Human Resources Home SUNY Cortland Home

Professional and Management Confidential
Employment Handbook

INTRODUCTION


SERVICES APPOINTMENT AND EMPLOYMENT
  • Employee and Retiree Identification Cards
  • Office of University Police
  • Employee Assistance Program
  • The College Library
  • Recreational Wellness Facilities
  • Auxiliary Services Corporation
  • Corey Union

  • Standards and Code of Ethics
    Appointment Title Appointment Type Professional Staff Promotion and the Cortland Plan
    Transfer
    Evaluation
    Retrenchment
    Retirement/Resignation
    SALARY INFORMATION ATTENDANCE
    Paydays
    Paycheck Deductions
    Direct Deposit 
    Fair Labor Standards Act
    Attendance Records
    Vacation Leave
    Sick Leave
    Holiday Leave
    Military Leave
    Maternity/Child Care Leave
    Family and Medical Leave Act of 1993 (FMLA)
    Sabbatical Leave
    Other Leaves
    Extraordinary Weather Circumstances
    Court Attendance/Jury Duty
    COLLEGE POLICIES EMPLOYEE HEALTH AND SAFETY
    Affirmative Action
    HIV Disease
    Vietnam Era Veterans
    Employees With Disabilities/ADA
    Americans With Disabilities Act
    Sexual Orientation
    Discrimination in Employment
    Off-Campus Employment
    Financial Disclosure Statements (Ethics Law)
    Internal Control Law
    Political Activities
    Review of Personnel File
    Sexual Harassment/Consensual Relationships
    Smoking
    Drug Free Workplace
    Medical Emergencies
    Dealing with Medical Emergencies
    Fire Safety
    If you discover a fire (or suspect a fire):
    If you hear a fire alarm:
    Chemical Safety
    Employee Bill of Rights
    To get information:
    Protection you have:
    Bloodborne Pathogens: Hepatitis B and AIDS
    Diseases and Transmission
    OSHA Regulations
    Good Samaritans
    General Precautions
    Documentation and Follow Up
    Appendix
    Fire Extinguisher Use

     

    INTRODUCTION

    Welcome to the State University of New York College at Cortland. We hope your tenure here will be productive and rewarding. This handbook has been designed to help you understand your position as a New York State Professional or Management/Confidential employee and to provide you with an overview of the campus, benefits, services and regulations relevant to your employment.

    We encourage you to read this handbook and use it as a reference. It is impossible to include all information applicable to every situation an employee might encounter and many topics cannot be fully covered. Whenever you need further information, advice or assistance, please contact your supervisor, your union representative or the Office of Human Resources at 753-2302.
     
    Joanne Barry
    Director of Human Resources

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    SERVICES

    This section of the Handbook is meant to summarize a variety of campus offices/services that employees will encounter during their first several weeks on this campus.
     
     

    Employee and Retiree Identification Cards

    Employee identification cards may be obtained Monday through Friday, 9 a.m.- 4 p.m., at the Auxiliary Services Corporation (ASC) office in Neubig Hall. Photo room hours are Monday and Friday, 9 a.m. to 11 a.m., and Monday through Thursday, 3 p.m. to 4 p.m. The Offices of Human Resources will provide ASC with verification of employee eligibility.

    In addition to being a form of identification, the card may be used for signing out library materials, using the recreational and wellness facilities and gaining admission to college events. Spouses, dependent children (under age 19; if full-time students, under age 25), and other legal dependents can receive an ID card for $5.00. ID cards must be validated every semester.

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    Office of  University Police

    A decal is necessary for the use of College parking facilities. To register a vehicle, visit the Office of University Police (located in Van Hoesen Hall). When a vehicle is sold or traded, the old decal should be destroyed and the employee should obtain a decal for the new vehicle. There is a small fee for registration.

    The New York State Vehicle and Traffic law applies on the streets and walks of the College campus. These laws are enforced by the College University Police Department. The University Police Department is also responsible for enforcing parking regulations. Violators who receive tickets are fined and in some cases, cars may be towed. The regulations provide for an appeal process. Appeal forms may be obtained from the Public Safety or the Student Accounts office. A copy of the parking regulations is provided at the beginning of employment when registering a motor vehicle. Extra copies are available from  the University Police.

    Another function of the University Police is involvement with fire safety equipment and fire drill scheduling. Staff members should acquaint themselves with the locations of the various exits in all campus buildings so that in case of fire or fire drill they will be able to leave via the nearest exit.

    The Crime Awareness and Campus Security Act of 1990 makes available to campus employees information regarding crime and crime prevention on the campus. More information regarding crime statistics may be obtained from the University Police, x2111.

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    Employee Assistance Program

    The Employee Assistance Program (EAP) began on the State University College at Cortland campus in 1983 for the purpose of providing free, confidential information and referral services to help employees and their families resolve problems that affect their personal lives or job performance.

    For help with stress, family problems, financial or legal difficulties, alcoholism, drug abuse, marital disruption or another problem, employees are urged to contact an EAP Coordinator.

