Skip to Ramapo College Policies, Procedures, Statements site navigationSkip to main content
Ramapo College of New Jersey Home Page

Ramapo College Policies, Procedures, Statements

Policy

Policy Statement

Ramapo College of New Jersey (hereinafter referred to as the “College”) is committed to supporting research, scholarship, creative work, and other institutional activities through the procurement of external funding, including those from government agencies and private organizations.

Purpose of Policy

The purpose of this policy is to ensure that all sponsored programs for which external funding or internal funding is provided support the College mission and strategic plan, enhance the College’s reputation and standing, and comply with applicable federal, state, and institutional regulations, as well as those of the sponsoring agency.

To Whom Does the Policy Apply

This policy applies to all College employees engaged in sponsored program activities, whether they are externally funded or not. This includes faculty (full-time, part-time/adjunct, lecturers, professional staff who teach), administrators, staff, and persons/parties contracted by the College.

Supplemental Resources

Contact

Office of Grants & Sponsored Programs

Procedure

Procedures to ensure the proper conduct and controls associated with sponsored programs are detailed in the Grants & Sponsored Programs Compliance Manual.

The Grants and Sponsored Programs Compliance Manual shall include, at minimum, the following subjects:

  • Introduction
  • About Sponsored Programs
  • Award Management
  • Award Closeout
  • Audit
  • Regulatory Compliance
  • Appendices

The Manual shall be reviewed annually by the Office of Grants and Sponsored Programs, and shall be made available to all College employees engaged in sponsored program activities.

Grants & Sponsored Programs Compliance Manual

 

Policy

Policy Statement

Ramapo College of New Jersey (hereinafter referred to as the “College”) is committed to uphold the highest ethical standards in research. This policy is based on the U.S. Department of Health and Human Services Public Health Service Policies on Research Misconduct – Final Rule, Code of Federal Regulations, Vol. 42, Part 93 (Federal Register, Vol. 70, p. 28370 (May 17, 2005, amended Jan. 17, 2025).

Further, for the purposes of research activities that are not sponsored by Health & Human Services, this policy shall be applied and its procedures may only be adjusted as required by the sponsoring agency.

This policy shall be reviewed annually to ensure compliance with governmental regulations.

Purpose of Policy

The purpose of this policy is to communicate the standards expected of faculty, staff, administrators, and academic professionals who participate in sponsored research at or for the College.

The purpose of the procedure is to describe the process followed in those instances in which research misconduct is suspected to have occurred. To the extent permissible, this policy and procedure applies to all sponsored research activity stewarded by the College.

To Whom Does the Policy Apply

This policy applies to all College employees engaged in research activities, whether they are externally funded or not. This includes faculty (full-time, part-time/adjunct, lecturers, professional staff who teach), administrators, staff, as well as individuals contracted by the College to engage in research that is supported by federal, private, or College funds.

Supplemental Resources

Contact

Vice Provost for Academic and Faculty Affairs (in capacity as the Research Integrity Officer at the College)

Procedure

I. Overview & Principles

Allegations of research misconduct are taken very seriously, as are the needs to protect the rights of those who make such complaints in good faith and the rights of those who are accused of research misconduct.

The purpose of this policy and the following procedures are to achieve these goals and to comply with federal regulations including but not limited to:

  • the Department of HHS and the National Science Foundation (NSF) regulationswhich define the responsibilities of PHS and NSF research grant awardees fordealing with and reporting possible misconduct in research efforts (42CFR, Part50, Subpart A and 45CFR, Part 689);
  • the PHS Act, which requires that each agreement for a grant, contract, or cooperative arrangement for the conduct of biomedical or behavioral research must have, as part of it, assurances that the institution has established an administrative process to review reports of scientific misconduct in connection with biomedical and behavioral research conducted at or sponsored by the institution.

In addition, the NSF has similar regulations governing the conduct of researchers supported by NSF grants. Implicit in these requirements is an understanding that the institution reports any investigation of scientific misconduct that appears to be substantiated. The process described below will be followed when an allegation of research misconduct is received by an institutional official. This process is intended to carry out the College’s responsibilities under the PHS Policies on Research Misconduct, 42 CFR Part 93. It does not apply to authorship or collaboration disputes and applies only to allegations of research misconduct that occurred within six (6) years of the date the institution or HHS received the allegation, subject to the subsequent use, health or safety of the public, and grandfather exceptions in 42 CFR § 93.104(b).

Further, for the purposes of research activities that are not sponsored by HHS, these procedures may be adjusted but only as required by the sponsoring agency.

Principle 1. Responsibility

  1. All College employees and students (hereinafter referred to as “institutionalmembers”), are responsible for reporting suspected research misconduct. Institutional members will cooperate with the RIO and other institutional officials in the review of allegations and the conduct of inquiries and investigations.
  2. If an individual is unsure whether a suspected incident falls within the definition of research misconduct, the individual may contact the RIO to discuss a hypothetical scenario without naming individuals. Should the hypothetical scenario fall within the definition of research misconduct, the RIO will counsel the individual to follow the process for alleging research misconduct. Should the hypothetical scenario fall outside the purview of research misconduct yet merits further inquiry, the RIO will refer the individual to the appropriate office or entity on campus, which may include but is not limited to: Provost’s Office/Teaching and Learning Core; Equity, Diversity, Inclusion & Compliance (EDIC); People Operations & Employee Resources (POER); the College Ombudsperson; the Institutional Review Board (IRB); and/or the School Dean care of the Institutional Animal Care & Use Committee (IACUC).
  3. The individual making the allegation is expected to maintain confidentiality of the report, and to cooperate with the entirety of the assessment, inquiry, and/or investigation processes.
  4. If an individual deliberately and knowingly files a false accusation of research misconduct, they will be subject to disciplinary review and possible sanction, in accordance with applicable law/regulation, College policy and/or collective bargaining agreement.

Further, for the purposes of research activities that are not sponsored by HHS, these responsibilities may be adjusted but only as required by the sponsoring agency.

Principle 2. Protections

  1. No institutional member may retaliate against individuals bringing forth allegations, witnesses, or others involved in the allegation or investigation.
  2. Allegations of research misconduct are handled confidentially in accordance with42 CFR § 93.108 as follows: The College will limit disclosure of the identity ofrespondents and complainants to those who need to know in order to carry out acomprehensive, competent, objective, and fair research misconduct proceeding; and the College, except as otherwise prescribed by law, will limit the disclosure of any records or evidence from which research subjects might be identified to those who need to know in order to carry out a research misconduct proceeding.
  3. In accordance with 42 CFR Part 93, respondents may consult with legal counselor a non-attorney personal adviser (who is not a principal or witness in the case) to seek advice, and may bring the legal counsel or personal adviser to interviews or meetings on the case. The College may permit a legal counsel/personal adviser to be present at interviews and meetings; however, the College restricts the legal counsel/personal adviser’s role to advising (as opposed to representing) the respondent.
  4. Throughout the research misconduct proceeding, the RIO will review thematter to determine if there is any threat of harm to public health, federal funds and equipment, or the integrity of the research process. The RIO shall, at any time during a research misconduct proceeding, notify ORI immediately if they have a reason to believe that any of the following conditions exist:
    • Health or safety of the public is at risk, including an immediate need to protect human or animal subjects;
    • HHS resources or interests are threatened;
    • Research activities should be suspended;
    • There is a reasonable indication of possible violations of civil or criminal law;
    • Federal action is required to protect the interests of those involved in the research misconduct proceeding;
    • The research misconduct proceeding may be made public prematurely and HHS action may be necessary to safeguard evidence and protect the rights of those involved; or
    • The research community or public should be informed. In the event of such a threat, the RIO will, in consultation with other College officials and ORI, take appropriate interim action to protect against any such threat.

Further, for the purposes of research activities that are not sponsored by HHS, these protections may be adjusted but only as required by the sponsoring agency.

II. Procedures

Generally, all inquiries and investigations will be carried through to completion and all significant issues will be pursued diligently. The RIO must notify ORI in advance if there are plans to close a case at the inquiry, investigation, or appeal stage on the basis that respondent has admitted responsibility, a settlement with the respondent has been reached, or for any other reason, except:

  • closing of a case at the inquiry stage on the basis that an investigation is not warranted; or
  • a finding of no misconduct at the investigation stage, which must be reported to ORI, as prescribed in this policy and 42 CFR § 93.316.

A. Assessment and Inquiry 
Individuals with concerns regarding potential research misconduct by an institutional member should contact the RIO. Allegations of research misconduct are to be submitted in writing, along with any evidence they have related to the incident, to the RIO.

