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Ramapo

2022 EMPLOYEE SUMMER GATHERING

Thank you for your service and contributions to Ramapo College!

President Cindy Jebb and the Department of Human Resources cordially invite you to the
2022 Employee Summer Gathering inclusive of the President’s Staff Recognition Awards

Tuesday, June 14, 2022
9:15 – 11:00 a.m.
Arch/Grove

RSVP by June 6, 2022

In case of rain, the event will be in the Trustees Pavilion

6-13-2022 – One-Time Extension of the VSIP Plan

It has come to our attention that some employees have expressed that they experienced challenges with getting information together prior to the Voluntary Separation Incentive Plan (VSIP) deadline.   We are not sure if others have faced these challenges as well, so in light of this information, we have decided to provide a one-time extension to participate in the VSIP.   If you are interested in participating in the VSIP you must notify and provide a signed Notice of Intent to the Benefits Office by June 30, 2022 for a separation/retirement date no later than September 1, 2022.  There will be no future extensions of this program. See link for more information.

SUMMER FLEX SCHEDULE

The summer four-day flex workweek program will be in effect from the week of May 9, 2022 through and including the week of August 15, 2022.  The first Friday off will be May 13, 2022, the day after Commencement; the last Friday off will be August 19, 2022. The following provisions will apply for summer 2022:

  1. The daily schedule for most employees working 35 hours a week will be 8:00 a.m. to 5:15 p.m. Monday through Thursday, with one-half hour for lunch (and two fifteen-minute breaks for classified staff).
  2. Any deviation from the work schedule described above requires formal approval through the College’s Flexible Work Arrangements Policy: link (http://www.ramapo.edu/hr/policies-procedures/flexible-work-arrangements-policy-statement/ )
  3. Time and attendance reporting for flex work weeks (except for 40-hour workweek employees) should reflect an 8.75 hour day – Monday through Thursday.

Exceptions to these hours are:

Memorial Day Week:  The College will be closed for Memorial Day, Monday, May 30th  and Friday, June 3rd.  The work schedule for that week – Tuesday, Wednesday and Thursday will be 8:00 a.m. to 5:45 p.m.  The time and attendance reporting for this week (except for 40-hour workweek employees) should reflect a 9.25 hour day (Tuesday, Wednesday & Thursday).  Keep in mind if you are absent on Tuesday, Wednesday or Thursday of this week, the hours should be reflected as 9.25 on web time entry.

Juneteenth-The week of June 13, all employees will work their regular schedule Monday through Thursday. Friday, June 17, 2022 will be an observed holiday, Juneteenth

July 4th Week:  The College will be closed on Monday, July 4th for the holiday and Friday July 8th. The work schedule for that week – Monday, Tuesday and Wednesday will be 8:00 a.m. to 5:45 p.m.  Time and attendance reporting for this week (except for 40-hour workweek employees) should reflect a 9.25 hour day (Monday, Tuesday and Wednesday).    Keep in mind if you are absent on Monday, Tuesday and Wednesday of this week, the hours should be reflected as 9.25 on web-time entry.

Employees should work the specified hours as noted and unit heads must ensure the integrity of time and attendance reporting.  Employees with 40-hour workweeks will not be affected by these changes.

Please note that compensatory time will not be earned on flex Friday’s so adjust your schedule accordingly as necessary with consultation with your supervisor.

Essential employees should be guided by their supervisor/unit head regarding any flexible work arrangements for the summer.

WEEKLY COVID 19 TESTING

Weekly Covid-19 testing is required of employees with an on campus presence who have not shared their vaccination status with the Human Resources Department.  Visit Healthcare has partnered with Ramapo College to provide on-site COVID-19 testing in order to make your return to campus, and on campus work experience, as safe as possible.

Please note that effective Monday, May 23, 2022 Visit Healthcare will be doing testing at a new location “The Green House Classroom.” With new summer hours

Summer Hours effective starting May 23, 2022 in the Green House Classroom:

Mondays-2:30pm-5:30pm

Tuesdays-1:00pm-4:30pm

Thursdays-6:45am-11:00am

In order to participate in this mandatory weekly testing for unvaccinated employees you must sign up on the Visit Healthcare patient portal. Please follow the link below to complete your registration with Visit Healthcare’s portal.

Sign Up: 

https://www.visit.covidsecureapp.com/ramapo.html#main-visit-healthcare-patient-dashboard3/knack-register/profile_6

Employees are required to input all health insurance information (such as Health Care provider name, member ID and group number) in the appropriate fields. Please use your Ramapo email rather than your personal email. Please make sure that the images that you upload are clear and visible. Feel free to email Visit Healthcare at testresults@visit-healthcare.com with any questions regarding the portal sign up. You do not need to make an appointment. Just go during Testing days/times listed above.

