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Institutional Policy Committee

Institutional Policy Committee


Committee Charge

The Institutional Policy Committee is charged with advancing the cyclical development, review, revision, rescission, and distribution of all Board and Senior Leadership Team policies.

The Committee develops and carries out a process for creating new and amending existing College policies and administrative procedures.

This review may include additions, modifications, or rescissions of policies and procedures. The Committee also communicates the process to the College, standardizes language and style across policies, and maintains a history of policy actions.

Policies Under Review: Share feedback with policies@ramapo.edu or any Policy Committee member

Policies currently under review that are now being stewarded by the Policy Committee are noted below:

  • NEW Policy and Procedure 645: Music Rights and Usage in Advertising & Promotion
    • This new policy and procedure has been drafted to ensure members fo the College are in compliance with musical composition copyright and licensing usage rights when using music in marketing, communications, promotions, social media, website, advertising, and other media.
    • Public comment on this proposed policy and procedure closed on January 20, 2023. The policy remains under review.
Policy Actions in 2023-2024
  • Policy and Procedure 460: Padovano Commons Usage
    • The purpose of this new policy is to clarify the purpose of the Padovano Commons and formalize into policy current practices regarding its usage.  The procedure describes the hours of operation, reserved use, prioritization of use, notice of use, and space configuration for the Padovano Commons.
    • Public comment on this new policy closed on May 1, 2023. The policy was approved by the Mission Element Team in November 2023.
  • Policy 609: Social Media
    • Revisions to this policy clarify social media account types and the responsibilities for the stewardship of accounts.
    • Public comment on the proposed revisions to this policy closed on September 22, 2023. The policy was approved by the Mission Element Team in October 2023.
  • Policy 466: Flexible Work Arrangement
    • Revisions to this policy renamed the policy to Alternate Work Arrangement, defined the types of arrangements that may be available to employees, and provided procedural clarity on such arrangements.
    • Public comment on the proposed revisions to this policy closed on September 22, 2023. The policy was approved by the Mission Element Team in October 2023.
  • Policy 425: Drug Free Workplace
    • Revisions to this policy and procedure address cannabis, revise language regarding the consumption of alcohol, clarify and update processes related to impairment, update language relevant to substance use disorder, and update available resources.
    • Public comment on proposed revisions to this policy closed on October 1, 2023. The policy was approved by the Board of Trustees in October 2023.
  • Policy 225: College Founders
    • Revisions to this policy honor the purpose of Founders’ Day, expand upon the audiences it may involve, and provide the College with greater flexibility by removing language that limits how and when the College’s founding is celebrated.
    • Public comment on the proposed revisions closed on July 24, 2023. The policy was approved by the Board of Trustees in October 2023.
  • Policy and Procedure 475: Tuition Waiver Program for Spouses, Domestic Partners, and Dependent Children of Full-Time Faculty and Staff
    • Revisions to this policy and procedure expand eligibility for a tuition waiver by stipulating one calendar year of RCNJ service or NJ State service at the time of application, and by including faculty in full-time lecturer lines as eligible employees; established that a prorated amount will be due if an employee leaves during the semester, not the full amount; and clarifies that a tuition waiver is applied up to the maximum total number of credits needed to graduate as opposed to limiting it to 8 semesters.
    • Public comment on the proposed revisions to this policy closed on January 6, 2023. The revised policy was approved by the Mission Element Team in July 2023.
  • Policy and Procedure 201: Appointment of Academic Deans
    • Proposed revisions to this policy and procedure seek to: change the length of eligible appointments/terms, remove language regarding job responsibilities, place limits on the length of administrative leaves, and clarify the rate of compensation while on administrative leave.