  1. Upon receipt of the allegation, the RIO will initiate an assessment to determinethe validity of the allegation. The initial assessment should be completed within seven (7) days from the receipt of the allegation and associated evidence. The RIO need not interview the complainant, respondent, or other witnesses, or gather data beyond any that may have been submitted with the allegation, except as necessary to determine whether the allegation is sufficiently credible and specific so that potential evidence of research misconduct may be identified. The RIO shall, on or before the date on which the respondent is notified of the allegation, obtain custody of, inventory, and sequester all research records and evidence needed to conduct the research misconduct proceeding.
  2. If the RIO determines that the criteria for an inquiry are met, they will immediately initiate the inquiry process. The purpose of the inquiry is to conduct an initial review of the available evidence to determine whether to conduct an investigation. An inquiry does not require a full review of all the evidence related to the allegation. Should the inquiry result in no findings or insufficient evidence to substantiate the allegation, the RIO will keep all materials related to the allegation confidentially for six (6) years. Should the inquiry support the allegation, the RIO will proceed to the next step in the process.
  3. Prior to commencing an inquiry, the RIO must make a good faith effort to notifythe respondent in writing. If the inquiry subsequently identifies additional respondents, they must also be notified in writing. On or before the date on which the respondent is notified, or the inquiry begins, whichever is earlier, the RIO must take all reasonable and practicable steps to obtain custody of all the research records and evidence needed to conduct the research misconduct proceeding, inventory the records and evidence and sequester them in a secure manner. Except in instances where the research records or evidence encompass scientific instruments are shared by a number of users, custody may be limited to copies of the data or evidence on such instruments, so long as those copies are substantially equivalent to the evidentiary value of the instruments. The RIO may consult with ORI for advice and assistance in this regard.
  4. The RIO, in consultation with the College Provost/VP for Teaching, Learning, andGrowth, will appoint an inquiry committee and chair as soon after the initiation of the inquiry as is practicable. While the membership of the committee may vary depending on the nature of the allegation, the committee, at minimum, will consist of: a.) the RIO, and b.) three (3) individuals from the College, of which two must have the background related to the allegation.
  5. No member of the committee should have unresolved personal, professional, or financial conflicts of interest with those involved with the inquiry. The respondent may request that the RIO not appoint specific individuals from the College to serve on the committee on the grounds of a conflict of interest.
  6. At the committee’s first meeting, the RIO will review the charge with the committee, discuss the allegations, any related issues, the appropriate procedures for conducting the inquiry, assist the committee with organizing plans for the inquiry, and answer any questions raised by the committee. Specifically, the charge for the inquiry committee:
    • sets forth the time for completion of the inquiry;
    • describes the allegations and any related issues identified during the allegation assessment;
    • states that the purpose of the inquiry is to conduct an initial review of the evidence, including the testimony of the respondent, complainant and key witnesses, to determine whether an investigation is warranted, not to determine whether research misconduct definitely occurred or who was responsible;
    • states that an investigation is warranted if the committee determines:

a. there is a reasonable basis for concluding that the allegation falls within the definition of research misconduct and is within the jurisdictional criteria of 42 CFR § 93.102; and

b.the allegation may have substance, based on the committee’s review during the inquiry.

    • Informs the inquiry committee that they are responsible for preparing or directing the preparation of a written report of the inquiry that meets the requirements of this policy and 42 CFR § 93.309(a).

7. The inquiry committee will normally interview the complainant, the respondent, and key witnesses as well as examining relevant research records and materials. Then the inquiry committee will evaluate the evidence, including the testimony obtained during the inquiry, and submit a draft inquiry report. A written inquiry report must be prepared that includes the following information:

    • the name and position of the respondent;
    • a description of the allegations of research misconduct;
    • the funding support for the research in question, including, for example, grant numbers, grant applications, contracts and publications listing said support; and
    • the basis for recommending or not recommending that the allegations warrant an investigation.

The College’s legal counsel should review the report for legal sufficiency. Modifications should be made as appropriate in consultation with the RIO and the inquiry committee. After consultation with the RIO, the committee members will decide whether an investigation is warranted based on the criteria in this policy and 42 CFR § 93.307.

8. The RIO shall notify the respondent whether the inquiry found an investigation to be warranted, include a copy of the draft inquiry report for comment within 10 calendar days, and include a copy of or refer to 42 CFRPart 93 and the College’s policies and procedures on research misconduct. Any comments that are submitted by the respondent or complainant will be attached to the final inquiry report. Based on the comments, the inquiry committee may revise the draft report as appropriate and prepare it in finalform. The committee will deliver the final report to the RIO, who will then deliver it to the College Provost. The Provost, in consultation with the RIO, will make a decision whether an investigation is warranted.

9. Within 30 calendar days of the Provost’s decision that an investigation iswarranted, the RIO will provide ORI with the Provost’s written decision and acopy of the final inquiry report. The RIO must provide the following information to ORI upon request:

    • the institutional policies and procedures under which the inquiry was conducted;
    • the research records and evidence reviewed, transcripts or recordings of any interviews (if applicable);
    • copies of all relevant documents; and
    • the charges to be considered in the investigation.

10. The inquiry, including preparation of the final inquiry report and the decision of the Provost on whether an investigation is warranted, must be completed within 60 calendar days of initiation of the inquiry, unless the RIO determines that circumstances clearly warrant a longer period.

If the RIO approves an extension, the inquiry record must include documentation of the reasons for exceeding the 60-day period.

If the Provost decides that an investigation is not warranted, the RIO shall secure and maintain for 7 years after the termination of the inquiry sufficiently detailed documentation of the inquiry to permit a later assessment by ORI of the reasons why an investigation was not conducted. These documents must be provided to ORI or other authorized HHS personnel upon request.

Further, for the purposes of research activities that are not sponsored by HHS, these procedures may be adjusted but only as required by the sponsoring agency.

B. Investigation

  1. The investigation must begin within 30 calendar days after the determination by the Provost that an investigation is warranted. The purpose of the investigation is to explore and examine the allegation and evidence to determine whether research misconduct has occurred, by whom, and to what extent. While the investigation will focus on the initial allegation made, should evidence reveal that additional instances of research misconduct may have occurred, the committee may justify broadening the scope of the investigation. If at any point the evidence points to potential harm to human subjects, College students, or the public, the committee must broaden their scope beyond the initial allegation to further investigate this evidence. Under 42CFR § 93.313 the findings of the investigation must be set forth in an investigation report.
  2. On or before the date on which the investigation begins, the RIO must:
    • notify the ORI Director of the decision to begin the investigation and provide ORIa copy of the inquiry report; and
    • notify the respondent in writing of the allegations to be investigated.

The RIO must also give the respondent written notice of any new allegations of research misconduct within a reasonable amount of time of deciding to pursue allegations not addressed during the inquiry or in the initial notice of the investigation. The RIO will, prior to notifying the respondent of the allegations, take all reasonable and practicable steps to obtain custody of and sequester in a secure manner all research records and evidence needed to conduct the research misconduct proceedings that were not previously sequestered during the inquiry.

3. The investigation committee will convene, with members appointed by the RIO in consultation with the Provost. The investigation committee must consist of individuals who do not have unresolved personal, professional, or financial conflicts of interest with those involved with the investigation and should include individuals with the appropriate scientific expertise to evaluate the evidence and issues related to the allegation, interview the respondent and complainant and conduct the investigation. Individuals appointed to the investigation committee may also have served on the inquiry committee.

4. At the first meeting of the investigation committee, the RIO will define the subject matter of the investigation in a written charge to the committee that:

    • Describes the allegations and related issues identified during the inquiry;
    • Identifies the respondent;
    • Informs the committee that it must conduct the investigation;
    • Defines research misconduct;
    • Informs the committee that it must evaluate the evidence and testimony to determine whether, based on a preponderance of the evidence, research misconduct occurred and, if so, the type and extent of it and who was responsible;
    • Informs the committee that in order to determine that the respondent committed research misconduct it must find that a preponderance of the evidence establishes that:

a. research misconduct, as defined in this policy, occurred (respondent hasthe burden of proving by a preponderance of the evidence any affirmativedefenses raised, including honest error or a difference of opinion);

b. the research misconduct is a departure from accepted practices of the relevant research community; and

c. the respondent committed the research misconduct intentionally, knowingly, or recklessly; and

    • Informs the committee that it must prepare or direct the preparation of a written investigation report that meets the requirements of this policy and 42CFR §93.313.

5. The RIO will convene the first meeting of the investigation committee to review the charge, the inquiry report, and the prescribed procedures and standards for the conduct of the investigation, including the necessity for confidentiality and for developing a specific investigation plan. The investigation committee will be provided with a copy of this statement of policy and procedures and 42 CFR Part 93. The RIO will be present or available throughout the investigation to advise the committee as needed.