    All contact with the EAP Coordinators is absolutely confidential. No information can be released without written permission from the employee. Supervisors and others who refer employees to the Employee Assistance Program are reminded to respect this confidentiality. Our campus coordinator is Melinda Van Etten (Counseling Center), x4728. Employees may call directly or leave a message on the 24-hour confidential answering machine, x5777. The office is located in Brockway 104 and office hours are by appointment.

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    The College Library:

    The College employee photo identification card is also a library card. Please present it when charging out library materials. Employees may borrow books from the general collection. Further information on library collections and services is on the web and  is included in a series of pamphlets available in the lobby.

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    Recreational  and Wellness Facilities

    Employees may use some recreational/wellness facilities on campus. Employees must show an official validated identification card when using the facilities. For information about the costs and hours the facilities are available, consult the schedule published in the College Bulletin or call x4955.

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    Auxiliary Services Corporation

    Auxiliary Services Corporation is a not-for-profit membership corporation organized under the laws of the State of New York. It was chartered in 1951. Its primary purpose is to provide services to the campus community. At the present time the corporation operates all food service on the campus, the college stores, and vending services.
     

    1. College Stores -- The College Bookstore is located in Neubig Hall. Additional clothing and card shops are located in the Fay Corey College Union (Corey Union).

    2. Food Service -- The food service operation on campus consists of two dining halls, a snack bar in Brockway Hall and Park Center (the Poolside) and a variety of facilities in the Corey Union.

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    Corey Union

    The Corey Union, located at the East end of Neubig Road, is the focal point for student activities. Its purpose is to serve as the center of social, educational, cultural, and recreational activities for the college community. Included in the Union's list of services is a snack bar, numerous lounges, a multipurpose ballroom, coffee house, recreational areas, gift and clothing shops, TV rooms, a video rental shop, conference rooms, private dining rooms and other facilities.

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    APPOINTMENT AND EMPLOYMENT
     
     

    Standards and Code of Ethics

    Employees of New York State are bound by the Code of Ethics set forth in the Public Officers Law. Under this law, employees are required to pledge to support the Federal and State constitutions and to faithfully perform their duties. Employees are also expected to maintain the highest standards of conduct in carrying out responsibilities and to conduct themselves in a way that will reflect favorably on themselves and their department.

    The Secretary of State is required by law to obtain and file an Oath of Office for each employee of New York State, along with a signed statement that employees have received, read, and will conform to the provisions of Sections 73-78 of the Public Officers Law: "Standards and Code of Ethics" which are distributed at the time of appointment.

     
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    Appointment Title

    Management/Confidential Titles
    Management/confidential positions are established pursuant to Article 14 of the Civil Service Law and are excluded from participating in collective bargaining agreements. Each campus has a list of certified management positions, which generally consist of the President, Vice Presidents, Deans, certain titles on the Human Resources and Finance Staff, and other selected titles. Appointments below the level of Vice President are made by the President, subject to the availability of a position and the requirements of the salary schedule, with notification to the Chancellor. Vice Presidential positions are appointed by the Chancellor based on the recommendation of the President. A management/confidential employee serves at the pleasure of the appointing officer and has no tenured status in such position.

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    Professional Titles

    Professional positions are all non-instructional  positions that have not been formally designated management/confidential. Such professional positions are classified in salary levels from 1 to 6 by the State University of New York with approval of the Division of the Budget and are covered under the Agreement between the State of New York and United University Professions. Such positions are represented by the Professional Services Negotiating Unit. Appointments to positions in this class are made in accordance with Article XI of the Policies of the Board of Trustees. Appointment authority rests with the President for all decisions except permanent status, which can be granted only by the Chancellor on the recommendation of the President.
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    Academic Titles

    The academic staff is comprised of those persons having academic rank or qualified academic rank. All appointments to academic staff positions are made in accordance with Article XI of the Policies of the Board of Trustees. The academic staff is covered by the terms and conditions specified in the Agreement between the State of New York and United University Professions and is represented by the Professional Services Negotiating Unit.  
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    Appointment Type

     

    Term Appointment

    Exceptions to the above are appointments granted to persons serving in specified titles covered by the Agreement which by contract require five-year term appointments. Those titles are listed in Appendix A to Article XI of the Policies of the Board of Trustees.

    The Policies of the Board of Trustees and the Agreement spell out the timetable for extending contracts and awarding continuing or permanent appointment. In the event a term appointment is not to be renewed upon expiration, the President will notify the appointee in writing not less than:

     i) Three months prior to the end of a term expiring after the completion of the appointee's first year of uninterrupted service, but not later than March 15 for terms ending in June, July or August;

    ii) Six months prior to the end of a term expiring after the completion of one, but not more than two, years of an appointee's uninterrupted service, but not later than December 15 for terms ending June, July, or August; and

    iii) Twelve months prior to the expiration of a term after two or more years of uninterrupted service.

    iv) Forty-five days prior to the expiration of a part-time term appointment. (Note -- part-time employees who serve six consecutive semesters must (if) reappointed be on the basis of a part-time term appointment.)