    • Public comment on these proposed revisions closed on June 22, 2023. The revised policy was approved by the Mission Element Team in July 2023.
  • Policy and Procedure 615: Professional Leaves for Managerial / Professional Staff / Non-Aligned Non-AFT
    • Revisions to this policy and procedure capture eligibility for professional leaves, adjust the years of service for eligibilty for a leave from 6 to 5 years, clarify the rate of compensation while on administrative leave, refine the leave request process, and outline the approvals process and expectations of the employee post-leave.
    • Public comment on the revisions closed on June 22, 2023. The revised policy was approved by the Mission Element Team in July 2023.
Policy Actions in 2022-2023
  • Policy and Procedure 215: Recruitment, Selection, and Employment
    • Revisions to this policy and procedure provide the College with greater agility in searching and recruiting talented employees; make the deployment of a full search committee optional for positions that are classified below level 24, and maintain the College’s commitment to diversity and inclusion.
    • Public comment on these proposed revisions closed on June 23, 2023. The revised policy was approved by the Board in June 2023.
  • Policy and Procedure 616: Special Projects and Payments (previously Extra Compensation for Special Projects)
    • Revisions to this policy and procedure updated nomenclature and refined categories and criteria for special payment work and approval processes.
    • Public comment on the proposed revisions to this policy closed in February 2022. Revisions to this Policy and Procedure were approved by the Mission Element Team in May 2023.
  • NEW DRAFT Policy and Procedure 482: Prizes, Awards and Gifts
    • The purpose of this new policy is to outline the responsibilities, restrictions, and requirements associated with the issuance and receipt of prizes, awards, and gifts to students and employees.
    • Public comment on this new policy closed on June 23, 2022. Revisions to this policy and procedure were formally tabled by the Responsible Executive in May 2023.
  • Policy and Procedure 203: Capital Improvements to the Havemeyer House
    • Effective July 1, 2021 the Havemeyer House stopped serving as the residence of the College President, as a result, this policy and procedure was recommended for rescission.
    • This policy was rescinded by the Board in January 2023.
  • Policy and Procedure 635: Campus Surveys/Survey Development and Implementation
    • Revisions to this policy and procedure updated college titles and nomenclature, clarified the purpose of the policy, and outlined the responsibilities associated with the coordination of surveys and management of survey data.
    • Revisions to Policy and Procedure 641 were approved by the Mission Element Team in January 2023.
  • Policy and Procedure 481: Graduate Assistants
    • Revisions to this procedure added language regarding taxable income on tution remission, updated payment terms to include the preparation of an Accounts Payable voucher, and provided direction on the posting of remission to the student account and disbursement of financial aid awards.
    • Revisions to Policy & Procedure 481 were approved by the Mission Element Team in January 2023.
  • Policy 401: Authorized Signatories
    • Non-substantive revisions to this policy updated college titles and nomenclature.
  • Policy 404: Contract Authorizations
    • Non-substantive revisions to this policy updated college titles and nomenclature.
  • Policy and Procedure 641: Motor Vehicle
    • Revisions to this policy and procedure primarily clarified eligibility criteria for employees operating College vehicles, outlined responsibilities of drivers and their direct supervisors, and identified People Operations and Employee Resources and the College’s Risk Manager in Business Services as the entities through which any infractions are reported. In addition, Student Shuttle Driving Procedures were added as an appendix.
    • Revisions to Policy and Procedure 641 were approved by the Mission Element Team in August 2022.
  • Policy and Procedure 642: Space Management and Allocation
    • Revisions to this policy and procedure focused largely on the membership and governance of the Space Management and Allocation Advisory Committee.
    • The Policy was approved by the Mission Element Team in July 2022.
Policies Approved in 2021-2022
  • Policy and Procedure 649: Financial Conflict of Interest – Sponsored Research