6. The investigation committee and the RIO must:

    • Use diligent efforts to ensure that the investigation is thorough and sufficiently documented and includes examination of all research records and evidence relevant to reaching a decision on the merits of each allegation;
    • Take reasonable steps to ensure an impartial and unbiased investigation to the maximum extent practicable;
    • Interview each respondent, complainant, and any other available person who has been identified as having information regarding any relevant aspects of the investigation, including witnesses identified by the respondent; record or transcribe each interview; provide the recording or transcript to the interviewee for correction, and include the recording or transcript in the record of the investigation; and
    • pursue diligently all issues and leads discovered that are determined relevant to the investigation, including any evidence of any additional instances of possible research misconduct, and continue the investigation to completion.

7. The investigation is to be completed within 120 days after its commencement, including conducting the investigation, preparing the report of findings, providing the draft report for comment and sending the final report to ORI. However, if the RIO determines that the investigation will not be completed within this 120-day period, they will submit to ORI a written request for an extension, setting forth the reasons for the delay. The RIO will ensure that periodic progress reports are filed with ORI, if ORI grants the request for an extension and directs the filing of such reports.

8. At the conclusion of the investigation, the committee will submit a draft writtenreport to the Provost. This report must include:

a. The individual(s) accused of research misconduct.
b. The nature of the allegation of research misconduct and the specific allegations considered in the investigation. This will include any allegations that were investigated that were beyond the committee’s original scope, as well as the justification for investigating those additional allegations.
c. Identification and summary of research records and evidence reviewed, including any items that were gathered but not reviewed.
d. A statement of the findings for each specific allegation, to include:

      • the type of research misconduct (falsification, fabrication, plagiarism, etc.);
      • the individual(s) who committed it and the time frame;
      • the committee’s assessment of whether the misconduct was committed intentionally, knowingly, or recklessly;
      • the accused individual(s)’ explanations, which may include an argument that the alleged research misconduct is honest error or difference of opinion;
      • any research related to the misconduct, and whether or not it was published/exhibited and if so, when and where;
      • the identification of any and all financial support of the scholarship related to the misconduct, be it federal, private, or College funds; and
      • the identification of any pending applications or proposals for supportrelated to the misconduct.

e. Recommended sanctions to be imposed by the College.

9. The RIO must give the respondent a copy of the draft investigation report for comment and, concurrently, a copy of, or supervised access to, the evidence on which the report is based. The respondent will be allowed 30 days from the date they receive the draft report to submit comments to the RIO. The respondent’s comments must be included and considered in the final report. In distributing the draft report, or portions thereof, to the respondent, the RIO will inform the recipient of the confidentiality under which the draft report is made available.

10. The RIO will assist the investigation committee in completing the final investigation report, including ensuring that the respondent’s comments are included and considered, and transmit the final investigation report to the Provost, who will determine whether or not the finding(s) support the allegation(s) of research misconduct.

Should the report conclude there was no support to the allegations, the Provost will notify the respondent in writing of the results of the committee’s investigation, and keep all materials related to the allegation in the respondent’s confidential personnel file for seven (7) years.

Should the report support the allegations, the Provost will notify the respondent in writing of the finding(s) by sharing the committee’s report less the committee’s recommended sanctions.

The Provost will also notify the respondent in writing that, unless an appeal (see section E below) with evidence is made within 10 days:

    • a report of the finding(s) will be submitted to the granting agencies, journal editors, publishers, or other agencies in receipt of any research related to the allegations,
    • the Committee’s report without the committee’s recommended sanctions will be submitted to the College President or their designee.

The Provost will also submit their recommended sanctions, taking into consideration pertinent institutional policy and/or collectively negotiated agreements, and the committee’s recommendations which may be further developed in consultation with the College’s General Counsel.

The RIO is responsible for ensuring compliance with all notification requirements of funding or sponsoring agencies.

Further, for the purposes of research activities that are not sponsored by HHS, these investigation protocols may be adjusted as required by the sponsoring agency.

C. Appeals

The accused individual(s) have the right to appeal the report and may do so in writing to the Provost within the 10-day period. The appeal must include evidence that disproves the findings of the report.

If an appeal with evidence is filed, the Provost must supply it to the investigation committee for review.

If no appeal is filed; an appeal is filed without evidence; or an appeal with evidence is filed and the evidence is found to be unsubstantiated, the Provost will inform all granting agencies, journal editors, publishers, or other agencies in receipt of any scholarship of the findings.

Further, for the purposes of research activities that are not sponsored by HHS, these appeal procedures may be adjusted but only as required by the sponsoring agency.

D. Final Decision

The Provost will notify the College President or their designee in a report that contains the committee’s report, a copy of the notification to granting agencies, etc., and any recommended sanctions to be imposed by the College.
Upon receipt and review of the Provost’s report, if:

  • no appeal is filed,
  • an appeal is filed without evidence, or
  • an appeal with evidence is filed and the evidence is found to be unsubstantiated,

the President or their designee will issue the sanctions in writing to the accusedindividual(s), and notify the appropriate offices or entities on which the sanctions may have an impact (e.g., Academic Dean for course scheduling; People Operations and Employee Resources Department; etc.).

The investigation concludes with the issuance of sanctions by the President or their designee; there are no further appeals.

Further, for the purposes of research activities that are not sponsored by HHS, this final decision making process may be adjusted but only as required by the sponsoring agency.

III. Reporting of Findings and Actions to ORI

Unless an extension has been granted, the RIO must, within the 120-day period for completing the investigation, submit the following to ORI:

  • a copy of the final investigation report with all attachments, along with any documentation related to an appeal;
  • a statement of whether the College accepts the findings of the investigation report and appeal, if appropriate;
  • a statement of whether the College found misconduct and, if so, who committed the misconduct; and
  • a description of any pending or completed administrative actions against the respondent.

Further, for the purposes of research activities that are not sponsored by HHS, this reporting may be adjusted but only as required by the sponsoring agency.

IV. Records Retention

The RIO must maintain and provide to ORI, upon request, “records of research misconduct proceedings” as that term is defined by 42 CFR § 93.318. Unless custody has been transferred to HHS or ORI has advised in writing that the records no longer need to be retained, records of research misconduct proceedings must be maintained in a secure manner for seven years after completion of the proceeding involving the research misconduct allegation. The RIO is also responsible for providing any information, documentation, research records, evidence or clarification requested by ORI to carry out its review of an allegation of research misconduct or of the institution’s handling of such an allegation. The entirety of the investigation will be kept within the individual’s confidential personnel file.

Further, for the purposes of research activities that are not sponsored by HHS, these retention practices may be adjusted but only as required by the sponsoring agency.

Appendix 301A: Definitions
  • Allegation means a statement or indication of possible research misconductmade to a College official.
  • Authorship means the definition of authorship that varies across academicdisciplines. In general, authorship means the mechanism for allocation of credit tothe individuals for their contribution to the intellectual value of any research orrelated material that is being presented to an audience. Authorship has important academic, social, intellectual property, and financial implications. Authorship also implies responsibility and accountability for the material that is being presented. Disputes of authorship are not considered research misconduct, however, plagiarism (defined below) is considered research misconduct.
  • College means Ramapo College of New Jersey.
  • Complainant means the individual(s) who submits an allegation of research misconduct.
  • Conflict of Interest means the real or apparent interference of an individual’s interest with the interests of another person, where potential bias may occur due to prior or existing personal or professional relationships.
  • Employee means, for the purpose of this policy and procedure only, any individual under the employ of the College, including faculty (full-time, part-time/adjunct, lecturers, professional staff who teach), administrators, and staff, as well as individuals contracted by the College to engage in research that is supported by federal, private, or College funds.
  • Fabrication means the invention/making up of data or results and recording or reporting them.
  • Falsification means the manipulation of research materials, equipment, or processes; the change or omission of data or results such that the research is not accurately represented in the research record.
  • HHS means the U.S. Department of Health and Human Services, the parent agency of the Public Health Service and the National Institutes of Health.
  • Inquiry means the gathering of information and initial fact-finding to determine whether an allegation or apparent reported or observed instance of research misconduct warrants an investigation.
  • Institutional members means employees (staff, faculty, and administrators) of the College.
  • Investigation means the formal examination and evaluation of all relevant facts to determine if research misconduct has occurred and, if so, to determine the responsible individual and the seriousness of the misconduct.
  • ORI means the Office of Research Integrity that oversees research misconduct inquiries and investigations on behalf of the Secretary of Health and Human Services. For the purposes of research activities that are not sponsored by HHS, ORI shall refer to the relevant parent agency’s entity with whom responsibility over research misconduct and investigations is vested.
  • Plagiarism means the appropriation of another person’s ideas, processes, results, or words without acknowledgement of the original author, or assigning appropriate credit.
  • PHS means the U.S. Public Health Service, an operating component of the Department of Health & Human Services.
  • PHS regulation means the Public Health Service regulation establishing standards for institutional inquiries – and investigations into allegations of scientific misconduct, which is set forth at 42 C.F.R. Part 50, Subpart A, entitled “Responsibility of PHS Awardee and Applicant Institutions for Dealing with and Reporting Possible Misconduct in Science.”
  • PHS support means PHS grants, contracts, or cooperative agreements or applications therefor.
  • Research for the purposes of this policy and procedure only, is defined as, according to federal regulations, a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. The terms scholarship and creative work may also be considered research.
  • RIO means the Research Integrity Officer, whose role is designated in this policy, namely, the Vice Provost for Academic and Faculty Affairs, who will act as the College’s RIO.
  • Research Misconduct means fabrication, falsification, plagiarism, or other practices that seriously deviate from those that are commonly accepted within the scientific community for proposing, performing, or reviewing research or in reporting research results. Research Misconduct does not include honest error or differences of opinion (§93.103, 42 CFR Part 93- June 2005). It also does not include authorship disputes. The College reserves the right to require adherence to other definitions of research misconduct as required by contractual obligations with external sponsors of research. To be considered research misconduct, the action must represent a “significant departure from acceptable practices;” have been “committed intentionally or knowingly or recklessly;” and be “proven by preponderance of evidence.” These are the minimum standards for establishing irresponsible behavior.
  • Research record means any data, document, computer file, or other written or non-written account or object that reasonably may be expected to provide evidence or information regarding the proposed, conducted, or reported research that constitutes the subject of an allegation of research misconduct. A research record includes, but is not limited to, grant or contract applications, whether funded or unfunded; grant or contract progress and other reports; laboratory notebooks; notes; correspondence; videos; photographs; X-ray film; slides; biological materials; computer files and printouts; manuscripts and publications; equipment use logs; laboratory procurement records; animal facility records; human and animal subject protocols; surveys and collected survey responses; consent forms; medical charts; and patient research files.
  • Respondent means the person against whom an allegation of Research Misconduct is directed or who is the subject of a Research Misconduct proceeding.
  • Retaliation means any action that adversely affects the employment or other institutional status of an individual that is taken by an institution or an employee because the individual has, in good faith, made an allegation of research misconduct or of inadequate institutional response thereto or has cooperated in good faith with an investigation of such allegation.
  • Sponsored Research is research activity that is supported by internal or external funding.

