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Board of Trustees

Board of Trustees Policies

1.00 AFFIRMATIVE ACTION – EQUAL OPPORTUNITY

Sullivan County Community College is an affirmative action / equal opportunity college subject to the provisions of Title VI and VII of the Civil Rights Act of 1964 as amended by the Equal Employment Opportunity Act of 1972, Executive Order 11246, Title IX of the Education amendment of 1972 and Section 504 of the Rehabilitation Act of 1973. Thus the College does not discriminate on the basis of race, color, creed, national origin, age, gender, religion, sexual orientation, or handicap in admissions, employment and treatment of students and employees.

Affirmative Action / Equal Employment Opportunity Statement

The Affirmative Action policy for Sullivan County Community College has been adopted by the College’s Board of Trustees. The policy supersedes any earlier plans adopted by the College.

For this plan, equal opportunity embodies the concepts of non-discrimination and affirmative action.

Non-discrimination requires the elimination of any discriminatory conditions, whether purposeful of inadvertent. The College will carefully examine all of its policies and practices to ensure they do not operate to the detriment of any person on any grounds of race, color, creed, national origin, age, gender, sexual orientation, disability, marital status, status as a disabled veteran, status as a veteran of the Vietnam Era or other non-merit factors in employment, admissions and other matters involving employees and students.

Affirmative Action involves more than ensuring non-discrimination conditions for employment and admissions. As the phrase implies, affirmative action requires the College to initiate activities which contribute toward the greater utilization of minorities, females, older workers and the disabled, including goals established by organizational units and timetables for completion. The premise of this concept of affirmative action is that unless constructive action is taken to overcome the systematic exclusion and discrimination, a benign neutrality of practices will perpetuate the status quo indefinitely of those groups who suffered the effects of discrimination in the past.

The Board of Trustees is committed to ensuring equal opportunity as an effective element of the College’s policies. The requirements of equal opportunity, non-discrimination and affirmative action are mandated, defined, regulated or directed by numerous Federal and State statutes, regulations and guidelines.

1.01 Affirmative Action Policy

The Affirmative Action Policy is prepared to further the principle of equal opportunity in employment, admissions and in the treatment of employees and students at Sullivan County Community College without regard to race, color, creed, national origin, age, gender, religion, sexual orientation, disability, marital status, status as a disabled veteran or status as a veteran of the Vietnam Era.

Equal opportunity and affirmative action are accepted as implicit operating practices at the College. The intent of the Affirmative Action Policy is to enhance that acceptance by providing a framework of policies, procedures and mechanism for the guidance of every member of the College community. Equal opportunity can only be achieved through the continuing interest and dedication from each member of the College community.

The Policy is not the final answer in the quest of assuring equal opportunity; it is the base for the further development of efforts to achieve and ensure equal opportunity for all.

Equal Opportunity/Affirmative Action at Sullivan County Community College.

It is the policy of Sullivan County Community College to provide equal opportunity in employment, admissions, and in the treatment of employees and students; to prohibit discrimination in employment, admissions, and in the treatment of employees and students; and to promote the full realization of equal opportunity in employment, admissions, and in the treatment of employees and students through a positive, continuing program including affirmative action.

This policy of equal opportunity:

  1. Applies to all persons without regard to race, color, creed, national origin, age, disability, gender, religion, sexual orientation, marital status, status as a disabled veteran, and status as a veteran of the Vietnam era or other non-merit factors.
  2. Applies equally to all employees and students.
  3. Governs all College employment; admissions; employee and student policies, practices and actions.
  4. Expects each contractor, supplier, union, public agency, school or other cooperative agent to support this policy by complying with all applicable New York State and Federal equal opportunity laws and regulations. Continuing realization of this policy of Sullivan County Community College is to be undertaken by:
  5. Developing an affirmative action program which will detail actions designed to realize the College’s commitment to equal opportunity; analyze employment patterns within the College; set forth plans to rectify any deficiencies; identify and remove impediments to equal opportunity; establish goals and timetables for affirmative action whenever found to be necessary; provide for the internal and external dissemination of College policy; pursue the commitment to equal opportunity throughout the College; and provide for review, assessment, evaluation, and improvement of College actions in carrying out this policy and affirmative action programs.
  6. Committing staff and support necessary for effective implementation of the equal opportunity
    policies and programs of the College. College-wide liaison and leadership in equal opportunity shall be effected through a member of the staff appointed by and responsible to the President. The liaison and leadership function will embrace such activities as the following:
    • developing policy statements and affirmative action programs for the consideration of the President;
    • developing internal and external communication techniques;
    • assisting in the identification of problem areas and whenever necessary establishment of goals and objectives;
    • assisting College administration in internally auditing and assessing compliance;
    • providing liaison among the College, enforcement agencies, minority, women, handicap organizations, and community action groups; and
    • designing and implementing audit and reporting systems for effective monitoring and operation of affirmative action programs.

In support of this policy, the College affirms its right to take appropriate action if it or other duly constituted authority shall determine that applicable Federal and State equal employment opportunity
laws and regulations have been violated, or that the effect and intent of this policy have been willfully or habitually abrogated.

1.02 Affirmative Action – Statement of Intent

Sullivan County Community College will continue to disseminate its policy concerning equal opportunity,
both internally and externally as follows:

  1. Internal Dissemination - The Policy statement is disseminated among members of the College staff, students, and prospective staff members and students through such actions and media as:
    • A copy of the policy statement will be distributed to each employee and student periodically.
    • An abstract of the policy statement will be included in all employee and student manuals, handbooks, and similar internal publications.
    • Appropriate County officials will be requested to include an appropriate statement on the policy in all union contracts.
    • Academic and administrative supervisory personnel will review the policy statement and explain the intent of the policy and individual responsibilities with their employees during periodic meetings.
    • A copy of the policy statement will be posted on College bulletin boards.
    • As appropriate, articles will be published in College publications covering the Equal Opportunity Policy and Affirmative Action Plan, its effects and procedures.
    • When employees and/or students are featured in College publicity publications, they will show representatives of affected classes when and if appropriate.
  2. External Dissemination - To parties external to the College, knowledge of the Equal Opportunity Policy is disseminated through such actions as:
    1. All recruiting sources will be informed of the College’s policy, stipulating that such sources are expected to give full consideration to and refer all qualified candidates for employment and admission.
    2. All recruiting sources shall be required to sign the following statement prior to recruiting students/graduates for employment opportunities:

We are an Equal Opportunity Employer. Students and alumni will be accepted and assigned to job opportunities and otherwise treated without regard to race, color, religion, national origin, gender, marital status, sexual orientation, age, veteran status, or disability, as well as other classifications protected by applicable state or local laws.”

    1. The phrase “Affirmative Action/Equal Opportunity College” will be included in all advertisements and other recruitment mechanisms.
    2. Minority, women and handicap groups; community agencies and leaders; and religious and social groups will be advised of the College’s policy.
    3. Prospective employees and students will be advised of the policy.
    4. Subcontractors, vendors, and suppliers will be informed of the policy with indications that cooperation and support are expected.
    5. Union officials will be informed of the policy and their cooperation requested.
    6. The phrase “Affirmative Action/Equal Opportunity College” will be imprinted on all stationery and on all envelopes by the postage meter.

1.03 Dissemination of Policy

BACKGROUND
On December 23, 2020, a landmark civil rights measure became law in New York State by making all single stall bathrooms in the state gender neutral in order to protect transgender, gender nonconforming, and non-binary (TGNCNB) individuals from discrimination and harassment. The law goes into effect March 23, 2021, which means the campuses should take immediate steps to update all applicable “Male” and “Female” signage to “Gender Neutral.”

GENDER NEUTRAL BATHROOMS POLICY
All public single-occupancy bathroom facilities at SUNY Sullivan shall be designated as gender neutral for use by no more than one occupant at a time or for family or assisted use. Such gender neutral bathroom facilities shall be clearly designated by the posting of such on or near the entry door of each facility. For purposes of this section, single-occupancy bathroom shall have the same meaning as paragraph (d) of subdivision one of section one hundred forty-five of the public buildings law. This policy shall constitute written adoption of the requirements of subdivision twenty of section three hundred fifty-five of the education law.

1.04 Gender Neutral Bathrooms Policy

2.00 ACADEMIC AFFAIRS

Recommended changes to the Agreement Between The County of Sullivan/Sullivan County Community College and the Professional Staff Association September 1, 1999 – August 31, 2004 per Article 25 Changes in Agreement.

Policy and Guidelines for Web-Based Academic Courses and Programs

Policy on SCCC Web-Based Academic Programs

As stated in its Mission Statement, SCCC is committed to “offering specialized high quality curricula, and marketing them effectively to potential students not only throughout New York State, but throughout the United States and abroad, when and where appropriate.” Consistent with this mission, SCCC is further committed to developing, marketing, and delivering academic web-based courses and online degree and certificate programs.

Policy on SCCC Web-Based Instructor Eligibility

All SCCC faculty and adjuncts, referred to here as “Instructors,” are encouraged to consider developing and delivering SCCC courses using internet technology. Interested faculty must discuss this possibility with their Division Chair. In considering an Instructor for assignment to a web-based course, Division Chairs will consider: a) student evaluations from past courses, b) peer evaluations, c) periodic performance evaluations, and d) the historical student retention rate for that Instructor’s classes.

In 2003, the SUNY Learning Network (SLN) is the primary delivery vehicle for distance delivery of credit courses. SLN participation in no way limits SCCC web-based academic course delivery options. In addition to world wide web internet delivery via SLN or other program, courses may be developed and delivered online via the SCCC intranet or via connectivity with one or more remote locations. The Office of the Vice President for Academic and Student Affairs will determine the appropriateness of distance learning venues.

There will be no difference between courses developed for SLN delivery, other internet delivery, SCCC internal web-based delivery, or other venues in regard to Instructor selection, evaluation, retention, or remuneration. All courses developed for delivery using internet technology will be defined as “online” or “web-based”, regardless of which format is employed in their development. SLN courses, therefore, will be considered a subset of SCCC web-based courses.

Division Chairs should examine their program offerings and identify those programs that might be suitable for online degree/certificate delivery. If practicable, General Education courses, courses in high demand, and courses leading to degrees/certificates that may prove suitable for online completion should be prioritized for online delivery.

The Faculty’s Standing Committee on Teaching and Learning helps the College continually improve the teaching and learning process. The Committee may periodically publish guidelines for the development, delivery and evaluation of teaching and learning practices of various kinds, including guidelines for web-based delivery of course materials.

Procedures for the Assignment of Web-Based Instructors

Existing SCCC faculty or adjuncts must obtain permission of the appropriate Division Chair to: a) develop and teach each new web-based course, or b) update and teach a previously developed course. Once the Chair has obtained the permission of the Vice President for Academic and Student Affairs to proceed with these plans, a web-based workload assignment may be made.

Some courses may not be appropriate for web-based delivery. Appropriateness of a course for web-based delivery will be left to the discretion of the Division Chair. If an Instructor and Chair cannot resolve a disagreement about the suitability of a course for web-based delivery, the matter should be taken to the Vice President for Academic and Student Affairs. After appropriate consultation, the decision rests with the Chair and the Vice President for Academic and Student Affairs.

Policy on Office Hours for Web-Based Instructors

Any Instructor who is teaching a web-based course for SCCC will be asked to keep on-line office hours. The Instructor is expected to be available to students via distance communication during posted, on-line office hours. The office hours will be disseminated to the Chair and to the Division’s support staff and they will be posted online.

Procedures for Assignment as a SUNY Learning Network (SLN) Instructor

A “first time SLN Instructor” is defined as an Instructor who is teaching an SLN course for the first time, regardless of prior teaching experience. Instructors must register for and successfully complete the prescribed course development workshops. SCCC will reimburse Instructors for reasonable travel expenses relating to workshop attendance provided the paperwork is submitted in accordance with SCCC policy.

It is possible that a first time SLN Instructor will plan to teach an existing course. Such Instructors will be expected to attend the prescribed SLN course development workshops.

Policy on SCCC SLN Course Load
This section covers only SLN courses; class sizes for other web-based courses will be set by the Chair, but will usually follow these same guidelines. If the Instructor and Chair cannot agree on an appropriate class size, the Vice President for Academic and Student Affairs will make the final determination.

Web-based courses offer a great deal of flexibility and may or may not conform to on-seat start or stop dates. Additional guidelines may be developed and implemented if the academic year is broken into smaller online components. Under the traditional calendar system, with approval from the Division Chair and the Vice President for Academic and Student Affairs, SLN Instructor workload limits are as follows:

  • During Spring or Fall Semester: Full time faculty may teach up to 2 SLN courses not to exceed 50% or their regular full time workload.
  • During the summer: Instructors may teach a maximum of 8 SLN credit hours.
  • During Intersession: Instructors may teach a maximum of 4 SLN credit hours.

Policy on SCCC SLN Class Size

Approval to add a second section of an online course must be obtained from both the Division Chair and the Vice President for Academic and Student Affairs. Approval to teach an additional section of a course could result in exceeding the maximum credit hours for SLN. Such approval may still be granted on a case-by-case basis after a review of the overall workload and other factors. Additionally, if creation of another section results in a double overload, approval must come from the President, as it must for all courses. First time SLN Instructors are limited to one section of one course (or course plus lab).

Minimum class size:
SCCC SLN courses drawing an enrollment below 10 students are subject to consideration for cancellation.

Maximum class size:
First time SLN Instructors will be limited to offering one section of one course (or course plus lab) with a maximum of 16 students.

Repeat SLN Instructors will have a maximum load of 20 students per section. Instructors may make the decision to increase class size.

Class size often changes during drop/add processing. If a second section is opened, student distribution may be adjusted by the Instructor(s) to optimize student interaction.

Policy on SCCC Web-Based Course Evaluations

The Office of the Vice President for Academic and Student Affairs, the Division Chair and the Instructor will determine the best method(s) for evaluation of online teaching and learning consistent with the guidelines and requirements of the New York State Education Department (NYSED), the State University of New York (SUNY), and Sullivan County Community College (SCCC). The SCCC SLN Academic Coordinator, the Director of Institutional Research, or any future Director of Online Learning (or person with similar title) may impose additional standardized assessment requirements consistent with “best practice”, Policy Governance outcome measures, or other internal research requirements. Such requirements will generally be discussed and disseminated prior to the start of the semester(s) to which they are intended to apply. Web-based Instructors should be aware that they are participating in a growing program subject to some experimentation and assessment beyond that which might be expected from an on-seat course.

Policy on SCCC Web-Based Instructor Compensation

Each Instructor will be compensated at their respective rank for course delivery.

“Course development” at SCCC means that the Instructor agrees to develop and present the following: a course concept for the approval process, a course outline that includes SCCC and applicable SUNY General Education course objectives, a complete syllabus with lesson plans, content material for each lesson, and a student learning outcomes assessment plan that includes materials such as test questions or portfolio evaluation criteria. Instructors who develop courses for web-based delivery may expect assistance from the SCCC Instructional Technology Coordinator/Multimedia Instruction Developer (MID) and others. Each Instructor receiving such assistance is expected to attempt to learn the skills needed to develop their own materials.

Instructors will be paid:

  • $500 for developing his/her first online course.
  • Up to $2,000 for development of an online course provided this request is made by the College and the course becomes the property of the College. A request of this nature will come from the Division Chairperson with approval of the Vice President for Academic & Student Affairs and does not apply to courses readily available in the catalog.
  • Compensation for teaching all SLN courses is the same as for on-seat courses.

The development and delivery of web-based courses requires suitable computing power, graphics display capability, video streaming, sound, and similar functions. SCCC will provide web-based Instructors with a computer suitable for development and delivery of online courses The College will provide the appropriate technology needed to develop and deliver instruction.

Instructors are expected to maintain their online courses with no expectation of additional course preparation compensation. Faculty and staff have first right of refusal to teach online courses they developed.

If a first-time on-line instructor develops a course that is then postponed, shelved, or cancelled due to low enrollment, compensation is still due provided all criteria were met in good faith. If an instructor is asked to develop a new course that is not available “on-seat,” the chair may request that the instructor be compensated. In such a case the College will own the course and the instructor will have the first right of refusal to teach the course. If an online course is assigned to a different Instructor and that Instructor and Chair agree that the course requires a complete overhaul, the Chair may recommend that the Instructor be compensated at the appropriate rate. Such a situation should be unusual if a course is adequately maintained over time, but it may happen that this situation could arise when an older course is reinstated after a period of disuse. In all cases, the Vice President for Academic and Student Affairs will make the final recommendation to the President regarding compensation.

SCCC Policy on Ownership of Web-Based Content

SCCC faculty enjoy academic freedom. SCCC recognizes that Instructors who design and deliver web-based content take pride in developing that content. SCCC recognizes the right of Instructors to use their material to publish or present their work. Teaching the course for another college requires disclosure from the instructor and approval from the President. The concept of Copyright is inherent in content creation. At the same time, SCCC retains the right to use and reuse content created by Instructors in the employ of SCCC provided the author is appropriately acknowledged.

At this College, development of web-based and other electronic course material is accomplished in a partnership between SCCC and an Instructor or a team of Instructors. The Instructor is compensated for developing the materials, if the instructor is willing to sell, and the College requests purchase of the entire course package. A request to purchase a fully developed on-line course should be made by the division chairperson to the vice President for Academic and Student Affairs, who will make a recommendation to the President for final approval. The College contributes equipment and other resources to the development effort.

An Instructor has the right to refuse to permit reuse of material without proper citation, but cannot expect the payment of “royalties” or other future monetary consideration for the reuse of material that is properly cited or that was released for reuse.

SCCC does not intend to pay a series of Instructors to create duplicate web-based course content. With proper credit to the author(s) or with blanket permission from the author(s), SCCC will reuse web-based and other materials, as appropriate. Copyright issues will be in keeping with College policies.

The SCCC Course Outline Template applies to all courses. As with all courses, divisions will address the issue of uniformity in a multi-sectioned course.

SCCC will develop an internal archive of materials suitable for reuse. Faculty will have input to the procedures by which this will be created and used. Reuse of web-based and other visual materials of all kinds developed for use in development courses or other courses with many sections and large enrollments is particularly desirable.

A policy of reuse is not intended to deprive an Instructor of academic freedom or to diminish his or her unique contribution to SCCC. SCCC is a Community College, however, and most of the courses that are developed and taught here are replicated at hundreds of other colleges. SCCC therefore recognizes that the true contribution of the Community College Instructor is in his or her ability to facilitate learning.

Approved by the SCCC Board of Trustees, February 19, 2004.

2.01 Distance Learning Policy

SUNY Sullivan maintains an open admissions policy. While graduation from a New York recognized high school, or equivalent, is a requirement for graduation from SUNY Sullivan, graduation from high school is not an admission requirement. The college allows academic matriculation when the applicant has one or more of the following:

  • A standard high school diploma from a regionally accredited high school or SED registered non-public high school;
  • Completed the substantial equivalent of a four-year high school course of study, as certified by the Superintendent of Schools or comparable local chief school administrator;
  • A high school equivalency diploma (GED or TASC);
  • Demonstrated competency in college credit postsecondary coursework, defined as any student who is applying for admission and who has received an associate’s degree (A.A., A.S., A.A.S.) or higher from a regionally accredited institution of higher education;
  • Passed and completed all requirements for the following five NYS Regents Examinations: English, Mathematics, United States History and Government, Science, and Global History and Geography;
  • Been approved for Early Admission/High School Dual Enrollment;
  • Been approved for study in a 24-hour high school equivalency program; or has
  • An approved Individualized Home Instruction Plan that includes study at a college.

Individuals who do not satisfy one of the above criteria, and prospective students who are 15 years of age or younger, must receive the permission of the Vice President of Academic and Student Affairs before they will be admitted to the college. However, it is the express intention of this policy to admit students who have the intellectual and emotional capacity to benefit from SUNY Sullivan’s programs.

Some academic programs have restrictive enrollment practices that will be reviewed by the Executive Committee and published in the College catalog on an annual basis.

It is the policy of the College to provide appropriate support to students, and the Vice President for Academic and Student affairs is responsible for developing procedures to implement this board policy. These procedures shall be designed to support academic quality, student achievement, and progression toward student goals, but they shall not include efforts to remove, penalize, or fail students arbitrarily. In all cases students shall have the right to substantive due process.

It remains the policy of the college to void the contracts of students who do not participate by the never attend deadline.

2.02 Admission and Retention Policy

3.00 ADMINISTRATIVE POLICIES

This policy covers the disposition of email and other files stored on an individual's college-owned computer or assigned space on the campus network when an individual’s employment with Sullivan County Community College is terminated. The College does not normally review the content of an employee’s electronic communication, but these files are stored on College computer systems and the College reserves the right to retain and access them as part of its responsibility for maintaining the College’s technology infrastructure or when deemed necessary for business reasons. It is important, therefore, that when an individual leaves the employ of the College procedures are followed to ensure that all necessary files are transferred from these individual spaces to the appropriate person in the College. The appropriate person will be identified by the departing individual’s department head.

3.01 Account Termination Policy

  1. The College is committed to maintaining a drug free campus. The College expects all members of the College community to be responsible for their own behavior within the context of State and Federal laws and College regulations. Drug and alcohol laws will be enforced on the campus.
  2. Through existing disciplinary procedures, the College will impose disciplinary sanctions upon students and employees, who unlawfully use, possess, sell or distribute drugs, or unlawfully use or abuse alcohol on college property. This policy applies within the grounds, buildings, or any other facility of the College. Students and employees who violate alcohol and drug laws will be subject to referral by the College for criminal prosecution.
  3. The Human Resources Office and the Center for Student Development Services have information on counseling and rehabilitation services/programs.
  4. For more information, refer to the SCCC Substance Abuse Policy (Cross Reference: Personnel Policies, Policy No. 4.25)

SERVING ALCOHOL ON COLLEGE CONTROLLED PROPERTY

  1. The College possesses a valid liquor license issued by the New York State Liquor Authority for the Paul Grossinger Dining Room. Therefore, it is legal to sell and consume alcoholic beverages in this location.
  2. If the Administration approves the serving of alcoholic beverages at another on or off campus venue (besides the Dining Room), a special permit may be obtained for that event through the New York State Liquor Authority.
  3. The burden of proof for showing legal age is on the alcohol consumer. No alcohol will be served unless clear evidence of legal age is presented.
  4. It is the responsibility of those in charge of the event to assure that no one who is under age is served or consumes any alcoholic beverages.
  5. Anyone who is deemed to be intoxicated at a College sponsored event will not be allowed to consume any additional drinks.

3.02 Alcohol and Drug Policy

Animals brought on campus may be unpredictable, cause a nuisance, have the potential to be a safety hazard, have uncontrollable behavior and may contribute to accidents.

With the exception of those animals that are specifically exempted by this policy, animals are not allowed on campus. Exempted Animals:

  • Service animals while performing their duties
  • Fish in containers of ten gallons or less
  • On‐duty police dogs
  • SCCCDC approved Emotional Support Animals

When exceptions are made, animals that are allowed on campus must be on a leash or caged and under the direct control of the individual responsible. Such individuals will be liable for any accident or damage caused by the animal while on campus.

Due to the risk of injury from animals to persons on campus, owners of non‐exempt animals found on campus will be asked to remove them. If an unrestrained animal is sighted on campus, Security should be notified. Security staff will request the owner to remove the animal or will call the local authorities for the animal to be impounded. When appropriate, other disciplinary measures may be invoked.

Exceptions may be granted for events involving animals; exceptions for events must be requested through the Campus Events office.

Exceptions for animals in the Child Care Center or in support of a credit or non‐credit course must be approved by the office of the Vice President for Academic and Student Affairs.

3.03 Animals on Campus Policy

In 2006, Sullivan County Community College passed a Campus Smoking Policy which established Phase I of more stringent guidelines for students, faculty and staff smoking on campus. The next Phase of this policy, Phase II, is to move to a 100% Tobacco and Vape Free Campus. This new policy, Tobacco and Vape Free Campus Policy, is effective May 1, 2020.

Sullivan County Community College is a tobacco and vape free institution committed to providing its students, employees, and visitors with a safe and healthy environment. No consumption of tobacco, tobacco products, or marijuana is allowed on any college property or in any college facility; this includes all buildings, residence halls, grounds, sidewalks, personal vehicles on campus, SUNY Sullivan vehicles, roads or anywhere else within the 405 acre campus. The ban includes cigarettes, e- cigarettes, vaping, cigars, chewing tobacco, pipes, hookah, snus, dip, marijuana and all other tobacco related products.