If you have been vaccinated and have not provided your vaccination documentation to Human Resources, please do so by email to rcnjcovidvax@ramapo.edu

If you have tested positive for Covid 19, you will be exempt from testing for 90 days from the date symptoms began or from the date of positive test if you did not have symptoms. If this is the case, please provide a copy of positive covid test results to jcbrown@ramapo.edu and request exemption from testing.

If you will not be on campus due to vacation or remote work operations please notify Joanne Ehlermann,  jehlerma@ramapo.edu or Jill Brown jcbrown@ramapo.edu

 

NEW JERSEY EARNED SICK LEAVE LAW

The Sick Leave Benefit:

Under the Sick Leave Law, Eligible Employees earn sick leave at the rate of one-hour for every 30 hours worked, up to a maximum of 40 hours of earned sick leave per benefit year. The benefit year commences on January 1 and ends December 31. For example, an Eligible Employee who works five hours on Monday, Wednesday and Friday earns one-hour (1) of earned sick leave after working two weeks, or 30-hours.

Eligible employees commenced accruing earned sick leave on October 29, 2018, or on their first day of employment, whichever is later (“Accrual Start Date”). Eligible employees are eligible to use earned sick leave accrued under the Sick Leave Law on February 26, 2019, 120 days after their Accrual Start Date and may carry-over up to 40 hours of leave per benefit year.

Eligible Employees:

The Sick Leave Law extends earned sick leave benefits to employees who were not previously entitled to this benefit — in particular, Adjuncts, hourly, temporary employees, and student workers are now eligible. The Sick Leave Law does not apply to College employees who already receive paid sick leave.

Uses of Sick Leave:

Eligible employees may use earned sick leave to take time off when: an employee/family member needs diagnosis, care or treatment or recovery from an illness, or preventive medical care; an employee/family member has been a victim of domestic violence and needs time for treatment, counseling, or to prepare for a court proceeding; an employee needs to attend to a school-related conference or meeting, or; the College closes due to a public health emergency. Please note, sick leave accrued under the Sick Leave Law may not be used for bereavement.

Notify your Supervisor that you will be taking sick time for one of the eligible reasons listed above.

To take sick time, enter your sick hours using the Paid Sick Leave Code on your timesheet once you sign on to submit your weekly hours.

You may view your available sick leave balance at any time in Web Self-Service by clicking Leave Balances under the Employee tab in Web Self-Service.

Additional Information:

Please review the NJ Earned Sick Leave FAQS and the Notice of Employee Rights from the New Jersey Department of Labor and Workforce Development.

STATE OF NEW JERSEY – DOMESTIC VIOLENCE POLICY FOR PUBLIC EMPLOYERS

Click here for more information.

FISCAL YEAR 2020 – OVERNIGHT TRAVEL RESTRICTIONS

For budget year FY2020, a hold is being placed on overnight travel. This includes travel to seminars, conferences, workshops and events with the benefit of professional development, industry best practices, and trends. To ensure all travel meets the below criteria, the required travel pre-approval remains mandatory. Employee failure to secure pre-approval will result in non-reimbursement for travel costs.

Effective July 1, in order to be approved for overnight travel, the request must meet the following criteria:

  • Attendance required by a regulatory body for College compliance (i.e. Accreditations, NCAA)- employee must provide proof of regulatory requirement and how attending the event/conference will meet that requirement.
  • Professional licensing, certifications, and other contractual professional requirements– employee must provide proof of educational requirement and how the conference meets that requirement. This requirement must be necessary for the employee’s current position.
  • Recruitment– Trips for the purpose of student recruitment (including Athletic recruitment). The trip must be approved by the Director of Admissions and respective VP as a valid College recruitment trip.
  • Athletics- The employee is required and essential for team travel (i.e. Coach and assistant coach).
  • Fully funded grant travel (internal or external)– Partially grant funded trips where the College is to pay the balance will not be approved, unless it meets one of the other categories mentioned within this policy.
  • Chaperone– Employee is identified as the chaperone on a student trip
  • Faculty Presenters– If presenting at a conference in a scholarly capacity and travel expenses are included as part of the presentation
  • Faculty Scholarly Achievements – Defined as scholarly growth and achievements, research, artistic activities and academic accomplishments. At the discretion of the Provost based on the overall benefit to the College and its students.

To compensate and stay abreast of industry best practices and continue professional development, employees are encouraged to attend online webinars and seminars as well as local events/conferences. In addition, the College’s resources within the Learning and Development Office of Human Resources and the Instructional Design Center should be used to enhance campus-wide development.

