CHAPTER 818: Human Resources Office
818.01 GENERAL OBJECTIVES OF THE HUMAN RESOURCES OFFICE
To create an environment in which the human resources of SUNY Cortland are recruited and maintained at the highest possible levels.
To provide personal and professional development experiences for all College faculty and staff.
To serve as an advisor to the administration on matters of employee relations and legal, procedural and contractual issues.
818.02 RESPONSIBILITIES OF THE HUMAN RESOURCES OFFICE
The Human Resources Office meets these general objectives by facilitating the decisions of campus administrators. The Human Resources Office interprets state laws, regulations and procedures as they apply to hiring, employee relations, fringe benefits, employee evaluations and classification, and conditions of employment.
818.03 SPECIFIC DUTIES OF THE HUMAN RESOURCES OFFICE
1. Employee Relations
The Human Resources Office provides advice on legal, procedural and contractual issues to employees, supervisors and administrators on a continuing basis. Human Resources Office facilitates the resolution of grievances when they are presented.
2. Classification/Compensation
The Human Resources Office prepares documentation for all changes in title and salary for the classified and professional staff including promotions, demotions and reclassifications. The Human Resources Office also determines exempt or nonexempt status for professional staff members and facilitates documentation associated with the Fair Labor Standards Act.
3. Appointment of Classified Employees
The Human Resources Office is responsible for filling classified positions. This includes canvassing civil service lists, administering performance examinations, certifying qualifications, interviewing candidates and issuing appointment letters. All appointments must be made in accordance with complex Civil Service rules and regulations. The Human Resources Office provides advice to supervisors regarding regulations for hiring, transfer, promotion and dismissal.
4. Performance Evaluation
All contractual formal evaluation programs for professional and classified employees are administered by the Human Resources Office. The office issues the necessary documents to supervisors for employee performance programs and subsequent evaluations.
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5. Fringe Benefit Administration
The Human Resources Office administers fringe benefits packages for the various employee groups on campus. It verifies eligibility for and processes enrollment in health insurance plans, employee benefit funds, retirement systems, flexible spending accounts and tax sheltered annuity programs. The Human Resources Office regularly provides information outlining changes and nuances in benefits packages and announcing new benefits as they become available. The Human Resources Office also assists employees with benefit questions and health insurance billing problems. The Human Resources Office conducts new employee orientation sessions, retirement planning/exit information sessions and organizes on-campus benefits-related programs.
6. Training and Professional Development
The Human Resources Office coordinates education and development programs based on needs assessments and employee and supervisory requests. Proposals are submitted and grant funding is secured if needed. The Human Resources Office also coordinates tuition reimbursement programs for campus employees.
7. Immigration
The Human Resources Office is responsible for filing a completed I-9 form on each new employee hired. All new employees must provide proof of identity and employment authorization. See also 220.04.
It is the policy of SUNY Cortland to assist full-time faculty in their petition for employment eligibility by supplying all required recruitment and employment-related data and materials. The College underwrites the costs of this petition. Legal fees are borne by the College.
8. Payroll Appointment
The Human Resources Office reviews all appointments, reappointments and renewals to ensure the contractual-legal appropriateness of each transaction. In addition, it instructs the payroll office to initiate payment via documentation completed in Human Resources Office.
9. Professional Leave Records
Leave records are handled and maintained by the Payroll Office.
10. Research Foundation
The Human Resources Office is responsible for interpreting and carrying out Research Foundation policies relating to all aspects of personnel activity, including employee relations. The office directs the application of job descriptions to determine exemption status and job title classification. The Human Resources Office directs the implementation and administration of Research Foundation benefit programs. The office is responsible for all benefit programs and conducts new employee benefit orientations. Formal evaluation programs are administered by the Human Resources Office. The Human Resources Office also administers the Research Foundation compensation program and analyzes compensation policies and government regulations in order to comply with legal requirements. The office recommends compensation adjustments according to findings, budgetary limits and pay policies. The office has responsibility for administering and implementing the Research Foundation Affirmative Action Program. It keeps records and compiles statistical reports concerning recruitment, interviews, hires, transfers, promotions and terminations to abide by affirmative action and equal employment opportunity laws. The office provides guidelines to supervisors concerning valid selection processes and employment law legislation.
11. Workers' Compensation
All employee accidents and injuries are recorded and claims are administered within this department.
12. Miscellaneous
The Human Resources Office is responsible for compliance with a variety of rules, regulations and policies. It is responsible for the implementation and administration of workplace-related legislation, such as the Americans with Disabilities Act, the Family and Medical Leave Act and the Omnibus Transportation and Testing Act. The Human Resources Office also maintains the Human Resource Management System (HRMS) which is a SUNY-wide database.
818.04 LOCATION OF THE HUMAN RESOURCES OFFICE
The Human Resources Office is located in Miller Building, Room 301. For general information, call (607) 753-2302.
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CHAPTER 825: Campus Child Care Center
825.01 OBJECTIVES AND FUNCTIONS OF THE CAMPUS CHILD CARE CENTER
The SUNY Cortland Child Care Center is licensed by New York State and is accredited by the National Association for the Education of Young Children for 67 children ages six weeks to five years. Enrollment priority is given to SUNY students and staff and New York State employees.
The program operates year round, Monday through Friday, from 6:30 a.m. until 5:30 p.m. Only full-time care is offered. Applications may be obtained by calling the center at (607) 753-5955.
Breakfast, lunch and afternoon snacks are prepared according to New York State Department of Health nutritional requirements.
