330 Work Related Policies
330.01 Generally Applicable Management Policies and Standards
The College's Internal Control Program provides a formal evaluation of the effectiveness of our major systems and their individual control mechanisms. Where gaps of non-effective controls exist, they are identified and addressed on a reasonable timetable. The status of all recommendations is monitored and updated on a semi-annual basis by the College's Internal Control Officer.
Internal controls are the responsibility of all employees. Managers are responsible for the development, maintenance, documentation, and supervision of internal control systems. Likewise, each employee is responsible for adhering to established internal controls and all applicable management policies and standards issued by the state of New York, SUNY, or the College at Brockport.
The following are examples of College management policies and standards with which, when applicable, all employees are expected to comply:
- Policies issued by the Board of Trustees,
- Pertinent collective bargaining agreements,
- Ethics Law,
- The Public Officers Law,
- Duties and performance standards as established in job
- Descriptions and performance programs,
- Smoking, managing AIDS, and alcohol and drug use in the
- Travel policies,
- Parking regulations and traffic,
- Affirmative action policies and procedures, and
- Other policies and standards.
Most of the above items can be viewed in the Office of Human Resources during regular business hours. Informational documents or memoranda issued and distributed by the president, vice presidents, deans, and department heads should be available in your department office. Also, the Handbook contains many of these policies.
Questions can be directed to the Internal Control Officer in Office of the Vice-President for Administration.
330.02 Absence for Campus
- Other than absences due to illness, all absences from the campus during the academic year which affect College obligations, especially while classes are in session, must be justified by appropriate circumstances, such as important professional and scholarly activities. The procedure to be followed in cases of unplanned faculty absences is as follows:
- The instructor notifies the appropriate department chairperson of the imminent absence and the reason(s) for the absence at least two hours prior to the class meeting time.
- The department chairperson, in consultation with the instructor and anyone else deemed appropriate, decides whether or not the class will be cancelled.
- If the department chairperson decides to cancel the class, he/she must provide the information to WBSU and the campus switchboard operator. (It is the policy of WBSU to return a call immediately to verify the accuracy of the information. The College will provide WBSU with an accurate list of names and telephone numbers of all department chairpersons and deans.)
- The department chairperson completes the form: Summary of Unplanned Faculty Absence From Classes and submits it to the appropriate dean at the end of every month.
- The dean reviews the forms; comments, if appropriate; and forwards the forms immediately to the Office of the Vice President for Academic Affairs.
- Extended absences which entail missing two or more consecutive classes require prior approval of the appropriate dean.
- It is expected that faculty members meet their classes during each scheduled class period, including those classes scheduled immediately before and after a vacation. With the approval of a department chairperson, an instructor may reschedule a particular class session for such purposes as attendance at special programs, seminars, and field trips. In the event that a faculty member cannot meet the class due to absence from the campus, or another professional obligation, he/she shall arrange for another faculty member to conduct the class during the absence unless by mutual agreement between the chairperson and the instructor, other educational arrangements are warranted.
It is the policy of the College that overtime work be held to a minimum consistent with the needs and requirements of sound and orderly administration of departmental units. Unit head/ supervisors must support this policy and strive to minimize the need for overtime through planning.
330.04 Attendance Records
- Employees having academic year obligations are required to maintain monthly attendance records on which they certify their presence, record any absence, and account for the use of sick leave credits throughout the defined academic year obligation period. This report must forwarded to the Payroll Office at the end of each month via the chair of the department.
- Employees having calendar year or college year obligations are required to maintain attendance records on which they certify their attendance and any absences throughout the period of their professional obligation. In addition, they must record all accruals or charges to leave credits. This report must be submitted to the Payroll Office at the end of each month via the immediate supervisor.
330.05 Grievance Procedure
The Agreement between the State University of New York and the United University Professions, Inc. provides a four-step grievance procedure for the resolution of disputes "concerning the interpretation, application, or claimed violation of a specific term or provision" of the Agreement. Faculty who have questions about the grievance process should discuss them with their supervisors and with the President of the local chapter of their bargaining unit, or with the Chairperson of the grievance committee of the local chapter.
The Agreement between the State University of New York and the United University Professions, Inc. is designed to "provide a prompt, equitable and efficient procedure for the imposition of discipline for just cause." It delineates the authority of the President of the College or his designee to impose discipline, and the procedures by which an employee can appeal a notice of discipline.
330.07 Jury Service
On proof of necessity of jury service, faculty and professional staff are granted leave with pay without charge to leave credits.
330.08 Faculty or Professional Staff Resignation
- A faculty member should not resign in order to accept other employment as of the end of the academic year, later than May 15 or thirty days after receiving notification of the terms of his/her employment the following year, whichever date occurs later. It follows from the foregoing that resignations by faculty in the middle of the academic year to accept employment elsewhere are in most instances unacceptable. Should a faculty member fail to follow the policy stated above, the administration of the College may be expected to express its concern in appropriate ways to the hiring institution and to the faculty member involved.
- Notification of resignation by faculty and professional staff should be given as early as possible to allow recruitment of replacements.
330.09 Exit Interview
When the Office of Human Resources receives word that an employee is leaving the College, an invitation is issued to that employee to schedule a departure interview. This meeting serves to advise the individual of fringe benefit program status. Departing employees are briefed on their pay accounts, health insurance conversion privileges, and the status of their retirement accounts; arrangements are also made at this time to complete the necessary actions to insure efficient disposition of the College's obligation to the employee in these matters. Departure interviews are conducted by the professional staff of the Office of Human Resources.
330.10 Notification of Committee Appointments
The Faculty Senate Secretary notifies faculty members of their election to Faculty Senate Committees. Appointees to other ad hoc committees are notified of their appointments by the President or other appropriate officer.
330.11 Annual Reports
Each faculty and professional staff member is expected to file an annual report in the manner suggested on forms provided by the department chairpersons and directors. This is used to keep files up-to-date and to provide information which may be useful in determining personnel decisions and salary adjustments or in responding to sabbatical requests and requests for recommendations. Forms are provided each year to all-professional staff and faculty.
330.12 Academic Regalia
Academic regalia shall be worn on such occasions as the President of the College may direct. One annual occasion on which faculty members are expected to wear academic dress is the Commencement ceremony. For faculty members not owning such regalia, it may be obtained through the College Store.
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