Policy

Policy Statement

This policy applies only to managers and staff who do not teach as part of their primary job responsibilities. These managers and staff may teach up to one (1) course per semester/term or up to 4 credits in areas in which they are academically qualified. Teaching a course in any delivery mode and all work associated with teaching, must be done outside of a manager or staff member’s normal working hours.

Reason for Policy

To promulgate requirements for the teaching of courses by managers and staff that are not part of their primary job responsibilities.

To Whom Does the Policy Apply

All managers and staff whose job descriptions do not include teaching responsibilities.

Related Documents/Supplemental Materials

Procedure #646: Managers and Staff Teaching Courses
Policy 300BB: Minimum Degree Requirements for Adjuncts, Unclassified Staff and Managers Who Teach
Form 13B RCNJ – Professional Staff Teaching Assignment

Contacts

Human Resources
(201)684-7500

Procedure

Qualifications

Managers and staff whose job descriptions do not include teaching responsibilities may teach courses in areas in which they are academically qualified (as defined in Policy 300BB: Minimum Degree Requirements for Adjuncts, Unclassified Staff and Managers Who Teach) to teach as adjunct faculty.

Limitations

Managers and staff whose job descriptions do not include teaching responsibilities may teach one (1) course per semester/term or up to 4 credits.

Approvals

Managers and staff whose job descriptions do not include teaching responsibilities must be approved to teach in advance of each semester/term by using Form 13B RCNJ – Professional Staff Teaching Assignment.

Approvals must be secured in the following order:
1) Supervisor
2) Academic Dean
3) Divisional Vice President
4) Provost
5) Assistant Vice President of Human Resources

For managers and staff whose job descriptions do not include teaching responsibilities, teaching a course is only permitted outside of the employee’s normal working hours. If extenuating operational circumstances arise where there is no other alternative for the College, the teaching assignment during the employee’s normal working hours may be approved on a very limited basis by the Provost with concurrence by the Division Vice President and Human Resources.

 

 

Policy

Policy

The College will hire talented employees from a diverse pool of qualified candidates using competitive and inclusive recruitment and selection processes.

The College will promote internal mobility of qualified employees and recruit external candidates by using transparent internal and external recruitment, selection, and search practices.

Waivers from the competitive selection process are subject to approval by the College Administration (the President and/or Senior Leadership Team) and shall only be granted to meet emergent operational needs of the College.

Reason for Policy

To set forth policy and procedures for recruiting, selecting and employing faculty staff, and managers.

To Whom Does the Policy Apply?

Faculty, staff, and managers.

Related Documents

Contacts

People Operations and Employee Resources Department
(201) 684-7506

Procedure 215

Revised June 26, 2023

I. Purpose of Procedure 215

The College will recruit and hire the most qualified candidates from a diverse pool of candidates using competitive and inclusive recruitment and selection processes. Step- by-step recruitment and selection processes prescribed in Appendix 215A herein, are made in accord with the following:

Position Approval and Job Description: The College will: (i) evaluate its organizational needs to deliver College services efficiently and effectively; (ii) establish processes to approve the creation or renewal of positions (among others, permanent, temporary, agency-staffed positions) and; (iii)  create job descriptions that summarize position responsibilities.

Recruitment and Selection: The College will promote internal mobility of qualified employees and recruit external candidates by using transparent internal and external recruitment and search practices.  The College may sponsor foreign nationals for work visas to be employed by the College, as needed.  Reimbursement of travel expenses for on-campus interviews for Director-level positions or higher are subject to approval by the College Administration.  External search firms may be engaged to conduct executive searches subject to approval by the College Administration.

Diversity, Inclusion, Compliance, and Equity: The College will imbed the principles of diversity, inclusion, compliance, and equity in all phases of its recruitment, selection and employment processes.  The College will advance these principles through the advertisement of positions, the development of diverse candidate pools, compliance with the selection and search committee processes, and the fostering of a welcoming and productive workplace environment.

Applicable Laws/Regulations and Collective Negotiations Agreements: The College’s Recruitment and Selection Procedures will comply with applicable laws and regulations (including but not limited to New Jersey Civil Service laws and regulations), and collective negotiations agreements.

Candidate Qualification and Risk Mitigation: The College will implement procedures to verify candidates meet the job requirements contained in the job description, fulfill any applicable legal requirements (such as proof of eligibility to work in the United States), and reduce exposure to employee-related risks (by using background checks, professional references, and driver’s license extracts).

II. Procedural Steps and Responsibilities

Note: The following Procedural Steps & Responsibilities will be reviewed and assessed during the time period of June 2023 – June 2024. Any recommendation to continue, adjust, or discontinue the Procedural Steps and Responsibilities noted in Section II shall be made by People Operations and Employee Resources (hereafter “POERD”) and Equity, Diversity, Inclusion, and Compliance (hereafter “EDIC”) to the President’s Senior Leadership Team.

This procedure is further intended to assist in conducting an effective search and assuring equal employment opportunities for all candidates.  Searches for classified, civil service staff are governed by the New Jersey Administrative Code 4A, and the New Jersey Civil Service Commission (NJ Civil Service Recruitment Title 4A) and are subject to additional rules and regulations and will be applied and guided by POERD. Any questions, concerns or difficulties at any stage in the recruitment process should be directed to POERD.

Notwithstanding the procedures in Section III Waivers, for positions that are classified at or above the 24 level, the hiring manager is required to deploy a full search committee with a minimum of three or more members (see IIB). The decision not to deploy a full search committee for positions that are classified below the 24 level requires the endorsement of the Core Vice President (see IIA).

A. When a full search committee is not deployed, the Hiring Manager shall:
1. Endorsement. Receive the endorsement of the Core Vice President (in writing) and provide it to POERD.

2. Posting. Work with the Talent Acquisition and Onboarding Manager (hereafter “TAOM”) to identify a recruitment strategy, including advertising and travel budgets (i.e. Campus Interview Expenses), if applicable, to ensure a sufficient and diverse pool of candidates. If the vacant position is a civil service position, the TAOM will direct the Hiring Manager on next steps in accordance with the applicable civil service procedures, rules and regulations.

3. Designee. Designate at least one (1) other search member to be involved in the selection and interview process. The (1) other search member shall not be a direct report to the Hiring Manager and service on search committees and related activities shall be withhin their employment classification.

4. EEAAO Training. In order to serve, and before the search can commence, the Hiring Manager and the Designee must have received training from the Equal Employment and Affirmative Action Officer (hereafter “EEAAO”) within the past 12 months.

Note: See Appendix 215A for specific roles and responsibilities, requirements and limitations of Hiring Managers and Designees.

5. Interview Questions/Pre-screenings. TAOM may assist the Hiring Manager in designing questions for the interview process (set of questions will be needed for each round of interviews), and may send the Hiring Manager a list of top ranked applicants to be considered for the initial interview after a pre-screening of the credentials/qualifications of the incoming applicants. All interview questions must be approved by the TAOM for every round of interviews.