The program uses a creative curriculum providing age-appropriate activities where children can learn through their play experiences. SUNY Cortland Child Care Center receives funding from the SUNY Child Care Advisory Committee to assist with tuition subsidies for student families and to provide for quality care experiences for the children. The center does not discriminate on the basis of race, religion, color, sex, national origin, or disability. Reasonable accommodation will be provided upon request.
825.02 CAMPUS CHILD CARE CENTER PHILOSOPHY
The center's goal is to provide a safe, healthy, caring and stimulating environment for children. This environment is designed to meet the children's emotional, social, physical, intellectual and developmental needs. In addition, the center provides a support service to parents which allows them to work or attend college with the knowledge that their children will be in a safe, caring learning environment. Parents are welcome to visit their children at the Center whenever their schedule will allow.
825.03 FEES
Fees are based on a sliding fee schedule determined by income and family size. A 10 percent discount is given to SUNY students, and an additional 10 percent discount is given to siblings. Tuition subsidies are available to eligible student families.
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CHAPTER 830: Institutional Research and Assessment Office
830.01 GENERAL PURPOSE
The purpose of the office is to provide and coordinate information support for planning, administering, and evaluating academic and administrative programs in ways that will continuously improve the State University of New York College at Cortland. The office also serves as the Institutional Research liaison with SUNY System Administration, providing data for university, state and federal reporting requirements.
830.02 FUNCTION
The operations of the office can be divided into three overlapping functions: (1) providing institutional data to internal (campus community) and external (e.g., SUNY System Administration, NY State Education Department, Middle States Association of Colleges and Schools, and other outside agencies) constituents; (2) providing assessment support to academic and support/service units; and (3) providing administrative planning and research support for executive decision making. The office responds to data needs through the preparation and dissemination of a series of reports over time and within subject area, as well as through special-focused research projects. Assessment support includes research design, data collection and analysis support, survey research, educational communications and publications about accepted assessment practices, and assistance with evaluating third-party assessment support.
CHAPTER 832: Research and Sponsored Programs Office
832.01 GENERAL PURPOSE
The Research and Sponsored Programs Office, which reports to the provost and vice president for academic affairs, is responsible for the coordination of all sponsored research activities conducted by faculty, staff, or students.
832.02 FUNCTION
The Research and Sponsored Programs Office coordinates activities that seek outside funding to support research, training, or demonstration projects; coordinates the human subjects review process for both sponsored and nonsponsored projects; and coordinates faculty development activities related to sponsored program efforts.
832.03 ADMINISTRATION OF GRANTS AND GIFTS TO SUNY CORTLAND
All grants and gifts to SUNY Cortland and all solicitations and proposals for such funds must have the approval of the College and must conform to the College's Mission Statement, SUNY policies and applicable laws and regulations. All grants and donations shall be coordinated either through the Research and Sponsored Programs Office or through the Division of Institutional Advancement. A complete copy of the guidelines for administering grants and gifts may be obtained from the Research and Sponsored Programs Office or the Division of Institutional Advancement.
(Approved by the President's Cabinet, Feb. 2, 1999)
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CHAPTER 835: Center for Educational Exchange
835.01 GENERAL PURPOSE
The Center for Educational Exchange builds and sustains collaborative and productive partnerships between the College and area K-12 schools. The center facilitates and supports professional exchanges and academic alliances among educators at all levels. The center is a resource for College faculty and departments interested in connecting with area schools and teachers. Service to the College community includes: (a) aid in planning and facilitating forums, institutes, conferences and special topic courses; and (b) assistance with grant funded courses. A variety of workshops and conferences is sponsored and hosted in cooperation with schools, professional associations, New York State teacher centers and Boards of Cooperative Education Services (BOCES). The center works with school staff developers and State Education Department representatives to provide information to area teachers, school administrators, college faculty and students. Ongoing programs for educators include contract course partnerships for teachers, off-campus graduate courses, in-service training for teachers, and programs for school administrators. The center also facilities the Asynchronous Web Based Coaching Certification Program.
The center administers the state mandated Identification and Reporting of Child Abuse and Maltreatment (CAR) workshops and Safe Schools Against Violence in Education (SAVE) workshops for undergraduate and graduate students. It also plans and implements biannual professional conferences for student teachers and administrative interns.
The center facilitates the High School College Course program and sponsors leadership conferences and campus experiences for high school students.
In conjunction with the President's Office, the center sponsors the Community Roundtable Series, addressing timely topics for the community; these programs are open to the public.
CHAPTER 836: Access to College Education (ACE) Program
836.01 GENERAL PURPOSE
The Access to College Education (ACE) Program is a joint effort of SUNY Cortland, Ithaca College, Cornell University, Tompkins-Cortland Community College and local school districts, in cooperation with the Tompkins-Seneca-Tioga BOCES and Onondaga Cortland Madison BOCES, to support high school students to complete high school with the skills and abilities to access and succeed in higher education. The provost and vice president for academic affairs is the College's representative to the ACE Policy Committee. Appointments to the ACE Operating Committee are made by the provost and vice president for academic affairs.
The coordinator for the ACE Program is housed at SUNY Cortland and is supervised by the dean of education in cooperation with the ACE Operating Committee. The coordinator is responsible for working with school liaisons to recruit and monitor student participation and success, coordinating programs for students and parents with each of the four colleges, and coordinating many aspects of program administration including the budget. The coordinator also works with Operating Committee members and other individuals on the Cortland campus to host programs for registered students and their parents. These include campus explorations, summer short courses, conferences, special arts and cultural events and parent support workshops.