    Where a non-renewal constitutes a denial of continuing or permanent appointment, Article 33 of the Agreement provides timetables and procedures for appealing that decision to the Chancellor.  
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    Temporary Appointment

    A temporary appointment is for an unspecified period, which may be terminated at any time. A temporary appointment may be given to any person appointed to or serving in a position designated as being in the Professional Services Negotiating Unit and ordinarily is given only when service is anticipated to be part-time, voluntary, or for a period of less than one year. A temporary appointment is also appropriate whenever a position has been vacated by an employee on approved leave or when an alien has not established a permanent work authorization. After three (3) years, a professional employee must be given reasons for remaining on a temporary appointment.

     
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    Probationary Appointment

    A probationary appointment is for a period of one year. Such an appointment must be granted to a professional employee holding a professional title in which permanent appointment may be granted when:

      1) the employee is appointed to a different professional title in which permanent appointment may be granted; or   2) the employee is appointed to a professional title listed in Appendix A of the Policies of the Board of Trustees.  
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    Continuing Appointment A continuing appointment is made to a position of academic rank, which is not affected by changes in such rank and continues until resignation, retirement, or termination. Continuing appointments are made by the Chancellor on recommendation of the President.

    Continuing appointment as Professor, Associate Professor, Librarian, or Associate Librarian may be given on initial appointment or thereafter. Employment in such ranks after the third consecutive year of service in any one or any several of these ranks at the College must be on the basis of continuing appointment; however, such appointment is not effective until made so by the Chancellor.

    Promotion to any of the above listed ranks does not extend the service requirements for continuing appointment in all other ranks in which such appointment may be granted.

    Further employment of an employee who has completed a total of seven years of service in a position or positions of academic rank of which the last three consecutive years have been in a position of academic rank at the College as Assistant Professor, Instructor, Senior Assistant Librarian, or Assistant Librarian must be on the basis of continuing appointment. Such appointment is not effective until made so by the Chancellor. An employee in such a position is not eligible for continuing appointment at any of these ranks prior to the completion of a total of seven years in a position or positions of academic rank.

    Satisfactory full-time prior service in academic rank at any other accredited academic institution of higher education may, at the request of the employee and at the discretion of the President (or designee), be credited as service, up to a maximum of three years, toward continuing appointment as Assistant Professor, Instructor, Senior Assistant Librarian or Assistant Librarian.
     

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    Permanent Appointment A permanent appointment is an appointment to a professional title, except those professional titles requiring five-year term appointments (Appendix A), which continues until a change in such title, resignation, retirement, or termination. Permanent appointments are made by the Chancellor on recommendation of the President.

    Employment of a professional employee who has completed seven consecutive years of full-time service as a professional employee at the College, the last two of which have been in that professional title, must be on the basis of permanent appointment. Such appointment is not effective until made so by the Chancellor.

    Employees in ranks SL-1 and SL-2 may request early consideration for permanent appointment at the completion of three or four consecutive years of full time service as a professional employee at the College, provided the last year has been at that professional title. For more information, consult the Policies of the Board of Trustees, Article XI, Title C, and paragraph 4A.

    Satisfactory full-time prior service in a professional title covered by the Agreement (within SUNY) may at the request of the professional employee and at the discretion of the President or designee, be credited as service toward permanent appointment up to a maximum of three years.

     
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    Professional Staff Promotion and the Cortland Plan

    a) Cortland Plan - The College recognizes both the need for an internal career development program for its employees and the need to provide equal opportunity for all qualified persons to obtain employment. As a means of balancing these important factors, the College will announce professional vacancies to all professional staff and will give consideration to eligible internal candidates for some positions before conducting external searches. Professional employees must be full-time and hired through a full search to be eligible.

    b) Promotional and salary increase considerations will generally occur in January and July of each year. Exceptions can occur if a vacancy or reorganization occurs mid-year. Promotions can only occur if a permanent and significant increase in duties are in evidence.

     
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    Transfer

    Employees within the State University of New York system will be considered for such vacancies. All State University of New York professional vacancy announcements are located in the Human Resources Office.

    Employees whose services are satisfactory but who are terminated through retrenchment shall be given special consideration for appointment to available positions in other colleges. Article 34 of the Agreement details the transfer rights.

     
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    Evaluation

    It is the policy of the College to  formally evaluate the performance of all professional employees at least once each year. In addition, informal evaluation may be made by an immediate supervisor at any time. Formal evaluations of professional employees in the Professional Services Negotiating Unit shall be made in accordance with procedures established in the "Memorandum of Understanding" dated May 29, 1981 between the University and the UUP.

    The evaluation of an academic employee shall be the appraisal of the extent to which the employee's professional obligation has been met. Such evaluation will be considered by the President and appropriate administrative officers in making decisions or recommendations with respect to continuing appointments, renewal of term appointments, promotions, discretionary increases to annual salary, and for any other purpose where an academic employee's performance may be a relevant consideration.

    Management/confidential employees are evaluated each year in accordance with procedures established April 20, 1992 by President James Clark.

     
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    Retrenchment

    Retrenchment is defined as the termination of any academic or professional employee as a result of financial constraints, reorganization of curriculum, or reorganization of academic or administrative structure, programs or functions as the Chancellor or designee deems appropriate. Retrenchment shall be applied in inverse order of appointment. Conditions and procedures for retrenchment or reemployment possibilities are spelled out in Article 35 of the Agreement.