6. Application Receipt. All applications (internal and external) are completed through the College’s on-line applicant tracking system. Hard copies of application materials are not accepted.

7. Applicant Pool Assessment. Before applicants are contacted or scheduled for an initial interview (either telephone, video, or on-campus), the EEAAO will review and approve the applicant pool. If the EEAAO does not approve the applicant pool, the EEAAO will work with the hiring manager and the TAOM to review and update the hiring manager’s recruitment strategy (which may include advertising the position through additional sources, extending the posting, etc.) before applicants are contacted or scheduled for an interview.

8. Interviews. The Hiring Manager and Designee shall participate in all interviews. The Hiring Manager may consider fewer than or more than three candidates to interview, however if there are fewer than three, the Hiring Manager will obtain the approval of the EEAAO.

9. Post-interview Activity. After interviews have concluded, the hiring manager shall document for the record the strengths and weaknesses of the finalists and shall share this documentation with POERD/TAOM.

If after interviews are conducted there are no compelling applicants identified, TAOM shall work with the Hiring Manager to determine next steps pursuant to those outlined below:

i. The Hiring Manager, in consultation with TAOM, will make a determination whether to:

a) go back to the applicant pool;
b) re-post the opportunity;
c) re-advertise to refresh the applicant pool; or
d) fail the search (See “IV. Failed Searches”).

If the Hiring Manager decides to “a) go back to the applicant pool”, the process starts again at step A7.

10. Reference Checking and Offers of Employment. After the Hiring Manager concludes interviews and the successful candidate is identified, the Hiring Manager consults with the Supervisor/ Core Vice President and discusses the recommendation for proposed hire and any salary matters with TAOM. Prior to TAOM making an official offer of employment, the Hiring Manager will communicate to the candidate that a reference check will take place.

Reference checks should be conducted by the Hiring Manager. On occasion, the TAOM may provide backup to the hiring manager when conducting reference checks. All reference checking must be conducted in accord with guidance and reference check procedures available on the applicant tracking site.

The Hiring Manager or TAOM, shall document the reference check responses and issue a written memorandum including the name of the finalist selected as the successful candidate and affirming that approval from the Core Vice President has been received.

TAOM will then make the official offer of employment and lead the discussion on salary, benefits, and start date. The Hiring Manager may be invited to attend the official offer and may participate in the discussion to highlight other items that may be specific to the position and to begin developing a positive and enthusiastic rapport with the new hire.

11. Correspondence and Notifications. Once the process is complete and a selected candidate has accepted the offer of employment, the Hiring Manager will send rejection correspondences to candidates interviewed that are not recommended for further consideration (see Sample Letter 2 on applicant tracking site).

Note: Once the search is finalized in the applicant tracking system, the system will send correspondence to all other candidates who applied but were not interviewed.

12. Documentation and Closing Out of Search. The complete hiring package is documented and routed via the on-line applicant tracking system. The Hiring Manager will upload and or scan any documentation pertaining to the search process such as:

  • Copies of communication to candidates attempting to schedule interview;
  • Memo which identified the unranked candidates;
  • Any other pertinent information that is deemed necessary, especially if there are any unusual circumstances (please consult with TAOM for questions and/or clarification regarding pertinent information);
  • Email from the Hiring Manager, Unit Head, Supervisor, Dean and/or Vice President confirming the final selected candidate; and
  • Documented reference checks

The search is then closed by TAOM via the applicant tracking system and the onboarding process of the successful candidate begins.

B. When a full search committee is deployed, the Hiring Manager will submit the names of the intended Search Committee members to the EEAAO, copying the TAOM. Before final selection of the Committee members as well as communication to the Committee members, the Hiring Manager will obtain endorsement of the membership from the EEAAO in order to ensure a fair and diverse representation of the College community.

The endorsed Search Committee shall:

  • Receive training from the EEAAO;
  • Reflect a diverse group of representatives on campus, including members from different units that have direct interaction with the position;
  • Have at least three (3) voting members (inclusive of the Chair); and
  • Include, when desirable, a student or Ramapo Affiliate (Friends of Ramapo, Board of Governors, etc.).

Note: See Appendix 215A for specific roles and responsibilities, requirements and limitations of Search Committee members.

The following steps should be followed:

1. Appointment of Search Committee Chair. The Hiring Manager selects an individual from the Committee to serve as the Search Committee Chair. The Chair must:

  • Demonstrate working knowledge of the position being searched, and
  • Be a full-time Ramapo employee for at least 6 months.

2. Search Committee Interview Questions/Pre-screenings. TAOM may assist the Search Committee in designing questions for the interview process (set of questions will be needed for each round of interviews), and may send the Search Chair/ Committee a list of top ranked applicants to be considered for the initial interview after a prescreening of the credentials/qualifications of the incoming applicants.

3. Application Receipt. All applications (internal and external) are completed through the College’s on-line applicant tracking system. Hard copies of application materials are not accepted.

4. Applicant pool assessment. Before applicants are contacted or scheduled for an initial interview (either telephone, video, or on-campus) by the Search Committee, the EEAAO will review and approve the applicant pool. If the EEAAO does not approve the applicant pool, the EEAAO will work with the hiring manager and the TAOM to review and update the hiring manager’s recruitment strategy (which may include advertising the position through additional sources, extending the posting, etc.) before applicants are contacted or scheduled for an interview.

5. Interviews. The Search Committee members shall participate in all interviews.

6. Post-interview Activity. After interviews with the Search Committee have concluded, the Search Committee Chair, on behalf of the Committee, shall put forth approximately three (3) qualified candidates, unranked, via a memo detailing their strengths and weaknesses to the Hiring Manager.

The Hiring Manager may consider fewer than or more than three candidates to interview, however if there are fewer than three, the Hiring Manager will obtain the approval of the EEAAO.

If, after interviews with the Search Committee, no compelling applicants are identified by the Search Committee Chair to be put forward to the Hiring Manager, the Search Committee Chair shall work with the Hiring Manager and TAOM to determine next steps pursuant to those outlined below:

i. The Hiring Manager, in consultation with TAOM, will make a determination whether to:

a) go back to the applicant pool;
b) re-post the opportunity;
c) re-advertise to refresh the applicant pool; or
d) fail the search (See “IV. Failed Searches”).

If the Hiring Manager decides to direct the Search Committee Chair to go back to the applicant pool, the Search Committee should start again at step B4. The Hiring Manager may change the Chair and/or Search Committee members at this point. If Committee membership is changed, then the process will start again at step B1.

7. Reference Checking and Offers of Employment. After the Hiring Manager concludes interviews and the successful candidate is identified, the Hiring Manager consults with the Supervisor/Division Vice President and discusses the recommendation for proposed hire and any salary matters with TAOM. Prior to HR making an official offer of employment, the Hiring Manager will communicate to the candidate that a reference check will take place.

Reference checks should be conducted by the Hiring Manager. On occasion, the TAOM may provide backup to the hiring manager when conducting reference checks. All reference checking must be conducted in accord with guidance and reference check procedures available on the applicant tracking site.

The Hiring Manager or TAOM, shall document the reference check responses and issue a written memorandum including the name of the finalist selected as the successful candidate and affirming that approval from the Division Vice President has been received.

TAOM will then make the official offer of employment and lead the discussion on salary, benefits, and start date. The Hiring Manager shall be invited to attend the official offer and may participate in the discussion to highlight other items that may be specific to the position and to begin developing a positive and enthusiastic rapport with the new hire.

8. Correspondence and Notifications. Once the Search Process is complete and a selected candidate has accepted the offer of employment, the Hiring Manager will communicate the results to the Search Committee Chair, who must send rejection correspondences to candidates interviewed by the Search Committee that are not recommended for further consideration (see Sample Letter 2 on applicant tracking site).

The Hiring Manager sends correspondences to the finalists interviewed by him/her/they that are not selected (see Sample Letter 1 on applicant tracking site).

Note: Once the search is finalized in the applicant tracking system, the system will send correspondence to all other candidates who applied but were not interviewed.

9. Documentation and Closing Out of Search. The complete hiring package is documented and routed via the on-line applicant tracking system. The Search Committee Chair will upload any documentation pertaining to the search process such as:

  • Copies of communication to candidates attempting to schedule interview;
  • Memo from the Search Committee Chair which identified the unranked candidates for interview by the Hiring Manager; and
  • Any other pertinent information that is deemed necessary, especially if there are any unusual circumstances. Please consult with TAOM for questions and/or clarification regarding pertinent information.
  • The Hiring Manager will upload any documentation pertaining to the search process
    such as:

    • Email from the Hiring Manager, Unit Head, Dean and/or Vice President confirming the final selected candidate
    • Documented Reference Checks

The search is then closed by TAOM via the applicant tracking system and the onboarding process of the successful candidate begins.