CHAPTER 837: Liberty Partnerships Program
837.01 GENERAL PURPOSE
The Liberty Partnerships Program, funded through a grant by the New York State Education Department, connects 13 area school districts, the College, and numerous local community-based organizations and businesses. The program's services provide support to address the needs of participating students in grades 5-12 targeted as at risk of not completing a high school education.
The overreaching goal of the program is successful graduation from high school and entrance into post-secondary education and/or the work force.
The program director works closely with school coordinators, community members, and the Advisory Committee to develop, implement and monitor program relations and grant goals. The director is responsible for all grant management including but not limited to, reports, budget management, and the preparation of proposals for continued and additional funding. The director serves as a resource and liaison to other related school, college, community and business-related partnership initiatives.
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CHAPTER 845: Student Development Center
845.01 GENERAL FUNCTION
The Student Development Center at the State University of New York College at Cortland is designed to promote the total growth of students from the time of their acceptance to the College through graduation and beyond. Units within the Center work individually and collectively with students and student groups to provide quality developmental services. The services of the Student Development Center are both proactive and reactive in meeting the needs of students and assist students in their psychosocial adjustment, career exploration and career decision-making, academics and their physical well-being.
The units within the Student Development Center include: the Counseling Center, the Student Health Service, Student Disability Services, Career Services, Health Promotion and Substance Abuse Prevention and Education.
845.02 COUNSELING CENTER
A. General Functions of Counseling Center
The Counseling Center provides short-term therapeutic services to facilitate students’ personal, social and educational adjustment. The center staff recognizes that the adjustment to college life can be stressful and challenging. While these challenges can be stressful, it can be a time for learning and growth. The Counseling Center assists students in their transitional adjustment by providing developmentally focused programming and offers developmental support services for students. The Counseling Center serves as a resource to the College community.
B. Counseling and Testing
As part of psychological services, a variety of tests is available to assist clients in making appropriate decisions. These tests are designed to help students better understand themselves, their interests, values and abilities. The Counseling Center also administers the New York State Teacher Certification Examination (NYSTCE).
C. Referrals
Faculty, staff and students are encouraged to make referrals to the Counseling Center when they deem it appropriate. The referral agent may either recommend to a potential client that s/he visit the Counseling Center or contact one of the counselors to make an appointment for the client and to share with the counselor any information that seems pertinent. Due to the confidential nature of the service, the content of counseling sessions is not shared. However, if the referral agent wishes to know whether the person referred came to the Center, such information would generally be available.
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845.03 STUDENT HEALTH SERVICE
A. General Function
The primary mission of the Student Health Service is to provide high quality, ambulatory health care to SUNY Cortland students so that they may participate successfully in the academic and extracurricular programs of their choice. The Student Health Service is accredited by the AAAHC.
B. Services
1. The Student Health Service provides routine, outpatient medical care to SUNY Cortland students. This care includes, but is not limited to, diagnosis and treatment of common medical conditions, care of students with more chronic medical illnesses, sports physical, diagnosis and treatment of sexually transmitted illnesses, post-coital contraception and immunization and allergy injections.
2. During the academic year, clinical services are provided between 8:30 a.m. and 4:30 p.m. During summer school, clinical services are available from 9-11:30 a.m. and from 1-3 p.m. Administrative hours are 8 a.m. to 4:30 p.m. throughout the calendar year.
3. While treatment of gynecologic problems is part of the routine care provided at the Student Health Service, there is also a Woman's Health Clinic downtown within walking distance of the College. This clinic is staffed by the Cortland County Jacobus Center for Reproductive Health and provides gynecologic evaluation, contraceptive advice and/or prescription and pregnancy counseling.
4. When the Student Health Service is closed, emergency medical care is available at the Emergency Department of the Cortland Memorial Hospital, which is staffed by physicians 24 hours a day. The student is responsible for charges incurred at an off-campus facility. A list of local doctors and walk-in clinics is available upon request. (See Section 870.06 for a complete description of emergency medical procedures.)
C. Emergency Infectious Control Plan
Guidelines and operational procedures, including a communications chart, in the event of an outbreak of an infectious, communicable disease, are available in Student Health Service and in the Vice President for Student Affairs Office.
845.04 STUDENT DISABILITY SERVICES
Student Disability Services envisions a campus community where all students with disabilities are valued, informed and provided with reasonable accommodations. Its mission is to facilitate the educational and personal development of SUNY Cortland students with disabilities. Its goal is to ensure equal access to all programs and activities and facilitate the architectural and attitudinal accessibility of the campus environment. Accordingly, the office serves in a multidimensional role as advocate, educator and coordinator of accommodations. Operational philosophy is rooted in the belief that the persons served are students first and that their disabilities are secondary.
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845.05 CAREER SERVICES
A. General Functions of Career Services
Career Services assists students and alumni in exploring and defining career goals as well as teaching access to and use of information resources related to those goals. Services include career and employment options as well as assistance and information on graduate education programs.
B. Career Planning
Students are encouraged to explore career options and to participate in a range of experiential programs including part-time/summer jobs, shadowing, volunteering and internships. Students are assisted in gaining a wide range of information on careers in the Career Resource Library, which includes printed information, computer-assisted searches, videos and discussion of choices with career counselors. Workshops are provided on all aspects of the job search or graduate admission process.
C. Job Search Services
Assistance is given to students on all aspects of job searches. Credential files containing letters of recommendation are maintained for SUNY Cortland graduates and are transmitted in support of the candidate's job search or graduate school admission. Information on specific vacancies is maintained in the Career Resource Library as well as many general employment directories. Recruitment services, including on-campus interviewing, the SUNY Cortland "Job Connect" (Web-based job vacancy listing service) and major recruiting events are offered to students and alumni.