RAMAPO COLLEGE HIRING FREEZE GUIDELINES

Effective July 1, 2019, and until further notice, all vacant non-faculty positions are subject to a hiring freeze at the College.  Positions that have already been approved and are currently being searched are not affected by this action.

Hiring Freeze

The hiring freeze applies to all non-faculty positions, including temporary and part-time positions.  Provisional positions fully funded by a granting agency are excluded from the hiring freeze, but are subject to standard Position Review Committee process.  Student workers and work study students are not subject to this action.

Exceptions under the Hiring Freeze

If a position is determined by the division to be critical to the operations of the College, a Hiring Freeze Exception Reqest Form must be completed and submitted to Human Resources (HR).  The Form will be reviewed by HR for accuracy and then submitted to the Hiring Freeze Committee, which consists of the College President or his designee, Vice President /Legal Counsel and the Director of Internal Audit.  This Hiring Freeze Committee will review all requests, supporting documentation, and approve or deny the request.  The determination will be shared with the division’s Vice President and Human Resources.

Human Resources will take no action without the completion and documentation of this process.

 

MINORS ON CAMPUS

Preventing child abuse and promoting the safety and welfare of students and minors on our campus is the responsibility of every member of the community. As an institution, we review our existing policies and procedures periodically to ensure that effective controls are in place at Ramapo College. This includes having reporting mechanisms in place should any person have reason to believe that a child participating in any of our programs, or visiting our campus, may be a victim of child abuse or other related inappropriate conduct.

Any employee or person having reasonable cause to believe that a child has been subjected to abuse or acts of abuse should immediately report this information to the State Central Registry (SCR) at 1-877 NJ ABUSE (1-877-652-2873).  If the child is in immediate danger call 911 or Ramapo Public Safety at extension 6666, and then the Registry. A concerned caller does not need proof to report an allegation of child abuse and can make the report anonymously.  Useful information from the NJ Department of Children and Families is provided at this link:
http://www.state.nj.us/dcf/news/publications/HotlinesHelplines2012.pdf

If you have any questions about your duty to report child abuse, please contact the Department of Public Safety at (201) 684-6666.

For more information please visit the Department of Children and Families web site at:
http://www.state.nj.us/dcf/reporting/how/index.html

THE IMPORTANCE OF PREVENTATIVE CARE

Routine checkups and screenings can help you avoid serious health problems, allowing you and your doctor to work as a team to manage your overall health, and help you reach your personal health and wellness goals.

What is Preventive Care?

Preventive care focuses on maintaining your health, and establishing your baseline health status. This may include immunizations, vaccines, physical evaluations, lab work, x-rays and medically appropriate health screenings. During your preventive visit, your doctor will determine what tests or screenings are appropriate for you based on many factors such as your age, gender, overall health status, personal health history and your current symptoms or chronic health concerns.

Click the link to access the Preventive Health Guidelines for both Children and Adults. Preventive_Health_Guidelines

 

CONTRIBUTION LIMITS FOR TAX-DEFERRED RETIREMENT SAVINGS PLANS FOR 2020

Effective January 1, 2020 the annual contribution limit for both 403(b) tax-sheltered annuities and 457(b) deferred compensation plans (pretax and Roth contributions) is  $19,500.  In addition, employees who are age 50 and over may contribute an additional $6,500 annually per plan.  For those eligible employees who are within 3 years of retirement age as stated in the plan there may be the potential take advantage of the enhanced catch-up provision.

Employees under age 50 before December 31, 2020 may defer up to $39,000 in 2020 between the plans.  Employees age 50 or older before December 31, 2020 may defer up to $52,000 in 2020 between the plans.

If you wish to increase your current contribution level for year 2020 or you would like to review your current withholding percentage please contact Johnie Burton (ext. 7230) to schedule an appointment.  We highly recommend that you review your pay stubs on an ongoing basis to track your year- to- date deferrals which may vary with any salary fluctuations. We also recommend that you meet with your plan representative on an annual basis to review your account status.  A schedule of meeting dates is available on the Benefits webpage at the following link under “Save the Date” tab:  link

LIFE INSURANCE WAIVER

Members of the Public Employees Retirement System (PERS) and the Alternate Benefit Program (ABP) may waive their non-contributory group life insurance over $50,000 to avoid federal and state tax liability.  Any member who waives the non-contributory life insurance must waive the total amount of coverage in excess of $50,000. Waiver forms are available at:

http://www.state.nj.us/treasury/pensions/epbam/exhibits/pdf/rm0674.pdf

The Division of Pensions and Benefits must receive waivers on or before December 31 to be effective January 1 of the next calendar year.  A copy of the waiver should also be sent to the Benefits Office.