resignation, termination or otherwise) the Supervisor shall instruct the separating employee to make an appointment with Ann Stevens, the Employee Services Coordinator in Human Resources, as soon as possible for an exit interview and to discuss benefits if applicable. 

The Supervisor should make arrangements to collect keys, badges, parking passes, equipment (including computer) and any other college property or materials from the separating employees on their last day of employment, and return these items to the Facilities, Security, and IT Offices as applicable. 

Ann will reach out to employee to set up an appointment for an Exit Interview if the employee has not first contacted Human Resources by their last day as an employee. 

Following the exit interview, the Human Resources Office will deliver the appropriate form to the IT Department, who will delete accesses to College email and other electronic systems, as appropriate. Please note, retires will have the opportunity to add a personal email address to the Everyone Email List. Also note, adjuncts will remain on the email list for four (4) consecutive semesters before removal.  

 

State Retirement System Members

Visit Mass.gov for more details about Massachusetts state retirement

Resources:

Retirement Benefit Resources

Includes: Retirement Benefit Guide, Retirement Calculator, and a pre-retirement checklist.

GIC Retiree Benefits

 

 

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How to Apply for Retirement

 

Download the Retirement Application

During the application process, you'll choose how your retirement payments will be made. Retirement Board staff will be available to discuss these options with you.

Review Retirement Allowance Options

 

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Buybacks of Prior State Service

See this Mass.gov page for details about prior service buybacks:

Service Purchases / Buybacks (MSRB)

 

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 Enroll or Changing Retiree Benefits

How to Enroll in or Change GIC Retiree Benefits

GIC Forms for Retirees

The Retiree/Survivor Enrollment/Change Form (Form-RS) is the form you need to sign up for retiree benefits, including dental thru GIC.

PLEASE NOTE: In signing up for these benefits, you must also complete the Employment Status Change Form, which can also be found at the "GIC Forms" link above.

 

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Contact the GIC

Due to the COVID pandemic there is little telephone presence at the GIC, so it is recommended you use the online contact form linked below for requests for information or assistance.

GIC Online Contact Form

If you have further questions, you can also contact the GIC at 617-727-2310. 

Declan Hobbs is also a great resource on retirement:

Declan Hobbs, Retirement Counselor 
State Retirement Board 
w. (413) 730-6135 x 384

 

Optional Retirement Program (ORP)

View ORP resourses and the ORP Checklist below.

Drawing Benefits from
your ORP Plan

Benefit Payment Options

Benefit Application Process

Download the ORP Checklist

 

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ORP Provider Contact Information

If you opted in to an ORP, you will have chosen either TIAA or Fidelity as your provider. You may contact these providers to discuss your retirement situation.

TIAA	Fidelity
Elizabeth (Betsey) O’Boyle, Senior Financial Consultant / TIAA Financial Solutions  130 Turner Street Building 3, Suite 215  Waltham, MA 02453  Tel: 781.314.2903 eoboyle@tiaa.org TIAA Website	Matthew Toedt,   Retirement Planner  / Personal and Workplace Investing  Fidelity Investments  1 Spartan Way, Mailzone TS4V  Merrimack, NH 03054  Tel: 508-450-4284  matthew.toedt@fmr.com  Fidelity Website

Supplemental 403(b) Voluntary Savings Plan

Drawing benefits/distributions from your 403(b) plan

If you are enrolled in a 403(b) Plan, please let Ann Stevens (astevens@berkshirecc.edu) in HR know if you want your final payout deposited into this plan, or paid directly to you upon retirement. If you choose to be paid out, this payment will occur approximately 2 weeks after your last day at work.

Massachusetts Deferred Compensation SMART Plan 457(b)

To access information about drawing benefits or to schedule an appointment with your SMART Plan Advisor,
Sign into your
SMART Plan account

If you are enrolled in a SMART Plan, please let Ann Stevens (astevens@berkshirecc.edu) in HR know if you want your final payout deposited in this plan, or paid directly to you upon retirement. If you choose to be paid out, this payment will occur approximately 2 weeks after your last day at work.  

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Contact Information

For more information on withdrawing SMART Plan benefits, please contact:

Heather Kane, Empower Retirement  
(877) 457-1900 
heather.kane@gwrs.com