D. Student Employment
Students interested in securing employment while attending school can register with the Student Employment Service (SES). Positions both on and off campus are maintained by the office. SES also provides a summer camp fair and summer job listings.
E. Internships
Students gain valuable experience while working in placements related to their major and/or career interests. Interns work in a wide variety of local, national and international organizations and may earn up to 16 credit hours toward graduation. Placement opportunities for all majors are available throughout the entire year.
F. Volunteer Programs
Students are encouraged to participate in volunteer service within the community, gaining an understanding of community issues and needs while contributing to that community and thereby learning and testing career interests and skills. Opportunities are available in a diverse range of organizations.
G. Special Events
During the year a number of events are held to recognize student achievement and assist students with career choices. These events include Graduate School Day, Career Information Expo, Student Employee Recognition Week and Goofs and Goblets. Recruitment includes Teacher Recruitment Days, Cortland Recruitment Day, the SUNY Job Fair/SUNY Virtual Job Fair and the Summer Job/Camp Fair.
H. Graduate Surveys
Annual surveys of graduates, and five-year follow-up surveys of graduates, are completed each year. Complete data analysis and comments are available in Career Services. Summary reports, listing employment and graduate school information, are published and available on request.
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845.06 HEALTH PROMOTION
The Health Promotion Office emphasizes awareness of current health issues, prevention of disease and illness, and promotion of health and wellness. While the office primarily exists to serve the health and wellness needs of SUNY Cortland students, there is also a strong commitment to offer programs for and share resources with the College's faculty and staff as well as the greater community. The office is committed to providing opportunities for members of the college community as well as the greater community to heighten personal and community awareness concerning health issues and develop health-promoting skills and attitudes necessary to make responsible personal and community health decisions.
Services offered include: Educational programming; advocacy for students; information and resources; campus/community referrals; and opportunities for student involvement, including internships, independent study and cooperative learning.
845.07 SUBSTANCE ABUSE PREVENTION AND EDUCATION
Substance Abuse Prevention and Education recognizes the adjustments students face when they embark on their academic careers. Its mission is to continually develop and implement comprehensive and proactive prevention programs that help students understand the connection between substance abuse and future success, to identify their individual risk factors for chemical dependency, and examine the choices they have made regarding alcohol and other drug use.
Services offered include peer education, substance education, class educational workshops and information and resources.
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CHAPTER 849: International Programs Office
849.01 GENERAL PURPOSE
The International Programs Office fosters cross-cultural understanding through participation in study abroad and exchange opportunities among students and faculty at SUNY Cortland and its partner institutions abroad. This extends to encouraging interaction between the larger Cortland community and international students and visitors.
849.02 PROGRAMS
The office operates 33 international programs suited to the interests and needs of students and faculty in a wide variety of departments. It furnishes detailed information about SUNY Cortland programs and serves as a resource on many other opportunities abroad. The International Programs Office promotes the international exchange of faculty and staff.
International programs administers 25 campus-based scholarships of $1,000-1,500 to SUNY Cortland students who study abroad.
The office welcomes exchange students and scholars from 10 universities with which the College maintains relations and arranges orientation and housing, principally in Whitaker International Hall.
The office enriches campus and community life by providing opportunities for interaction with international visitors.
849.03 INTERNATIONAL STUDENT ADVISOR
A. General Purpose
The international student advisor is the College’s principal designated school official for F-1 visas to the Department of Homeland Security’s United States Citizenship and Immigration Service. As such, the international student advisor maintains SEVIS records to ensure the College’s compliance with federal immigration regulations. The advisor processes all immigration paperwork for students and scholars admitted to Cortland on F visas.
The international student advisor is the liaison between the College community and the international students. The advisor provides an orientation and immigration counseling to all international students and scholars. The international student advisor coordinates with support service offices on campus, including housing, dining, student health, student accounts, student activities, as well as academic and administrative departments to ensure international student and exchange faculty’s needs are met.
For students and scholars with J visas, the advisor coordinates with other campuses and international agencies on immigration processing.
B. Housing Policy
International students have four housing options:
- Standard residence hall accommodations:
International students seeking the fullest possible integration into student life at SUNY Cortland may apply for residence hall housing through the regular channels; the purchase of a dining plan will be required. The Residential Services Office will provide housing for international students during vacation periods. Additional charges will be levied for these services.
- Whitaker International Residence:
International students seeking to benefit from the international climate made possible by the proximity of other international students and internationally minded Americans may apply specifically for admission to the Whitaker International Residence. These students will purchase a dining plan for the dining halls.
- West Campus Apartments:
These four-unit apartment buildings house four students in each unit and allow for cooking in each unit. They are located about a half mile off the main campus but are served by the campus bus service. No meal plan is required for this option.
- Off-campus housing:
Like their American counterparts, international students at SUNY Cortland under certain circumstances may elect to find their own accommodations off-campus.
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CHAPTER 860: The College Store
860.01 GENERAL FUNCTION
The College Store is part of the Auxiliary Services Corporation, which is a not-for-profit corporation organized and operated exclusively for educational purposes at State University of New York College at Cortland.
860.02 MERCHANDISE AND SERVICES
The store provides required textbooks (both new and used) in a timely manner, general books, including best sellers and books by faculty authors, special order books, supplies (both academic and art), insignia gifts and clothing, computers and computer software, personal items, candy, film and photo processing, stamps, class rings, caps and gowns and miscellaneous items. The College Store also provides personal and business mailings by UPS.
860.03 TEXTBOOK REQUIREMENTS
A. Faculty/Staff/Chair Duties:
- Each department of the College is to select one member to perform the following functions:
a. Implement the requisition deadline,
b. Verify the accuracy of the number of books ordered,
c. Verify the accuracy of information related to instructors assigned to teach each section.