A task force of volunteers from the campus community which includes students, faculty and staff, will assist to facilitate this transition and ensure that education and cessation resources are available to help those who wish to stop the use of tobacco and other related products.

The college is committed to helping students and employees quit smoking and/or the use of tobacco. Free cessation products and additional support are available through New York Quits. For more information please contact the Health Services Office at (845)-434-5750 x4419 or on campus located at H016.

Students and College employees who fail to comply with this policy will be subject to appropriate disciplinary action.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

3.04 Tobacco and Vape Free Campus Policy

A. Individuals must conduct themselves appropriately with children who participate in College related programs and report instances or suspicion of physical or sexual abuse of children.

B. SUNY Sullivan is committed to protecting the safety and well being of children who participate in College-related programs and activities, whether on or off campus, or utilize campus facilities for activities including, but not limited to, sports camps, academic and personal enrichment programs and research studies.

C. DEFINITIONS

Covered Activity: A program or activity sponsored or approved by the College or a College- affiliated organization, or an activity conducted by a vendor, licensee or permittee for which a license or permit for use of College facilities has been approved, occurring on or off campus, for the duration of which the responsibility for custody, control and supervision of children is vested in the College, College-affiliated organization or the vendor, licensee or permittee so approved. This policy is not applicable to College on campus child care centers.

Covered Person: A person who is responsible for the custody, control or supervision of children participating in the Covered Activity and who is: (i) an employee of the College or College-affiliated organization; (ii) a College student; (iii) a volunteer of the College or College-affiliated organization; or (iv) a vendor, licensee, permittee or other person, who is given permission to come onto campus or to use College facilities for Covered Activities; or (v) an employee, agent or volunteer of (iv) above.

Child: An individual under the age of seventeen years, who is participating in a Covered Activity. The term “child” shall not include a matriculated student of the College or a person accepted for matriculation.

Children’s Camp: A camp defined under New York Public Health Law §139

Physical Abuse: Physical contact with a child by a covered person which is intended to cause, or causes, pain or physical injury, including punching, beating, shaking, throwing, kicking, biting and burning, or directing a child, outside the norm of the supervised activity, to perform physical activity which is intended to cause physical injury.

Sexual Abuse: Engaging in a sexual offense with a child and/or encouraging or promoting sexual performance by a child. Pursuant to the NYS Penal Law Articles 130, 263, and Sections 260.10 and 260.25, sexual offenses include: sexual misconduct, rape, criminal sex acts, forcible touching, persistent sexual abuse, sexual abuse, aggravated sexual abuse, course of sexual conduct against a child, facilitating a sex offense with a controlled substance, sexually motivated felony, predatory sexual assault against a child, and sexual performance by a child. This also includes Penal Law offenses relating to children including endangering the welfare of a child and unlawfully dealing with a child in the first degree. Sexual performance by a child, as defined by the Penal Law, is any behavior which results in touching of the sexual or other intimate parts of a child for the purpose of sexual gratification of the child and/or adult, including touching by the child and/or adult with or without clothing, and all acts as defined by New York State Penal Law Articles 130, 263 and Section 260.10.

Responsible College Official: The employee of the College or College-affiliated organization, who has been designated by the Campus under Section G, Campus Responsibilities.

D. PROHIBITED CONDUCT

A Covered Person shall not:

    1. Be alone with a child, unless the Covered Person is a relative or guardian of the child, unless one-on-one contact is approved in accordance with a determination pursuant to Section G.2 of this policy. In no event shall a Covered Person, who is not a relative or guardian of a child, be alone with the child in a rest room, locker room, shower, sleeping area or vehicle.
    2. Engage in physical abuse or sexual abuse of a child.
    3. Engage in the use of alcohol or illegal drugs, or be under the influence of alcohol or illegal drugs during Covered Activities.
    4. Enable, facilitate or fail to address a child’s use of alcohol or illegal/non-prescribed drugs.
    5. Contact a child through electronic media, including social media, for the purpose of engaging in any prohibited conduct, including sexual conduct.
    6. Offer or make a gift to a child for the purpose of engaging in any prohibited conduct, including sexual conduct.
    7. Release a child from a Covered Activity without a written authorization from the child’s parent or guardian.

E. REQUIRED CONDUCT

A Covered Person shall:

    1. Take all reasonable measures to prevent physical and sexual abuse of a child, including immediately removing a child from potential physical abuse, sexual abuse or prohibited conduct as defined herein.
    2. Report immediately any suspected physical abuse or sexual abuse of a child to the campus Security Office, and provide to the campus Security Office a written report of suspected physical or sexual abuse of a child. Other reporting requirements not addressed in this Policy may apply, such as the obligations of mandated reporters under New York Social Services Law, who are required to report suspected child abuse or maltreatment when they are presented with a reasonable cause to suspect such abuse or maltreatment has occurred.
    3. Complete all required training developed pursuant to this Policy.
    4. Wear and display prominently at all times during the Covered Activity a lanyard or other form of identification that identifies the individual as having the responsibilities of a Covered Person

F. RESPONSIBLE COLLEGE OFFICIAL

A Responsible College Official shall:

    1. Confirm that the requirements of this Policy have been communicated to Covered Persons (i) – (iii) prior to the commencement of a Covered Activity.
    2. Confirm that New York Sex Offender Registry and National Sex Offender Public Registry searches (as described in Campus Responsibilities, below) have been obtained and reviewed for Covered Persons (i) – (iii) prior to the commencement of a Covered Activity.
    3. Confirm that the completed Acknowledgement of the College’s Child Protection form has been obtained from Covered Persons (iv) – (v) prior to the commencement of a Covered Activity.
    4. Immediately report allegations of physical abuse or sexual abuse of a child to the Campus Security Office, and complete and provide to the Campus Security Office a written report for each allegation of physical abuse or sexual abuse of a child. Other reporting requirements not addressed in this Policy may apply, such as the obligations of mandated reporters under New York Social Services Law, who are required to report suspected child abuse or maltreatment when they are presented with a reasonable cause to suspect such abuse or maltreatment has occurred.
    5. Notify and coordinate with appropriate campus offices to ensure that allegations of suspected physical abuse or sexual abuse are investigated and addressed appropriately.
    6. Confirm that required training on this Policy has occurred prior to the commencement of a Covered Activity for all Covered Persons who are employees, volunteers, students or agents of the College or a College-affiliated organization

G. CAMPUS RESPONSIBILITIES

Each campus, System Administration, and College-affiliated organization shall develop procedures to:

  1. Designate a Responsible College Official for each Covered Activity.
  2. Determine on a limited basis that the first sentence of section D.1. of this Policy, which prohibits a Covered Person from being alone with a child, shall not apply to certain Covered Activities when the pedagogical or health-related nature of the Covered Activity requires such one-on-one contact with a child. Examples may include tutoring, music lessons, speech therapy, and medical, dental or optical services.
  3. Communicate the requirements of this Policy to Covered Persons (i) – (v).
  4. By September 15, 2015 and biennially thereafter, provide for and require training on this Policy for all Covered Persons who are employees, volunteers, students or agents of the College or a College-affiliated organization prior to the commencement of a Covered Activity.
  5. Obtain New York Sex Offender Registry and National Sex Offender Public Registry searches for Covered Persons who are employees, volunteers, students or agents of the College or a College-affiliated organization and complete a review of such searches not more than ninety (90) days prior to the commencement of a Covered Activity.

a. A search of the NY Sex Offender Registry means:

(i) a search of the file of persons required to register pursuant to Article 6-C of the Correction Law maintained by the NY Division of Criminal Justice Services pursuant to NY Correction Law § 168-b for every level of sex offender (Level 1 through Level 3), which requires an email, CD or hard copy submission of names and identifiers to DCJS as described on the DCJS website; and

(ii) retention of the records of the results of such search. Note that an internet search alone will not meet the requirements of this Policy.

b. A search of the National Sex Offender Public Registry means:

(i) a search by first and last name of the National Sex Offender Public Website maintained by the United States Department of Justice at this link: http://www.nsopw.gov/; and
(ii) retention of the records of the results of such search. Provide for the prompt investigation and preparation of written findings by the campus College Police Department of reports of suspected physical abuse or sexual abuse, and if there is reasonable cause to believe a crime has been committed, coordination by the campus
College Police Department with other law enforcement officials.

6. Provide a mechanism to report and respond to allegations of retaliation (as described below).
7. Retain documentation of the search results from the New York and National Sex Offender registries for Covered Persons who are employees, volunteers, students or agents of the College or a College-affiliated organization for six (6) years after the covered person has separated from employment.

H. RETALIATION

Retaliatory action against anyone acting in good faith, who has reported alleged physical abuse or sexual abuse in accordance with this Policy, or who has been involved in investigating or responding to allegations of physical or sexual abuse, or who has reported a failure to comply with this Policy, is a violation of this Policy. Retaliatory acts may include, but are not
limited to:

  • employment actions affecting salary, promotion, job duties, work schedules and/or work locations;
  • actions negatively impacting a student's academic record or progress; and
  • any action affecting the campus environment, including harassment and intimidation.

I. THIRD PARTY USE OF COLLEGE FACILITIES

The use of College facilities by vendors, licensees or permittees for commercial and noncommercial Covered Activities shall be accomplished pursuant to a revocable permit. The following minimum terms shall be included in all such revocable permits:

  1. A specific definition of the areas accessible to the Covered Activity. For example, revocable permits for sporting events held on athletic fields should include the athletic field, as well as any ancillary areas or structures where minors will be permitted, such as adjacent grounds, parking lots, rest rooms, locker rooms, accessory structures, etc.
  2. A provision requiring insurance coverage in the types and amounts listed below, naming the College as an additional insured, and requiring that evidence of such insurance be provided to the College within five (5) business days of execution of the revocable permit or at minimum two weeks (14 days) prior to the scheduled use of College facilities.

a. General Liability insurance two million dollars ($2,000,000) each occurrence and two million dollars ($2,000,000) in the aggregate;
b. New York State Workers’ Compensation insurance during the term of the revocable permit for the benefit of permittee’s employees required to be covered under the NYS Workers’ Compensation Law.
c. For those instances in which a campus believes that the activity is so long or substantial and that the obtaining of such insurance will not unduly preclude beneficial use of the campus’ facilities, the campus should require additional insurance in the form of: Sexual Abuse and Molestation insurance, either under the above-described general liability policy or in a separate policy, with coverage not less than one million dollars ($1,000,000). Any insurance coverage for sexual abuse and molestation insurance written on a claims made basis shall remain in effect for a minimum of six (6) months following the use of College facilities.

3. If the Covered Activity is a Children’s Camp as defined in Section C of this policy, a provision requiring permittee to provide the College with a copy of its camp operator permit issued by the New York State Commissioner of Health, either upon execution of the permit or not later than two weeks (14 days) before the scheduled use of College facilities.
4. A representation and warranty from permittee that for all of its employees and volunteers, and employees and volunteers of its sub-permittees, who shall enter upon College facilities for purposes related to Covered Activity, permittee has conducted within the ninety (90) day period preceding the use of College facilities (i) a search of the NY Sex Offender Registry; and
(ii) a search of the National Sex Offender Public website.
5. A representation and warranty from permittee that for all Covered Activities: (i) it shall adhere to the American Camp Association standards for minimum staff-to-child supervision ratios, minimum staff age and minimum staff accreditation requirements (available at: http://www.acacamps.org/accreditation/stdsglance); and (ii) that the overall supervisor for
each Covered Activity is an adult with certification or documented training and experience in the Covered Activity.
6. A representation and warranty from permittee that any transportation it provides for participating minors to and from the College grounds shall conform to the American Camp Association’s transportation standards (available at: http://www.acacamps.org/accreditation/stdsglance).
7. A provision requiring written acknowledgement from permittee that it has received a copy of the College’s Child Protection Policy and agrees to abide by all of its terms, including its requirement that any suspected physical or sexual abuse be immediately reported to the campus College Police Department.

J. CAMPUS POLICIES AND PROCEDURES

A campus may promulgate policies and procedures that supplement, and are no less stringent than, the policies and procedures set forth herein

3.05 Child Protection Policy

From time to time, classroom instruction and student life are reinforced and enhanced through field trips, field experience, internships, club programs and other travel activities. Faculty and staff are encouraged to organize travel experiences within the limits of College policy and affordable costs. Any program run by or coordinated by a College employee or student who uses the College as a venue to recruit participants for a travel activity is to be considered a College-sponsored travel activity under this policy. The College and/or one of its ancillary not-for-profit corporations (the Faculty-Student Association, the Foundation and the Dormitory Corporation) shall assume responsibility for the duty to exercise supervision and care for students and others that participate in sponsored activities and shall develop and implement formal procedures that permit such responsibilities to be fully exercised. Procedures shall include an approval process, a student release and assumption of risk notification process and a travel payment process.

3.06 College-Sponsored Travel Activities Policy

  1. In support of its educational mission, SUNY Sullivan owns and maintains a number of information technology resources. These resources include wired and wireless local area network, access to shared network software and storage space, public computing facilities, support services, on-line Library databases and access to the Internet. Access to these resources is granted to all Sullivan faculty, staff and currently-enrolled students, as well as affiliates, guests and visitors. By sharing and using these resources, users accept full responsibility for their actions and agree that they will use these resources in an ethical manner. Individuals are also subject to federal, state, and local laws governing many interactions that occur on the Internet (Cross Reference: Administrative Policies,
    Policy No. 3.29).

  2. Because we are an academic community, the faculty, students and staff of SUNY Sullivan honor intellectual property, respect the privacy of data, and respect the rights of others. As a carrier of information, SUNY Sullivan does not subject users' files to constant review. However, the College does make its best effort to educate the community in responsible use and respond when violations are pointed out.

  3. College resources are provided solely for the education and research mission of Sullivan and may not be used for commercial or for-profit purposes. Users who express opinions and positions through the College's IT resources must make clear that these opinions and positions are those of the individual who posts them, not of the College. College resources should not be used for personal activities not related to appropriate College functions, except in a purely incidental manner. Employees should consult their supervisor or manager to determine reasonableness of personal use. Because the College is the owner of all IT resources granted to users, the College reserves the right to deny use to those who have used them in an irresponsible manner. Offenders may also be subject to disciplinary action through existing structures for faculty, students and staff of the College, as laid out in the relevant College Handbooks.

  4. People who use both on-campus and external network media (including any communication performed on the network for any purpose) must do so responsibly, in a manner that constitutes respectful behavior as laid out in the Faculty, Student and Staff Handbooks. It is unethical not to adhere to this type of behavior, even when communicating with people outside the Sullivan community. For example, no form of harassment, as defined in the Student, Faculty and Staff Handbooks, will be tolerated within any media. In addition, all communications must include the sender's complete network address, unless the service explicitly invites anonymous communication. If someone requests you stop communicating electronically with him/her, you are required to do so immediately.

  5. Students accessing "social networking services" such as Facebook, Instagram, Twitter, and others should carefully read the terms and conditions set forth by such services. Students are solely responsible for the content of their accounts. Neither IT nor SUNY Sullivan assume any responsibility for what students place there. Inappropriate material placed on social networking sites is subject to SUNY Sullivan's Responsible Use policy, the Student Conduct Process and the College's Harassment and Grievance Procedures.

  6. People who use personally owned computers and mobile devices on the college network or wifi are responsible for ensuring that their devices are fully updated and protected against viruses, malware and other threats.

  7. Each information technology resource - those existing on campus as well as external ones to which we are connected - has an owner. Attempts, even unsuccessful ones, to use or access any resource without the permission of the owner is a violation of this policy. All accessors must respect conditions of access and use stipulated by the owner. Although individuals are not the owners of accounts assigned to them (the College is the owner), they are the owners of the files they create, and have rights to privacy and responsibilities to control access by others - you must respect others' rights when you communicate with them over networks.

  8. Accounts and passwords must not be shared with anyone including family members, friends, and other members of the SUNY Sullivan community. You will never be asked for your password by SUNY Sullivan Information Technology staff and you should be suspicious of anyone that requests it.

  9. Anything less than adherence to the letter and spirit of copyright laws and regulations is unethical and possibly illegal. Users must abide by license agreements controlling copying and use of software and data.

  10. Violations of this policy should be reported to the Director of Institutional Computing. Individuals found to be in violation of any portion of this Responsible Use Policy will face disciplinary action including, but not limited to, the restriction and possible loss of network and other information technology resource privileges.

3.07 Computer and Network Acceptable Use Policy

  1. In support of its educational mission, SUNY Sullivan owns and maintains a number of information technology resources. These resources include wired and wireless local area network, access to shared network software and storage space, public computing facilities, support services, on-line Library databases and access to the Internet. Access to these resources is granted to all Sullivan faculty, staff and currently-enrolled students, as well as affiliates, guests and visitors. By sharing and using these resources, users accept full responsibility for their actions and agree that they will use these resources in an ethical manner. Individuals are also subject to federal, state, and local laws governing many interactions that occur on the Internet (Cross Reference: Administrative Policies,
    Policy No. 3.29).

  2. Because we are an academic community, the faculty, students and staff of SUNY Sullivan honor intellectual property, respect the privacy of data, and respect the rights of others. As a carrier of information, SUNY Sullivan does not subject users' files to constant review. However, the College does make its best effort to educate the community in responsible use and respond when violations are pointed out.

  3. College resources are provided solely for the education and research mission of Sullivan and may not be used for commercial or for-profit purposes. Users who express opinions and positions through the College's IT resources must make clear that these opinions and positions are those of the individual who posts them, not of the College. College resources should not be used for personal activities not related to appropriate College functions, except in a purely incidental manner. Employees should consult their supervisor or manager to determine reasonableness of personal use. Because the College is the owner of all IT resources granted to users, the College reserves the right to deny use to those who have used them in an irresponsible manner. Offenders may also be subject to disciplinary action through existing structures for faculty, students and staff of the College, as laid out in the relevant College Handbooks.

  4. People who use both on-campus and external network media (including any communication performed on the network for any purpose) must do so responsibly, in a manner that constitutes respectful behavior as laid out in the Faculty, Student and Staff Handbooks. It is unethical not to adhere to this type of behavior, even when communicating with people outside the Sullivan community. For example, no form of harassment, as defined in the Student, Faculty and Staff Handbooks, will be tolerated within any media. In addition, all communications must include the sender's complete network address, unless the service explicitly invites anonymous communication. If someone requests you stop communicating electronically with him/her, you are required to do so immediately.

  5. Students accessing "social networking services" such as Facebook, Instagram, Twitter, and others should carefully read the terms and conditions set forth by such services. Students are solely responsible for the content of their accounts. Neither IT nor SUNY Sullivan assume any responsibility for what students place there. Inappropriate material placed on social networking sites is subject to SUNY Sullivan's Responsible Use policy, the Student Conduct Process and the College's Harassment and Grievance Procedures.

  6. People who use personally owned computers and mobile devices on the college network or wifi are responsible for ensuring that their devices are fully updated and protected against viruses, malware and other threats.

  7. Each information technology resource - those existing on campus as well as external ones to which we are connected - has an owner. Attempts, even unsuccessful ones, to use or access any resource without the permission of the owner is a violation of this policy. All accessors must respect conditions of access and use stipulated by the owner. Although individuals are not the owners of accounts assigned to them (the College is the owner), they are the owners of the files they create, and have rights to privacy and responsibilities to control access by others - you must respect others' rights when you communicate with them over networks.

  8. Accounts and passwords must not be shared with anyone including family members, friends, and other members of the SUNY Sullivan community. You will never be asked for your password by SUNY Sullivan Information Technology staff and you should be suspicious of anyone that requests it.

  9. Anything less than adherence to the letter and spirit of copyright laws and regulations is unethical and possibly illegal. Users must abide by license agreements controlling copying and use of software and data.

  10. Violations of this policy should be reported to the Director of Institutional Computing. Individuals found to be in violation of any portion of this Responsible Use Policy will face disciplinary action including, but not limited to, the restriction and possible loss of network and other information technology resource privileges.

3.08 Computer and Network Acceptable Use Policy for Non-Students

Copyright cases will be designated as falling within one of three categories:

A) Individual Efforts - This category covers copyrightable materials produced through individual initiative and effort, not through a specific College grant or contract, and for which only incidental use of College facilities and resources is involved. The copyrights to such material shall belong wholly to the individuals(s) and not to the college. The author receives 90% of net royalties, the College receives 10%.

B) College-Assisted Individual Effort - This category covers copyrightable material produced when the College has assisted an individual effort by contributing significant staff, time, facilities, or resources. The College owns the copyrights to such material, but the author(s) shall receive 50% of the net royalties.

C) College-Supported Effort - The category covers copyrightable material produced under terms of a College grant or contract. The College owns the copyright to such material, but the author(s) receive 25% of the net royalties.

3.09 Copyright Policy

1. In the Classroom

a. If one person is being disruptive, the response is:

i. The instructor asks the student to leave the room. Any student who is told by an instructor to leave the classroom must do so immediately. Failure to do so will result in additional sanctions under the Code of Student Conduct.

ii. The student and instructor are to report to the Division Chair or Dean of Enrollment & Student Development Services for conflict resolution after class.

iii. Call Security, if necessary.

b. If several people are being disruptive, the response is:

i. Ask the non-disruptive students to leave for their own safety.

ii. Call Security to handle the problem.

iii. Call the police if necessary (in the case of a threat or actual occurrence of violence).

c. If disruptive person(s) enter the classroom, then follow item 1 or 2 above as appropriate.

Prevention for an on-going problem:

Keep classroom and laboratory doors locked to prevent intruder from entering.

d. The instructor should write up the incident noting the date, time, room number, and name(s) of the disrupter(s), the nature of the disruption(s), witnesses and the action taken. Copies of the incident report must be filed with the appropriate Division Chair and the Dean of Student Development Services as soon as possible.

2. Outside of the Classroom

a. Noise, Behavior

i. Ask the disruptive student to be quiet.

b. Other disruptive behavior

i. Do not attempt to handle the disruption yourself.

ii. Call Security.

iii. Write up the nature of the incident as in item 1d.

3. Prevention of Disruptive Behavior

a. Use Freshman Seminar and/or Orientation to heighten student awareness of appropriate behavior.

b. Security Officers must be present and highly visible during all shifts in all College buildings.

c. Administrators, faculty, staff and students trained in conflict resolution should be available to assist in resolving issues.

d. Enforce the Student Code of Conduct Rules.

3.10 Disruptive Behavior Policy

REASON FOR POLICY

a) To ensure that faculty and staff use electronic mail (email) resources in a manner consistent with furthering the College’s mission and goals;

b) To assist faculty and staff to recognize that email is a form of college records, and to determine what information sent or received via email should be retained and for how long; and

c) To establish acceptable safeguarding practices to ensure the integrity, availability, and usability of email systems on campus.

POLICY STATEMENT

a) The College offers and encourages the use of email services in support of its mission, including the administrative functions that support this mission. All users of college email services must conform to this policy.

b) Any use of email services that interferes with the college mission, activities and functions or does not respect the image and reputation of the College is improper and thereby prohibited. In addition, the following specific actions and use of email are improper and strictly prohibited:

  1. The creation and exchange of messages or file attachments that are illegal or in violation of college policies or guidelines.
  2. The conveyance of privileged, confidential or sensitive information to unauthorized persons.
  3. The creation and exchange of advertisements, solicitations, chain letters, or other spam.
  4. Use of email for commercial, political or private business purposes (Cross reference: Administrative Policies, Policy No. 3.07).
  5. The creation, storage or exchange of information in violation of copyright laws.
  6. Reading or sending messages from another person’s account, except under proper delegate arrangements.
  7. Accessing another person’s email messages without proper authorization or business purpose.
  8. Copying or forwarding messages from another user, which have been altered in such a way as to change the intent of the author.
  9. Sending emails or attached files that exceed the maximum authorized email file size.
  10. Maintaining a mail box that exceeds the maximum authorized email box size. Sending a broadcast email to more than the authorized number of non-college employee recipients without prior approval. Note that broadcast email is different than the use of listserv technologies.

c) College email services may be used for incidental personal non-college purposes provided such use is reasonable and does not interfere with college business.

d) As a resource of the college, all email accounts, and content stored within, are the property of the College.

e) Email users are required to comply with state and federal law, college policies, and normal standards of professional and personal courtesy and conduct (Cross Reference: Administrative Policies, Policy No. 3.07). Access to email services is a privilege that may be partially or wholly restricted by the College without prior notice and without consent of the affected email user under the following circumstances:

  1. When required by or consistent with applicable law or college policy;
  2. Upon reasonable suspicion that violations of applicable law or college policies have occurred or may occur; and/or
  3. When required to meet time-dependent, critical operational needs.

f) Network and email accounts may be monitored for legitimate business reasons, including compliance with this policy, as well as with any applicable laws.

g) Email users are responsible for safeguarding their identification codes and passwords, and for using them only as authorized (Cross Reference: Administrative Policies, Policy No. 3.07).

h) This policy applies to all users of email services provided, owned, or funded in part or in whole by the College and all college email records in the possession of or generated by college employees and other users of email services provided by the College, regardless whether the records were generated on college or non-college owned computers.

i) Violations to this policy should be confidentially reported to the unit department head. Willful violations will result in staff or student disciplinary action up to and including dismissal, referral to law enforcement agencies, or other appropriate legal action.