     
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    Retirement/Resignation

    State University policies regarding terminations of service and retirement are provided in Article XIV and XI of the Policies of the Board of Trustees. Employees who are resigning are required to inform the President in writing of their intentions no less than 30 days in advance of the effective date. Employees who wish to retire shall notify and consult with the President with respect to the effective date of such retirement.
     

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    SALARY INFORMATION
     

    Paydays

    Salary is paid by State check on a lag basis every other Wednesday. When you receive your paycheck, you are being paid for the two week period which ended two weeks prior to payday, not for the two week period just ended.

    Paychecks will be distributed from the Payroll Office on paydays as soon as the checks have been counted, sorted and recorded in accordance with New York State Department of Audit and Control Procedures. Distribution of paychecks varies from department to department on campus. Employees should check with their supervisors regarding the proper procedures for receiving their paychecks.,

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    Paycheck Deductions

    There are a variety of deductions which may be withheld from paychecks. Some deductions are mandatory, such as State and Federal income taxes, Social Security taxes, agency shop fees, and Tier III or IV Retirement System contributions. Other deductions are voluntary; such as insurance premiums, savings bonds, credit union, deferred compensation, tax deferred annuities, or dependent care advantage account deductions. Unauthorized absences or absences not covered by leave credits will result in a payroll deduction. Paychecks are also subject to garnishments or liens made according to court order or law.

    Each paycheck is accompanied by a paycheck stub which shows the amount of biweekly salary and describes deductions. Periodic, if not biweekly, monitoring of check stubs is important to ensure that proper deductions are being made.

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    Direct Deposit

    The College does provide employees with the option of arranging for the direct deposit of paychecks. Employees are eligible to enroll after being on payroll for a minimum of six months. For more information, contact the Payroll Office, x2405.
     



    ATTENDANCE
     

    Fair Labor Standards Act

    Most professional employees and all academic staff are exempt from the provisions of the Federal Fair Labor Standards Act. However, a few positions have been determined to be covered by the Act, and thus, employees in these positions are eligible for certain overtime benefits. The Human Resources Office will advise employees whose positions are overtime eligible under the Fair Labor Standards Act how to maintain their time records.

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    Attendance Records

    Management/confidential and UUP professional and academic staff are required to maintain an attendance record on the appropriate report form. At the end of each month, the report is certified by the employee and supervisor, and a copy is forwarded to the Office of Human Resources for the tallying of time accruals.  The original time record is submitted to the Office of Human Resources at the end of each calendar year.

    Requests to be absent from campus for official business, or to use accumulated vacation or holiday credits, must be approved in advance by the supervisor. Absences due to illness must be reported to the supervisor as soon as possible.

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    Vacation Leave

    Full-time management/confidential employees earn vacation credits at the rate of 1-3/4 days per month, while professional employees earn vacation credit on a graduated scale depending upon years of employment. New UUP professional employees earn 1-1/4 days a month (15 days a year) for the first year, with the monthly accrual rate increasing  to a maximum of 21 days during the seventh year of employment as follows:

    Full-time employees must be in a full-pay status for the major fraction of a month in order to earn vacation credits for that month. Requests for vacation must be submitted in writing and approved in advance by the supervisor.

    Part-time employees earn vacation credits on the basis of salary and must be in a pay status consistent with their part-time service for each month, or a major fraction thereof.  Accrual rates for part-time professional employees are:

    On January 1st each year, the vacation accrual record for management/confidential employees will be adjusted to reflect a maximum of 40 days. Professional staff may accumulate a maximum of 40 days vacation credits. All employees may receive pay for a maximum of 30 days vacation credits upon separation from SUNY service.
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    Sick Leave

    Employees may request sick leave when unable to perform duties because of a temporary physical or mental disability. Sick leave may also be used for medical or dental appointments. A maximum of 15 days may be used for illness or death in the immediate family (immediate family includes any relative or relative-in-law, or any persons with whom the employee makes a home).

    Management/confidential employees earn sick leave credits at the rate of 1-3/4 days per month. Academic and professional staff earn sick leave credits on the same graduated scale as vacation is earned. Employees must be in a full-pay status for the major fraction of a month in order to earn credits for that month. Full time employees may accumulate a maximum of 200 sick leave days, while part-time employees' maximum accumulated sick leave credit will be determined on a pro-rata basis.

    Total sick leave shall not exceed a total of six calendar months. Additional sick leave without salary shall not exceed one calendar year.

    Upon retirement, with ten or more years service, employees may use up to 165 days of accumulated sick leave credits to offset health insurance premiums in retirement. Accumulated sick leave is converted to a monthly credit, which is applied toward paying any health insurance premiums for life.

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    Holiday Leave

    The following days are observed as legal holidays by all state agencies:

    Full-time employees who are required to work on one of the above holidays will receive a compensatory day off. Likewise, if one of the above holidays falls on a Saturday or Sunday, employees will receive a compensatory day off.  UUP professional employees who earn holiday compensatory leave days must use the earned holiday within one year of the day they are accrued. Management/confidential employees may not carry compensatory days  past January 1 of each calendar year.
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      Military Leave

    A State employee entering active military duty is entitled to a leave of absence without pay while engaged in and going to and from military duty. Such leave may not exceed a cumulative total of four years of voluntary service.