- Ordering of textbooks: Instructors will complete a requisition form listing all books (required or recommended) to be ordered for each course they are teaching. Forms are obtained from the department secretary or chair, and the chair's signature is required prior to submitting requisitions to the College Store. The deadline for spring orders is Oct. 15, for Summer Sessions, March 15, and for fall orders, March 31. A copy of all book requisitions should be forwarded to the records access officer in the Division of Institutional Advancement at the same time they are submitted to the College Store. Textbook orders may also be submitted online via the College Store’s Web site at https://ascweb.cortland.edu/books/facorder.asp. The College Store will then forward a copy of all online orders to both the department secretary and to the records access officer in the Division of Institutional Advancement.
- Faculty Complimentary Copies: Forms for requesting complimentary textbook copies from the publisher are available from the department secretary. In the event that the faculty member needs a copy prior to receipt of their complimentary copy, they may either charge to a department account or pay personally for a copy from the College Store and then return the complimentary copy to the store for credit or a refund once it is received from the publisher. The College Store can only accept copies which are in new, resalable condition. The store is unable to accept complimentary copies stamped “Complimentary - Not for Resale.”
B. College Store Duties:
- College Store staff should notify faculty members (or the designated department representative) of drastic deviations in the number of books ordered before purchase orders are sent to publishers. The bookstore should notify instructors when the edition they have ordered is unavailable to permit a change or elimination of a particular title.
- The College Store buys back used books on a daily basis when the store is open, except during the first two weeks of fall and spring semesters. Prices paid are determined by the wholesale market value of the books. At the end of the fall and spring semesters, the College Store holds a large buyback during which students receive half of the new price for books which have been readopted and which the store needs for the following semester. Books not yet adopted will be bought at their wholesale market value. Faculty can help
students to keep down their overall textbook costs by submitting their course adoptions by the deadlines specified in section A.
- Refunds and Exchanges: Books will be accepted for exchange or refund only during the first 10 days of classes (fall and spring) and the first five days of classes (Summer Sessions I and II). Students must have a receipt. New books must be clean. New books with names or any kind of marking must be treated as used and will be refunded at the used price. The condition of each book is determined by the Book Department. Defective books will be replaced at any time.
- Evening Courses: Additional hours are provided the first week of the fall and spring semesters and the first two days of Summer Sessions I and II until 8 p.m. Otherwise, shipment may be made by calling the store or ordering on the store's Web site at www.ascweb.cortland.edu.
- Returns to Publishers: Books not purchased by students may be returned to the publisher by Oct. 15 and Mar. 15 of the fall and spring semesters respectively, and after the first month of Summer Session I and II.
(A1 and B1 approved by the Executive Council and President Jones, February 1973)
860.04 COLLEGE STORE HOURS OF OPERATION
During the fall and spring semesters, when classes are in session, the College Store, located in Neubig Hall, is open Monday and Thursday from 8:30 a.m.- 7 p.m., Tuesday and Wednesday from 8:30 a.m.-5:30 p.m., Friday from 8:30 a.m.-4 p.m., Saturday from 11 a.m.-4 p.m., and Sunday from 11 a.m.- 3:00 p.m. Summer hours are Monday through Friday from 8 a.m.-4 p.m. The store is closed on Saturday during the summer. The phone number is (607) 753-4621.
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CHAPTER 865: The Business Office
The Business Office, located in Miller Building, Room 323, provides business and financial support service to the College, financial and related administrative coordination with SUNY Central Administration and New York State agencies, and controls and manages College income and expenditures as set forth in College, University and New York State guidelines and regulations. Please refer to the Business Office Web page. The Business Office is comprised of the following areas:
865.01 ACCOUNTING
Responsible for maintaining the College revenue and appropriations accounting system under procedures and guidelines of the University and State of New York, distributing the monthly College accounting reports and auditing various financial systems, and completion of financial reports. Responsible for maintenance to the College Uniform Revenue Accounting System, an automated, double-entry system within BANNER, the campus student data system, and in compliance with federal, state and University requirements.
865.02 BUDGETING
Responsible for statistical preparation of College budget requests and financial plans and for ongoing position and budget control coordination, including State Operations, Dormitory Income Fund: Reimbursable, Income Fund: Reimbursable, State University Tuition Reimbursement Account and Restricted Current Fund.
865.03 PAYROLL
Responsible for proper, accurate and timely execution of faculty/staff, graduate assistant, work-study and student payrolls, including related records control and documentation.
865.04 PURCHASING
Responsible for authorization and coordination of the purchase of goods and services, ensuring the most economical and effective use of College resources under University and state guidelines. Coordinates M/WBE, Preferred Source utilization, Procurement Opportunities and the Procurement Card. Reviews all agreements and contracts prior to execution.
865.05 RESEARCH FOUNDATION FISCAL ADMINISTRATION
Responsible for financial administration of externally funded grants and programs administered through the Research Foundation of State University of New York in accordance with State University Research Foundation, federal and sponsor requirements, as applicable.
865.06 BURSAR/STUDENT ACCOUNTS
The Bursar/Student Accounts Office is responsible for the billing, collection, control and disposition of all College revenues including deposits, tuition, room, board, fees and miscellaneous income. All financial aid funds, third party payments and scholarships are received, processed and distributed through this office as are student refunds from financial aid or overpayments. In addition, the Bursar/Student Accounts office manages all third party contracts and the College Monthly Payment Plan. Account holds for past due balances are placed and released here as are submissions to third party collectors.