3.11 Email Use Policy

It is the policy of the College to use all safety precautions to protect the College, its students, faculty and staff during a facility emergency.

Under a facility emergency causing extreme conditions the college will close (or have a delayed opening or early release). Essential personnel such as from Buildings and Grounds and Security will report and essential services will be maintained.

The College recognizes that some essential personnel may wish to absent themselves, with their supervisor’s approval, during a facility emergency because of concern for personal safety. Such faculty and staff members are required to use benefit time or leave without pay to account for the period of absence.

Time Accountability and Pay Practices During Inclement Weather Absences

Absences due to inclement weather and time accountability by faculty and staff members will be governed by the following determinations:

a) Determination by a Governmental Agency (Town, County, State, Federal)

The College will comply with instructions from Governmental Agency’s authorities and follow the collective bargaining agreements’ terms and conditions concerning the attendance actions and compensation practices to be followed during an early release or closing authorized during facility emergency.

b) Determination by the College

Early Release — faculty and staff members authorized “early release” will be compensated in accordance with established practices. Faculty and staff members prompted by concern for personal safety who absent themselves prior to receiving an authorized early release will be expected to charge the entire absence to personal leave, vacation leave, or leave without pay.

Reporting Late — faculty and staff members receiving authorization for “reporting Late” will be compensated in accordance with established practice.

c) Determination by Individual Faculty or Staff Member

Leaving Early — an individual faculty or staff member who decides to leave early will be charged personal leave, vacation leave or leave without pay.

Reporting Late — an individual faculty or staff member who decides to report late may make up the absence during the pay period subject to the authorization of the immediate supervisor or the late absence period will be charged to personal leave, vacation leave or leave without pay.

3.12 Emergency Closings Policy

Any event sponsor (ie., student organizations, faculty or staff) at Sullivan County Community College has a responsibility for the safety and well-being of audience members and participants, as well as performers and workers. Adequate security and crowd management are integral aspects of event planning intended to minimize actual and potential risk to all parties. Adequate security and crowd management may include college Peace Officers, private contract security officers; professionally trained staff members or student workers as part of the security force for an event. Since the college can be held liable for any activity that takes place on its property, adherence to this policy is mandatory for all college sanctioned or contract agency events. Events covered under this policy include but are not limited to:

  • Concerts
  • Lectures/speeches/indoor rallies
  • Sporting events/competitions
  • Outdoor events

Policy

Security needs must be identified prior to contract offer or agreement (See SCCC policy and room reservation forms). The sponsoring organization must make arrangements for security, but the college reserves the right to determine the adequacy of such arrangements. Moreover, it reserves the right to cancel the event if it is determined that the risk: 1) is beyond the college's capabilities; 2) the conditions of this agreement have not been met; or 3) circumstances or conditions have escalated to a level of serious threat to safety and security of the campus.

Guidelines for Security Staffing and Duties

  • Supplemental Staff - (includes but are not limited to college employees or student workers designated
    by their supervisor and are trained in event procedures), are expected to perform assigned tasks under the
    direction of the supervisor or event coordinator, and assist contract security, Peace Officers or Police
    Officers.
  • Contract Security Guard - Assist staff with crowd control and policy enforcement as directed by the supervisor or event coordinator or Peace Officer. Serve as the main point of contact for calls to Peace/Police officers or emergency services.
  • Peace Officer - Spot check and/or work events with notification to the supervisor or event coordinator of any developing or existing problems at the event, investigates, and coordinates the filing of all incident reports regarding SCCC policy or procedural violations.
  • Police Officers/Emergency Services - Whether on scene or called for service, will be responsible for coordinating and investigating all criminal or emergency incidents.

Event Levels and Safety Designations

Level 1 Events -College sanctioned sport event

  • College sanctioned student activities
  • Contract events – attendance up to 400
  • Minimum of 1 security guard
  • Supplemental staff as needed
  • Spot checks by peace and/or police officer

Level 2 Events -Attendance of more than 400 people including staff

  • Designated as a level two event by the Director of Safety and Security due to extenuating
    circumstances (Le., threats, college rivalry, past incidents at similar events).
  • Minimum of 1 peace/police officer
  • Minimum of 2 contract security guards
  • Supplemental staff as needed

Level 3 Events -Attendance of more than 900 people including staff

  • By permit, alcohol is allowed
  • Designated as a level three event by the Director of Safety and Security due to extenuating circumstances (see level 2 above).
  • Minimum of 2 police officers
  • Minimum of l peace officer
  • Supplemental staff as needed

3.13 Event Security and Safety Policy

SUNY Sullivan will make available for occasional use its facilities to off-campus organizations and agencies for educational, cultural, social, civic and recreational purposes. The number of participants may be limited for personnel safety and academic schedules.

The College reserves the right to accept or reject any request for use of facilities and to impose additional requirements other than those named below after reviewing the request of the organization. In the event of a dispute or controversy regarding the meaning, intent or interpretation of anything herein contained, the judgment of the college concerning such disputes shall be final.

Usage

SUNY Sullivan and affiliate groups are those divisions, departments, offices and agencies of the college, as well as organizations and groups that are funded by the college and/or listed in the college catalog (i.e. SUNY Sullivan FSA, Foundation and Dormitory Corporation) and SUNY Sullivan collective bargaining units.

A SUNY Sullivan activity is any event, meeting, conference or activity which is conducted under the auspice of SUNY Sullivan or a SUNY Sullivan affiliate group in which a substantial portion of the cost or in kind services of the event is borne by the college or its affiliate groups.

Non-affiliate groups are all other organizations that wish to use SUNY Sullivan facilities for any event, meeting, conference, activity, show, fair or festival not considered a SUNY Sullivan activity.

Availability of Facilities

All spaces are scheduled through the Campus Events office.

3.14 Facilities Regulations Policy

Designation of Records Access Officer

For the purposes of compliance with the Freedom of Information Law, the President of Sullivan County Community College shall be responsible for instituting compliance with the regulations herein, and shall designate Records Access Officer(s) who shall have the duty of coordinating the College’s response to public requests for access to records.

a) Records Access Officers are:

i) For business records – Associate Vice President for Planning, HR and Facilities

ii) For personnel records – Assistant Director of Human Resources

iii) For student records - Dean of Student Development Services

Location

The President shall designate the location where records shall be available for public inspection and copying.

Hours for Public Inspection

The Records Access Officer(s) or designees shall accept requests for public access to records and produce records during regular business hours on regular working days.

Requests for Public Access to Records

a) Requests must be in writing.

b) The College shall respond to any request reasonably describing the record or records sought within five business days of receipt of the request.

c) A request shall reasonably describe the record or records sought. Whenever possible, a person requesting records should supply information regarding dates, file designations, or other information that may help to describe the records sought.

d) If the College does not respond within five business days of receipt of a request, the College shall furnish a written acknowledgment of receipt of the request and a statement of the approximate date when the request will be granted or denied. If access to records is neither granted nor denied within twenty business days after the acknowledgment of the request, the request may be construed as a denial of access that may be appealed.

Denial of Access to Records

a) Appeals regarding denial of access to records under the Freedom of Information Law may be submitted to the following:

FOIL Appeals Officer, Associate Counsel,

Office of University Counsel, SUNY Plaza

Albany, NY 12246.

Fees

Copies can be made for a charge of .25 cents per page. If possible the information may be provided electronically by email.

3.15 Freedom of Information Policy

It is the policy of the College to remain open during inclement weather periods except under extremely rare conditions, i.e. directive from local and/or state authorities. Inclement weather conditions prompting the suspension of classes for students shall not affect non-instructional work schedules for faculty and staff members with regularly scheduled hours during an inclement weather period. The College recognizes that some faculty and staff members may wish to absent themselves, with their supervisors’ approval, during an inclement weather period because of concern for personal safety. Such faculty and staff members are required to use paid leave or leave without pay to account for the period of absence.

In the event of early closing, departments and divisions will be notified by text and/or e-mail of the time or the closing.

In the event of delayed opening or closing of the College, a message will be placed on the College’s voice mail system. Employees are requested to call the main number of the College to check the message. In both of the above situations, announcements will also be made on local radio stations. Employees may also choose to sign-up to be notified by SUNY NY-Alert by clicking the link provided on the College’s web site.

3.16 Inclement Weather Policy

The Inventory Policy establishes a process for the recording, identification, and accountability of all College owned furnishings and movable equipment items (Equipment) having a minimum cost of $200 each and a life expectancy of over two years. The President of the College shall appoint a Property Manager and assign to the Property Manager the responsibility to maintain a system of equipment control to provide a safeguard against loss and to facilitate effective utilization. The College shall utilize an appropriate property and equipment control system to meet the need for detailed information as to particular identification of the property or equipment and the costs, the depreciation, the assignment and the location of the equipment. The Property Manager, or an appointed designee, who is not responsible for the day-to-day custody of equipment, shall conduct the annual inventory of all equipment assigned to each divisional/unit location. The responsibility for equipment accountability is assigned to the appropriate division/unit head. This policy requires:

a) All items of equipment to be brought under control shall be identified by a serial number affixed to each item.
b) Periodic physical inventories, at least once annually, shall be taken of all items of equipment placed under serial number control.
c) Equipment utilization controls shall be maintained for significant items, whether they are in the form of daily usage records or simple periodic observations to provide a safeguard against loss and to facilitate effective utilization.
d) No item of equipment should be permitted to leave the premises without a pass signed by the proper authority.
e) Unit heads shall be administratively responsible for the equipment assigned to the unit. The equipment assigned should not be permanently transferred without written approval of this individual and the Property Manager.

3.17 Inventory Policy

  1. The College has established a key control policy that limits keys to the building’s exterior doors.
  2. The Buildings & Grounds Department maintains the key control system
  3. Immediately report any lost or stolen keys to the Buildings & Grounds Department.
  4. Key requests should come from the department head in writing or via e-mail to the Buildings & Grounds Department and should include the individual‘s name and the appropriate room numbers involved. Keys will then be issued at which time the individual will be asked to sign for them.
  5. When an individual terminates employment or goes on temporary leave of absence, he/she is asked to return their keys directly to the Buildings & Grounds Department. Please do not “pass them on”.

3.18 Key Control Policy

SUNY Sullivan does not assume responsibility for theft or loss for any reason of student and employees’ personal belongings that may be brought on campus. The College does not replace lost possessions or compensate students or employees for such losses. If a student or employee’s personal belongings go missing on campus, they can check with the Office of Public Safety.

If you bring personal property, such as bicycles, automobiles, audio-visual equipment, computers and computer related equipment, cameras, or other items to campus property, such as parking lots, offices, classrooms, or other college rooms and buildings, please make your own arrangements for their security.

Often students or students’ families and employees have homeowner’s insurance policies that provide some coverage for loss or theft, and students and employees are well advised to know their coverage in case of loss.

3.19 Loss or Theft of Personal Property on Campus

Media coverage is an important part of SUNY Sullivan’s marketing and public relations efforts as it builds our college’s presence in the community and creates awareness with prospective students and industry partners.

If you are contacted by the media, please refer them immediately to the Dean of Communications by sending an email to press@sunysullivan.edu. This allows the college to respond quickly and present a consistent message.

The Office of Communications encourages and welcomes your willingness to help reporters tell SUNY Sullivan’s story. Please contact the Communications Office as soon as you are aware of a story or event you would like to share with the press. News releases are generally e-mailed at least two weeks before an event.

3.20 Media Relations Policy

Purpose
Sullivan County Community College is required by the Higher Education Act amended August 14, 2008, to establish protocol for students living in campus housing and missing more than 24 hours and to provide guidance to employees handling cases involving missing persons.

Policy
The Sullivan County Sheriff’s Office is responsible for investigating reports of missing person(s). The SCCC Office of Public Safety may assist the police department by providing it with information on the missing person(s).

Scope
This policy pertains to all current students of Sullivan County Community College living in the Lazarus I. Levine Hall and ECO Green. All students are encouraged to voluntarily provide contact information to the College in the event there is a report of a missing person.

3.21 Missing Student Policy

The College may permit certain departments to establish a petty cash fund for small or emergency purposes to avoid the inconvenience of processing checks through the College’s purchasing procedures. This fund should not be used to circumvent the College’s purchasing procedures.

Establishment of a Petty Cash Fund
A letter to establish a petty cash fund for the department must be forwarded to the Assistant Controller. The letter should identify the custodian and supervisor, the purpose of the fund, amount of request, security procedures to safeguard the petty cash fund and specific location of the fund. The approval or disapproval of this fund will be made within 14 days.

Custodian and Control of Petty Cash Fund
The Custodian must ensure that the petty cash fund is secure at all times. The funds and receipts are not to be co-mingled with any other personal funds. The funds should be verified and reconciled (at least monthly, depending on volume) and will be subject to unannounced audit by internal staff and external auditors. Please use a petty cash reconciliation form for this. The Controller must be notified of any change in the petty cash custodian.

3.22 Petty Cash Policy

The office of the Associate Vice President for Planning, HR and Facilities shall be responsible for administering the procurement program at Sullivan County Community College.

The procurement procedures employed shall comply with applicable laws and regulations of the State of New York and the County of Sullivan and the policies and procedures established by the SUNY Sullivan Board of Trustees.

SUNY Sullivan shall procure supplies and equipment at the best possible prices and maintain adequate documentation to support this.

3.23 Procurement Policy

SUNY Sullivan will adopt the SUNY policy to take affirmative action to ensure that New York State certified minority and women owned business enterprises (MWBE’s) are given the opportunity to demonstrate their ability to provide the University with commodities and services at competitive prices.

The college will adopt the SUNY goal of 20% of contracts going to MWBE certified firms (this applies to construction contracts in excess of $100,000, and professional services and procurement contracts in excess of $25,000).

The college will allow discretionary purchases under $5,000 to go to MWBE certified firms without a competitive bid.

The college will adopt the advertising and posting practices in SUNY’s Purchasing Guidelines (Document 7557) to ensure MWBE’s are given fair opportunity to bid on all contracts. This includes making use of the NYSEDC MWBE database to identify potential providers.

3.24 Procurement Policy – MWBE

The college will release information concerning students or staff to private parties if the requested information is consistent with the Freedom of Information Law (Cross Reference: Administrative Policies Policy No. 3.15), and to authorized officials by court order, subpoena, and after proper identification and a statement to the effect that the inquiry is authorized as part of an official investigation by officers of law and/or government.

All other inquiries for information concerning students or staff, such as credit inquiries, will be released if such inquiries are in writing and, where appropriate, if prior written permission has been granted by the individual concerned. In cases involving public agencies, including law enforcement officers, inquiries concerning factual matters may be made in writing or in person with the College supplying the appropriate data.

Letters of recommendation for fellowships, grants, and other forms of professional activity and growth may be written by other staff members who have been explicitly named as references.

Request for information on faculty, staff or students should be directed to:

  • The Office of Human Resources for information on faculty and staff.
  • The Dean of Student Development Services Office for information on students.
  • The Office of the Associate Vice President for Planning, HR and Facilities for information on business records.

3.25 Release of Information About Staff or Students Policy

SUNY Sullivan supports faculty/staff for professional development, networking business meetings and conferences to the extent funds are budgeted.

a) All travel authorizations shall be submitted prior to the trip. Please use the form "Request for Travel & Reimbursement" that is found in the Forms folder on the "S" drive.

b) A request for short-term leave form shall be submitted prior to trip. That form is found in the Forms folder on the "S" drive

c) A Vehicle Reservation form shall be submitted prior to trip. That form is found in the Forms folder on the "S" drive.

d) If the trip requires that the traveler receive a cash advance for related expenses, please use the form "FSA Travel Advance" that is found in the Forms folder on the "S" drive.

e) Travel authorization/reimbursements up to $500 must be approved by the Division chair/Department head.

f) Travel authorizations/reimbursements between $500-$1,000, must be approved by the Division chair/Department head and the appropriate Vice President.

g) All travel authorizations/reimbursements in excess of $1,000 must be approved by the President. Requests for travel reimbursements should be submitted after the trip in a timely manner.

Mileage

The mileage rate for use of private cars for professional travel will be consistent with the prevailing rate per mile being used for County employees. Current rates are $.25 per mile for use of personal vehicle at employees choice; $.45 for use of personal vehicle when no college vehicle is available.

Per Diem Allowance

The maximum allowance per diem for meals is $27-$31 as follows:

Metropolitan Area:

Breakfast - $6.00
Lunch - $8.00
Dinner - $17.00 

Other Areas:

Breakfast - $5.00
Lunch - $7.00
Dinner - $15.00

In addition, an allowance of $5.00 per week for incidental expenses is authorized for personnel on business travel which requires them to be away from home for four (4) days or longer.

3.26 Travel Policy

To minimize liability risks, the College's insurance carrier has recommended that the College obtain motor vehicle records for all employee drivers every three years and additional requirements for persons using their own vehicles. This requirement would affect all College, FSA, SCCC Foundation, and Dormitory Corporation employees as well as Board members who will be driving College vehicles/ and or their individual vehicles on College-related business. Currently, all employee drivers of College vehicles are required to provide operator's license information to receive authorization to drive a College vehicle. The proposed policy shall include guidelines and directives regarding vehicle safety standards, prohibited practices while driving, and proof of insurance for non-college owned vehicles used for College-related travel.

The following provisions and policies are intended to reduce the potential of accidents and injuries to members of the College community and those we interact with. All users of College fleet vehicles are to know and abide by these policies and provisions.

Driver responsibilities
Driver qualifications standards for College owned/Ieased and personal/non-college owned vehicles used for College-related travel:

  1. Current, State issued operator’s license.
  2. Drivers must be 18 years of age or older.
  3. Motor vehicle records check (MVR, driver history check) required.
  4. Successful completion of road driver course (if applicable).
  5. Behavior of the driver during subsequent use.
  6. Behavior and social conduct of the driver, both on and off campus.

Drivers of College vehicles are responsible for:

  1. Properly completed Request for Travel form and all associated paperwork.
  2. Appropriate approval for travel.
  3. Conducting an inspection of the vehicle for general condition and safety prior to use.
  4. Timely vehicle reservation through the Business Office, vehicles will be assigned on a first-come basis with these exceptions; admissions, academic and administrative business travel will be given priority over student organizations and athletic teams. In the event that a reserved vehicle is found not to be needed, users are to contact the Business Office as soon as possible so that this vehicle can be rescheduled for others to use. Due to the demand for College vehicles the policy of canceling reservations of unneeded vehicles is mandatory and failure to do so may result in future sanctions.

Policies governing the use of College owned/leased vehicles:

  1. Only authorized drivers may operate College vehicles (vehicles owned and/or leased by the College) to conduct College-related business.
  2. All authorized drivers must be familiar with, and abide by, the motor vehicle laws of the State of New York, laws of other states while driving in those states, and Sullivan County Community College policies governing the use of College vehicles to conduct College-related business.
  3. All persons traveling in a College vehicle must wear/use seatbelts at all times.
  4. Vehicles are to be secured/locked when left unattended.
  5. Smoking, the use and/or possession of alcohol, and the use and/or possession of illicit drugs are absolutely not permitted in College vehicles.
  6. The use of "RADAR" detectors or other form of speed enforcement detection equipment is prohibited in College vehicles.
  7. The use of "Cellular" mobile telephones (of any form or type) by the driver while operating (driving) a College vehicle is prohibited.
  8. At the College's discretion, any trip longer that five (5) hours traveling time (one way) may require two or more drivers per vehicle.
  9. Drivers are required to correctly complete all paperwork as specified in the provisions for use of a College vehicle.
  10. Vehicles are to be retuned to campus upon completion of authorized/official use, parked in the specified parking lot, and readied for use as specified in the general provisions.
  11. Drivers are required to immediately contact the Director of Safety and Security in the event of any accident.
  12. Drivers are required to immediately contact the Buildings and Grounds Department in the event of mechanical difficulty involving a College vehicle or "minor" damage t%r involving College vehicles.
  13. Drivers are required to notify the Director of Safety and Security upon return to campus of any parking violations, or traffic/moving violations.

Returning vehicles to campus:

Upon the completion of use of a College vehicle, the vehicle is to be returned directly to the specified parking lot location, and prepared for its next use. The driver is responsible for completing all required paperwork and for the condition of the vehicle upon its return and must insure the following:

  1. The driver must record the ending mileage (odometer reading).
  2. The vehicle is to have at least one half (1/2) of a tank of gasoline.
  3. All trash and personal items have been removed from the vehicle.
  4. All dirt is brushed from the interior of the vehicle. If this cannot be done by the driver, it is to be noted on the vehicle use form so that the vehicle can be appropriately cleaned and readied for its next use.
  5. Any mechanical/system warnings should be noted on the vehicle use form.
  6. Any minor damages or maintenance needs are to be noted on the vehicle use form.
  7. The driver must give all completed paperwork, gas receipts, credit card(s), keys and associated information to the Business Office or, if the College is closed, place it in the key drop box located by the pedestrian entrance to the loading dock.
  8. Failure to complete the required procedures may result in additional fees and/or sanctions.

Policies governing the use of personal/non-College owned vehicles for College-related travel:

  1. Only authorized drivers may use personal vehicles to conduct College-related business.
  2. Authorized drivers will be required to provide copies of vehicle registration and proof of insurance for adequate levels of auto liability including adequate limits for Uninsured Motorists (UM) and Underinsured Motorists (UIM). The College will determine adequate levels in consultation with its insurance carrier.
  3. All authorized drivers must be familiar with, and abide by, the motor vehicle laws of the State of New York, laws of other states while driving in those states, and Sullivan County Community College policies governing the use of personal vehicles to conduct College-related business.
  4. All persons traveling on College-related business must wear/use seatbelts at all times.
  5. Vehicles are to be secured and locked when left unattended.
  6. The use and/or possession of alcohol, and the use and/or possession of illicit drugs are absolutely not permitted when traveling on College -related business.
  7. The use of "RADAR" detectors or other form of speed enforcement detection equipment is prohibited when traveling on College -related business.
  8. The use of "Cellular" mobile telephones (of any form or type) by the driver while operating (driving) when traveling on College -related business is prohibited.
  9. At the College's discretion, any trip longer that five (5) hours traveling time (one way) may require two or more drivers per vehicle.

3.27 Vehicle Use Policy

It is the interest of Sullivan County Community College to match the personal interests and skills of volunteers to a range of volunteering opportunities determined by the College. Volunteering is a matter of choice. Acceptance of an offer to do volunteer service is the sole right of SUNY Sullivan.

The division, department or office that requests volunteer service must clearly identify the tasks a volunteer will do and the responsibility that goes with those tasks. Volunteers shall not undertake work for which the College pays staff. The collective bargaining units should be fully aware of the areas of undertaken by volunteers.

The College shall give volunteers all materials, equipment and tools to enable them to carry out their tasks. The College shall permit use of college-owned vehicles under similar conditions that apply to College staff. Volunteers shall have access to their work locations under similar conditions that apply to College staff.

The College shall adequately protect volunteers against any risk involved in volunteering. This shall include indemnification, defense, personal accident coverage, liability coverage and auto coverage to the extent such protection is afforded College staff. Volunteers shall follow the College's Purchasing Policy and Procedures and incur no personal expense in doing tasks for the College. Volunteers shall be expected to respect the confidentiality of matters relative to student and College business affairs.