    A State employee, who is a member of any reserve force, is entitled to 30 calendar days per calendar year without a charge to leave credits for time required for duty/training in the reserves.

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    Maternity/Child Care Leave

    Employees are entitled to maternity/child care leave for up to seven months following the date of delivery. Additional leave time may be granted at the discretion of the President. Requests for maternity leave should be submitted in writing to the President.

    Absences during pregnancy and following childbirth may be charged to sick leave or vacation, or may be taken as leave without pay. The use of sick leave, however, is limited to the period of time during which the employee is disabled, as determined and verified by the employee's physician. Generally, the period of such disability may start during the ninth month and continue for six weeks following delivery.

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    Family and Medical Leave Act of 1993 (FMLA)

    The Family and Medical Leave act of 1993 provides up to 12 weeks of unpaid job-protected leave to eligible employees for certain family and medical reasons. Full-time and part-time employees are eligible after one year of service at SUNY Cortland. Part-time employees must have worked at least 1250 hours over the previous 12 months.

    If an employee is enrolled in health, dental, vision, prescription and/or life insurnce coverage,  those benefits must continue during the FMLA leave at the same cost the employee would pay if in active work status.

    An employee may elect to use accruals as part of the FMLA leave.

    Upon return from FMLA leave, most employees must be restored to original or equivalent positions with equivalent pay, benefits and other employment terms.

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    Sabbatical Leave
    Academic employees having continuing appointment and certain administrative officers, who have completed at least six (6) years of consecutive SUNY employment, or who have completed six (6) years of service since their last sabbatical leave, are eligible for sabbatical leave. The objective of a sabbatical leave is to increase the employee's value to SUNY through planned travel, study, formal education, research, writing, and/or other experience of professional value.

    A sabbatical leave may be granted by the President for one year at half salary, or for one semester at full salary. Employees will not earn vacation or sick leave credits while on sabbatical leave. You may agree, in writing, to serve a minimum of one year upon return, and to submit to the President a detailed report of professional activities and accomplishments while on sabbatical leave.

    Procedures for requesting a sabbatical leave are outlined in the College Handbook.

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    Other Leaves

    The President may recommend to the Chancellor other leaves of absence for employees at full salary or reduced salary, or may grant employees leaves of absence without salary, for the purpose of professional development, acceptance of assignments of limited duration with other universities and colleges, governmental agencies, foreign nations, private foundations, corporations and similar agencies, as a faculty member, expert, consultant or in a similar capacity, or for other appropriate purposes consistent with the needs and interests of the University. Leaves of absence at full or reduced salary shall be subject to the approval of the Chancellor.

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    Extraordinary Weather Circumstances

    Under extreme weather circumstances where the continuation of employees on the job would endanger their health and safety, the College President may direct employees to leave work. Under these circumstances, such directed time off will not be required to be charged to accrued leave credits. Campus supervisors may not exercise this discretion without requiring employees to charge accruals. The College does not have the authority to excuse whole day absences.

    When similar but less severe conditions exist and the College does not direct employees to leave work, employees may request to leave their jobs and such requests should not be unreasonably denied. Under these circumstances, however, employees must charge such absences against accumulated vacation credits.

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    Court Attendance/Jury Duty

    An employee who is required to appear for jury duty or is subpoenaed as a witness in court is entitled to leave with pay without charge to leave credits if the employee is not a party to the action. Proof that such absences are required must be submitted to the employee's supervisor prior to the leave. Certification of actual hours of attendance in court is also required.

    Leave for jury duty includes time actually spent in court plus necessary travel time to get to the location of the court proceedings. Employees are not entitled to compensatory time off in lieu of an ordered appearance or jury attendance on a pass day or holiday.

    Effective April 19, 1989, State University of New York employees are not entitled to receive the $15.00 juror per diem allowance for each regularly scheduled workday on which jury service is rendered if, on that day, the employee's wages are not withheld as a result of jury service. All employees of SUNY Cortland remain in full pay status while on jury duty. These provisions apply to all courts under the unified court system of the State of New York. It does not apply to jury duty service in any federal court.

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    COLLEGE POLICIES
     
     

    Affirmative Action

    SUNY Cortland does not discriminate on the basis of race, sex, color, creed, age, national origin, disability, marital status, or status as a disabled veteran or veteran of the Vietnam era in the recruitment of students, the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by Federal and State laws and regulations. The College has developed, published, and periodically updates an Affirmative Action Plan which specifies the procedures to be followed in implementing its stated policy of providing equal opportunity for all persons, and which sets hiring goals and timetables, where appropriate, to meet objectives of affirmative action. Copies of the Plan are available for public review in the Affirmative Action Office.