865.07 ACCOUNTS PAYABLE
Responsible for administration of all College non-payroll expenditure, auditing and processing resulting from College purchases of goods and services, for travel advance and reimbursement, relocation reimbursement and procurement card certification in compliance with New York State prompt payment legislation and other regulations.
865.08 INTERNAL CONTROL
Responsible for developing and monitoring the attainment of the College's goals and protection of its resources.
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CHAPTER 870: University Police Department
870.01 GENERAL OBJECTIVE OF UNIVERSITY POLICE DEPARTMENT
The objective of the University Police Department is the protection of the lives and property of the students and employees of SUNY Cortland. This objective is pursued within the framework of the State University of New York rules and regulations and all local, state and federal laws.
870.02 JURISDICTION OF UNIVERSITY POLICE DEPARTMENT
It shall be the duty of such police officers to preserve law and order on the campuses and other property of the university, including any portion of a public highway that crosses or abuts such property.
(Section 355 (1) of the Education Law)
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870.03 UNIVERSITY POLICE OFFICERS AND DUTIES
- Enforces all laws and campus regulations, takes appropriate action for all unlawful acts on campus and investigates all crimes committed on the grounds of the State University of New York.
- Performs periodic tours of the grounds to ascertain the physical security of campus residential halls and buildings and restricts unauthorized personnel from using campus facilities.
- Investigates traffic and appropriate personal injury accidents and makes appropriate recommendations to eliminate recurrences.
- Serves as a source of information to all visitors, residents and employees of the College.
- Implements action and coordinates efforts for all emergencies on campus.
- Enforces all traffic and parking regulations on campus.
870.04 UNIVERSITY POLICE HEADQUARTERS
The University Police Department is located at Van Hoesen Hall, Room C-17, in the center of campus. Twenty-four-hour-a-day coverage is provided by both desk and patrol officers. The non-emergency phone number is ext. 2112. Off-campus, call (607) 753-2112.
870.05 EMERGENCY CALLS
Emergency calls to the University Police Department can be made from on-campus telephones by dialing 911 or 2111; from off-campus phones by calling (607) 753-2111. All 911 calls from cell phones are routed to the Cortland County Dispatch Center.
870.06 EMERGENCY MEDICAL PROCEDURES
A campus medical emergency consists of any incident which requires hospitalization for medical or psychological care and that could involve serious injury or death. In cases of lesser magnitude, portions of the plan may be used, modified, or omitted. Procedures are as follows:
- University police (607) 753-2111 must be notified immediately.
- University police officers responding to the incident are in charge at the scene and upon securing the scene will contact the vice president for student affairs.
- The vice president for student affairs will assemble the crisis response team and contact the president of the college. The crisis response team will include the director of residential services, the chief of university police, the director of counseling and student development; the news services editor, the College's physician and the director of the Physical Plant. In the event the victim is faculty or staff, the vice president of the division in which s/he is employed will become a member of the team.
- Appropriate procedures as outlined in the Emergency Disaster Preparedness Plan and procedures for death/life-threatening incidents (contained in the Emergency Procedures Manual) will be followed.
- The news service editor coordinates all external information about the incident.
- The vice president for student affairs will assemble the crisis response team for a debriefing on the manner in which the crisis was handled.
(Approved by President Taylor, Feb. 7, 2000)
870.07 PARKING PERMITS
All motor vehicles parked on campus must be registered with the university police. Parking permits are issued 7 a.m.-4:30 p.m., Monday through Thursday, and 7 a.m.-3 p.m., Thursday and Friday. Cost for either yearly or semester parking permits may be obtained by calling (607) 753-4123. Presentation of a valid vehicle registration is required before the permit will be issued.
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870.08 DISPLAY OF PARKING PERMITS
Permits should be displayed inside the left rear door window, so they may be seen easily by the officers. Contact university police for instructions as to where to display permits for vehicles with tinted windows or vehicles without side rear windows.
870.09 PARKING REQUIREMENTS
Vehicles must be parked in the lined stalls and not across walkways, on walks, in roadway, on grassed areas or where signs or road markings prohibit parking. The College is required to keep fire lanes open for fire engines and other emergency vehicles.
- Parking and driving on sidewalks are strictly prohibited.
- Parking in the drive in back of Brockway Hall as well as the drive and area behind Corey Union is prohibited at all times. These are fire lanes and delivery areas only.
- Vehicles parked in violation of College regulations or where signs and road marking prohibit parking will be removed at the owner's expense.
- Where parking on roads is permitted, vehicles must park in the direction of the flow of traffic.
870.10 COLLEGE LIABILITY AND AUTOMOBILES
The State of New York does not carry liability insurance. Cars are parked on the campus at the owner's risk.
870.11 SPEED LIMIT ON CAMPUS
The speed limit in the parking lots is 15 mph, on Gerhart Drive it is 10 mph, on campus roads it is 25 mph, and at West Campus it is 10 mph.
870.12 RESPONSIBILITY OF OWNER
It is the responsibility of the owner/driver of the vehicle to see that other drivers of his or her vehicle know and adhere to these regulations. The owner/driver is responsible for any parking citations issued to said vehicle.
870.13 WHEN YOU SELL YOUR CAR
The owner of a registered vehicle who sells or exchanges it for another vehicle is responsible for removing the parking permit before it is sold or exchanged and re-registering the new vehicle.
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870.14 FACULTY AND STAFF PARKING
- Lots to the north and rear of Old Main and north of the Miller Building and Bowers Hall (entrance on Graham Avenue).
- Rear of DeGroat Hall and Brockway Hall.