Volunteers shall receive a letter from the appropriate College officer that certifies a volunteer's service to the College.

3.28 Volunteer Services Policy

SUNY Sullivan's IT facilities are available to support web sites and pages which advance the College‘s mission of providing a wide range of higher education services continuing education, student and community services and cultural offerings to various constituencies.

SUNY Sullivan encourages web usage that:

a) Provides information about the College‘s programs and courses, academic and social activities, faculty, staff, students.

b) Enhances or enriches the teaching and learning process.

c) Delivers instructional material either as a prime or supplementary source.

d) Serves as a replacement for traditional publishing methods which use scarce resources.

e) Delivers College services in a more efficient or accessible way.

f) Promotes collaboration, community and innovation.

The College seeks to serve these goals and preserve academic and intellectual freedom while recognizing that, by hosting material on its servers, it acquires responsibilities and potential liabilities. The policies in this document are designed to address this balance and promote responsible and effective use of the World Wide Web.

Legislation Affecting Web Sites and Pages

Federal, state and local laws have an impact on what may be included in material on the web. These laws fall into five general areas:

a) Copyright laws provide protection for the benefit of those who create intellectual property. Complex and fluid laws apply to almost all visual, aural or written material. Assume that if you did not create the material, it is protected and you may not use it without written permission which must be filed with Campus Computer Services. This applies to photographs, printed matter of any type, video, audio, software, scanned material, logos, trade/service marks and phrases and material from other web pages or sites. You may create links to other web pages or sites providing access to material and avoiding the problems of copying.

b) Privacy regulations protect individuals from invasion into their personal lives. A person has a right to go through life without having their image or activities published or commented upon. Certain public figures have lesser protections, but caution should be exercised. Of particular concern to the College is the Family Education Rights and Privacy Act which prohibits the disclosure of virtually all information about students without permission.

c) Libel and slander laws are designed to protect individuals and groups from harm created by published information that is false. For materials to be libelous or slanderous, it must cause harm, be false, and the publisher must intend the harm. The courts have held that recklessness (not checking the truth of statements) can be considered intent. Certain public figures have lesser protections, but caution should be exercised.

d) Pornography/obscenity statutes are intended to protect the public from explicit sexual material. Interpretation of these laws has been troublesome at best, especially when the laws are local. The Internet is the focus of competing regulatory vs. unrestricted speech debates which are unlikely to be resolved soon. Common sense dictates that any sexually explicit material be approved by the College prior to placement on College servers.

e) Regulations designed to make web sites/pages accessible to those with disabilities are being promulgated. As these are instituted compliance will be required.

SUNY Sullivan Policies Affecting College Official Web Sites and Pages

Web sites and pages posted to College servers are considered to be official publications of the College and part of its information and marketing systems. Only approved material may be communicated through the home page and its official links. Approval of material is the responsibility of the Coordinator of Web Development under the direction of the Director of Institutional Computing and College administrators.

In order to be approved, each official site or page must:

a) Adhere to the consistent College graphic standard, including use of the College logo, as determined
by the Coordinator of Web Development.

b) Be the product of or for members of SUNY Sullivan administration, faculty, staff, clubs, or other officially
sanctioned members of the SUNY Sullivan community.

c) Include the site/page manager=s name and email address.

d) Include the last date of revision or modification.

e) Include a live link for comments.

f) Include a link to the College home page.

g) Link to relevant portions of existing sites/pages rather than to duplicate hem.

h) Include “previous” and “next” entries for lengthy documents.

i) Have text labels for graphic or icon links to provide access for those using non-graphical browsers.

j) Not contain any commercial advertising.

k) Conform to the current HTML standard as determined by the Coordinator of Web Development.

SUNY Sullivan Policies Affecting Divisional, Organizational and Professional Web Sites/Pages

SUNY Sullivan divisions, departments and affiliated organizations are encouraged to create and maintain web sites/pages for posting on College servers. This may include professional pages for faculty and staff. These sites/pages must be approved by the Coordinator of Web Development. It is recommended that these sites and pages use templates designed by the Coordinator of Web Development as a starting point.

Professional pages should link from the appropriate divisional page/site. Professional pages should contain information only as it relates to the individual’s responsibilities at the College. Individuals may create personal home pages linked to the official site only through their professional page.

In order to be approved, each such site or page must:

a) Follow generally accepted graphic standards for the World Wide Web and may include the College logo if guidelines for its use are followed.

b) Be the product of or for members of SUNY Sullivan administration, faculty, staff, clubs, or other officially sanctioned members of the SUNY Sullivan community.

c) Include the site/page manager=s name and email address.

d) Include the last date of revision or modification.

e) Include a live link for comments.

f) Include a link to the College home page.

g) Link to relevant portions of existing sites/pages rather than to duplicate them.

h) Include “previous” and “next” entries for lengthy documents.

i) Have text labels for graphic or icon links to provide access for those using non-graphical browsers.

j) Not contain any commercial advertising.

k) Provide warning for size file and type for large links such as multimedia files.

l) Conform to the current HTML standard as determined by the Coordinator of Web Development.

SUNY Sullivan Policies Affecting Personal Web Sites/Pages

SUNY Sullivan encourages individuals from the College community to develop personal pages for posting on the College servers. Individual staff, faculty, student and alumnae pages may be linked to the official site only through divisional, professional or organizational pages. The College does not seek to restrain free speech but reserves the right to remove any page from its server.

Personal pages should:

a) Adhere to the intent of the laws and regulations described above.

b) Link to relevant portions of existing sites/pages rather than to duplicate them.

c) Not contain any commercial advertising.

d) Include the author’s email address as a “mailto” link.

e) Include this disclaimer: “The author of this page is responsible for its content. SUNY Sullivan cannot guarantee the accuracy or completeness of the information on this page and is not liable for any damages, of any kind arising from its use.”

3.29 Web Site Policy

It is the policy of Sullivan County Community College to promote a safe environment for its employees, students, and visiting community members. The College is committed to working with the College community to maintain an environment free from violence(1), threats of violence, harassment (2), intimidation (3), and other disruptive behavior.

Students, faculty and staff, including temporary and part-time staff and visitors, should be treated with
courtesy and respect at all times and are expected to refrain from fighting, "horseplay" (4) or other conduct that may be dangerous to others. Firearms (5), weapons (6), and other dangerous or hazardous devices or substances are prohibited from the premises of SCCC without proper authorization.

Conduct that threatens (7), intimidates, or coerces (8) another employee, a student or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual's sex, race, age, or any characteristic protected by federal, state, or local law.

Incidents of violence, threats, harassment, and intimidation, the possession of firearms and other weapons, or other disruptive behavior will not be tolerated. Harassment and/or intimidation are conduct that disrupts the College environment or results in fear for personal safety. Such behavior can include oral or written statements, gestures, and expressions that communicate a direct or indirect threat of physical harm. Individuals who commit such acts may be removed from the premises and may be subject to disciplinary action, up to and including dismissal or expulsion, and/or criminal penalties.

DEFINITIONS

  1. Violent Acts - Physical force exerted for the purpose of violating, damaging, or abusing an
    individual or property.
  2. Harassment - Subjecting a person to overt or covert threats, taunts, vilification, ridicule, degradation, or ethnic or sexual slurs.
  3. Intimidation - Coercion or attempts at coercion of an individual through the use of fear-inducing conduct by another.
  4. Horseplay - Rough or rude practical jokes or pranks.
  5. Firearm - A weapon, especially a pistol or rifle, capable of firing a projectile and using an explosive charge as a propellant.
  6. Weapon - An instrument of attack or defense.
  7. Threat - An oral or written expression (or inference) of an intention to inflict pain, injury, or punishment on an individual or to damage property.
  8. Coerce - To force to act or think in a certain way by use of pressure, threats, or intimidation.

3.30 Workplace Violence Response and Prevention Policy

SUNY Sullivan enters into a wide variety of contracts including but not limited to contracts for the purchase of goods and services, construction contracts, software license agreements, rental agreements, lease agreements, clinical and other student placement agreements, transfer and articulation agreements, event contracts, contracts to provide educational training, programs, and services to third parties, grant agreements, scholarships agreements, and numerous other forms of
agreements.

For purposes of this policy, a Contract is any document that contains an agreement between the College and an outside party which imposes any kind of obligation on the College, entitles the College to a benefit, or otherwise affects the College’s rights, whether or not there is an exchange of funds between the College and the outside party. A contract which meets this definition is subject to this policy regardless of how it is titled (e.g., a contract may also be called an agreement, memorandum of understanding, memorandum of agreement, letter of intent, letter of agreement, license, lease, etc.) This policy also applies to any amendment, addendum, modification, correction, renewal, or extension of a contract.

Procedures:

All contracts should be initiated well in advance of the start date for the applicable contract to allow time to follow the College’s contract procedures and negotiate the best terms and conditions for the College. Because contracts can create various forms of liability for the College and may create other obligations for the College or impose limitations on the College, it is essential to insure that all contracts follow and comply with the following procedures to the extent applicable:

Contracts related to the purchase of goods and services and construction contracts must comply with the College’s Procurement Policy, the College’s other Financial Policies, and must be coordinated with the College’s Purchasing Department;

All contracts must comply with the College’s Ethics and Conflict of Interest Policy;

Contracts for software licenses and other information technology services must be reviewed by the Director of Information Technology or his/her designee;

Contracts which involve the purchase of goods or services over $5000 must be reviewed by the Controller or his/her designee;

All contracts must be reviewed by the Executive Council member of the Division in which they originate.

All contracts must be approved by the President of the College or his/her designee.

Contract Review and Authorized Signatures:

Contracts must be made in accordance with the established policies and procedures of the College and may only be executed by the President of the College or his/her designee.

Final Contracts:

The Division which originated the contract is responsible for retaining the fully executed version of the Contract. An electronic version of all contracts for the purchase of goods and services and/or construction contracts must be shared with the Purchasing Department.

3.31 Contract Procedures and Authorized Signature Policy

Purpose

The purpose of the SUNY Sullivan Wellness Program is to enhance the physical, emotional, and intellectual health of our employees and students by developing awareness through education and voluntary onsite health related programming, as well as by connecting employees/students to external resources through our benefits programs out of Human Resources and Student Activities. Our goal is to create a culture of health that increases individual self-efficacy around personal wellness. This will ultimately improve employee/student morale, well-being and happiness, while concurrently lowering overall health care costs and improving productivity for our entire college community. Studies have shown that institutions that offer a wellness program have many benefits which may include:

  • Bolster employees’ and students’ morale and commitment to the college by showing administration cares about their well-being
  • Help employees/students better manage their time and stress
  • Assist in employee recruitment and retention
  • Improved productivity
  • Decreased absenteeism and healthcare costs

Goals and Objectives

The SUNY Sullivan Wellness Program has several goals:

  • To increase Health Awareness and Education through,
    • Disease Management Resources
    • Seminars and Classes
    • Blood pressure screenings
    • Biometric screenings
  • To increase nutritional knowledge through cooking and nutrition classes and by providing information on healthy eating options in the school cafeteria as well as nearby restaurants and through the promotion of our community gardens.
  • To provide wellness and fitness classes that encourage employees and students to be active
  • To promote a Tobacco-free Campus

Our wellness program objectives are to increase health and wellness, boost morale, decrease absenteeism among students and employees and promote a sustainable lifestyle. We will measure these objectives for employees by collaborating with HR to measure progress through claims experience data provided through our health insurance, as well as through employee surveys. We will measure these objectives for students through data provided by the Health Services office and by collaborating with Student Activities to create data through student surveys.

Participation

  • Participation is voluntary; employees and students may pick and choose activities as desired.
  • We encourage employee/student participation in offering wellness activities to the campus community.
  • Some programs and activities could have nominal costs associated with participation.
  • Activities will be offered primarily during non-work hours such as lunch or before or after business hours. Participation in activities offered during business hours must have the approval of supervisor and time spent participating in the activity must be made up with working hours. Participation in an activity may not be in lieu of work.
  • Incentives will be offered to reward participation in wellness activities when available. All incentives will be offered in accordance with NY state ethics guidelines. No incentive should include additional benefit time or monetary reward and should not be contrary to a Collective Bargaining Agreement.

Liability

Participation in wellness activities is voluntary and the College is not liable for injuries sustained to employees or students during their participation in these activities. Please note that before embarking on any physical activity program at the College employees should receive medical clearance from their physician. Health Waiver forms may be required for certain activities.

3.32 Campus Wellness Program Policy

4.00 PERSONNEL POLICIES

The President shall be appointed by the Board of Trustees in accordance with the provisions of the Education Law which applies to the operation of community colleges. The affirmative vote of a majority of all voting members of the Board shall be required.

Appointments of all other members of the staff and faculty shall be made by the President and shall be noted by the Board of Trustees. Appointments of part-time employees shall be made by the Vice President overseeing the department where the part-time employee shall work. See also Article VII of the Agreement between the County of Sullivan and Teamsters Local 445 (hereafter referred to as the Teamster CBA) and Articles 13, 14 and 15 of the Agreement between Sullivan County Community College and The Professional Staff Association (hereafter referred to as the PSA CBA.)

Employment of Managerial/Confidential Employees

Sullivan County Community College employs individuals to fill certain titles to perform managerial and confidential functions as defined by the New York Civil Service Law. Such employees do not have academic rank, tenure or continuing appointment.

The employment relationship between the College and its Managerial and Confidential employees is “at will.” That means that either Sullivan County Community College or the Managerial and Confidential employees may terminate the employment relationship at any time for any reason. Nothing in any manual, appointment letter, or any other document or statement, whether oral or written, should be construed to create or imply a continuing employment expectation for any Managerial/Confidential (MC) employee.

Work Schedule

MC employees establish a normal work schedule to be approved by the immediate supervisor. Such schedule is result driven and position specific. There are frequent meetings during the evening at which attendance must be considered as part of the normal responsibilities of those who are in this area of work.

Also, there may be times when the workload may be such as to require numerous hours beyond that considered to be the normal working hours. This is considered a part of the responsibility of those who are classified as MC employees. An MC employee’s schedule, on the other hand, is sufficiently flexible to allow for time away from the office during the normal work day with the approval of the immediate supervisor. As an exempt employee, MC employees are not eligible for premium overtime pay or compensatory time.

Separation from Service

Although MC employees may terminate their employment relationship at any time for any reason, MC employees separating from service are encouraged to give the College sixty days notice of resignation and/or four months (120 days notice) of intent to retire.

The President may dismiss any MC employee at any time for any reason. At the discretion of the President, the employee may be offered a severance package in addition to payment of allowed vacation leave accruals.

Insurance Benefits

Health insurance for MC employees shall be administered in a manner consistent with the provisions of the collective bargaining agreement between the College and the Professional Staff Association (“PSA CBA”). Life insurance for MC employees shall be administered in a manner consistent with the provisions of the PSA CBA. Disability insurance for MC employees shall be administered in a manner consistent with the provisions of the PSA CBA.

Insurance benefits for MC employees are subject to modification by the College at any time, with or without notice.

Retirement Plan Options

Membership in retirement systems for MC employees shall be administered in a manner consistent with the provisions the PSA CBA and the options and eligibility requirements determined by the State University of New York and the retirement systems’ rules.

Retirement Plan Options for MC employees are subject to modification by the College at any time, with or without notice.

Paid Leave

MC employees are considered twelve month employees and accrue the benefit time during the fiscal year (i.e., September 1st through August 31st). MC employees accrue the following benefits, which are subject to change by the College, with or without notice:

Sick leave 10.5 hours (1 1⁄2 days) per month
Personal leave 3.5 hours (1⁄2 day) per month
Vacation 14 hours (2 days) per month
Holidays employees will receive their regular daily pay on days where the College is closed in observance of a holiday

College closure employees will receive their regular daily pay on days where the College closes or changes its operating schedule due to weather or other emergencies only if the employee is expected to work on that particular day and has not been granted the day off using benefit time. No additional accrual of leave time will occur if the MC employee works on or off-site during a campus closure.

Sick leave may be used for the employee’s own illness or to care for a spouse, child, parent or parent-in- law, or for medical appointments. Unused accrued sick leave may be carried over to the next year. An employee may accrue up to 200 days of sick leave. Sick leave has no monetary value upon separation from service.

Personal leave may be used to attend to personal matters. Unused accrued personal leave shall be converted to sick leave at the end of the fiscal year. Personal leave has no monetary value upon separation from service.

Vacation time must be approved by the MC employee’s supervisor prior to being scheduled. Unused and accrued vacation may be carried into the next fiscal year. If an employee’s accrual balance exceeds 40 days at the end of the fiscal year (August 31st), his or her vacation time will be reduced to 40 days effective September 1st. The maximum amount of vacation time that an employee may receive upon separation from service is 30 days.

Salary

The salary of an MC employee will be approved by the President based on a schedule approved by the Board of Trustees upon the recommendation of the President. Such salary is a fixed annual salary that is paid on a bi-weekly basis. Employees are paid to perform a specific job rather than for specific hours of work and therefore are not authorized overtime pay.

Salary increases for MC employees are determined by the Board of Trustees.

Waiver of Tenure

It is specifically understood and agreed that MC employees shall not be eligible for continuing appointment (i.e., tenure) or similar status. Persons who vacate a position with academic rank or who have been appointed initially in an academic rank eligible for continuing appointment shall retain their progression toward or achievement of continuing appointment upon accepting an MC position and their progress toward or achievement of continuing appointment will be held in escrow for one year. Should the employee decide to return to the continuing appointment eligible position within one year, tenure or progress toward tenure will be reactivated less the time spent in an MC role.

4.01 Administrative Appointment Policy

SUNY Sullivan is an open admission public institution providing students meet the admission criteria of the institution as outlined in the College Catalog.

SUNY Sullivan policy prohibits discrimination on the basis of race, color, religion, sex, marital or parental status, national origin or ancestry, age, mental and/or physical disabilities (except where they are bona fide occupational qualifications), sexual orientation, gender identity, military or veteran status, or other legally protected characteristics or conduct. The College’s nondiscrimination policy applies to the admission and retention of students; recruitment, employment, and retention of faculty and staff; and access to and treatment in the College’s programs and activities.

The College is obligated to provide and maintain an atmosphere within the College Community that is conducive to academic pursuits and ensure campus safety.

APPLICABILITY/ACCOUNTABILITY

These policies are applicable to the admission of prospective students who have been convicted of a felony and/or dismissed from a college or university for disciplinary reasons.

The authority for this policy is:

  1. 8NYCRR 605.2 – Admission to college programs shall be based on the qualifications of the applicant and shall be granted in a nondiscriminatory manner.
  2. 8 NYCRR 600.2 – The college trustees shall discharge such other duties as may be appropriate or necessary for the effective operation of the college.

POLICY STATEMENT

SUNY Sullivan is governed by state and federal statutes, regulations, rules and policies of the SUNY Sullivan Board of Trustees as well as the regulations, rules and policies of the State University of New York (SUNY), and other applicable laws and collective bargaining agreements.

SUNY Sullivan will not deny the opportunity for admission to study solely because of your status as a known ex-offender or due to dismissal from another college. The College, however, reserves the right to deny the opportunity to study when such study would involve unreasonable risk to property or to the safety and welfare of specific individuals or the general public.

DEFINITIONS

Dean of Student Development Services (Dean). The individual designated to act as the central clearinghouse for reviewing and coordinating the admission of ex-offenders.

Dismissal from a college. Dismissal from a college for disciplinary reasons is defined as temporary and/or permanent separation from an institution of higher education on the basis of conduct or behavior.

Felony. A felony in New York State law is defined as a crime for which more than one year in prison may be imposed. The felony questions apply if you have been convicted as an adult. If you have been adjudicated as having juvenile delinquent or youthful offender status, you are not required to respond “yes” to the felony question.

Admissions Screening Committee. The persons duly charged by the President of SUNY Sullivan to review applications, felony and arrest records, and/or disciplinary records of applicants who have felony convictions and/or were dismissed from another educational institution. The Dean of Student Development Services, the Director of Public Safety, and The Director of Admissions are standing members of the committee though others may be appointed at the discretion of the President of SUNY Sullivan.

4.02 Admission of Ex-Offender Policy

Earning Benefit Time

The amount of hours attributed to a position by the Collective Bargaining Agreement (CBA) or, for those not covered by a CBA, the employee’s contract.

Accrued Benefit Time

The amount of actual hours an employee is eligible to use as time off based on the number of  months the employee worked during the current academic year or as provided for under the CBA or contract.

Managerial Confidential Employees

Managerial Confidential employees are granted 14 sick days(98 hours), 6 personal days(42 hours) and 24 days (168 hours) of vacation per fiscal year. In the interest of employee personal needs and College fiscal liability, upon submission of a signed contract, an employee will be credited with half of the granted leave effective September 1st and the other half effective February 1st in anticipation of the employee working the term of the signed contract. Any employee who terminates employment prior to the completion of his or her contract will be entitled to be paid for only the amount of vacation time accrued as a result of the actual time worked during the contract year. Sick and personal time have no monetary value at the time of termination. An employee who has used more benefit time than he or she is entitled to will have the monetary value of the excess time subtracted from his or her final pay or the time deducted from any vacation time paid at the time of termination.

Sick, Personal and Vacation time is prorated by dividing the annual benefit time granted by 12 months. Employees are credited with a half month of benefit time if the date of hire is the 16th of the month or later or the date of termination is between the first and 15th of the month; a full month if the date of hire is between the first and 15th of the month or the date of termination is the 16th of the month or later. The accrued time is then rounded, following standard rounding principles, to the nearest quarter hour, e.g. 4.34 hours becomes 4.25 hours and 4.68 becomes 4.75 hours.

In the interest of providing work-life flexibility, Managerial Confidential employees are expected to work a minimum of 35 hours per week in order to maintain their full-time status. Beginning 9/1/2011 benefit time will be tracked in hours and can be used by employees in as little as quarter hour increments, with approval from the employee’s immediate supervisor, in order to ensure that the employee maintains his or her full-time status by accounting for a minimum of 35 hours per week.

Academic Support staff and Non-teaching faculty

In accordance with section 2102.2 of the PSA CBA, Academic Support staff and Non-teaching faculty are granted either 12 sick days (84 hours) or 14 sick days (98 hours), 5 personal days (35 hours) and 25 (175 hours), 36 (252 hours) or 44 (308 hours) days of vacation per fiscal year. Vacation time is accrued on a monthly basis over a ten month period (September 1st through June 30th) that results in the employee accruing the full annual vacation time by the 30th of June each year. Any employee who terminates employment prior to the completion of his or her contract will be entitled to only the amount of vacation time accrued as a result of the actual time worked during the contract year.

In the interest of employee personal needs and College fiscal liability, upon submission of a signed contract, an employee will be credited with half of the granted vacation time effective September 1st and the other half of the vacation time effective February 1st in anticipation of the employee working the term of the signed contract. Any employee who terminates employment prior to the completion of his or her contract will be entitled to only the amount of vacation time accrued as a result of the actual time worked during the contract year.

If an employee is hired between September 1st and June 30th, the annual amount of vacation time attributed to the position is divided by 10 (to determine the monthly accrual) and then multiplied by the number of months between the date of hire and June that the employee is anticipated to work. If an employee terminates prior to the end of the academic year of his or her first year of employment, the monthly accrual is multiplied by the number of months worked in the current academic year by the departing employee. Employees are credited with a full month of benefit time if the date of hire is between the first and 15th of the month; a half month if the date of hire is the 16th of the month or later. The accrued time is then rounded, following standard rounding principles, to the nearest quarter hour, e.g. 4.34 hours becomes 4.25 hours and 4.68 becomes 4.75 hours.

For employees terminating prior to the end of their 2nd or subsequent year of employment, vacation time is prorated by dividing the annual benefit time granted by 10 months (i.e., September 1st through June 30th.) Employees are credited with a half month of benefit time if the date of termination is between the first and 15th of the month and a full month if the date of termination is the 16th of the month or later. The accrued time is then rounded, following standard rounding principles, to the nearest quarter hour, e.g. 4.34 hours becomes 4.25 hours and 4.68 becomes 4.75 hours.

In accordance with section 2105 of the PSA CBA, Academic Support staff and Non-teaching faculty
accrue half of the annual sick time effective September 1st and the second half of the annual sick
time effective February 1st each year.