III. Waivers

Documentation for an internal search or non-competitive hire must provide valid reasons and circumstances as to why the search process is being waived. The President, upon the recommendation by a Provost/Vice President, and in consultation with the EEAAO, must approve an internal search or waiver of search procedures. The following describes circumstances that may justify an internal search or a non-competitive hire:

1. Emergency Hires. In an emergency situation, candidates may be appointed on a temporary basis for a twelve-month period or longer with approval by the President or their designee, and guidance from POERD. During the employment period, a search for a permanent occupant of the position will be initiated if it has been determined that the position will become permanent. The position will be posted and search procedures will be followed. The incumbent may apply for the permanent position.

2. Acting/Interim Hires. For college operational reasons, the President, with guidance from the POERD and the EEAAO, may choose to fill an unclassified or managerial position by a current employee who will serve in an acting/interim capacity up to a twelve-month period. At the end of the role, the individual would return to their former position or, should the position become permanent, College search procedures will be followed and the interim/acting hire may apply for the permanent position.

3. Part-time Professional Staff, Temporary Part-time Professional Staff, and Adjunct Professors. Acting on the recommendation of the associated Vice President/Provost and Hiring Manager, with guidance from POERD and the EEAAO, the President approves the appointment of all part-time professional staff, temporary part-time professional staff and adjunct professors. Should a part-time professional staff position become full-time, College search procedures will be followed and the incumbent may apply for the fulltime and/or permanent position. Should a temporary part-time professional staff position become full-time and/or permanent, College search procedures will be followed and the incumbent may apply for the full-time and/or permanent position.

4. Visiting Scholar/Exchange Scholar/Laureate. An academic or professional person from another institution or industry may be invited to the College to teach or conduct research over a period of time, such as a semester, summer session, or academic year. Acting on the recommendation of the Provost and with guidance from POERDand the EEAAO, the President approves the appointments of all visiting, exchange, and laureate scholars.

5. Grant-funded or Contract-funded Positions. Principal investigators may hire individuals for unclassified and managerial positions specifically named in grants or contracts without conducting a search. Justification must include copies of the pages from the grant or contract specifying the person(s) named in the grant or contract, and evidence that the position is fully-funded by the grantor or other funding entity. Otherwise, all positions funded by grants and third party contracts shall be filled according to College search procedures. Acting on the recommendation of the associated Vice President/Provost, Hiring Manager, and with guidance from the POERD and the EEAAO, the President approves the appointments to all grant-funded and contract-funded positions.

6. Reorganization. For purposes of managing fluctuations in resources, fostering succession planning, professional development, and organizational effectiveness, and/or reorganization, the provost/cognizant vice president may recommend to the President’s Senior Leadership Team reclassifying or transferring current employees who require minimal training and have the requisite qualifications for a different position. Appointment is by the President.

IV. Failed Searches

In the event the search does not produce a viable candidate, the following steps will be taken:

  1. Hiring Manager recommends (to the Dean/Unit Head) a failed search and provides a justification for recommending a failed search. The Dean/Unit Head reviews information and recommends (to the Provost/Vice President) a failed search with the supporting justification.
  1. The Provost/Vice President reviews information and declares a failed search and notifies, in writing, the President and TAOM.
  1. The Hiring Manager notifies the Core Vice President and Search Chair that the search has been declared failed.
  1. A new Staffing Requisition Form is processed by TAOM, if appropriate, and a new search is opened and posted.

Appendix 215A: Specific Search Procedures and Responsibilities

Appendix 215A: Specific Search Procedures and Responsibilities

A. General Requirements:

  1. Authorization. Authorization from POERD/TAOM is required to initiate any action for an open position, including recruitment expenditures, advertising, interviewing and offers of employment.
  1. Documentation. All search documentation, at each step of the process will be uploaded to the applicant tracking system.
  1. Compliance. Compliance with all applicable laws and/or regulations, collective negotiations agreements, and College procedures related to the hiring process.

B. The Hiring Manager shall (also see Procedure 215)

  1. Select and charge the Search Committee and Chair.
  1. Review the job description with the Committee, answering any questions or providing the Committee any additional information.
  1. Clarify requirements for the position as well as preferred attributes.
  1. Interview finalists.
  1. Check references:
    • Three references are preferred. Fewer than three references must be approved by POERD/TAOM.
    • References should be completed within 5 business days and shall follow the guidance and reference check procedures available on the applicant tracking site.
    • On occasion, the TAOC may provide backup to the hiring manager when conducting reference checks.
  1. With Vice Presidential approval, make a recommendation for hire (via written memorandum) to POERD/TAOM who will make the official offer and discuss salary, benefits, and start date. Hiring Managers will be invited by POERD/TAOM to participate on the official offer discussion to highlight other items that may be specific to the position and to begin developing a positive and enthusiastic rapport with the new hire.
  1. Send correspondence to those candidates interviewed by the Hiring Manager (see Sample Letter 1 on HR’s applicant tracking site) at the completion of the search process.

C. The Search Committee Chair shall: 

  1. Receive training regarding Employment Equity and Affirmative Action objectives from the EEAAO and receive training on the on-line application process from TAOM.
  1. Act as the Committee’s facilitator, official spokesperson, and liaison to the Hiring Manager and POERD.
  1. For national searches, obtain necessary approvals for interview expenses prior to bringing candidates to campus; work with candidates to minimize reimbursable costs (see Interview Expenses on POERDs applicant tracking site).
  1. Ensure compliance with applicable laws, regulations and College policy.
  1. Maintain strict confidentiality throughout the search process (including but not limited to applicants’ names, qualifications, personal demographic information, and Committee discussions regarding applicants and the search process).
  1. Carefully review the job description and understand the requirements of the position.
  1. Determine a decision making process, e.g. will the Committee vote, try to reach consensus, use voting, or provide majority and minority opinions, what evaluation instrument will be used, the decision making plan/selection process must be submitted to the applicant tracking system for approvals.
  1. Refer all questions regarding the search process to TAOM.
  1. Obtain approval from the EEAAO for initial candidates before they are selected for interview.
  1. Provide pertinent information to the candidates being interviewed, including job description, starting salary ranges, relevant information about the College, portion of Employment Eligibility Verification (see applicant tracking site) statement so the candidate understands the type of documentation that will be required at the time of hire. Review, as appropriate, the procedures on the applicant tracking site for hiring Foreign Nationals.
  1. Screen applicants, ensuring fair and consistent interviews to all candidates. Refer written recommendations to the Hiring Manager with a selection of approximately three (3) candidates, listing their strengths and weaknesses, but not ranked.
  1. Review applications for the following (see template for Candidate Evaluations on applicant tracking site):
    • applicant’s knowledge, skills and abilities
    • applicant’s past positions and their relevance to the position
    • applicants’ past accomplishments/achievements; and
    • unexplained gaps in applicants’ employment history
  1. Verify via e-mail that the finalist candidates have been selected through a search process that has been designed and implemented to promote the College’s principles of diversity, equal opportunity and affirmative action (see Affirmative Action Search Committee Report on applicant tracking site).
  1. Send letters/email of rejection to those interviewed via phone interview or on campus interview who were not forwarded on as finalists to the Hiring Manager (see Sample Letter 2 on applicant tracking site).

D. Role of the Search Committee

  1. Receive training regarding Employment Equity and Affirmative Action objectives from the EEAAO and receive training on the on-line application process from TAOM.
  1. Follow all applicable state and federal laws/regulations and College policy.
  1. Maintain strict confidentiality throughout the search process (including but not limited to applicants’ names, qualifications, personal demographic information, and Search Committee discussions regarding applicants and the search process).
  1. Review the job description and understand the requirements of the position.
  1. Determine a decision making process, e.g. will the Committee vote, try to reach consensus, use voting, or provide majority and minority opinions, what evaluation instrument will be used. The decision-making plan/selection process must be submitted to the applicant tracking system for approvals.
  1. Screen applicants, ensuring fair and consistent interviews for all candidates. Refer recommendations to the Hiring Manager with a selection of approximately three (3) candidates, listing their strengths and weaknesses, but not ranked.
  1. Review applications for the following (see Template for Candidate Evaluations in applicant tracking site):
    • applicant’s knowledge, skills and abilities
    • applicant’s past positions and their relevance to the position
    • applicants’ past accomplishments/achievements; and
    • unexplained gaps in employment history

E. Role of Conveners (Faculty Hires Only)

  1. If a Convener is on the Search Committee for a tenure-track faculty line and the pool of applicants includes a person whom that Convener has recommended for hire and/or supervised as an adjunct faculty or temporary faculty member, then that Convener shall recuse themselves and not be present during the discussions of the candidate and voting on the names to be selected as finalists.
  1. The Convener in question will be empowered to read all the applications and to remain present (although not participating) during all interviews (phone or in-person), except as specified in section E1 above, and attend demonstration classes, etc. given by the candidate(s) in order to possess the necessary background to provide thoughtful input to the Dean regarding finalists.