    Any employee of the State University of New York who believes that he or she has been discriminated against in any personnel action or condition of employment may file a complaint with the campus Affirmative Action Officer using the University's Internal Discrimination Grievance Procedure. Externally, complaints may be filed with the local office of the Division of Human Rights. Complaints of discrimination on the basis of sexual orientation may be filed with the Governor's Office for Employee Relations in Albany. The campus Affirmative Action Officer will provide addresses, phone numbers, and filing procedures to any employee requesting such information.

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    HIV Disease

    SUNY Cortland will not discriminate against students, faculty, or staff because of HIV Disease or a positive antibody test result. The College will consider the interests of the affected person, the College, other individuals in the College community, and pertinent medical knowledge in formulating requirements and responses to each individual case. Management may require a medical examination to determine an employee's ability to perform the duties of his/her position. Medical diagnoses and/or HIV Disease related problems will be treated confidentially as required by applicable law and College policy.

    The SUNYCortland will consider each HIV Disease case on an individual basis. Case by case consideration will be addressed by appropriate College personnel with professional medical management following the guidelines of the United States Public Health Service Centers for Disease Control and the American College Health Association.

    Individuals diagnosed with HIV Disease may need special accommodations or restrictions, especially for their protection. The type and extent of the disease and its impact on the patient's ability to function will influence policy determination.

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    Vietnam Era Veterans

    The SUNY Cortland will not discriminate against any employee or applicant for employment who is a disabled veteran or veteran of the Vietnam Era in regard to any position for which the employee or applicant for employment is qualified. The State University College at Cortland will take affirmative action to employ, advance in employment and treat without discrimination qualified disabled veterans and veterans of the Vietnam Era. Moreover, based upon disability or veteran's status, the College will act without discrimination in regard to such employment practices as the following: employment, upgrading, demotion or transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

    Employees and applicants are protected from coercion, intimidation, interference, or discrimination for filing a complaint or assisting in an investigation under the act.

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    Employees With Disabilities/Americans with Disabilities Act

    It is the policy and intent of SUNY Cortland that no otherwise qualified individual with a disability shall, solely by reason of his or her disability, be excluded from applying for employment or be subject to discrimination if employed by SUNY Cortland.

    SUNY Cortland will not discriminate against any employee or applicant for employment because of physical or mental disability in regard to any position for which the employee or applicant for employment is qualified.  SUNY will employ, advance in employment, and otherwise treat disabled individuals without discrimination based upon their physical or mental disability in all employment practices including, but not limited to, advertising, recruitment, promotion, demotion or transfer, layoff or termination, rates of pay or other forms of compensation, and selection for training.  This policy is in  complaince with Section 504 of the Rehabilatation Act of 1973, as amended, and the Americans with Disabilities Act of 1990.

    The term "disabled individual" is one who has a physical or mental impairment that substantially limits one or more of an individual's major life activities; refers to an individual having a record of such an impairment; or refers to an individual who is regarded as having such an impairment.  An impairment "substantially limits" a major life activity if an individual is unable to perform such an activity or is significantly restricted in performing it.

    A "qualified disabled individual" is an individual with a disability who meets the skill, experience, education, and other job-related requirements of a position held or desired and, with or without reasonable accommodation, can perform the essential job functions.
     

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    Sexual Orientation

    It is the policy of the SUNY Cortland and the expectation of the Board of Trustees of the State University of New York that no discrimination against or harassment of individuals will occur on any of the campuses or in the programs or activities of the University. Consistent with this policy, SUNY Cortland expects that all judgments about and actions toward students and employees will be based on their qualifications, abilities, and performance. Attitudes, practices, and preferences of individuals that are essentially personal in nature, such as private expression or sexual orientation, are unrelated to performance and provide no basis for judgment. The College expects all employees and students to take appropriate action to implement this policy of fair treatment.

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    Age Discrimination in Employment

    The Age Discrimination in Employment Act was passed by Congress in 1967 to provide legal protection for the employment rights of people from 40 to 65 years old. Congress amended the Act in 1978 to extend protection to 70 years of age.  The Act was further amended in 1986 to eliminate the age 70 ceiling so that the law now protects all persons age 40 and older.

    It is unlawful for an employer to fail or refuse to hire, to discharge, or otherwise because of age to discriminate against any individual ages 40 and over with respect to compensation, terms, conditions, or privileges of employment. This includes practices that are neutrally applied with no intent to discriminate, but which have a discriminatory impact on older employees or applicants and are not justified by business necessity.

    It is also unlawful to limit, segregate, or classify employees, or to classify or refuse for employment any individual, in any way which would deprive or tend to deprive any individual age 40 and over of employment opportunities, or otherwise adversely affect status as an employee or as an applicant for employment, because of such individual's age.

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    Off-Campus Employment

    As a New York State employee, there are restrictions on how much outside work may be performed and limitations on conducting outside business while employed.

    Financial Disclosure Statements (Ethics Law)

    State employees who receive an annual compensation in excess of $53,000 and who have not received an exemption, may be asked to file a Financial Disclosure statement with the State of New York State Ethics Commission within 30 days after commencing employment and annually thereafter. Forms and instructions are available by calling the Commission at 1-800-873-8442.