If an employee is hired between September 1st and June 30th, the annual amount of sick time attributed to the position is divided by 10 (to determine the monthly accrual) and then multiplied by the number of months between the date of hire and June that the employee is anticipated to work. If an employee terminates prior to the end of the academic year of his or her first year of employment, the monthly accrual is multiplied by the number of months worked in the current academic year by the departing employee. Employees are credited with a full month of benefit time if the date of hire is between the first and 15th of the month; a half month if the date of hire is the 16th of the month or later. The accrued time is then rounded, following standard rounding principles, to the nearest quarter hour, e.g. 4.34 hours becomes 4.25 hours and 4.68 becomes 4.75 hours. Sick time has no monetary value at the time of termination.

In accordance with section 2105 of the PSA collective bargaining agreement, Academic Support staff and Non-teaching faculty accrue five personal days per year effective September 1st.

If an employee is hired between September 1st and June 30th, the annual amount of personal time attributed to the position is divided by 10 (to determine the monthly accrual) and then multiplied by the number of months between the date of hire and June that the employee is anticipated to work. If an employee terminates prior to the end of the academic year of his or her first year of employment, the monthly accrual is multiplied by the number of months worked in the current academic year by the departing employee. Employees are credited with a full month of benefit time if the date of hire is between the first and 15th of the month; a half month if the date of hire is the 16th of the month or later. The accrued time is then rounded, following standard rounding principles, to the nearest quarter hour, e.g. 4.34 hours becomes 4.25 hours and 4.68 becomes 4.75 hours. Personal time has no monetary value at the time of termination.

An employee who has used more benefit time than he or she is entitled to will have the monetary value of the excess time subtracted from his or her final pay or the time deducted from any vacation time paid at the time of termination.

In the interest of providing work-life flexibility, Academic Support staff and Non-Teaching faculty are expected to work a minimum of 35 hours per week in order to maintain their full-time status. Beginning 9/1/11 benefit time will be tracked in hours and can be used by employees in as little as quarter hour increments, with approval from the employee’s immediate supervisor, in order to ensure that the employee maintains his or her full-time status by accounting for a minimum of 35 hours per week.

Faculty

Faculty members are granted 12 sick days and five (5) personal days per fiscal year in accordance with the PSA CBA.

In accordance with section 2105 of the PSA CBA, faculty accrue half of the annual sick time (six days) effective the start of the fall semester and the second half of the annual sick time (six days) effective the start of the spring semester each year.

If a faculty member is hired after the start of either the fall or spring semester, that semester’s amount of sick time is divided by 4 (to determine the monthly accrual) and then multiplied by the number of months remaining in the semester that the employee is anticipated to work. The accrued time is then rounded, following standard rounding principles, to the nearest half-day, e.g. 4.25 days become 4.5 and 4.24 becomes 4 days. Sick time has no monetary value at the time of termination.

In accordance with section 2105 of the PSA collective bargaining agreement, faculty members accrue five personal days per year effective September 1st.

If a faculty member is hired at the start of the spring semester, the new faculty member will receive 2.5 days of personal time for use during the spring semester. If hired within the fall semester, the amount of personal time accrued for the fall semester is determined by dividing 2.5 days by 4 months to determine the monthly accrual. The monthly accrual is then multiplied by the number of months remaining in the semester that the employee is anticipated to work. The accrued time is then rounded, following standard rounding principles, to the nearest half-day, e.g. 4.25 days become 4.5 and 4.24 becomes 4 days and 2.5 days (for the spring semester accrual) is added to the total number of personal days accrued. If hired within the spring semester, the amount of personal time accrued is determined in the same manner as described above for being hired within the fall semester. Personal time has no monetary value at the time of termination.

A faculty member who has used more benefit time than he or she is entitled to will have the monetary value of the excess time subtracted from his or her final pay or the time deducted from his or her final pay.

Benefit time for teaching faculty is tracked and used in either full or half day increments.

Civil Service employees

Sick and Vacation time are accrued on a monthly basis in accordance with the manner specified in the Teamsters CBA. Employees are credited with personal time on a quarterly basis as specified in the Teamsters CBA.

For Civil Service employees, the terms and conditions regarding accruing and using vacation, sick and personal time is specified in the CBA. Neither sick nor personal time has monetary value at the time of termination. An employee who has used more benefit time than he or she is entitled to will have the monetary value of the excess time subtracted from his or her final pay or the time deducted from any vacation time paid at the time of termination.

Holidays

The number of holidays observed by the College is dictated by the Teamster contract and applies to the members of the Teamster Unit as indicated by this policy statement. The dates on which some holidays are observed by the closing of the College may differ from the traditional date on which the specific holiday is typically observed in order to limit conflict with the academic calendar. An individual employee’s eligibility for holiday pay is determined by the traditional date of the holiday, not the College’s observed date. Civil Service employees hired after the traditional date of a holiday but before the College’s observed date, are not eligible for the holiday as a paid day off and will be charged either personal or vacation time for the day. Civil Service employees hired after the College’s observed date of a holiday but before the traditional date on which the holiday is typically observed will receive a floating holiday to be used before the end of the academic year.

Managerial Confidential, Academic Support staff, Teaching and Non-teaching Faculty scheduled to work on a day that the College is closed in observance of a holiday are paid for their scheduled hours for that day without charge to their benefit time and are not obligated to report for work on that day.

Certain grant-funded positions must follow the traditional holiday observance dates established by the County rather than the College’s observed dates.

4.03 Benefit Time Usage Policy

SUNY Sullivan discourages faculty, staff and students from bringing their children to work or to classes. However, in those circumstances when children must come to campus, the following guidelines apply:

  • Students with children must obtain explicit permission from an instructor allowing them to bring a child with them to class. Such permission should be granted sparingly and should take into consideration the best interest of all the students in the class.
  • Children are not permitted in laboratories under any circumstances.
  • Students, faculty and staff with children must obtain explicit permission from their immediate supervisor allowing them to bring a child with them to their work area. Such permission should be granted sparingly and should take into consideration the best interest of all the employees of the department.
  • Children are not to be left unattended on campus, including the grounds and parking lots. All children on campus must remain under the strict supervision of their parent/guardian. All children must be accompanied to all restroom facilities of the College.
  • Any unsupervised child found wandering around campus may be detained by security personnel. In such cases, the child’s parent/guardian will be immediately contacted and asked to either resume supervisory responsibility for the child or leave campus with the child.

4.04 Children on Campus Policy

Definitions
Conflict of Interest: Any interest, financial or otherwise, direct or indirect; participation in any business, transaction or professional activity; or incurring of any obligation of any nature, which is or appears to be in substantial conflict with the proper discharge of an employee's duties in the 'public interest.' A conflict of interest is also any financial interest that will, or may be reasonably expected to, bias the design, conduct or reporting of sponsored research.

Ethics and Conflict of Interest Policy
During the service to the College, the varied interests and backgrounds of the Board members, officers, faculty and staff, may result in situations involving a dual interest which might be interpreted as a conflict of interest. Service should not be rendered impossible solely by reasons of duality of interest or possible conflict of interest. Service to the College nevertheless carries with it a requirement of loyalty, and fidelity to SUNY Sullivan, and with those the responsibility to carry out the business of the College economically and honestly, exercising the best skills and judgment for the benefit of the College. The avoidance of actions which could conflict with the proper duties and responsibilities is highly advisable. The proper performance of official duties sets an example for the students and inspires public trust and confidence in the Board, the College and its administration, faculty and staff.

No employee of the College or Board of Trustee member shall receive a direct or indirect pecuniary or material benefit as a result of a contract with the College or perform any act which is in substantial conflict with the proper discharge of duties and responsibilities. It shall be the obligation of the Board member and employee of the College to inform the Chair of the Board and President of the College respectively of any personal interest which he/she may have in any business transaction of the College which is in conflict with the proper discharge of duties in the public interest. No Board member or employee of the College shall use his/her position to get privileges for himself or herself or others, or to give the impression that he/she could be influenced to do so. Nothing herein shall be deemed to preclude conduct authorized by Article VIII A of the Sullivan County Code.

College Faculty and staff may not engage in other employment which interferes with the performance of their professional obligation. Trustees, Faculty and staff, to the extent required by law or regulation, shall disclose at minimum whether they (and their spouses and dependent children) have employment or financial interests or hold significant offices, in external organizations that may affect, or appear to affect, the discharge of professional obligations to the College.

Failure of any Board member or College employee to conform with the above policy subjects him or her to sanctions under policies of the Board of Trustees and/or the laws of the County of Sullivan and the State of New York

Revised March 2022

4.05 Conflict of Interest Policy

In accordance with resolution #010-98, approved 10/15/98, it is the policy of the Board of Trustees that Management Confidential (Administrative Exempt) employees as defined in Article 10 of the Civil Service Law of the State of New York, excluding all employees represented by a certified representative, are provided a mechanism for progressive discipline designed to avoid the necessity of formal disciplinary measure. However, formal disciplinary measures shall be included as part of the disciplinary procedure.

Progressive discipline shall include, but shall not be limited to the following components:

  • informal meeting between the employee and his/her supervisor;
  • a verbal warning to the employee;
  • written expectations and corrective measure;
  • written notification to the employee with a copy to his/her personnel file;
  • suspension without pay;
  • demotion in rank or removal from the position; and
  • termination of employment.

It is the President’s responsibility to develop the appropriate procedure within the guidelines set forth in the policy statements above and to ensure that the policy and procedures are followed.

4.06 Disciplinary Policy for MC Employees

Recommended changes to the Agreement Between The County of Sullivan/Sullivan County Community College and the Professional Staff Association September 1, 1999 – August 31, 2004 per Article 25 Changes in Agreement.

Policy and Guidelines for Web-Based Academic Courses and Programs

Policy on SUNY Sullivan Web-Based Academic Programs

As stated in its Mission Statement, SUNY Sullivan is committed to “offering specialized high quality curricula, and marketing them effectively to potential students not only throughout New York State, but throughout the United States and abroad, when and where appropriate.” Consistent with this mission, SUNY Sullivan is further committed to developing, marketing, and delivering academic web-based courses and online degree and certificate programs.

Policy on SUNY Sullivan Web-Based Instructor Eligibility

All SUNY Sullivan faculty and adjuncts, referred to here as “Instructors,” are encouraged to consider developing and delivering SUNY Sullivan courses using internet technology. Interested faculty must discuss this possibility with their Division Chair. In considering an Instructor for assignment to a web-based course, Division Chairs will consider: a) student evaluations from past courses, b) peer evaluations, c) periodic performance evaluations, and d) the historical student retention rate for that Instructor’s classes.

In 2003, the SUNY Learning Network (SLN) is the primary delivery vehicle for distance delivery of credit courses. SLN participation in no way limits SUNY Sullivan web-based academic course delivery options. In addition to world wide web internet delivery via SLN or other program, courses may be developed and delivered online via the SUNY Sullivan intranet or via connectivity with one or more remote locations. The Office of the Vice President for Academic and Student Affairs will determine the appropriateness of distance learning venues.

There will be no difference between courses developed for SLN delivery, other internet delivery, SUNY Sullivan internal web-based delivery, or other venues in regard to Instructor selection, evaluation, retention, or remuneration. All courses developed for delivery using internet technology will be defined as “online” or “web-based”, regardless of which format is employed in their development. SLN courses, therefore, will be considered a subset of SUNY Sullivan web-based courses.

Division Chairs should examine their program offerings and identify those programs that might be suitable for online degree/certificate delivery. If practicable, General Education courses, courses in high demand, and courses leading to degrees/certificates that may prove suitable for online completion should be prioritized for online delivery.

The Faculty’s Standing Committee on Teaching and Learning helps the College continually improve the teaching and learning process. The Committee may periodically publish guidelines for the development, delivery and evaluation of teaching and learning practices of various kinds, including guidelines for web-based delivery of course materials.

Procedures for the Assignment of Web-Based Instructors

Existing SUNY Sullivan faculty or adjuncts must obtain permission of the appropriate Division Chair to: a) develop and teach each new web-based course, or b) update and teach a previously developed course. Once the Chair has obtained the permission of the Vice President for Academic and Student Affairs to proceed with these plans, a web-based workload assignment may be made.

Some courses may not be appropriate for web-based delivery. Appropriateness of a course for web-based delivery will be left to the discretion of the Division Chair. If an Instructor and Chair cannot resolve a disagreement about the suitability of a course for web-based delivery, the matter should be taken to the Vice President for Academic and Student Affairs. After
appropriate consultation, the decision rests with the Chair and the Vice President for Academic and Student Affairs.

Policy on Office Hours for Web-Based Instructors

Any Instructor who is teaching a web-based course for SUNY Sullivan will be asked to keep on-line office hours. The Instructor is expected to be available to students via distance communication during posted, on-line office hours. The office hours will be disseminated to the Chair and to the Division’s support staff and they will be posted online.

Procedures for Assignment as a SUNY Learning Network (SLN) Instructor

A “first time SLN Instructor” is defined as an Instructor who is teaching an SLN course for the first time, regardless of prior teaching experience. Instructors must register for and successfully complete the prescribed course development workshops. SUNY Sullivan will reimburse Instructors for reasonable travel expenses relating to workshop attendance provided the paperwork is submitted in accordance with SUNY Sullivan policy.

It is possible that a first time SLN Instructor will plan to teach an existing course. Such Instructors will be expected to attend the prescribed SLN course development workshops.

Policy on SUNY Sullivan SLN Course Load

This section covers only SLN courses; class sizes for other web-based courses will be set by the Chair, but will usually follow these same guidelines. If the Instructor and Chair cannot agree on an appropriate class size, the Vice President for Academic and Student Affairs will make the final determination.

Web-based courses offer a great deal of flexibility and may or may not conform to on-seat start or stop dates. Additional guidelines may be developed and implemented if the academic year is broken into smaller online components. Under the traditional calendar system, with approval from the Division Chair and the Vice President for Academic and Student Affairs, SLN Instructor workload limits are as follows:

  • During Spring or Fall Semester: Full time faculty may teach up to 2 SLN courses not to exceed 50% or their regular full time workload.
  • During the summer: Instructors may teach a maximum of 8 SLN credit hours.
  • During Intersession: Instructors may teach a maximum of 4 SLN credit hours.

Policy on SUNY Sullivan SLN Class Size

Approval to add a second section of an online course must be obtained from both the Division Chair and the Vice President for Academic and Student Affairs. Approval to teach an additional section of a course could result in exceeding the maximum credit hours for SLN. Such approval may still be granted on a case-by-case basis after a review of the overall workload and other factors. Additionally, if creation of another section results in a double overload, approval must come from the President, as it must for all courses. First time SLN Instructors are limited to one section of one course (or course plus lab).

Minimum class size:
SUNY Sullivan SLN courses drawing an enrollment below 10 students are subject to consideration for cancellation.

Maximum class size:
First time SLN Instructors will be limited to offering one section of one course (or course plus lab) with a maximum of 16 students.

Repeat SLN Instructors will have a maximum load of 20 students per section. Instructors may make the decision to increase class size.

Class size often changes during drop/add processing. If a second section is opened, student distribution may be adjusted by the Instructor(s) to optimize student interaction.

Policy on SUNY Sullivan Web-Based Course Evaluations

The Office of the Vice President for Academic and Student Affairs, the Division Chair and the Instructor will determine the best method(s) for evaluation of online teaching and learning consistent with the guidelines and requirements of the New York State Education Department (NYSED), the State University of New York (SUNY), and Sullivan County Community College (SUNY Sullivan). The SUNY Sullivan SLN Academic Coordinator, the Director of Institutional Research, or any future Director of Online Learning (or person with similar title) may impose additional standardized assessment requirements consistent with “best practice”, Policy Governance outcome measures, or other internal research requirements. Such requirements will generally be discussed and disseminated prior to the start of the semester(s) to which they are intended to apply. Web-based Instructors should be aware that they are participating in a growing program subject to some experimentation and assessment beyond that which might be expected from an on-seat course.

Policy on SUNY Sullivan Web-Based Instructor Compensation

Each Instructor will be compensated at their respective rank for course delivery.

“Course development” at SUNY Sullivan means that the Instructor agrees to develop and present the following: a course concept for the approval process, a course outline that includes SUNY Sullivan and applicable SUNY General Education course objectives, a complete syllabus with lesson plans, content material for each lesson, and a student learning outcomes assessment plan that includes materials such as test questions or portfolio evaluation criteria. Instructors who develop courses for web-based delivery may expect assistance from the SUNY Sullivan Instructional Technology Coordinator/Multimedia Instruction Developer (MID) and others. Each Instructor receiving such assistance is expected to attempt to learn the skills needed to develop their own materials.

Instructors will be paid:

  • $500 for developing his/her first online course.
  • Up to $2,000 for development of an online course provided this request is made by the College and the course becomes the property of the College. A request of this nature will come from the Division Chairperson with approval of the Vice President for Academic & Student Affairs and does not apply to courses readily available in the catalog.
  • Compensation for teaching all SLN courses is the same as for on-seat courses.

The development and delivery of web-based courses requires suitable computing power, graphics display capability, video streaming, sound, and similar functions. SUNY Sullivan will provide web-based Instructors with a computer suitable for development and delivery of online courses. The College will provide the appropriate technology needed to develop and deliver instruction.

Instructors are expected to maintain their online courses with no expectation of additional course preparation compensation. Faculty and staff have first right of refusal to teach online courses they developed.

If a first-time on-line instructor develops a course that is then postponed, shelved, or cancelled due to low enrollment, compensation is still due provided all criteria were met in good faith. If an instructor is asked to develop a new course that is not available “on-seat,” the chair may request that the instructor be compensated. In such a case the College will own the course and the instructor will have the first right of refusal to teach the course. If an online course is assigned to a different Instructor and that Instructor and Chair agree that the course requires a complete overhaul, the Chair may recommend that the Instructor be compensated at the appropriate rate. Such a situation should be unusual if a course is adequately maintained over time, but it may happen that this situation could arise when an older course is reinstated after a period of disuse. In all cases, the Vice President for Academic and Student Affairs will make the final recommendation to the President regarding compensation.

SUNY Sullivan Policy on Ownership of Web-Based Content

SUNY Sullivan faculty enjoy academic freedom. SUNY Sullivan recognizes that Instructors who design and deliver web-based content take pride in developing that content. SUNY Sullivan recognizes the right of Instructors to use their material to publish or present their work. Teaching the course for another college requires disclosure from the instructor and approval from the President. The concept of Copyright is inherent in content creation. At the same time, SUNY Sullivan retains the right to use and reuse content created by Instructors in the employ of SUNY Sullivan provided the author is appropriately acknowledged.

At this College, development of web-based and other electronic course material is accomplished in a partnership between SUNY Sullivan and an Instructor or a team of Instructors. The Instructor is compensated for developing the materials, if the instructor is willing to sell, and the College requests purchase of the entire course package. A request to purchase a fully developed on-line course should be made by the division chairperson to the vice President for Academic and Student Affairs, who will make a recommendation to the President for final approval. The College contributes equipment and other resources to the development effort.

An Instructor has the right to refuse to permit reuse of material without proper citation, but cannot expect the payment of “royalties” or other future monetary consideration for the reuse of material that is properly cited or that was released for reuse. SUNY Sullivan does not intend to pay a series of Instructors to create duplicate web-based course content. With proper credit to the author(s) or with blanket permission from the author(s), SUNY Sullivan will reuse web-based and other materials, as appropriate. Copyright issues will be in keeping with College policies.

The SUNY Sullivan Course Outline Template applies to all courses. As with all courses, divisions will address the issue of uniformity in a multi-sectioned course.

SUNY Sullivan will develop an internal archive of materials suitable for reuse. Faculty will have input to the procedures by which this will be created and used. Reuse of web-based and other visual materials of all kinds developed for use in development courses or other courses with many
sections and large enrollments is particularly desirable.

A policy of reuse is not intended to deprive an Instructor of academic freedom or to diminish his or her unique contribution to SUNY Sullivan. SUNY Sullivan is a Community College, however, and most of the courses that are developed and taught here are replicated at hundreds of other colleges. SUNY Sullivan therefore recognizes that the true contribution of the Community College Instructor is in his or her ability to facilitate learning.

Approved by the SCCC Board of Trustees, February 19, 2004.

4.07 Distance Learning Policies 

FACULTY AND STAFF

Minimum Criteria for Consideration

  • At least fifteen years of full-time exemplary service to the College;
  • At least five years of service in the position at the College to which emeritus status is applied;
  • Retirement.

Procedures

  1. Nomination by other faculty, staff or administrators at the College;
  2. The individual nominating the candidate will:
    • Gather supporting letters and other documentation of outstanding achievements in academic field, outstanding service to the College, involvement in community and involvement in local, state, national or international organizations. Supporting documents of the first three categories above is required.
    • Draft resolution for the President’s review.
    • Recommendation to the President.
  3. The candidate will be invited to attend the Board of Trustees meeting at which the Resolution will be adopted.
  4. Family members will be invited.
  5. A framed copy of the Resolution will be presented to the Emeritus following its adoption.

Emeritus Privileges

  • Listing in the catalog.
  • Full faculty library privileges.
  • Campus publications and notices of special events.
  • Invited attendance at public ceremonies, commencements, convocations, etc.
  • Use of campus recreational facilities.
  • Selective invitation to serve on advisory committees.
  • Invitation to participate in appropriate campus seminars, colloquia, lectures and other scholarly meetings as a contributor or attendee.

BOARD OF TRUSTEES

Minimum Criteria for Consideration

  • Serve at least a minimum of nine (9) years on the Board of Trustees.

Procedures

  1. Nomination by College staff, Board of Trustees members, community or government leaders.
  2. The individual nominating the candidate will:
    • Gather letters and other supporting documentation to be submitted for the President's review.
    • Draft resolution or assist the president's office with drafting a resolution for Board approval.
    • Achieve consensus for approval from Board members.
  3. The candidate will be invited to attend the Board of Trustees meeting at which the Resolution will be adopted.
  4. Family members will be invited.
  5. A framed copy of the Resolution will be presented to the Emeritus following its adoption.

Emeritus Privileges

  • Identification card as an Emeritus.
  • Listing in the catalog.
  • Full faculty library privileges.
  • Campus publications and notices of special events.
  • Invited attendance at public ceremonies, commencements, convocations, etc.
  • Use of campus recreational facilities.
  • Selective invitation to serve on advisory committees.
  • Invitation to participate in appropriate campus seminars, colloquia, lectures and other scholarly meetings as a contributor or attendee.

4.08 Emeritus Status Policy

All people experience periods of time in their lives when personal or family problems arise. Often times personal problems or concerns will begin to affect a person's job performance. Although a person’s job is just one part of their life, it is a very important part. The College recognizes that one of its greatest investments and assets is its employees. It is the policy of the College to make efforts to assist employees experiencing personal problems affecting job performance.

The best way for the College to understand if an employee is experiencing a problem is for the employee to discuss with their department head and Director of Human Resources the fact that a problem exists. A proper course of action can be determined to resolve the problem. The assistance rendered to the employee will be provided in a confidential manner.

4.09 Employee Assistance Policy

In most instances where a plan of improvement is required, there is dialog, discussion and agreement between the individual being evaluated and his/her supervisor. Occasionally, however there is disagreement as to how the plan should be implemented, or whether a plan is necessary, and on rare occasions, complete disregard for the plan after it has been submitted and approved.

On those rare occasions when there is a disagreement or disregard of an approved plan, the following procedure shall be activated.

  • (Step I) Following an evaluation where there is recognition that areas of performance improvement are necessary, a meeting shall be scheduled between the employee and his/her supervisor at which a discussion of the evaluation and expectations for any improvement occur. Should there be a conflict/disagreement or the issue is not settled then step 2 will be activated.
  • (Step II) The employee shall meet with the division chair if the immediate supervisor is a director/coordinator or with the VP if the immediate supervisor is a division chair. When a meeting is scheduled with the VP, the President of the PSA or the Shop Stewart in the case of Civil Service members may be invited to be in attendance. The decision crafted at this meeting shall be binding on the employee.

All plans for performance improvement must be specific to those areas identified as indicating performance inadequacies. There must be specific timelines for accomplishment of the expected improvement with checkpoints to determine progression toward accomplishing the expected outcome.

4.10 Evaluation Plan of Improvement Policy

The Committee on the Standing of Students and Academic Appeal (hereafter referred to as the Committee) handles appeals regarding a course final grade, academic dismissal, and withdrawal of federal financial aid due to unsatisfactory progress.