F. Selection of Ramapo Affiliate Members (Friends of Ramapo, Board of Governors, etc.) and their Role

  1. Is a non-voting member of the Search Committee;
  1. Receive training regarding Employment Equity and Affirmative Action objectives from the EEAAO;
  1. Maintain strict confidentiality throughout the search process (includes but not limited to applicants’ names, qualifications, personal demographic information, and committee discussions regarding applicants and the search process);
  1. Participate fully and consistently and make a commitment to all aspects of the hiring process, except voting on moving forward candidates;
  1. Carefully review the job description and understand the requirements of the position;
  1. Screen applicants, ensuring fair, consistent and nondiscriminatory interviews to all candidates;
  1. Does not have access to the applicant tracking system; and
  1. Review applications shared by Committee Chair or Members (see Template for Candidate Evaluations in applicant tracking site) for the following:
    • applicant’s knowledge, skills and abilities
    • applicant’s past positions and their relevance to the position
    • applicants’ past accomplishments/achievements; and
    • question unexplained gaps in employment history.

G. Selection of Student Committee Members and their Role:

  1. Should have junior or senior class standing;
  1. Is a non-voting member of the Search Committee;
  1. Does not have access to applicant tracking system;
  1. Receives training regarding Employment Equity and Affirmative Action objectives from the EEAAO;
  1. Maintain strict confidentiality throughout the search process (includes but not limited to applicants’ names, qualifications, personal demographic information, and committee discussions regarding applicants and the search process);
  1. Participate fully and consistently and make a commitment to all aspects of the hiring process, except voting on moving forward candidates;
  1. Carefully review the job description and understand the requirements of the position; and
  1. Review applications shared by Committee Chair or Members (see template for Candidate Evaluations Sample Template 1 (XLS) & Sample Template 2 (XLS) for the following:
    • applicant’s knowledge, skills and abilities
    • applicant’s past positions and their relevance to the position
    • applicants’ past accomplishments/achievements
    • question unexplained gaps in employment history

Guides

See applicant tracking site at https://www.schooljobs.com/careers/ramapo/

Definitions

Core V.P. – A Senior Leadership Team Member or  Core Leader

Unit Head – Head of a Department

Unit Manager – Head of a subdepartment and /or unit

Abbreviations

TAOM: Talent Acquisition and Onboarding Manager

POERD: People Operations and Employee Reosurces Department

EEAAO: Employment Equity and Affirmative Action Officer

 

Policy

Policy

Academic freedom is essential to the full search for truth and its free exposition. It applies to both teaching and research, and shall not be abridged or abused.

  1. Freedom in research is fundamental to the advancement of truth. Academic freedom in teaching is fundamental for the protection of the rights of the teacher in teaching and of the student to freedom in learning. It carries with it responsibilities correlative with rights.
    1. Employees are entitled to full freedom in research and in the publication of results.
    2. An employee is entitled to freedom in the classroom in discussing his or her subject.
    3. Faculty members are citizens and members of a learned profession. When a faculty member speaks or writes as a citizen, he or she is free from institutional censorship or discipline, but should not represent himself/herself as a spokesperson for the institution.
  2. Closely related to the matter of academic freedom is meaningful and systematic involvement of faculty in the governance of the college. Academic freedom does not relieve the employee of those duties and obligations which are inherent in the employer-employee relationship.

Reason for Policy

Sets forth policy regarding the ability of faculty to teach and engage in research without regard to prejudice.

To Whom Does the Policy Apply

Faculty

Related Documents

AFT Contract

Contacts

Provost/Vice President for Academic Affairs

Policy

Policy

There shall be a limit to the number of faculty holding Associate, Full and Distinguished Professor rank as stated below.

  1. Full professors and associate professors will not exceed 75% of faculty.
  2. The percentage of full professors and distinguished professors will not exceed 37.5% of faculty.
  3. “Faculty” shall be defined as the total number of budgeted tenure eligible positions and includes budgeted faculty lines, budgeted librarians I, II, III, the president, the provost/vice president for academic affairs, the vice provost and academic deans.

Reason for Policy

To set forth policy to ensure promotional opportunities over time, and to maintain an intellectually and competitively healthy academic environment. To also set forth policy to provide an effective balance of faculty resources and institutional flexibility, and to ensure stability and continuity of faculty leadership and program development.

To Whom Does The Policy Apply

Faculty and academic administrators who are appointed with concurrent academic rank

Related Documents

Faculty Handbook

Contacts

Office of the Provost / Vice President for Academic Affairs

Policy

Policy

The Faculty Assembly shall be recognized as the official voice of the faculty of Ramapo College of New Jersey

Reason for Policy

Officially designates the Faculty Assembly as the official voice of the faculty of Ramapo College.

To Whom Does the Policy Apply

Faculty

Related Documents

Faculty Assembly Website

Contacts

President Faculty Assembly
Faculty Assembly Website

Policy

Policy

Ramapo College of New Jersey may honor retired faculty and administrators with emeritus status, in recognition of their distinguished contributions before retirement.

Reason for Policy

Sets forth policy, criteria, and procedures to bestow and revoke emeritus status.

To Whom Does the Policy Apply

Retiring faculty, retiring presidents, and retiring academic and non-academic administrators of the College at the rank of dean or higher, who have served at the College for at least ten years and provided distinguished service while doing so.

Related Documents

Procedure 318: Emeritus

Contacts

Office of the President
(201) 684-7610

Procedure

I. Criteria

The emeritus title may be awarded to:

– retiring faculty members who have served the college for at least ten years and have been distinguished in teaching, scholarship, College and community service, and the fulfillment of professional responsibilities;
– A faculty member must be at the rank of Associate or full Professor at the time of retirement.
– retiring Presidents and retiring academic and non-academic administrators who have served the College for at least ten years and have been distinguished in mentorship, leadership, College and community service, and the fulfillment of professional responsibilities;
– An administrator must be at the rank of Dean or higher at the time  of retirement.

With support from Employee Relations (ER) and Human Resources (HR), all recommendations for emeritus status must be received by ER/HR no later than October 15, and advanced to the Office of the President no later than November 10. The approved nominations will then be presented to the Board of Trustees at its first regular meeting of the calendar year.

II. Recommendation Process

a. Faculty recommendations must:

– Include a written description of the nominee’s contributions to the College throughout their career in four areas: teaching, scholarship, College and community service, and the fulfillment of professional responsibilities.
– The faculty of the school from which the nominee retires generates the written recommendation for emeriti distinction and advances it to the dean of the school. The Dean then submits a recommendation to the Provost/Vice President for Academic Affairs who shares it with Employee Relations. The Provost/Vice President for Academic Affairs, in turn, makes a recommendation to the President. If the President supports the recommendation, the President will bring the matter to the Board of Trustees for consideration.
– The authority to grant emeritus status to retiring faculty rests with the Board of Trustees.

b. Administrator recommendations must:

– Include a written description of the nominee’s contributions to the College throughout their career in four areas: mentorship, leadership, College and community service, and the fulfillment of professional responsibilities.
– Colleagues of the retiring administrator generate the written recommendation for emeriti distinction and advance it to the administrator’s immediate supervisor. The supervisor then submits a recommendation to the Division Vice President who shares it with Human Resources. The Division Vice President, in turn, makes a recommendation to the President. If the President supports the recommendation, the President will bring the matter to the Board of Trustees for consideration.
– Written recommendations may also be initiated by the President and, if supported by a majority of the President’s Cabinet, be advanced to the Board of Trustees with the written concurrence of the President’s Cabinet.
– The authority to grant emeritus status to retiring administrators rests with the Board of Trustees.

c. President recommendations must:

– Include a written description of the president’s contributions to the College throughout their career in four areas: mentorship, leadership, College and community service, and the fulfillment of professional responsibilities.
– Any member of the Board of Trustees may generate the written recommendation for emeriti distinction and advance it to the Board of Trustees care of the College’s Board Liaison or Board Recording Secretary. The Liaison/Secretary then advances the recommendation to the Executive/Judicial Committee of the Board of Trustees and shares it with Human Resources. If the Executive/Judicial Committee supports the recommendation, the Committee will advance the matter to the full Board of Trustees for consideration.
– The authority to recommend and grant emeritus status to retiring presidents rests with the Board of Trustees.

III. Revocation of Emerita/Emeritus Status

Emerita/emeritus status may be revoked at any time. Without limiting such discretion, revocation may occur when it is determined that the individual’s conduct, before or after receiving the emerita/emeritus designation, conflicts with the intent and spirit of the designation and/or causes harm to the College’s reputation. The authority to revoke emerita/emeritus status rests with the Board of Trustees.