- Dowd Fine Arts Lot - Prospect Terrace
- Casey lot and portions of Smith lot
- Designated section of Corey Union Lot
- Reserved section of the Park Center lot.
The above lots are reserved for vehicles which have been properly registered with the University Police Office and issued a current permit. All others will be denied access or towed away at the owner's expense.
870.15 WHEN STUDENTS MUST REGISTER VEHICLES
All students must register vehicles at the University Police Office, Van Hoesen Hall, Room C-17, during registration week, or as soon as a vehicle is brought to campus.
870.16 GENERAL STUDENT PARKING REGULATIONS
There are no facilities for parking student vehicles in the academic area on campus, Monday through Friday, until 5 p.m. All registered student vehicles are to use their designated student lot.
870.17 SPECIAL PARKING FOR PHYSICALLY DISABLED
Physically disabled students should contact the Disability Services Office in Van Hoesen Hall, Room B-40, for a special permit. A doctor's certificate will normally be required. Students should then go to the University Police Department, Van Hoesen Hall, Room C-17. For special event parking visitors should contact the University Police Office.
870.18 VISITOR PARKING
All visitors should notify the university police for parking permission. Admissions visitor parking is available in the Miller Building lot. Timed parking is provided at the Child Care Center, Neubig lot, Neubig Road, Corey lot and Casey Tower lot. For more visitor information call (607) 753-2112.
870.19 ENFORCEMENT OF PARKING REGULATIONS
All parking regulations are in force 24 hours a day, seven days a week, unless relaxed for special events by the University Police Department.
870.20 BICYCLES, SKATEBOARDS AND IN-LINE SKATES POLICY
The College has been designated as a pedestrian campus with the safety and welfare of the campus community in mind. Bicycles, skateboards and in-line skates must be operated under control at all times and may not be used in any building. Violation of this policy may result in confiscation of the equipment and disciplinary action. Pedestrians always have the right of way on campus.
(Approved by the President's Cabinet, June 23, 1998)
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CHAPTER 875: Division of Institutional Advancement
875.01 GENERAL OBJECTIVES
The Division of Institutional Advancement communicates and promotes the College's mission to the general public while giving special emphasis to specific constituencies, e.g., alumni, parents, friends, corporations and foundations. Organized along functional lines to deal with the different areas of responsibility, staff within the division work to build and maintain lifelong relationships between constituents and the College. Fundraising staff work to solicit private support to the College for funding campus scholarships, programs and projects. The vice president for institutional advancement supervises the division and reports directly to the president.
875.02 PUBLIC RELATIONS
Through a variety of information services, the public relations director interprets the College's programs to on-campus and off-campus publics and serves as the official College liaison with the news media. The public relations director plays a key role as the College's governmental relations officer and records access officer and serves as a member of the campus management team and editor of Columns, the official publication of the Alumni Association mailed worldwide three times a year to all Cortland graduates. The public relations director serves on key College committees, assists with the coordination of many special events on campus and edits the College's Annual Report.
875.03 PUBLICATIONS AND ELECTRONIC MEDIA
The publications and electronic media staff produces many of the College's official printed and electronic publications (e.g., College Handbook, Undergraduate Catalog, Graduate Catalog, the College's Web site, Commencement and Honors Convocation programs) as well as the College's admissions publications. The publications and electronic media director also oversees the production of the biweekly campus newsletter, The Bulletin and serves on key College committees.
875.04 SPORTS INFORMATION
The sports information director (SID) promotes and maintains official records pertaining to the College's 25-sport intercollegiate athletic program and the participating student-athletes and coaches. The SID serves as the official athletic information liaison between the College and news media, other colleges and universities and state, regional and national conferences. The SID maintains statistical records, writes sports releases, supervises home press box operations, updates the College's athletic hotline and its Web sports page, and writes and edits the C-Club Newsletter and athletic team media guides, brochures and game programs.
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875.05 ALUMNI AFFAIRS
The staff of the Alumni Affairs Office works to design and deliver a compelling array of lifelong involvement opportunities and activities for alumni of SUNY Cortland. The Cortland College Alumni Association exists to represent the interests of graduates in a lifelong relationship with the College, organize and conduct alumni programs and events in support of the College's mission, and benefit students, faculty and alumni. The staff of the Alumni Affairs Office develops and promotes programs to create a closer partnership between graduates and their alma mater. The staff of the Alumni Affairs Office provides administrative support for Alumni Association business, serves as a point of contact for requests for alumni information and controls records usage for official purposes.
875.06 FOUNDATION
The Cortland College Foundation is the official gift receiving agency for SUNY Cortland. The purposes of the foundation are to solicit, receive, acknowledge, invest, manage and steward funds for the encouragement and promotion of education at SUNY Cortland. The foundation is a separate nonprofit corporation chartered in the State of New York. The foundation exists to advance the mission of SUNY Cortland through promotion of private philanthropy. The relationship of the foundation to SUNY Cortland and The State University of New York is periodically defined in a Memorandum of Understanding between the Foundation Board of Directors and the State University of New York. The day to day activities of the Cortland College Foundation are managed by institutional advancement staff. The foundation is governed by an independent Board of Directors. A central role of the Cortland College Foundation is building and investing a permanent endowment to support the educational activities of SUNY Cortland.
875.07 ADMINISTRATION OF GRANTS AND GIFTS TO SUNY CORTLAND
All grants and gifts to SUNY Cortland and all solicitations and proposals for such funds must have the approval of the College and must conform to the College's Mission Statement, SUNY policies and applicable laws and regulations. All grants and donations shall be coordinated either through the Research and Sponsored Programs Office or through the Division of Institutional Advancement. A complete copy of the guidelines for administering grants and gifts may be obtained from the Research and Sponsored Programs Office or the Division of Institutional Advancement.