STUDENT STANDING APPEALS

Students may appeal the following academic standings: academic dismissal and unsatisfactory progress (loss of federal financial aid). The Committee does not meet with individual students regarding student standing appeals. The student will file a written appeal along with an appeal form to the Financial Aid Office. The Committee will review these appeals and transmit its decision to the Vice President for Academic and Student Affairs, the Dean of Student Development Services, the Financial Aid Office, the Office of Registration Services, the Department of Learning and Student Development Services, and the student. If the appeal is successful, then the student should contact an Academic Advisor to select courses for the upcoming semester and register. In the case of student standing appeals, the decision of the Committee is final.

INDIVIDUAL FINAL GRADE APPEALS

In order to provide a means to seek and obtain redress for grievances affecting a student individually, the following procedures should be followed. These are not intended and shall not be used to provide sanctions against faculty members. Where an individual student alleges, with particularity, that the actions of a faculty member have resulted in serious academic injury to the student, the matter shall be presented to the Committee on the Standing of Students and Academic Appeal for adjudication in accordance with the following procedures. Serious academic injury includes, but is not necessarily limited to, the awarding of a lower course grade than that which the student has earned or suspension from a class.

4.11 Grievances Policy

Applicants Not Hired

The College will reimburse fifty (50) percent of the travel expenses incurred, up to a maximum of $500.00, to candidates who are asked to come for an on campus interview from a distance of at least fifty (50) miles and who are interviewing for full-time professional positions. The College will provide candidate travel reimbursement only if the candidate submits satisfactory proof of expenses within thirty (30) days
of the on campus visit.

Applicants Hired

In addition to the above policy statement, an applicant who is hired will receive the remaining fifty (50) percent reimbursement of his/her travel expenses (not to exceed a total reimbursement of $500.00). The College will provide candidate travel expense reimbursement only if the employee submits satisfactory proof of expenses within thirty (30) days of beginning employment.

Any deviation from the $500.00 maximum reimbursement must be pre-approved by the President.

4.12 Interview Reimbursement Policy

LEAVES OF ABSENCE

1. Jury Duty

Jury duty for Administrative staff shall be administered in a manner consistent with the provisions of the Agreement between SUNY Sullivan and the Professional Staff Association (see section 2104 of the PSA CBA and Article X of the Teamsters CBA.)

2. Military Leave of Absence

Military leave for Management/Confidential professional staff members shall be administered in a manner consistent with the provisions of the Agreement between SUNY Sullivan and the Professional Staff Association (see section 2108 of the PSA CBA), Article XVII of the Teamsters CBA, the Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 and the Policies of the Board of Trustees.

3. Family Leave

Family and Medical Leave Act of 1993 requires covered employers to provide up to twelve (12) weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons. Employees are eligible if they have worked for a covered employer for at least one year, and for 1,250 hours over the previous twelve (12) months, and if there are at least 50 employees within 75 miles. SUNY Sullivan complies with the conditions of the FMLA. For more information contact the Human
Resources Office. See also section 2106 of the PSA CBA and Article XIV of the Teamsters CBA.

4. Sabbatical Leave

Sabbatical leave for faculty and staff members shall be administered in a manner consistent with the provisions of the Agreement between SUNY Sullivan and the Professional Staff Association (see Article 21 of the PSA CBA) and the Policies of the Board of Trustees.

5. Leave Without Pay

Leave without pay for faculty and staff members shall be administered in a manner consistent with the provisions of the Agreement between SUNY Sullivan and the Professional Staff Association (see section 2121 of the PSA CBA), Article XVIII of the Teamsters CBA and the Policies of the Board of Trustees.

6. Limitation on Leave

Limitation on leave for faculty and staff members shall be administered in a manner consistent with the provisions of the Agreement between SUNY Sullivan and the Professional Staff Association (see section 2151 of the PSA CBA) and the Policies of the Board of Trustees.

4.13 Leaves of Absence Policy

NEW EMPLOYMENT RELOCATION POLICY

Any newly hired full-time salaried professional employee is eligible to receive a relocation stipend if he/she must relocate from a distance of at least 100 miles in order to facilitate the transition to SUNY Sullivan .

The College will provide a relocation stipend of up to $500.00, only if the employee submits satisfactory proof of the expense within thirty (30) calendar days of the date the expense was incurred. The relocation stipend will only pay for actual moving expenses. If the employee wishes to be considered for a larger stipend he/she must make the request in writing to the President. Any deviation from the $500.00 maximum relocation stipend must be pre-approved by the president.

SUNY Sullivan extends this relocation stipend in an effort to contribute to the success of the employee’s relocation. Fifty (50) percent of the relocation stipend will be paid within thirty (30) days of employment and the remainder will be paid after one (1) year of employment.

Moving expenses are subject to taxes and are issued through payroll. It is included in the employee’s payroll check.

4.14 Moving Expenses Policy

All employees are covered by workers’ compensation insurance, which compensates an employee for lost time, medical expenses, and loss of life or dismemberment from an injury arising out of or in the course of work. Employees must report any accident or injury immediately to his/her supervisor and the Human Resources Department so that the necessary paperwork may be completed. A PDF copy of the Employee Accident and Illness Form for reporting work related injuries and/or illnesses available on the S drive under the Human Resources folder

The College is covered under Sullivan County’s Workers’ Compensation insurance that is administered through the County’s Risk Management department. Contact the Office of Human Resources for additional information and applicable processes.

Employees who sustain an injury in connection with performing their job duties are entitled to receive medical treatment for their injuries without charge to them. Some treatments and diagnostic procedures will require pre-approval from the Workers’ Compensation Carrier. The carrier will not authorize any treatment without having the Employee Accident Report on file. If you are injured on the job and need to obtain medical care, contact Human Resources immediately to enable us to contact the facility where treatment will be rendered and prevent insurance coverage issues. An injured employee should not under any circumstances present private insurance coverage information to a health care practitioner or facility as payment for a work-related injury.

4.15 On the Job Injury Reporting

The Office of Human Resources maintains an individual personnel file for each employee. In it are copies of basic information such as appointment letters, payroll changes, benefit selections, incident/accident reports, performance evaluations and any other information regarding your continuing employment.

Employees are permitted access to their personnel files and may request a copy of documents from their files. However, employees may not remove an item from their personnel file, or remove their personnel file from the review office. Employees may enter any written material into their personnel file.

4.16 Personnel File Policy

College employees may express their opinions and take part in campaigns as a private citizen. However, it is not permissible for College employees to use College property, vehicles, or furnishings for the display of campaign stickers, posters, pins, etc.

In some County employment, a Federal Law called The Hatch Act, sets restrictions with regard to certain political activities. Under The Hatch Act an employee may not:

  1. Use your official authority or influence for the purpose of interfering with, or affecting the result of an election or nomination for office;
  2. Directly or indirectly coerce, attempt to coerce, command or advise a State or Local officer or employee to pay, lend or contribute anything of value to a party, committee, organization, agency or person for political purposes; or
  3. Be a candidate for public or political party, elective office in a partisan primary, general or special election.

The Hatch Act applies to the partisan political activity of an officer or employee of a State of Local agency if his principal employment is in connection with an activity, which is financed in whole or in part by loans made by the United States or a Federal agency.

4.17 Political Activity Policy

Sullivan County Community College is committed to protecting the privacy and confidentiality of personal health information of the employees of the College and the students attending College. Health information is strictly confidential and should never be disclosed, nor confirmed to anyone who is not specifically authorized under law or College policy to receive the information.

This policy applies to all members of the College’s workforce, whether directly employed by the College or serving under an alternative arrangement such as, but not limited to:

  • Employees (all professional, civil service and management confidential staff)
  • Volunteers
  • Students participating in the Nursing, Early Childhood Education and Human Service educational programs
  • Contracted staff (including temporary staff)
  • Consultants
  • Students performing work for the College under the Federal Work Study program or similar program(s)

STATEMENT OF INTENT

This policy is intended to ensure that personal health information required by the College to comply with federal, state and local laws is kept confidential and not released to anyone who does not have a bona fide need to know. It is the responsibility of each and every staff member having access to this information to ensure that the information is appropriately gathered, used only to document that which is required by the College, filed in accordance with record retention standards and not disclosed to anyone who is not authorized to have the information. Failure to adhere to federal and state law or College policy regarding the confidentiality of protected information will be considered a breach of confidentiality and will result in the imposition of appropriate sanctions.

Each department either having or requiring access to personal health information of either an employee or student within Sullivan County Community College is expected to have written procedures regarding the collection of the information, filing and retention standards that are shared with current and newly hired staff responsible for handling this information. Any and all breaches of confidentiality are to be reported to the Director of Human Resources, the designated privacy officer of the College, upon discovery. Failure to report a breach will be considered a violation of this policy.

COMPLAINT, INVESTIGATION AND SANCTION PROCESS

Complaints regarding policy breaches and failure to report breaches will be investigated in the same manner as violations of the College’s sexual harassment policy.

Upon a finding of a breach of confidentiality, by an employee in a collective bargaining unit, the College shall initiate action pursuant to the applicable collective bargaining agreement to implement an appropriate disciplinary penalty. Such penalty may include, but is not limited to the following:

  • Letter of reprimand
  • Suspension
  • Fine
  • Demotion
  • Termination of employment

4.18 Privacy Policy

CRITERIA FOR APPLICATION FOR PROMOTION

Minimum criteria

  • Two full academic years in current full-time position or, in the case of faculty, two full academic years in current full-time rank (see Promotion Guidelines chart at the end of this policy statement),
  • Submission of transcripts confirming the completion of any degree required by the current job description, and
  • Recommendation of immediate supervisor and department head.

Application materials required

  • Updated curriculum vitae
  • Letter of application addressing the qualifications for promotion
  • Evidence of effectiveness
    • Faculty must submit evidence of effectiveness with students including course outlines and other course-related materials, student evaluations and peer observations.
    • Professional staff must submit evidence of effectiveness on the job including performance evaluations and peer observations.
  • Evidence of scholarship including copies of research completed or in progress, work toward advanced degrees, other scholarly activity appropriate to the discipline and other professional development not connected with the attainment of a degree.
  • Evidence of general educational activity, as per the Bylaws, including work in College activities, contributions to educational programs and administrative work, contributions to the Division, student counseling, club sponsorship, general community participation and participation in professional societies.

All materials submitted must minimally cover contributions during the current academic year in addition to contributions made over the two previous years.

All recommendations made must be in writing, with a copy to the applicant.

The President may waive these requirements if, in his/her judgment, said waiver would serve the best interest of the College.

Adjunct Faculty

Application procedures for both internal and external adjunct faculty are the same as for full-time faculty. Evidence of professional development will be considered but will not be weighted as heavily as for full-time faculty.

Rank of Professor

To qualify for the rank of professor, the faculty member must have completed at least four years of service to Sullivan County Community College; two of those years must be at the Associate Professor rank.

Limitations on Promotions

Employees hired at the entry level are limited to a maximum of three promotions during their career with the College. Employees hired above the entry level, for example an employee hired at the rank of Assistant Professor rather than Instructor, will be eligible for only two promotions to reach the pinnacle rank of full Professor. An employee who changes position at the College
takes his or her rank and promotion history to the new position. Such employee would be eligible for three promotions only if he or she never received promotion in the previous position held.

Employees in staff positions who also adjunct teach must apply for promotion in their faculty adjunct rank separate from their staff promotion.

Employees achieving full Professor or staff level III status are not eligible for further promotion.

4.19 Promotion Policy

Every College employee is obligated to take a one-hour Right to Know training class which covers State and Federal laws that, when properly administered, will help you avoid health risks. You cannot waive your rights under the law. If you are any employee who routinely handles chemicals, you may be asked to take additional training after the one-hour Right to Know class.

4.20 Right to Know Policy

The College is required to furnish to each of its employees a place of employment which is free from recognized hazards that are likely to cause death or serious physical harm, and which will provide reasonable and adequate protection to the lives, safety, or health of its employees and comply with the safety and health standards promulgated under Article 2, Section 27-a of The New York State Labor Law. All employees shall comply with the safety and health standards and all rules, regulations and orders issued which are applicable to his/her own actions and conduct. Employees or their representatives may request in writing all information relating to toxic substances set forth in Article 28, Section 878 of The New York State Labor Law.

The Occupational Safety and Health Administration (OSHA) has implemented a regulation (Blood borne Pathogens 29 Code of Federal Regulations [CFR]). The major intent of this regulation is to prevent the transmission of blood borne diseases within potentially exposed workplace occupations. The standard is expected to reduce and prevent employee exposure to the Human Immunodeficiency Virus (HIV), Hepatitis B Virus (HBV), and other blood borne diseases. One of the major requirements is the development of an Exposure Control Plan, which mandates engineering controls, work practices, personal protective equipment, HBV vaccinations, and training. The standard also mandates practices and procedures for housekeeping, medical evaluations, hazard communication, and recordkeeping.

SUNY Sullivan is committed to providing a safe and healthful work environment for our entire staff. In pursuit of this endeavor, the Exposure Control Plan (ECP) is provided to eliminate or minimize occupational exposure to blood borne pathogens in accordance with OSHA Blood borne Pathogens Standard, Title 29 Code of Federal Regulations 1910.1030. All employees will have an opportunity to review this Plan at any time during their work shifts by contacting the Office of Human Resources. A copy of the Plan will be made available free of charge and within 15 days of the request.

4.21 Safety and Health Standards Policy

Sexual harassment is a form of sex discrimination which is unlawful in the workplace under Title VII of the Civil Rights Act of 1964, as amended, and the New York State Human Rights Law. Under Title IX of the Educational Amendments of 1972, sexual harassment also is prohibited in the provision of educational services and protects students and employees from sexual harassment.

Sexual harassment is prohibited and will not be tolerated at SUNY Sullivan. The College has implemented measures to address and prevent sexual harassment and is taking additional affirmative steps to increase awareness of, and sensitivity to, all forms of sexual harassment in order to maintain a workplace and learning environment free of its harmful effects.

Sexual harassment is a form of workplace discrimination and employee misconduct, as well as a form of discrimination in the academic setting, and all employees and students are entitled to work and learn in a campus environment that prevents sexual harassment. All employees and students have a legal right to a workplace and a campus free from sexual harassment, and employees and students can enforce this right by filing a complaint internally with the College, or with a government agency, or in court under federal or state anti-discrimination laws, as detailed in the College’s Discrimination and Sexual Harassment Complaint Procedure.

In accordance with applicable law, sexual harassment is generally described as unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature when:

  • Submission to such conduct is made either explicitly or implicitly a term or condition of employment or academic benefit; or
  • Submission to or rejection of the conduct is used as the basis for an employment or academic decision affecting the person rejecting or submitting to the conduct; or
  • The conduct has the purpose or effect of unreasonably interfering with an affected person’s work or academic performance, or creating an intimidating, hostile or offensive work or learning environment.

Sexual harassment can include physical touching, verbal comments, non-verbal conduct such as leering or inappropriate written or electronic communications, or a combination of these things. Examples of sexual harassment may include, but are not limited to:

  • Seeking sexual favors or a sexual relationship in return for the promise of a favorable grade or academic opportunity;
  • Conditioning an employment-related action (such as hiring, promotion, salary increase, or performance appraisal) on a sexual favor or relationship; or
  • Intentional and undesired physical contact, sexually explicit language or writing, lewd pictures or notes, and other forms of sexually offensive conduct by individuals in positions of authority, co- workers or student peers, that unreasonably interferes with the ability of a person to perform their employment or academic responsibilities.
  • Physical acts of a sexual nature, such as:
    • Touching, pinching, patting, kissing, hugging, grabbing, brushing against, or poking another person’s body;
    • Rape, sexual battery, molestation or attempts to commit these assaults.
  • Unwanted sexual advances or propositions, such as:
    • Requests for sexual favors accompanied by implied or overt threats concerning a target’s job performance evaluation, a promotion or other job benefits or detriments, or an educational benefit or detriment;
    • Subtle or obvious pressure for unwelcome sexual activities.
  • Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile environment.
    • Sex stereotyping occurs when conduct or personality traits are considered inappropriate simply because they may not conform to other people's ideas or perceptions about how individuals of a particular sex should act or look.
  • Sexual or discriminatory displays or publications, such as:
    • Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on computers or cell phones and sharing such displays while in the workplace or classroom.
  • Hostile actions taken against an individual because of that individual’s sex, sexual orientation, self-identified or perceived sex, gender expression, gender identity, and the status of being transgender, such as:
    • Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform his or her employment or academic duties;
    • Sabotaging an individual’s work;
    • Bullying, yelling, name-calling.

Such behavior can constitute sexual harassment regardless of the sex, gender, sexual orientation, self-identified or perceived sex, gender expression, status of being transgender, or gender identity of any of the persons involved. Sexual harassment is considered a form of employee and student misconduct which may lead to disciplinary action. Further, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue. Employees and students who believe they have been subjected to sexual harassment may use the College’s Discrimination and Sexual Harassment Complaint Procedure for more details on how to have their allegations reviewed, including a link to a complaint form.

Retaliation against a person who files a complaint, serves as a witness, or assists or participates in any manner in this procedure, is unlawful, is strictly prohibited and may result in disciplinary  action. Retaliation is an adverse action taken against an individual as a result of complaining about or provides information regarding unlawful discrimination or harassment, exercising a legal right, and/or participating in a complaint investigation as a third-party witness. Adverse action includes being discharged, disciplined, discriminated against, or otherwise subject to adverse action because the individual reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. Participants who experience retaliation should contact the campus AAO, and may file a complaint pursuant to these procedures. The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

4.22.1 Sexual Harassment and Prevention Policy

SALARY AND LOAD GUIDELINES FOR PART-TIME ADMINISTRATIVE WORK

Division Chairs

Stipend = $6,000.00 base stipend. Additional stipend may be awarded based on other divisional criteria.

Load = nine (9) contact hours per year; typically 6 in the fall and 3 in the spring

Program Directors

Stipend = $6,000.00 with no additional pay for advising within the program. The director will be responsible to advise 60 students within the program. Additional students will be assigned to the director with additional compensation or to another advisor.

Load = twelve (12) contact hours per year; typically 6 in the fall and 6 in the spring

Other must work 30 days in the summer

Program Coordinators

Stipend = $1,500.00 with no additional pay for advising within the program. The coordinator will be responsible to advise 60 students within the program. Additional students will be assigned to the coordinator with additional
compensation or to another advisor.

Load = fifteen (15) contact hours per year; typically 9 in the fall and 6 in the spring

Other no other schedule requirements

Honors Program Coordinator

Stipend = $3,000.00 with no additional pay for advising the Honors cohort (those who are recruited by scholarships to the program and are enrolled in at least 3 honors classes)

Load = fifteen (15) contact hours per year; typically 9 in the fall and 6 in the spring

Other no other schedule requirements

4.23 Stipends Policy

It is SUNY Sullivan’s desire to provide a drug-free, healthful, and safe workplace. To promote this goal, faculty and staff are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.

While on SUNY Sullivan premises and while conducting business-related activities off premises, SUNY Sullivan expressly prohibits its faculty and staff and visitors from the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in its workplace or from being under the influence of alcohol or illegal drugs. Employees are expected to refrain from the illegal use of alcohol and drugs in the workplace. Alcohol may only be served at College approved locations and or functions.

The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.

The College is committed to, and required by law to maintain a drug-free workplace. The College will, to the best of its resources, support any faculty and staff member who is identified as needing assistance by confidentially recommending appropriate drug counseling and rehabilitation. Employees are assured that all attempts will be made to preserve an employee’s status at the College while the employee seeks assistance.

Faculty and staff who have questions or concerns about substance dependency or abuse are encouraged to use the resources of the Sullivan County Employee Assistance Program. They may also wish to discuss these matters with their supervisor or the Human Resources Director to receive assistance or referrals to appropriate resources in the community.

Employees with questions or concerns about this policy or issues related to drug or alcohol use in the workplace should discuss those questions and concerns with their supervisors or the Human Resources Director without fear of reprisal.

Faculty and staff members with drug or alcohol problems which have not resulted in, and are not the immediate subject of, disciplinary action may request approval to take Family Medical Leave (FML) to participate in a rehabilitation or treatment program. A Family Medical Leave may be granted if the employee agrees to abide by all SUNY Sullivan policies, rules, and prohibitions relating to conduct in the workplace; and if granting the leave will not cause SUNY Sullivan any undue hardship. In the absence of any available sick time or other benefit time, the College will allow no more than two (2) leaves of absence for substance abuse treatment. The Drug Free Workplace Act of 1988 requires all employees to notify the employer of any drug conviction within five days of the conviction. Failure to notify the College may result in immediate termination of employment.

Faculty and staff should be aware of the following:

A. SUNY Sullivan must notify the Federal Government within ten (10) days of learning of an employee’s drug-related conviction.

B. SUNY Sullivan will abide by its policy with respect to any employee who is convicted and within thirty (30) days of learning of such a conviction:

    1. Take appropriate disciplinary action against such an employee, up to and including termination; or
    2. Require such employee to participate satisfactorily in a substance abuse or rehabilitation program approved by a Federal, State or local health, law enforcement or other appropriate agency. Refusal to participate in a program shall result in the initiation of disciplinary action up to and including termination.

If disciplinary action becomes necessary, all rules governing such action will be followed in accordance with the relevant provision of Civil Service law, Section 75, the Professional Staff Association (PSA) Disagreement Procedures, or the Board of Trustees Policies and Procedures Manual.

4.24 Substance Abuse Policy

In the interest of saving energy costs and providing increased work/life balance for employees, SUNY Sullivan adopts the following policy regarding summer work hours.

Civil Service (Teamster) Employees

Teamster employees who regularly work a 35 hour per week schedule are required to work a compressed work week during the summer work hours Monday through Thursday beginning at 8:00 a.m. and ending at 5:15 p.m. with a half hour unpaid lunch break to be taken between 11:00 a.m. and 2:00 p.m. daily. The lunch break cannot be used as work time or to make up a late arrival or early departure.

The Independence Day holiday will count as 8 3⁄4 hours of holiday time.

Benefit time can be used in quarter hour increments as necessary to ensure that each employee accounts for his or her full-time schedule of 35 hours per week. Teamster employees who regularly work a 40 hour per week schedule are required to work a compressed work week during the summer work hours Monday through Thursday beginning at 7:00 a.m. and ending at 5:30 p.m. with a half hour unpaid lunch break to be taken between 11:00 a.m. and 2:00 p.m. daily. The lunch break cannot be used as work time or to make up a late arrival or early departure.

The Independence Day holiday will count as 10 hours of holiday time.

Benefit time can be used in quarter hour increments as necessary to ensure that each employee accounts for his or her full-time schedule of 40 hours per week.

PSA Employees

PSA Members are required to work a compressed work week during the summer work hours Monday through Thursday beginning at 8:00 a.m. and ending at 5:15 p.m. with a half hour unpaid lunch break to be taken between 11:00 a.m. and 2:00 p.m. daily. The lunch break cannot be used as work time or to make up a late arrival or early departure.

The Independence Day holiday will count as 8 3⁄4 hours of holiday time.

Benefit time can be used in quarter hour increments as necessary to ensure that each employee accounts for his or her full-time schedule of 35 hours per week.

Management Confidential Employees

MC employees are required to work a compressed work week during the summer work hours Monday through Thursday beginning at 8:00 a.m. and ending at 5:15 p.m. with a half hour unpaid lunch break to be taken between 11:00 a.m. and 2:00 p.m. daily. The lunch break cannot be used as work time or to make up a late arrival or early departure. Benefit time will still be used in full day or half day increments. During the summer work schedule any full day of absence will require the employee to use one full day of benefit time. A partial day absence will require the employee to use a half day of benefit time. The Independence Day holiday will count as one full day.

4.25 Summer Work Hours Policy

Through the Tuition Reimbursement Plan, permanent full-time employees may receive fifty percent (50%) reimbursement of tuition for approved courses (including on-line) at accredited colleges and universities with a maximum of $1,500.00 per semester, or $3,000.00 per year. Please note that the cost of books, course required equipment, and college fees other than tuition are not included when calculating the amount of tuition reimbursement awarded to an employee.