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    Internal Control Law

    All employees are expected to comply with College policies and standards as described in the following applicable documents: job descriptions, performance programs, Policies of the Board of Trustees, collective bargaining agreements, the Public Officers Law, and the College Handbook.

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    Political Activities

    The State University encourages employees to exercise their constitutional right to vote and to support the political party and candidate of their choice. Employees should be aware, however, that if their position is one that is funded by federal monies, any political activities pursued may be subject to the provisions of the Federal Hatch Act. Also, please remember that participation in any political activities must not occur during work hours and they must never involve the use of State equipment, supplies, or services of any kind.

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    Review of Personnel File

    Management/Confidential employees may review their personnel records by scheduling an appointment with the secretary in the appropriate Vice President's Office. UUP Professional employees should contact the Office of Human Resources to schedule an appointment.  A day or more notice is recommended. A professional employee's personnel record typically contains copies of personnel transactions, official correspondence with the employee, and evaluation reports prepared by supervisors. The confidential section of the record contains materials such as letters of recommendation solicited in connection with the hiring process. The confidential section is not available to employees or their representatives.

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    Sexual Harassment/Consensual Relationships

    Sexual Harassment is defined as any unwanted verbal or physical sexual advance, sexually explicit derogatory statements, or sexually discriminatory remarks made by someone in the workplace or classroom which are offensive or objectionable to the recipient, or cause the recipient discomfort or humiliation, or interfere with the recipient's job or academic performance. Harassment on the basis of sex is a violation of Section 703 of Title VII of the Civil Rights Act as amended, Title IX of the Education Amendments of 1972, and the New York State Human Rights Law and will not be tolerated at SUNY Cortland. It is the responsibility of every administrator, supervisor, and faculty member to create and maintain an environment that is free of discrimination and that allows full access and opportunity to all members of the College community.

    Family relationships and relationships of a romantic and/or sexual nature between a faculty member and a student can present conflict of interest in violation of the New York Public Officers Law. As there may be the perception of favoritism and as such relationships can undermine the trust upon which the educational process depends, ethical principles preclude individuals from evaluating the work or academic performance of those with whom they have these relationships. Since a conflict of interest may exist in such a relationship, the faculty member should notify his or her immediate supervisor so that arrangements can be made to eliminate the conflict.

    Family relationships and relationships of a romantic and/or sexual nature between members of the College community other than students can also present a conflict of interest in violation of the New York Public Officers Law whenever one party has any position of power over, or professional responsibility for, the other. As there may be a perception of favoritism and as such relationships are built, ethical principles preclude individuals from evaluating the work of those with whom they have these relationships. The party with the power or status advantage may not officially approve or recommend, or vote on such approval or recommendation of, the appointment, reappointment, promotion, or salary adjustment of the other, nor may that party evaluate the performance of the other.

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    Smoking

    The College agreed to a Smoking Policy with all bargaining units on campus in September of 1993. Smoking is prohibited in all buildings and state operated motor vehicles.

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    Drug Free Workplace

    The College is committed to the development and maintenance of a drug-free environment and, in accordance with the Federal Drug-Free Workplace Act of 1988, prohibits the unlawful possession and use of controlled substances (drugs) and alcohol on its premises. The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance or alcohol is prohibited in and on College property.

    Employee violations on College property may result in criminal charges as well as disciplinary action.  In addition, an employee will not be allowed to work if the supervisor has good reason to believe that the employee is under the influence of or impaired by alcohol or controlled substances.

     
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    EMPLOYEE HEALTH AND SAFETY
     
     

    Medical Emergencies

    The University Police, ext. 2111, and the Campus Emergency Squad, ext. 4111, will summon emergency medical personnel to respond to medical emergencies occurring on campus. The Cortland State Emergency Squad is in operation during the academic year and is usually staffed by EMT's who are certified in advanced first aid and as first respondents.

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    DEALING WITH MEDICAL EMERGENCIES

    In the event of a medical emergency or accident:

    1. Call the Emergency Squad, ext. 4111.

    2. If no response, call the University Police, ext. 2111.

    3. Be specific about the location of the emergency; include building name and room number.

    4. If it is determined that an ambulance is needed, call 756-7564 and the patient will be transported to the hospital.

    5. Note: If the accident is work related please call the Office of Human Resources, ext. 2302, as soon as possible.

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    Fire Safety

    If you discover a fire (or suspect a fire):

    If you hear a fire alarm:
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    Chemical Safety

    The College recognizes the employer's responsibility to provide information and training to individuals in its employ so that those individuals may make informed decisions concerning their exposures to the hazardous chemicals in their workplaces. These rights are protected by the federal Hazard Communication Standard (29 CFR 1910.1200) and the New York state Right-to-Know law (NYSLL Article 28). The College has a formal policy describing compliance with the standard, and questions should be addressed to Environmental Health & Safety.

    Employees may request information on any chemicals in their workplace from Environmental Health & Safety, ext. 2508.

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    Employee Bill of Rights

    Under the NYS Right-to-Know lawand/or the Federal Hazard Communication Standard, you have the right to:

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    To get information:

    First, you should request the information you want from your supervisor. If your supervisor can t or won t help you, you should contact the campus Environmental Health and Safety Officer, ext. 2508. If you are still not satisfied, you may contact the NYS Department of Labor who may be able to help you.