    • Establishment of this policy was directed by the Office of Grants and Sponsored Programs. The policy establishes standards that ensure that design, conduct, and reporting of research performed at the College will be free from bias resulting from financial conflicts of interest.
    •  The policy was approved by the Cabinet on June 7, 2022.
  • Policy and Procedure 205: President’s Temporary Absence/Emergency Succession
    • Revisions to this policy and procedure were initiated by the Office of the President. The revisions amended procedures associated with unplanned absences of the President.
    • The Policy was approved by the Board of Trustees on April 25, 2022 for an effective date of July 1, 2022.
  • NEW Policy and Procedure 644: Bias Incident Response Policy
    • Following the work of the Goal 2 Task Force, this new P&P was developed by the Office of Equity, Diversity, Inclusion, and Compliance. The policy serves to outline the manner in which the College responds to bias incident reports.
    • Policy and Procedure 644 was approved by the Cabinet on February 9, 2022.
  • Policy and Procedure 318: Emeritus
    • Revisions to this policy and procedure were initiated by the Office of Employee Relations. Significant revisions add terms of revocation, add criteria for administrator emeritus, revise criteria for faculty emeritus, and add a process for recommending emeritus rank for retiring Presidents.
    • Policy and Procedure 318 was approved by the Cabinet on February 9, 2022
  • Policy and Procedure 646: Managers and Staff Teaching Courses
    • Following a review of Policy 300HH Overload, this new P&P was initiated by Human Resources. It serves to outline the manner in which managers and staff whose job responsibilities do not include teaching may teach courses.
    • Policy and Procedure 646 was approved by the Cabinet on February 9, 2022.
  • Policy and Procedure 612: Purchasing Card
    • Revisions to this P&P were initiated by Business Services in partnership with Internal Audit. The more significant revisions amended the procedures to refer, rather than to an exhaustive list of protocols, to the Purchasing Card Manual. Revisions in the Manual primarily served to strengthen controls and narrow the scope of Purchasing Card activity.
    • Policy and Procedure 612 was approved by the Cabinet on February 9, 2022.
  • Policy and Procedure 480: Budget Savings Incentive
    • Revisions to this policy and procedure were initiated by the Budget Office. Significant revisions amend the percent of sharing, and refine the uses, approvals, and limitations of the funds.
    • Policy and Procedure 480 was approved by the Cabinet on February 9, 2022.
  • Policy and Procedure 223: College Policies
    • Revisions primarily seek to clarify and revise the responsibilities of policy management, development, and review.
    • Policy and Procedure 223 was approved by the Board of Trustees in September 2021.
  • Policy and Procedure 481: Graduate Assistants
    • Policy and Procedure 481 has been established to advance standards for the awarding and administration of graduate assistantships. The procedure outlines categories of, requirements for, and compensation and benefits of graduate assistantships.  In addition, employment requirements, hiring processes, code of conduct, and a standard contract for Graduate Assistants is described.
    • Policy and Procedure 481 was approved by the Cabinet on June 30, 2021.
  • Policy and Procedure 215: Recruitment, Selection and Employment
    • Upon review of the policy and procedure, several revisions were avanced including but not limited to: including the role of the Talent Acquisition & Onboarding Coordinator (TAOC) position, consolidating waiver categories, identifying TAOC and/or the Hiring Manager as responsible for reference checking, streamlining all offers of employment so they are made by Human Resources with an option for the hiring manager to sit in on the discussion; advancing a closing date for all positions; and formalizing the process by which the Equal Employment Affirmative Action Officer (EEAAO) approves the proposed committee membership and the overall applicant pool.
    • Policy and Procedure 215 was approved by the Board of Trustees in April 2021.
Membership
  • Patricia Chavez | Internal Audit
  • Diane Couzens | Outreach & Engagement
  • Michael Cunningham | Operational and Administrative Integration
  • Virginia Galdieri | People Operations and Employee Resources
  • Kathleen Hallissey | Student Well-being
  • Aaron Lorenz | Teaching & Learning
  • Nicole Morgan Agard | Equity, Diversity, Inclusion, & Compliance
  • Colleen O’Keefe | Fiscal Health
  • Michael Tripodi | Legal Services
  • Brittany Williams-Goldstein | Office of the President