Acceptable Courses

Acceptable courses include:

  • Courses either required or elective as part of a Bachelors degree program that are job- related including the achievement of an undergraduate degree within a specified time frame to satisfy reappointment requirements.
  • Courses either required or elective as part of a Masters degree program that are job related or applicable to education or administration including the achievement of a graduate degree within a specified time frame to satisfy reappointment requirements.
  • Selected other courses that would maintain or improve a staff member’s skills on the job or in preparation for future assignments.

Application Process

SUNY and other Colleges and Universities

Faculty and staff seeking tuition reimbursement must complete a Request for Course Approval Form and, if attending a SUNY school, the B-140W Application for Tuition and Fee Assistance in addition to the Course Approval Form before the start of the semester during which you are taking the course. The Request for Course Approval Form is available in Word on the S drive under the Human Resources Folder and is entitled SCCC Request for Course Approval Form. The B-140W form is only available through the Human Resources department. You must attach a copy of the course description and documentation of the tuition that will be charged for the course. Forms without proper documentation will be returned to you without action taken.

Courses at Sullivan Community College

Tuition is waived for faculty, unclassified professional staff, and staff employed by the Dormitory Corporation, Faculty Student Association, and Foundation taking courses on Campus on a space available basis in accordance with the PSA contract. The College may waive up to 6 credits each semester for Classified Civil staff members requesting to take courses on campus. Faculty, staff and staff employed by the Dormitory Corporation, Faculty Student Association, and Foundation and dependents of faculty, professional staff and staff employed by the Dormitory Corporation, Faculty Student Association, and Foundation seeking tuition waiver to take a course or course(s) here at Sullivan, must complete a Staff Tuition Waiver Request at the point of registering for the course. This form is only available in the Human Resources department. Supervisory approval is needed only if you are taking a course during your regular work schedule. In such cases, you must include a statement regarding how you will make up the work time missed on the Tuition Waiver Request form.

Additionally, spouses and dependent children of staff covered under the Professional Staff Association CBA are allowed up to nine (9) credits per semester waived at the prevailing part-time rate. Up to a maximum of 15 credits per academic year may be taken by spouses and dependent children of professional staff under this waiver program in accordance with the PSA contract. The application process for tuition waivers for dependents is handled by the Finance & Student Billing department. The Employee Family Tuition Waiver Request Form is available in the Finance & Student Billing Department
and also in the Human Resources Department.

Please note that the cost of books, course required equipment, FSA and college fees are not subject to
waiver and must be paid at the time of registration.

Approval Process

Funding for Tuition reimbursement is extremely limited and awarded on a first come first serve basis in accordance with the following priorities:

Priority #1

To enhance classroom Teaching

Priority #2

Courses in field to complete a degree required for continued employment or Courses for job performance improvement or in preparation for future assignments

Priority #3

Doctoral Degrees

Reimbursement Process

SUNY Schools

The pool of funds available from SUNY to Sullivan Community College for faculty and staff pursuing a degree at another SUNY school is extremely limited. As a result, only 50% of the full tuition will be reimbursed to an employee who successfully completes a course at another SUNY school. The reimbursement is handled directly by SUNY administration in Albany. Staff pursuing a degree at another SUNY College must submit a completed B-140W form to Human Resources upon registering for the semester. Forms are available in the Human Resources office.

Other Colleges and Universities

The inclusion of funding in the college’s budget for tuition reimbursement for courses taken at non- SUNY colleges and universities is contingent upon the overall fiscal outlook for SUNY Sullivan. Therefore, such funding is not guaranteed each year. When funding is available, 50% of tuition may be reimbursed in accordance with the priorities listed above.

To receive payment of tuition reimbursement for an approved course, you must complete a Request for Tuition Reimbursement Form with a copy of proof of payment and confirmation of successful completion of the course. Either of the following documents is acceptable as proof of successful course completion:

  • Official Transcript and/or copy of grade(s)
  • Official letter of verification from an accredited educational institution which includes the grade you received

The Request for Tuition Reimbursement Form is available in the Human Resources office or may be printed off of the S drive under the Human Resources Folder and is saved under the title SCCC Request for Tuition Reimb Form.

Tuition is reimbursed the payroll following the receipt of all required documentation.

Revisions approved by the Board of Trustees on June 14, 2012

4.26 Tuition Reimbursement Policy

Time sheets
Teaching Faculty, Managerial and Confidential employees are not required to complete time sheets each payroll. It is expected that such employees, who have not completed a short- term leave request form, are at work carrying out their duties and responsibilities. The teaching Faculty’s class and office hours shall be displayed on the outside of the classrooms and/or office.

All non-exempt staff and hourly employees and Professional employees who are not part of the teaching faculty are expected to complete a time sheet indicating the dates and times they worked during each payroll period. Time sheets are approved by the employee’s immediate supervisor and forwarded to Human Resources in accordance with the following schedule unless changed to accommodate a holiday:

  • Civil Service timesheets are due to Payroll by 10:00 a.m. on the Thursday following the end of the pay period.
  • Professional timesheets are due to Human Resources by 10:00 a.m. on the Monday following the end of the pay period.

Professional payroll dates for the academic year are available on the S-drive under the Human Resources file.

It is each employee’s responsibility to see that his or her time sheet is received by the Human Resources Office on time. Failure to adhere to the time sheet submission deadlines may result in a delay in the employee’s receipt of pay. White-out and pencil are not allowed on time sheets. If you make a mistake, simply draw a line through it and write the corrected entry above it.

Paychecks may be picked up in the Business Office on the scheduled pay date after 11:00 a.m. and between 9:00 a.m. and 5:00 p.m. any other day. Please pick up your check or, if you have direct deposit, your check stub promptly after pay day. Checks and stubs that have not been picked up within two weeks after the issue date will be mailed. If you want your paycheck mailed to you or directly deposited into your account, please notify the Human Resources Office.

Absence Reporting

The efficient operation of the College requires the punctuality and regular attendance of all employees. Employees are expected to notify their supervisor the morning of an unplanned or sudden absence and give an estimated date of return. You must call in to your supervisor each day you are absent. This will allow your supervisor to arrange for adequate coverage in your absence. Excessive or habitual tardiness and absenteeism are negative factors in the evaluation of an employee’s performance and may lead to termination.

All employees must complete a Short -Term Leave form for all off-campus absences of one half (1⁄2) day or more. Use this form to report benefit time usage and professional meetings and/or professional development conferences. Travel approval forms can be submitted in lieu of the Short-Term Leave form for professional meetings or conferences.

Teaching Faculty, Managerial and Confidential employees must submit approved Short-Term Leave forms to the Human Resources Office in advance of taking time off, if foreseeable. If the leave is not foreseeable, the employee is expected to call in to his or her supervisor as soon as possible and submit his or her approved leave form upon returning to work.

Non-exempt, hourly, and Professional employees who are not part of the teaching faculty must attach approved Short-Term Leave forms to their time sheet for the payroll period in which the leave was taken. Benefit time will not be paid without the approved Short-Term Leave form attached.

Compensatory Time

Compensatory/Over time pre-approval authorization must be requested of the V. P. or the President by the supervisor. All employees who are eligible to accrue compensatory time or earn over time payments must ensure that Part I of the Compensatory/Over time Pre-approval Form has been completed, signed by supervisor and approved by the appropriate V. P. or the President, prior to working beyond their regular work hours.

After working the additional hours, Part II Verification of the Compensatory/Over time Pre-approval Form must be completed and attached to the time sheet for the payroll period in which the additional hours were worked. If the employee is using compensatory time in the same payroll period in which the time was earned, the time used is shown on the Compensatory/Over time pre-approval authorization form as well as the time sheet. If Comp time is used during another payroll period, the Short Term Leave Form should be completed and attached to the time sheet covering the dates the time was used.

Eligible Members of the Professional Staff Association:

  • Compensatory time shall be used within the academic year and shall not be accumulated from year to year. Balance of three (3) hours or more, to be carried over to the next year, must be approved by the President. If carryover balance is not approved, then the compensatory time will be paid or the employee will use the compensatory time accrual before the end of the academic year.

Eligible Members of the Teamsters Local 445:

  • Compensatory time may be accrued to a maximum of 160 hours.

4.27 Work Hours Reporting Policy

SUNY Sullivan faculty and staff are prohibited from entering into romantic, intimate, and/or sexual relationships with students if there is an existing supervisory, evaluative or instructional relationship, unless the relationship is disclosed and supervision, evaluation or instruction is terminated in accordance with the policy. Entering into or continuing in such a relationship can subject the faculty or staff member to discipline up to and including termination.

SUNY Sullivan faculty and staff are prohibited from supervising any employee with whom they are engaged in a romantic, intimate, and/or sexual relationship. Faculty and staff who seek to enter into a romantic, intimate, and/or sexual relationship with any employee for whom they provide supervision must notify their direct supervisor or unit head, The Office of Human Resources. The Office of Human Resources or shall notify the Vice President, or equivalent, overseeing the relevant division. Initial disclosure must occur within two (2) business days of commencement of the romantic, intimate, and/or sexual relationships. The employees supervisor, in concert with The Office of Human Resources or designee, and divisional Vice President or equivalent shall determine whether an alternative supervisory structure is possible and, if so, shall direct the employees to the alternative supervisory structure. Even if the relationship concludes (whether amicably or not), the covered employee may never supervise the other employee. Entering into or continuing in such a relationship can subject the faculty or staff member to discipline up to and including termination.

Relationships between faculty or staff and a student, or supervised employee that pre-date enrollment as a student or hire as staff are permissible provided that the relationship is disclosed to the faculty or staff members direct supervisor or unit head and The Office of Human Resources. Disclosure must occur within two (2) business days of enrollment or hire. Failure to timely notify appropriate staff can subject the faculty or staff member to discipline up to and including termination.

Students also serving as employees are prohibited from entering into romantic, intimate, and/or sexual relationships with students over whom they have a current academic or other supervisory relationship. Relationships between student-employees and students over whom they have a current academic or other supervisory relationship that pre-date the supervisory relationship are permissible provided that the relationship is disclosed to the faculty or staff members direct supervisor or unit head and The Office of Human Resources. Disclosure must occur within two (2) business days of enrollment or hire.

Reports of violations of this policy may be brought to the campus Title IX Coordinator, The Office of Human Resources, or the Office of the President.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

4.28 Consensual Relationship Policy

As a vital part of our security system, A SUNY Sullivan identification badge with your first or preferred name, last name, photo and department will be issued to you on your first day of employment. Please advise us how you would like your name to appear in order for us to accommodate your preference; otherwise, your ID will be printed with the first name and last name as provided on your application. All employees (even part-time, adjuncts, seasonal, interns, volunteers, ect.) are required to wear an ID badge in plain view while on the SUNY Sullivan campus.

If your identification badge is lost or stolen, you must obtain a replacement. Lost or stolen cards should be reported to Public Safety, as soon as possible. Failure to wear your ID badge or excessive loss or damage to cards can lead to disciplinary action

Upon termination, employees will be required to return ID badges to Human Resources as part of the Exit Interview.

4.29 ID Badge Policy

SUMMARY:

In support of high-quality teaching in its curricula, SUNY Sullivan employs teaching faculty who are well qualified to teach students enrolled in credit-bearing courses. This policy defines the required credentials for teaching faculty.

POLICY STATEMENT:

SUNY Sullivan requires candidates for teaching faculty positions to possess the appropriate diploma, license, certification, prior work experience, and background for each position. The College will make every effort to ensure such requirements are reasonable and realistic qualifications and do not impose artificial barriers to employment.

Requirements

  1. All regular full-time tenure-track, contract, and adjunct teaching faculty members are required to have a minimum of a Master's Degree in their related field of instruction at the time of offer of employment. Earned degrees must be awarded by a regionally-accredited U.S. institution or by a recognized non-U.S. institution, as determined by the Vice-President for Academic and Student Affairs and documented by an official transcript or the international equivalent. Discipline-specific requirements are stated in the respective position descriptions. Exceptions are listed in #2.
  2. In some specialized and technical fields, individuals with discipline-specific credentials or substantial related work experience may be employed without a Master's Degree in their related field of instruction. The Vice President in the faculty member’s division will approve any appropriate alternate credentials or experience, based on the College’s needs.
  3. Faculty who hold a license or certification that is required for the performance of their job duties must maintain current licensure or certification, and must inform Human Resources immediately of any lapse, encumbrance, or suspension thereof.
  4. This policy does not supersede any existing collective bargaining agreements.

Applicability

Requirements #1 and #2 apply to all full-time and adjunct faculty teaching courses offered for credit hired after September 30, 2021. Requirement #3 applies to all full-time and adjunct faculty. Individuals who are invited to deliver a guest presentation(s) are not covered by this policy.

4.30 Faculty Teaching Credentials

5.00 ADDITIONAL DOCUMENTS

Bloodborne Pathogens

Acquired Immunodeficiency Syndrome (AIDS) and Hepatitis B warrant serious consideration for workers occupationally exposed to blood and certain other body fluids that contain bloodborne pathogens. In recognition of those potential hazards, the Occupational Safety and Health Administration (OSHA) has implemented a regulation (Bloodborne Pathogens 29 Code of Federal Regulations (CFR) 1910.1030) to help protect workers from these health hazards. The major intent of this regulation is to prevent the transmission of bloodborne diseases within potentially exposed workplace occupations. Introductory training will be offered when an employee is hired and more extensive training may be necessary depending on your workplace occupation.

Bulletin Boards

Please use bulletin boards throughout the campus for notices rather than walls, doors etc. Approval for using the bulletin boards and a date for removal must be obtained from Student Activities.

College Vehicle Usage

To minimize liability risks, the College's insurance carrier has recommended that the College obtain motor vehicle records for all employee drivers every three years and additional requirements for persons using their own vehicles. This requirement would affect all College, FSA, SCCC Foundation, and SCCC Dormitory Corporation employees as well as Board members who will be driving College vehicles/and or their individual vehicles on College related business. Currently, all employee drivers of College vehicles are required to provide operator’s license information to receive authorization to drive a College vehicle. The proposed policy shall include guidelines and directives regarding vehicle safety standards, prohibited practices while driving, and proof of insurance for non-college owned vehicles used for college related travel. The following provisions and policies are intended to reduce the potential of accidents and injuries to members of the College community and those we interact with. All users of College fleet vehicles are to know and abide by these policies and provisions.

Driver Responsibilities

Driver qualifications standards for College /leased and personal/non-college owned vehicles used for College-related travel:

a) Current, State issued operator’s license;

b) Drivers must e 18 years of age or older;

c) Motor vehicle records check (MVR, driver history check) may be required;

d) Successful completion of road driver course (if applicable);

e) Behavior of the driver during subsequent use;

f) Behavior and social conduct of the driver, both on and off campus.

Drivers of College vehicles are responsible for:

a) Properly completed Request for Travel form and all associated paperwork.

b) Appropriate approval for travel.

c) Conducting an inspection of the vehicle for general condition and safety prior to use.

d) Timely vehicle reservation through the Business Office, vehicles will be assigned on a first-come basis with these exceptions; admissions, academic and administrative business travel will be given priority over student organizations and athletic teams.

e) In the event that a reserved vehicle is found not to be needed, users are to contact the Business Office as soon as possible so that this vehicle can be rescheduled for others to use. Due to the demand for College vehicles the policy of canceling reservations of unneeded vehicles is mandatory and failure to do so may result in future sanctions.

f) Following College policy regarding the fueling of vehicles.

g) Promptly reporting any and all traffic/moving and parking violations, and damage to the vehicle.

h) Immediately reporting any accidents and mechanical problems.

i) Following College policies governing the use of vehicles.

j) Insuring that a vehicle is readied for use upon return.

Policies governing the Use of College owned/leased vehicles:

Only authorized drivers may operate College vehicles (vehicles owned and/or leased by the College) to conduct College-related business.

a) All authorized drivers must be familiar with, and abide by, the motor vehicle laws of the State of New York, laws of other states while driving in those states, and Sullivan County Community College policies governing the use of College vehicles to conduct College-related business.

b) All persons traveling in a College vehicle must wear/use seatbelts at all times.

c) Vehicles are to be secured/locked when left unattended.

d) Smoking, the use and/or possession of alcohol, and the use and/or possession of illicit drugs are absolutely not permitted in College vehicles.

e) The use of “RADAR” detectors or other form of speed enforcement detection equipment is prohibited in College vehicles.

f) The use of “Cellular” mobile telephones (of any form or type) by the driver while operating (driving) a College vehicle is prohibited.

g) At the College's discretion, any trip longer that five (5) hours traveling time (one way) may require two or more drivers per vehicle.

h) Drivers are required to correctly complete all paperwork as specified in the provisions for use of a College vehicle.

i) Vehicles are to be returned to campus upon completion of authorized/official use, parked in the specified parking lot, and readied for use as specified in the general provisions.

j) Drivers are required to immediately contact the Director of Safety and Security in the event of any accident.

k) Drivers are required to immediately contact the Buildings and Grounds Department in the event of mechanical difficulty involving a College vehicle or “minor” damage to/or involving College vehicles.

l) Drivers are required to notify the Director of Safety and Security upon return to campus of any parking violations, or traffic/moving violations.

Returning Vehicles to Campus:

Upon the completion of use of a College vehicle, the vehicle is to be returned directly to the specified parking lot location, and prepared for its next use. The driver is responsible for completing all required paperwork and for the condition of the vehicle upon its return and must insure the following:

a) The driver must record the ending mileage (odometer reading).

b) The vehicle is to have at least one half (1/2) of a tank of gasoline.

c) All trash and personal items have been removed from the vehicle.

d) All dirt is brushed from the interior of the vehicle. If this cannot be done by the driver, it is to be noted on the vehicle use form so that the vehicle can be appropriately cleaned and readied for its next use.

e) Any mechanical/system warnings should be noted on the vehicle use form.

f) Any minor damages or maintenance needs are to be noted on the vehicle use form.

g) The driver must give all completed paperwork, gas receipts, credit card(s), keys and associated information to the Business Office or, if the College is closed, place it in the key drop box located by the pedestrian entrance to the loading dock.

h) Failure to complete the required procedures may result in additional fees and/or sanctions.

Policies Governing the Use of Personal/Non-College Owned Vehicles for College-Related Travel:

a) Only authorized drivers may use personal vehicles to conduct College-related business.

b) Authorized drivers will be required to provide copies of vehicle registration and proof of insurance for adequate levels of auto liability including adequate limits for Uninsured Motorists (UM) and Underinsured Motorists (UIM). The College will determine adequate levels in consultation with its insurance carrier.

c) All authorized drivers must be familiar with, and abide by, the motor vehicle laws of the State of New York, laws of other states while driving in those states, and Sullivan County Community College policies governing the use of personal vehicles to conduct College-related business.

d) All persons traveling on College-related business must wear/use seatbelts at all times.

e) Vehicles are to be secured/locked when left unattended.

f) The use and/or possession of alcohol, and the use and/or possession of illicit drugs are absolutely not permitted when traveling on College -related business.

g) The use of “RADAR” detectors or other form of speed enforcement detection equipment is prohibited when traveling on College -related business.

h) The use of “Cellular” mobile telephones (of any form or type) by the driver while operating (driving) when traveling on College -related business is prohibited.

i) At the College's discretion, any trip longer that five (5) hours traveling time (one way) may require two or more drivers per vehicle.

Disposal of Broken Glass

No one should dispose of broken glass in waste cans or baskets. Broken glass should be kept contained in a plastic bag inside a sturdy cardboard container and marked “BROKEN GLASS”. It is important to remember that some broken glass can be contaminated with potentially dangerous chemicals or equally serious biological or pathogenic wastes. Your best bet is to contact Buildings and Grounds and/or Housekeeping whenever possible in order to dispose of glass in a safe manner. If you have any questions or concerns regarding this procedure, please feel free to call us.

Electronic/Hazardous Waste

Due to the content of lead, silver, cadmium and other heavy metals, all monitors, cathode ray tubes, computer processing units, keyboards, TV sets, and other miscellaneous electronics are now considered hazardous waste and can no longer be disposed of in the regular trash. This is in accordance with New York State Department of Environmental Conservation rule (6 NYCRR 371.1). Irreparable units will be handled the same way chemicals or other hazardous waste is handled via contract licensed carriers. If you have any questions regarding this policy, please call Buildings and Grounds.

Emergency Procedures

Emergency procedures are posted in all classrooms, hallways, lobbies and labs. They are yellow in color.

Please review them. If any area does not have one, please contact Buildings and Grounds immediately, ext. 4320.

All students, faculty, staff and visitors are asked to exit from the buildings in an orderly fashion immediately upon sounding of the fire alarm, and not return before the recall signal. The recall signal is an electronic horn and is distinctly different from the fire alarm.

The College has a number of emergency telephones inside the College. Pick up the handset; it will ring automatically. If no one picks up after 3 rings, it will automatically transfer to the radio system and open the Security radio with a tone. The radio system marks this as Priority and will cut everyone else off that is on that transmitter. Explain the nature of your emergency and follow instructions given.

Equipment

Whenever a piece of College equipment is stolen, sent out for service, transferred, declared surplus, or borrowed for off-campus use, please notify the Buildings and Grounds Office, khorn@sullivan.suny.edu, so that inventory records are properly maintained. It is the responsibility of each department chairman to authorize the above and notify the Vice-President for Administrative Services of that decision.

First Aid Boxes

First Aid boxes are located in all academic offices (secretary areas) and are equipped with basic first aid materials, i.e. Band-Aids, antiseptic, etc.

Food/Drink

Please refrain from bringing food/drink into any of the classrooms, the Theatre or on the Field House floor.

Mail Service

The United States Post Office delivers our mail at approximately 9 am each weekday morning. The mail will be distributed by General Services and may be picked up in your mailbox (located in room J011) per the normal schedule.

The Post Office will also be taking the mail we have ready with them at 9 am. You can drop your outgoing mail off in room J011 per the usual, or bring it directly to Shipping & Receiving (room H042), keeping in mind that all mail will have to be in one of these locations by 3:30 pm in the afternoon in order for it to be picked up by the Post Office at 9 am.

If you have something that must go out in the afternoon, it can be posted and you can take it to the Post Office in Loch Sheldrake.

Please continue to coordinate all special mailings (i.e. large, bulk, or presort mail) by giving Shipping & Receiving notice well in advance (cbuckler@sullivan.suny.edu) so the actual mailing date can be mutually agreed upon between your office and Shipping & Receiving. Large mailings should be brought directly to Shipping & Receiving (room H042) and may take a few days to complete.

Please indicate your department number underneath the College‘s return address on your outgoing mail. For your convenience, envelopes are sealed automatically by machine and stamped by the postage meter. Bulky envelopes, however, won‘t go through the machine and should be sealed before being deposited. To save time, envelope flaps should be in the up position and rubber banded together.

Each department is responsible for picking up their own mail in room J011. Check the floor for department packages as well.

As a courtesy, personal mail will be taken to the post office. Please make sure the proper postage is affixed to the envelope and your return address is indicated. If you are expecting a personal package, please notify Shipping and Receiving, cbuckler@sullivan.suny.edu, so that it is not confused with College purchases.

Maintenance Work Order Requests

Buildings and Grounds has started using a new work order system. It‘s a web-based design, allowing users to report maintenance and buildings problems. You can log onto http://www.isboss.com and follow the directions. Go to the State, and then using the pull down screen to locate SCCC. Log on (in most cases) by using your SCCC “user” name and the word “temp” as the password. You can change that as you go along. Should you run into any difficulties, please feel free to contact Buildings and Grounds, ext. 4320. As always, you can also contact Buildings and Grounds, ext. 4320, to generate a work order.

Outside Board

Nancy Brooks is responsible for coordinating messages on the outside board. Please feel free to email her at cbuckler@sullivan.suny.edu with details of the event (name of event, date, starting time, and place).

Parking/Accidents, Etc.

Please observe all traffic rules, regulations, and signs on campus roadways. Bike racks are located at various areas for those who need them.

The College assumes no responsibility for stolen or damaged property. Keep your vehicle locked and properly secure personal property.

Jumper cables are available through Buildings and Grounds, room H048, as well as a booster pack in the Security Office (upper H Building Lobby) for evening faculty/staff/students. Student I.D. card is necessary for students to obtain equipment. During hours when the Buildings and Grounds Office is closed you can call “0” to have evening staff paged. Failure to return equipment will result in impounding of student records.