(Approved by the President's Cabinet, Feb. 2, 1999)
875.08 ANNUAL GIVING
The staff of The Cortland Fund is responsible to annually solicit unrestricted operating support and designated gifts for the benefit of SUNY Cortland from alumni, parents, friends, faculty and staff of the College. This is done through direct mail solicitations, phonathons by the student calling center, e-solicitations, as well as staff and volunteer personal solicitations. Designated support for specific College departments, the C-Club General Athletic Fund, Friends of the Library, Friends of the Art Gallery and Friends of Raquette Lake are also coordinated by The Cortland Fund staff.
875.09 LEADERSHIP GIVING
The staff of the Leadership Gifts Office is responsible for identifying, cultivating, soliciting and stewarding capital gifts of $25,000 or more from individuals. The staff of the Leadership Gifts Office shall focus on securing capital gifts to build the endowment of the College, purchase equipment and build and renovate facilities of the College.
875.10 PLANNED GIVING
The staff of the Planned Gifts Office is responsible for offering and promoting gift opportunities to individuals through their estate plans, retirement plan assets, life income gift vehicles such as Charitable Gift Annuities and Charitable trusts. The staff of the Planned Gifts Office shall steward and recognize alumni, parents, friends, faculty and staff of the College who make planned gifts through the planned gift donor recognition society called The Lofty Elm Society.
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CHAPTER 885: Central Stores
885.01 GENERAL PURPOSE
Central Stores is located in the Physical Plant complex and is part of the conglomerate department called Central Warehouse. Central Stores stocks the majority of office supplies needed.
- Central Stores serves only College needs.
- Requests for supplies are to be done on a Central Stores requisition which is to contain department code, signature of department chair, department building and room number.
- Plan on a minimum of two weeks for delivery.
- Catalogs are revised periodically and can be accessed through the College's World Wide Web site.
CHAPTER 890: The Duplicating Center
890.01 GENERAL PURPOSE
The Duplicating Center, located in Corey Union, offers high-speed digital duplicating service.
- The Center serves only official College needs.
- Requests for duplicating services must carry the account number and the signature approval of the department requesting service and being charged. The Center is designated to provide eight-hour turnaround service and is normally unable to provide walk-in, on-demand services.
- Large orders or orders with deadlines must be scheduled in advance. The Center reserves the right to determine the most appropriate method of copying in light of costs, quality, work schedules, and availability of supplies.
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CHAPTER 895: Mail Service
895.01 REGULATIONS OF MAIL SERVICE
- Only official outgoing or interoffice mail should be sent through the mail room. Employees are not permitted to send personal mail through the mail room.
- Only interoffice envelopes should be used for correspondence within the College. Interoffice mail should be batched by department/building, with the department/building clearly listed for delivery to the building drop point. Only black or blue ink should be used.
- All official envelopes and packages must be clearly marked above the SUNY Cortland logo on the envelope/label with the six-digit department account code of the originating department. This will facilitate charging the originating department as an overhead cost. Items need not be individually marked if they are tied or banded together in groups with an attached slip indicating the department account code. Units that have been assigned a bar code should include this code with their mailings. Even if each item is coded, it is requested that they be tied in bundles. Items without the Department code will be returned to the department for correction. Since it may be necessary to open envelopes to determine originator, please do not seal legal/letter size envelopes. This will be done automatically at the mail room.
- Envelopes with the College name imprinted are not to be used for personal mail or interoffice mail.
- Mail to the ASC offices should be sent in interoffice envelopes.
- All mail addressed to on-campus students must include the student's residence hall name.
- The mail room will determine the most appropriate method of mailing, keeping the cost and time elements in mind.
- New United States Postal Service Aviation Mail Security procedures require compliance with the following guidelines. Specifically, while the mail room will continue to accept all campus mail, any piece of mail weighing over 16 oz. must be presented to the mail room staff unsealed. The SUNY Cortland Mail Service team will then inspect, seal and apply appropriate postage. All items must include a return address.
895.02 MAIL DELIVERY and PICKUP SCHEDULE
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|
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| Studio West |
9:35 |
| Park Center |
9:40 |
| Corey Union/Neubig Hall |
9:45 |
| Brockway Hall |
9:50 |
| Miller Building |
9:55 (leave at 10 a.m.)
|
| Old Main |
10:05 |
| Moffett Center |
10:10
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| Bowers Hall |
10:15
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| Sperry Center |
10:20 |
| Upper Cornish Hall |
10:25 |
| Lower Cornish Hall |
10:30
|
| McDonald Building |
10:40 |
| Towers (Child Care Center) |
10:45
|
|
Van Hoesen Hall (Career Services, Residential Services, University Police)
|
11:15 |
| Library |
11:20
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| Dowd Fine Arts Center |
11:25
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| Winchell Hall |
11:30
|
| Physical Plant |
11:35 |
| |
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| Brockway Hall |
1:45
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| Miller Building |
1:50 (leave at 2 p.m.)
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CHAPTER 896: The Motor Pool
896.01 General Purpose
The College maintains a central fleet of passenger sedans, vans, and buses to serve the travel needs of its faculty, staff and students that can be used with a small charge back to the staff member's department. The fleet is to be used for official business and driven by college employees or trained students only. Vehicle reservations should be made as much in advance as possible through the Physical Plant Office, Transportation Center between 7 a.m.-3:30 p.m.,Monday-Friday by filling the required request form. Vehicles not picked up within two hours after reservation time will be rescheduled. Additional information may be obtained from the Transportation Center located in the Service Group.
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