IV. Privileges

All those holding the rank of emeritus will be notified of the associated privileges. Notification to faculty will be issued by the Office of the Provost. Notification to Administrators will be issued by Human Resources. Privileges associated with holding the rank of emeritus include:

– Ramapo College identification card
– On-campus parking
– A Ramapo College retiree e-mail account
– Employee discount rates to most events on campus and to the campus Bookstore
– Access to selected College publications
– Access to emeritus offices
– Identification in various College publications/resources
– Eligibility to participate in College commencements, Founders’ Day, and convocations
– Use of athletic/recreation facilities at a rate comparable to the employee rate
– Use of on-campus dining at a rate comparable to the employee rate
– Library/Learning Commons privileges

Emeriti faculty and administrators are encouraged to continue their association with the College through Institutional Advancement.

Policy

Policy Statement

The academic qualification for appointment to a tenure-track position is the established terminal degree in which the faculty member will teach. Exceptions may be made by the Provost upon recommendation of the Dean.

Reason for Policy

To establish terminal degree requirements for faculty appointment and tenure

To Whom Does the Policy Apply

Full-time faculty appointed in tenure-track positions

Related Documents

  • Procedure
  • List of terminal degrees

Contacts

Office of the Provost / Vice President for Academic Affairs
(201) 684-7529

Procedure

The following guidelines apply to the educational qualifications for tenure track hire at Ramapo College of New Jersey.

  1. Possession of an earned doctorate from an accredited institution in all fields where the doctoral degree is the terminal degree is required for appointment to a tenure track position. In interdisciplinary fields, the doctoral degree requirement may be met by possession of a doctorate in a related field or in an interdisciplinary subject. The faculty member has demonstrated preparation to offer instruction in a teaching discipline although the faculty member may possess the doctorate in another discipline.
  2. In the event an individual is appointed to tenure track status without completing the doctoral degree, the letter of appointment shall clearly stipulate the date by which the terminal degree must be completed.
  3. In fields where the masters or some other degree is considered the terminal degree for that field (e.g., the Master of Fine Arts or the Master of Library Science the appropriate degree will satisfy the educational qualification for tenure track appointment. Decisions regarding whether or not a specialized degree is the terminal degree for a particular field shall be based upon documented national or international standards, e.g., those set by professional associations or accrediting agencies.
  4. Exceptions to the requirements of the earned doctorate or other recognized terminal degree may be made by the President in consultation with the Provost and Vice President for Academic Affairs, but only upon the recommendation of the school and convening group. One or more of the following circumstances may justify approval of an exception to the requirement of the doctorate.
  5. Exceptional individuals may be hired on tenure track status who do not possess the doctorate or appropriate terminal degree. Recommendations to hire individuals who do not possess the doctorate or appropriate terminal degree must be accompanied by documentation of the combination of formal training and scholarly work which provides clear evidence of scholarly or creative attainments equivalent to the level of a doctorate or appropriate terminal degree. The evaluation of academic background should consider pre- and post-doctoral fellowships, scholarship, professional certifications, academic honors received, formal training, creative work, or other pertinent attainments. The dean and convener will review the documentation of educational qualifications noted above.
  6. Each recommendation to hire an individual on tenure track status shall include a review of the educational qualifications of the proposed candidate by the Office of Affirmative Action and Workplace Compliance for degree verification and the dean and convener for educational documentation.
  7. Educational degree requirements for appointment to a tenure track position must be clearly stated in the vacancy announcement.
  8. The attached list describes the required terminal degrees by program and school.

List

The following list describes the required terminal degrees by school and program (majors, minors, and concentrations).

Terminal Degree Requirement for Faculty Appointment and Tenure

School Program Required Terminal Degree
AIS Creative Writing MFA
All Others PhD
ASB Accounting PhD or DBA in accounting or related field
Economics PhD in economics
Finance PhD or DBA in finance or PhD in economics with financial economics as a field
Information Systems PhD or DBA in information systems or related field.
International Business PhD or DBA in international business or PhD or DBA in a related discipline with significant
relevant experience
Management PhD or DBA in management or related field
Marketing PhD or DBA in marketing or related field
CA Communications PhD or MFA
Journalism / Writing MFA or MA in Journalism with 5 years experience
Music DMA
Art History PhD
All Others MFA or PhD
Library All Master of Library Science (MLS) or
Master of Library and
Information Science (MLIS)
SSHS Social Work DSW and MSW, or PhD and MSW
Law and Society PhD
Psychology PhD, PsyD or EdD
All Others PhD or EdD
TAS Bioinformatics PhD or PhD in related field
Biochemistry PhD or PhD in related field
Biology PhD
Chemistry PhD
Environmental Science PhD or PhD in related field
Mathematics PhD
Nursing DNSc, DNS, DPh, PhD, EdD, DPN
Physics PhD
Computer Science PhD or PhD in a computer related field with a MA in computer science

Exceptions may be made based on curricular need and dean’s recommendation to the provost. Other terminal degrees exist, for equivalency, see Faculty Handbook. Section IV-6, Qualifications for Rank: “. . . appropriate terminal degree required for reappointment with tenure” and “equivalence of degree or prior experience.” .

Faculty Handbook

Policy

Policy

Concurrent academic rank may be awarded to the president by the board of trustees.

Concurrent academic rank may be awarded to the provost/vice president for academic affairs, academic deans, and other academic administrators if appropriate qualifications and requirements for academic rank are met to the satisfaction of the president and the board of trustees.

An administrator with concurrent academic rank is eligible to apply for tenure in the academic rank after two consecutive academic years.

Reason for Policy

Describes the policy for awarding concurrent academic rank and tenure eligibility in the academic rank to the president, provost/vice president for academic affairs, academic deans and other academic administrators

To Whom Does the Policy Apply

President, Provost/Vice President for Academic Affairs, Academic Deans and other academic administrators

Related Documents

Procedure

Contacts

Office of the Provost / Office / Office of Employee Relations
(201) 684-7529 / (201) 684-7504

Procedure

Tenure by Exceptional Action for Academic Administrators Appointed with Concurrent Academic Rank

Tenure by Exceptional Action After Two Years of Service

The Ramapo College of New Jersey Board of Trustees adopts New Jersey Statute 18A whereby the Board of Trustees, may as an exceptional action and upon the recorded two-thirds majority roll call vote of all of its members and upon the recommendation of the President, grant tenure to an individual academic administrator who was appointed with concurrent academic rank after employment at Ramapo College of New Jersey by the Board of Trustees for two (2) consecutive academic years.

Procedure

In accordance with New Jersey Statute 18A and in the spirit of Article V.A. or the All-College Tenure Committee Procedures adopted September 24, 1998, the following timetable and criteria will be used in order to bring early tenure decisions for academic administrators at Ramapo College as much as possible into conformity with the normal tenure process.

  1. Eligible academic administrators who wish to present themselves for early tenure shall prepare their reappointment for 3rd year in Spring of their second year of appointment in the administrative title with concurrent academic rank. Candidates will follow the established procedures and timetable for managerial reappointments with consideration at the April Board of Trustees meeting and a June 30th notify date.
  2. The reappointment application includes the request for reappointment to the managerial position and tenure by exceptional action in the concurrent academic rank. The requests are submitted via their dean (if applicable) and/or the Provost.
  3. The Provost may, at his/her discretion, request review/input from the All-College Tenure Committee in which case further actions by the All-College Tenure Committee, the Provost, President and the Board of Trustees shall thenceforth follow the same timetable as that used in deliberations for candidates who have fulfilled the full probationary period (see Tenure Calendar).
  4. Tenure in the academic title awarded to the successful early tenure candidate shall be granted as of September 1st of the calendar year in which such application was made.
  5. Criteria for consideration of early tenure in the academic title shall be identical with those outlined in the guidelines entitled, “Criteria for Appointment, Reappointment, Promotion and Reappointment with Tenure at Ramapo.” For early tenure however, it is recommended that the following additional considerations be applied:Scholarship: As in all tenure cases, the cumulative record of scholarship shall be considered, including work done at prior institutions.

    Teaching: shall be of the same caliber as that required of all successful tenure candidates, shall show the same promise of consistent good teaching, may be supplemented by documented evidence of good teaching at previous institutions; however, the absence of such written documentation shall not be used as a negative factor.

    Service: shall be of the same caliber as that required of all successful tenure candidates, shall show promise of future service to the institution, and the college community, shall be broadly defined to include advising, mentoring, and public or community service, may be supplemented by documented evidence of prior academic or community service activities; however, the absence of such written documentation shall not be used as a negative factor.

  1. Failure to maintain a timely schedule for the consideration of early tenure or failure of any committee to act during the scheduled period for its deliberations shall refer the decision to the President without further delay or faculty consultations.
Ramapo College Logo

505 Ramapo Valley Road
Mahwah, NJ 07430

p: 201-684-7500
e: information@ramapo.edu

Copyright ©2025 Ramapo College Of New Jersey. Statements And Policies. Contact Webmaster.