Motorcycles and motorbikes are subject to the same rules, regulations, and fines as automobiles. They are to be parked only in the marked areas in both lots 1 and 2. Mopeds may be parked in bike racks located in the motorcycle and motorbike parking areas only.

Parking in spaces reserved for the handicapped is permitted only by displaying a special permit which is issued by the Health Services Office, room H012.

The following fee schedule for parking fines is in effect as of September 1, 2005:

  • Parking Fine Violation............$25; $50 plus cost of towing after second repeat violation
  • Handicap Parking Violation......$50; $100 plus cost of towing after second repeat violation

Fines must be paid at the Buildings and Grounds Office, room H048, within ten (10) days from date of violation. Unpaid tickets will result in College records being impounded.

Please note the following regarding College owned vehicles: if a College owned vehicle becomes damaged, an accident occurs, or extensive repairs are needed, then the traveler must telephone the College as noted in the decal inside the car. Explain the circumstances; a decision will be made and the traveler will be notified of what action to take.

Please note that PARKING PERMITS are required for students as well as College employees and can be obtained in the Student Activities Office, room H122.

Recycling

Located at copy machines and other strategic locations are recycling containers for paper. We no longer want you to maintain large amounts of recycling in your office. Please dispose of your recycled paper at these locations on a daily basis and Housekeeping will empty them at the end of each day. In cases where large amounts of newspaper and/or cardboard need recycling, please generate a work order, or contact Buildings and Grounds to have it removed by Housekeeping. The goal is to eliminate the accumulation of recycling material on the loading dock and have Housekeeping handle it. Our ―Save That Office Paper‖ recycling guide is attached for your convenience.

Located outside in the recycling shed (just outside the loading dock) is a section for metal/plastic. You may use that section to recycle #1 and #2 plastic bottles and aluminum cans. Containers should be rinsed, plastic caps/lids thrown away, and labels may be left on. #1 and #2 plastic and aluminum cans can be mixed together. Clean tin cans can also be recycled, but need to be separated from aluminum.

Request for Keys

Key requests should come from the department chairman in writing or via e-mail to the Buildings and Grounds Office (cbuckler@sullivan.suny.edu) and should include the individual‘s name and the appropriate room numbers involved. Keys will then be issued, at which time the individual will be asked to sign for them.

When an individual terminates employment or goes on a leave of absence, he/she is asked to return the keys directly to the Buildings and Grounds Office. Please do not “pass them on.”

Right-to-Know

Every College employee is obligated to take the one-hour Right-to-Know training class which covers state and federal laws that, when properly administered, will help you avoid health risks. Among other things, you will be taught how to read a material safety data sheet (MSDS). Located in each department is an MSDS book which contains information on commonly used chemicals on campus. You will be notified of upcoming classes. If you are a new employee who routinely handles chemicals, you may be asked to take additional training after the one-hour Right-to-Know class.

Smoking Regulations

Background

On a walk across campus, it's common to see employees and students sitting and standing in doorways directly outside a building, having a cigarette. Beginning August 15, 2009, those smokers will have to move farther away from entrances to campus buildings when they light up.

Changes

Sullivan County Community College’s new smoking policy is to become a totally smoke-free campus. The new policy establishes Phase I of more stringent guidelines for students, faculty and staff smoking on campus.

During Phase I the College will try to accommodate the smokers and the others that do not even want to come into contact with second-hand smoke.

The policy calls for courtesy, respect and cooperation among all members of the community. Acceptance of the new smoking policy is going to be a culture change.

The biggest difference outlined in the policy is:

  • The courtyard area on the upper level of the campus will be designated as a “SMOKE-FREE area. There will be no smoking allowed in the courtyard.
  • A new 20-40 foot, smoke-free buffer zone around rest of the campus. These areas will be clearly marked with signs indicating that members of the campus community won't be permitted to smoke in those areas.
  • There will be designated smoking areas, complete with self-extinguishing ashtrays, near each area. Those who smoke are requested to use them so that a clean and visually attractive campus is maintained

Smoking Cessation

The College recognizes that individuals may need help to quit or refrain from smoking. In this regard, assistance with smoking cessation and prevention education is available through the Sullivan County Tobacco Free Coalition. This is a funded partnership, of the New York State Department of Health Tobacco Control Program. The goal of the coalition is to "de-normalize" tobacco usage, by using evidence based strategies to educate, mobilize and engage the community in efforts to reduce tobacco usage and promote cessation. The coalition also works to promote the service of the Smoker's Quitline.

The "Quitline" provides cessation counseling to those quitting tobacco usage. The toll free number is 1(866) 697-8487.

Continuation of the Current Policy

Smoking is prohibited in all indoor locations including but not limited to:

  • classrooms, lecture halls, auditoriums and libraries;
  • laboratories, shops, computer rooms and studios;
  • offices, meeting rooms and dining areas;
  • lounges and rest rooms;
  • lobbies, foyers, and waiting rooms;
  • hallways, stairwells and elevators;
  • maintenance areas, mechanical and storage rooms, loading dock and garages;
  • field house and physical activity centers;
  • library and theater
  • residence hall

Security and Non-School Hours

The campus Security Station is located at the upper level of Statler Hall (H Building) for the convenience and safety of students, faculty, staff and visitors. If you have business to attend to during non-school hours when the College is closed, please enter/exit through the door in the courtyard near the Security Station. The telephone extension is 4315. All students, faculty, staff and visitors should register with Security during non-school hours. During semester hours a security officer is on duty patrolling campus parking lots. He/she is also available if you need an escort to your vehicle late at night.

Save That Office Paper

RECYCLE THE FOLLOWING:

  • MIXED OFFICE PAPER (includes magazines, books w/o hard covers, glossy paper, junk mail, school and office paper/any color, computer paper w/o carbon, ledger sheets, construction paper, laser printer paper).
  • ENVELOPES (with or without windows).
  • NEWSPAPERS (all regular news and inserts tied into bundles with twine in stacks under 12” in height).
  • CARDBOARD (must be clean, dry, and free of wax or plastic coatings; remove tape, flatten boxes and tie).
  • NOTE: All contaminants should be removed from recyclables, i.e. staples paper clips, carbon paper, etc.

TRASH THE FOLLOWING:

  • Carbon paper, NCR paper, blueprint/drafting paper, or any sensitized paper. Film, photographs, scotches tape or glue.
  • Metal objects, spiral binders, fasteners or staples.
  • Heavy stock file folders.
  • Junk/garbage (includes cups, lunch bags, wax paper, and light cardboard stock).
  • Tissue paper.
  • Fax paper.

5.02 Buildings and Grounds Policies Reference Guide

Overview: This document summarizes Sullivan County Community College‘s (the Institution‘s) comprehensive written information security program (the Program) mandated by the Federal Trade Commission‘s Safeguards Rule and the Gramm – Leach – Bliley Act (GLBA). In particular, this document describes the Program elements pursuant to which the Institution intends to (i) ensure the security and confidentiality of covered records, (ii) protect against any anticipated threats or hazards to the security of such records, and (iii) protect against the unauthorized access or use of such records or information in ways that could result in substantial harm or inconvenience to customers. The Program incorporates by reference the Institution‘s policies and procedures enumerated below and is in addition to any institutional policies and procedures that may be required pursuant to other federal and state laws and regulations, including, without limitation, FERPA.

Designation of Representatives: The Institution‘s Executive Assistant to the President is designated as the Program Officer who shall be responsible for coordinating and overseeing the Program. The Program Officer may designate other representatives of the Institution to oversee and coordinate particular elements of the Program. Any questions regarding the implementation of the Program or the interpretation of this document should be directed to the Program Officer or his or her designees.

Scope of Program: The Program applies to any record containing nonpublic financial information about a student or other third party who has a relationship with the Institution, whether in paper, electronic or other form that is handled or maintained by or on behalf of the Institution or its affiliates. For these purposes, the term nonpublic financial information shall mean any information (i) a student or other third party provides in order to obtain a financial service from the Institution, (ii) about a student or other third party resulting from any transaction with the Institution involving a financial service, or (iii) otherwise obtained about a student or other third party in connection with providing a financial service to that person.

Elements of the Program:

a. Risk Identification and Assessment. The Institution intends, as part of the Program, to undertake to identify and assess external and internal risks to the security, confidentiality, and integrity of nonpublic financial information that could result in the unauthorized disclosure, misuse, alteration, destruction or other compromise of such information. In implementing the Program, the Program Officer will establish procedures for identifying and assessing such risks in each relevant area of the Institution‘s operations, including:

Employee training and management. The Program Officer will coordinate with representatives in the Institution‘s Human Resources and Financial Aid offices to evaluate the effectiveness of the Institution‘s procedures and practices relating to access to and use of student records, including financial aid information. This evaluation will include assessing the effectiveness of the Institution‘s current policies and procedures in this area, including the Institution‘s Policy and Procedures Manual.

Information Systems and Information Processing and Disposal. The Program Officer will coordinate with representatives of the Institution‘s Director of Institutional Computing to assess the risks to nonpublic financial information associated with the Institution‘s information systems, including network and software design, information processing, and the storage, transmission and disposal of nonpublic financial information. This evaluation will include assessing the Institution‘s current polices and procedures relating to Acceptable Use of the Institution‘s network and network security, document retention and destruction. The Program Officer will also coordinate with the Institution‘s Director of Institutional Computing to assess
procedures for monitoring potential information security threats associated with software systems and for updating such systems by, among other things, implementing patches or other software fixes designed to deal with known security flaws.

Detecting, Preventing and Responding to Attacks: The Program Officer will coordinate with the Institution‘s Department of Institutional Computing to evaluate procedures for and methods of detecting, preventing and responding to attacks or other system failures and existing network access and security policies and procedures, as well as procedures for coordinating responses to network attacks and developing incident response teams and policies. In this regard, the Program Officer may elect to delegate to a representative of the Department of Institutional Computing the responsibility for monitoring and participating in the dissemination of information related to the reporting of known security attacks and other threats to the integrity of networks utilized by the Institution.

b. Designing and Implementing Safeguards. The risk assessment and analysis described above shall apply to all methods of handling or disposing of nonpublic financial information, whether in electronic, paper or other form. The Program Officer will, on a regular basis, implement safeguards to control the risks identified through such assessments and to regularly test or otherwise monitor the effectiveness of such safeguards. Such testing and monitoring may be accomplished through existing network monitoring and problem escalation procedures.

c. Overseeing Service Providers. The Program Officer shall coordinate with those responsible for the third party service procurement activities among the Department of Institutional Computing and other affected departments to raise awareness of, and to institute methods for, selecting and retaining only those service providers that are capable of maintaining appropriate safeguards for nonpublic financial information of students and other third parties to which they will have access. In addition, the Program Officer will work with the Vice President for Administrative Services to develop and incorporate standard, contractual protections applicable to third party service providers, which will require such providers to implement and maintain appropriate safeguards. Any deviation from these standard provisions will require the approval of the Vice President for Administrative Services. These standards shall apply to all existing and future contracts entered into with such third party service providers, provided that amendments to contracts entered into prior to June 24, 2002 are not required to be effective until May 2004.

d. Adjustments to Program. The Program Officer is responsible for evaluating and adjusting the Program based on the risk identification and assessment activities undertaken pursuant to the Program, as well as any material changes to the Institution‘s operations or other circumstances that may have a material impact on the Program.

e. Specific Direction to Staff. The Program Officer will promulgate specific information to employees handling data covered by GLBA. Such information will be appended to this document and updated as necessary.

5.03 Gramm-Leach-Bliley Act Security Program

EMERGENCY TELEPHONE PROCEDURES

Location of the emergency telephones is such that four are accessible from the outside on a 24-hour basis and two are located inside the buildings. Their exact locations are as follows:

Available 24 hours:

    • A Building Vestibule off the courtyard
    • J Building Vestibule off the courtyard
    • K Building Vestibule off parking lot II
    •  H Building at the Loading Dock Entrance

Available from inside:

    • Upper H Building lobby by window to the Security Office near ATM
    • E Building Lobby near the payphones by the D Building link way

Instructions on how to use the Emergency Telephones are as follows:

    • Open the cover of the emergency telephone enclosure.
    • Lift the red handset and wait. You will hear the system‘s dial tone followed by automatic dialing.
    • A Security Officer will answer. Give your name and the location letter printed on the inside of the cover.
    • Explain what your emergency is.
    • Follow the directions given by the Security Officer.
    • DO NOT hang up unless told to do so.
  1. If you are at a College telephone, you can access the emergency telephone system by dialing 360 or contact Buildings & Grounds at Ext. 4320.
  2. If an emergency occurs after hours, on a holiday or weekend and you are unable to reach Security, the Sullivan County 911 Center can be reached from a College phone by dialing 9 for an outside line followed by 911. The 911 Center will be able to dispatch fire, EMS or police to assist you.

Building Evacuation Procedures (Fire Alarm)

The fire alarm system is effective for fire and other emergencies, i.e., a Haz Mat incident. When the fire alarm bells sound, all building occupants should evacuate all College campus buildings. Emergency procedures are posted in all classrooms, hallways, lobbies and labs. They are yellow color. Please review them. If any area does not have one, please contact Buildings and Grounds Department immediately at Ext. 4320.

  1. If an emergency that warrants evacuations of the buildings exists, immediately activate the fire alarm system by using the nearest fire alarm pull station.
  2. When the building evacuation alarm is sounded, you must assume that an emergency exists. All students, faculty, staff and visitors are asked to exit the buildings in an orderly fashion immediately upon sounding of the fire alarm, and not return before the recall signal. The recall signal is a bell/horn combination and is distinctly different from the fire alarm.
  3. Willfully preventing or detaining people from exiting the buildings upon the sounding of the building evacuation alarm is a felony act of criminal negligence under New York State law.
  4. ASSIST THE HANDICAPPED IN EXITING THE BUILDINGS!!! Be especially concerned about people who may be hearing impaired. Remember that elevators are reserved for handicapped use. DO NOT USE ELEVATORS IN CASE OF FIRE. DO NOT PANIC. The west side the Library/Learning Center on the second floor of the library (near the law section) is designed as a safe evacuation area for persons with disabilities. College personnel will respond to this area to assist in evacuation of handicapped people.
  5. The College has assigned personnel who respond to specific building locations when the fire alarm sounds. It is their responsibility to assist in the evacuation of the assigned area and make sure all occupants have left the buildings. During a preplanned fire drill, these personnel will time the complete evacuation of each area as required by law. If it is not simply a fire drill, these personnel will direct those standing outside to move away from the buildings to a safer area.
  6. Response Team members shall, upon the sounding of the fire alarm, immediately respond to the Health Services Office to assist the Nurse with moving all necessary first responder equipment up the G building stairs and outside to the courtyard. The team shall assemble near the command post.
  7. It is an important responsibility for the last person to leave an office or classroom to make sure that the windows are closed and that all door(s) to the area have been closed. The personnel assigned to check each building must also close the link way doors between buildings. The best way to reduce the spread of fire and smoke is to provide as much resistance as possible to the travel paths of fire and smoke. The simple act of closing doors can greatly reduce the spread of fire and smoke. One should note this concept would apply to any location including your home.
  8. Once outside, move to a clear area that is at least 500 feet away form the affected building(s). Keep roadways, fire lanes, hydrants, and walkways clear for emergency vehicles and crews.
  9. If requested, follow the directions given by emergency crews.
  10. When the fire alarm sounds, a Campus Emergency Command Post will be established by the locked box located at the far end of the upper parking lot adjacent to the J building. See the Campus Emergency Command Post procedures on page 10. Please keep clear of the Campus Emergency Command Post unless you have official business.
  11. DO NOT RETURN TO AN EVACUATED BUILDING unless the recall alarm is sounded or a College official gives you the okay.
  12. The College must conduct a minimum of three fire drills per year, one in the Fall semester and one in the Spring semester. The other one can be in either semester but needs to be held when evening classes are in session.

Accident and Medical Emergency Response

  1. If you are aware of someone having been injured, in an accident, or experiencing a medical problem, contact the Health Services Office or Security Office immediately.

a. Security can be reached by dialing 360

b. Health Services can be reached at Ext. 4247 Room H012

c. Either office an be reached by dialing 0 for the switchboard

2. The daytime business hours initial response will be the College Nurse and a Security Officer. The College Nurse will do an assessment of the situation and begin to initiate necessary first aid. Should additional resources be needed the Security Officer shall assist in requesting them. The Nurse could request assistance from EMT‘s and others on the College response team and/or an ambulance could be dispatched. In the event the Nurse is not available, one of the EMTs would assume the role of size up and stabilization leadership. If an ambulance is dispatched to the campus, specific information about the location of a patient must be given to the dispatcher. The Nurse or Security Officer shall radio for a Buildings & Grounds staff member to go outside to meet and direct ambulance personnel directly to the scene. The Nurse or EMT shall complete the necessary paperwork to report the incident.

3. The off hours initial response will be the on duty Security Officer. The Officer will do an assessment of the situation. If the need is warranted, the Officer shall immediately call for an ambulance. The Officer should render first aid up to the Officer‘s level of training. The Officer shall request a staff member or other reliable person to go outside to meet and direct ambulance personnel to the scene. The Officer must complete the necessary paperwork to report on the incident.

4. The College Nurse shall purchase and maintain the necessary supplies and equipment needed for a first response to a medical emergency. This equipment shall consist of at least a standard first responders bag, portable oxygen, backboard, wheelchair and neck collars.

5. The College Nurse shall form a first responder team made up of employee volunteers who have some training or expertise in the emergency medical field. The Nurse shall semi-annually update the team roster. This roster shall be made available to Security Office, switchboard, and all department heads. EMT members of the response team should be issued pagers on the Buildings & Grounds radio frequency so they can be quickly contacted in the event they are needed. The team shall schedule and conduct a quarterly drill (4 per year) under the direction of the Nurse.

6. Team members shall, upon the sounding of the fire alarm, immediately respond to the Health Services Office to assist the Nurse with moving all necessary first responder equipment up the G building stairs and outside to the courtyard. The team shall assemble near the command post.

Other Site Locations

1. In the event of an accident or medical emergency, the staff member in charge shall do an assessment of the situation. If the situation warrants, an ambulance shall be immediately requested by calling 911. Anyone who may be available should render first aid up to their training level. A staff member or other reliable person should be sent outside to direct ambulance personnel to the scene. The staff member shall complete the necessary paperwork to report the incident.

PROTECTING YOURSELF

BE SAFETY CONSCIOUS. DO NOT BE A VICTIM OF CRIME

Campus safety is everyone‘s responsibility – do your part by being:

  • ALERT - for campus crime, suspicious persons or safety hazards. Do not take unnecessary chances.
  • SAFETY CONSCIOUS – a conscientious approach can protect you, your belongings, fellow students/employees, and your campus.
  • IN THE KNOW – about safety precautions and emergency procedures. Use common sense – BE INVOLVED – Watch and be attentive to surroundings and activities near you. Report all incidents.

AVOID VICTIMIZATION

Each member of the College community can assist in the effort to provide a crime free campus, utilizing preventive measures to reduce the opportunity for criminal acts by taking the following precautions:

  • Do not hesitate to call Security if something does not seem or feel right.
  • If you are on campus working after hours, keep office door locked and notify the Campus Security Office. Security Officers will periodically check on you and will arrange an escort to your vehicle, if desired.
  • The campus is well lit, but it is wise to walk in groups of at least two to your car at night or when walking to other locations in the area.
  • Walk with confidence, and avoid walking near bushes and parked cars.
  • Avoid isolated, poorly lit routes.
  • Avoid getting into vulnerable, no exit places.
  • Stay alert and trust your instincts. If you feel someone is following you, go to a public place and ask for help.
  • If you decide to carry a personal safety device, make sure you have a working knowledge of the product. Make sure that it is readily accessible and not buried in the bottom of your backpack.
  • Be careful at the ATM machine and try to use the ATM during the day.
  • Carry some kind of identification. Your College ID card will suffice.
  • Avoid wearing headphones when walking alone.
  • Familiarize yourself with the location of emergency telephones.
  • If for any reason you are apprehensive about going to your vehicle at night, call the Campus Security Office (Ext.4315) to arrange for an escort.
  • You are encouraged to report any safety hazards to the Buildings & Grounds Department during business hours at Ext. 4320 or to Campus Security Office at Ext. 4315 after hours.
  • When parking, remove valuables from plain view and lock your vehicle.
  • Personal property, purses, backpacks, textbooks, etc., should never be left unattended. Take such items with you if you are leaving the area for any length of time.
  • Locker space may be rented through the Faculty Student Association Office.
  • Record serial numbers of calculators, computers, and other valuables.
  • Make copies of credit cards and other valuables in your wallet.
  • Try not to carry large sums of cash on your person, or display large amounts of money.
  • Write your name and ID number in several places in textbooks.
  • Always lock your bicycle in the bicycle rack. Use a good quality lock. Register your bicycle with the Campus Security Office.
  • Require identification and authorization from ―repair person‖ wanting to remove a computer or other equipment from a room.
  • Never loan out keys.
  • Report all incidents and losses to the Campus Security Office immediately.
  • Report any suspicious person, activity, or disturbance to the Campus Security Office, no matter how minor it may seem.

VICTIM ASSISTANCE

The College provides support for victims of crime, so no one should hesitate to report a crime. If you are a victim of a crime and think you need some help but are unsure about formally reporting it, feel free to call the Center for Student Development. The staff there will help you talk it through and make sure that you know and feel okay with exercising your options. The Center for Student Development Services is in room H063 (Ext. 4242).

Emergency Telephone Numbers

Police Departments:

Town of Fallsburg: 434-4422
Village of Liberty: 292-4422
Village of Monticello: 794-4422
State Police, Liberty: 292-6600
Sullivan County Sheriff’s Dept: 794-7100
Child Abuse: 1-800-342-3720
Domestic Violence: 1-800-942-6906
Rape Intervention Services Education: 791-9595
Safe Passage: 292-5700
Suicide Prevention/Intervention: 647-2443
Ulster-Sullivan Mediation: 794-3377
Sullivan County Community College: 434-5750

Security Ext.; 4315
Center for Student Development Services Ext.: 4242
College Nurse Ext.; 4247

ACCESS TO CAMPUS FACILITIES

LOCH SHELDRAKE CAMPUS

  1. Normal Business Hours when classes are in session

Monday – Thursday 7:30AM – 10:00PM
Friday 7:30AM - 10:00PM
Saturday **
Sunday **
** Hours for computer labs, Cyber Café, Cafeteria, Library and Field House will be posted and advertised during the semester

2. Normal Business Hours when classes are not in session are as follows:

Monday – Friday 8:00AM – 5:00PM

3. Access time may vary for special events particularly in the Seelig Theatre and Field House. Check the Campus Events Calendar.

4. On observed holidays all buildings will be closed.

5. If you have business to attend to during non-business hours or when the College is closed, please enter/exit via the H Building doorway in the courtyard near the Security Office. The Campus Security Office is located in upper H Building, room H108, and the telephone 131 extension is 4315. All employees entering or exiting the building must sign in and out with the Security Officer.

PARKING

1. Traffic rules, regulations, and signs must be obeyed at all times.

2. The College assumes no responsibility for stolen or damaged property. Keep your vehicle locked and properly secure personal property.

3. Park only in designated areas and within legally marked parking spaces.

4. Parking in reserved handicapped spaces is permitted only by displaying a valid handicapped parking permit.

5. Motorcycles and motorbikes are subject to the same rules, regulations, and fines as automobiles. They are to be parked in the marked area in both parking lots 1 and 2.

6. If you park illegally and do not receive a parking ticket, do not assume that it is okay to park where you parked.

7. You are responsible for all tickets issued to your vehicle. The following fee schedule for parking fines is in effect:

Parking/traffic violations $10.00 per ticket
Handicapped violation $15.00 per ticket
Boot $25.00 per ticket

8. If you receive a ticket, please do not ignore it. Fines must be paid in the Buildings and Grounds Office (H042), within ten days from date of violation. Unpaid ticket charges will result in being barred from registering for classes and receiving official transcripts. A vehicle may be booted or towed away until all unpaid ticket charges are paid in full.

9. Please note that parking permits are required for students as well as College employees and can be obtained in the Student Activities Office, ext. 4303.

10. Jumper cables are available at the Buildings and Grounds Office (H042), or the Security Office (upper H building lobby). A valid student I.D. card is necessary for a student to obtain the cables. Failure to return jumper cables will result in impounding of student records.

5.04 Safety and Security Plan

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