    Most requests for MSDSs will be responded to within a day or two. Legally, the employer has three working days to provide the information. You have the legal right to refuse to work with the substance in question after the three days if the employer has not provided the necessary information.

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    Protection you have:

    It is a serious offense under the law for an employer to take any disciplinary actions against employees who exercise their rights under these laws.
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    Bloodborne Pathogens: Hepatitis B and AIDS
     

    Diseases and Transmission

    Hepatitis B is a disease of the liver caused by a virus, which is usually contracted through sexual contact, needle sharing, through skin wounds or other breaks in the skin, or by mucous membrane contact with blood or other infectious materials. The usual symptoms of acute infections include fatigue, mild fever, muscle and joint pains, nausea, vomiting, abdominal pain, diarrhea, and jaundice. Some infected people become chronic carriers, and the condition may develop into cirrhosis, liver cancer, or death. A vaccine against Hepatitis B is available.

    AIDS, Acquired Immune Deficiency Syndrome, is an immune system disorder caused by a virus that is transmitted in ways similar to the Hepatitis B virus. The virus invades the body, damages the immune system, and -thereby" allows -other infectious agents--to invade the body and cause disease and death. At this time there is no vaccine against AIDS.

    To transmit AIDS or Hepatitis B, an infectious fluid must come into contact with non-intact skin, eye, mouth or other mucous membranes, or must be injected under the skin through events such as a needle stick or cut. Without such contact, called an exposure incident, disease transmission can not occur.

    The Centers for Disease Control list the following fluids as potentially infectious for Hepatitis B and AIDS: blood, any body fluid visibly contaminated with blood, semen, vaginal secretions, cerebrospinal fluid, seminal fluid, pleural fluid, peritoneal fluid, pericardial fluid, and amniotic fluid. Additionally, human breast milk has been implicated in disease transmission from other to child. All of these fluids should be considered infectious for viruses that cause diseases such as AIDS and Hepatitis B at all times, even if they come from an individual who appears healthy.

    The CDC does not consider as infectious for AIDS or Hepatitis B the following body fluids unless they are visibly contaminated with blood:  feces, nasal secretions, sputum, sweat, tears, urine, and vomitus. (Saliva in dental procedures is always considered infectious as it is presumed to be contaminated with blood.) Obviously, contact with even these fluids should be minimized as they could transmit other diseases, and normal precautions, such as hand washing, should be taken.

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    OSHA Regulations

    To minimize occupational transmission of these and similar diseases, the Occupational Safety and Health Administration (OSHA) has promulgated the Bloodborne Pathogen Standard. The standard, which covers only occupational exposures, requires employers to identify personnel at risk, review work practices, provide training, and offer Hepatitis B vaccines to personnel at risk.

    Unless employees have been trained in the requirements of this standard, they are not expected to deal with blood or other infectious materials. (If employees believe that occupational duties may expose them to blood or other potentially infectious materials, they should contact their supervisors and ask them to contact Environmental Health & Safety so that the situation can be analyzed and the proper protective measures implemented.)

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    Good Samaritans

    Even people who do not have occupational exposures that would be covered under the OSHA regulation may unexpectedly come into contact with blood or other potentially infectious materials in the workplace. For example, although a particular job may not involve first aid duties, if a person suffers a bloody nose, an employee may decide to assist him or her. Employees need to know how to protect themselves.
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    General Precautions

    Always endeavor to minimize contact with blood or other potentially infectious materials. Encourage the injured person to attend to his or her own wounds as much as possible. If a little blood has dripped onto the floor, the person who bled should clean up the drops whenever practical. (For larger spills, the custodial staff !should be contacted and trained people will respond.)

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    Documentation and Follow Up

    At the College, documentation of an incident (which is particularly important when filing a workers' compensation claim) includes completing and filing a standard accident report, CS-13, and contacting the Environmental Health & Safety Office. Completion of an Exposure Incident Report which will better document an exposure to blood will also be required.

    If an employee has exposed someone else, the Environmental Health & Safety Office will request that the employee consider having his/her blood tested and the results released to the physician treating the person who was exposed. This information may save the "Good Samaritan" from needless concern.

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    Appendices
     
     

    Fire Extinguisher Use

    If an employee feels that the fire is small and might be extinguishable, (e.g. , a small waste paper basket fire), pull the fire alarm, and then use the nearest fire extinguisher, provided it is the right type.

    Fire Extinguishers are marked as to the type of fires they will extinguish:

    A --  for combustibleslike paper and fabric
    B --  for flammable liquids
    C --  for electrical equipment
    Operation instructions are printed on the extinguisher. Please read and understand the instructions before a fire occurs.

    The general instruction. to use most fire extinguishers are:

    Most fire extinguishers discharge their contents within thirty seconds. Do not use a second extinguisher: exit the building and wait for the fire department.

    When using a fire extinguisher, always keep a safe path to the exit. Don't let the fire get between you and the door.

    If the fire has been put out, immediately contact University Police to investigate, confirm the fire is indeed extinguished, and replace the extinguisher.

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