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

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

The College will facilitate the resolution of complaints arising from employment with the College.

Reason for Policy

To provide due process for administrative, professional, supervisory and confidential staff not included in a Collective Bargaining Unit.

To Whom Does the Policy Apply

Administrative, professional, supervisory and confidential staff not included in a Collective Bargaining Unit

Related Documents

• Procedure

Contacts

Office of Human Resources
(201) 684-7506

Employee Complaint Filing Procedures  

The College facilitates the resolution of complaints arising from employment at the College.  Employees (see eligibility below) can use the following procedure to file a complaint about an alleged violation of College policies, the misconduct of a person or persons affiliated with the College (student, employee, contractor of the College, or visitor), administrative regulations or statutes with respect to conditions of employment, or for appealing disciplinary actions.

This policy and procedure shall constitute the full and exclusive right and remedy for any and all such claims by eligible employees at the College.  This procedure may not be used to grieve the reduction or expiration of grants, or the expiration of individually negotiated contracts.

Eligibility

This procedure applies to full-time, permanent managerial or confidential employees and persons appointed under grants and/or contracts if those grants and/or contracts make no alternative provision concerning employment “due process”.  The procedure applies to employees covered by a collective bargaining agreement (American Federation of Teachers (AFT), Communications Workers of America (CWA), International Federation of Professional, Technical Engineers (IFPTE), probationary or temporary employees, in so far as the contract does not take precedence over violations of laws, codes, and policies promulgated at the Federal and State levels.  Student employees are covered by the policy “Student Complaints of a Non-Academic Nature”.

Resolution Processes

Before filing complaints, affected employees should carefully evaluate the nature of their concerns which may fall under separate College policies and procedures and may be adjudicated by different offices.

These concerns may include alleged violations of the:

1. Laws of the State of New Jersey (i.e. criminal, traffic, domestic violence laws). Employees should file these concerns with the Public Safety Department, which may refer them to the Mahwah Police Department.

2. State of New Jersey Uniform Ethics Code. Employees should file these concerns in the Office of Employee Relations or the Office of the General Counsel.

3. State of New Jersey Policy Prohibiting Discrimination in the Workplace. Employees should file these concerns with the Office of Affirmative Action and Workplace Compliance.

4. Violence in the Workplace. Employees should file these concerns with the People Operations and Employee Resources Department or with the Public Safety Department.

5. College Policies and Procedures. Employees should file these concerns with the People Operations and Employee Resources Department, the Office of Employee Relations, or the Office of the Ombudsperson.

6. Misconduct of a person or persons affiliated with the College (student, employee, contractor of the College, or visitor). Employees are encouraged, whenever appropriate and feasible, to resolve those concerns directly with the individuals involved.  If that is not possible, employees should file their complaint with the People Operations and Employee Resources Department (if the complaint involves misconduct of non-AFT professional staff or faculty), with the Office of Employee Relations (if the complaint involves misconduct by AFT professional staff or faculty), Office of the Ombudsperson, or the Public Safety Department (which may forward the complaint to the appropriate department).

7. Administrative regulations or statutes with respect to conditions of employment. Managerial or confidential employees and persons appointed under grants should file their concerns with the People Operations and Employee Resources Department.  Employees covered by a collective bargaining agreement should file their concerns with their respective union representative.

8. Concerns about the way offices conduct business that cannot be resolved directly with the individuals involved. Employees should file these complaints with the managers of the relevant units. If employees have cause for not directing their complaints to those managers, they may file their complaints with the People Operations and Employee Resources Department or the Office of the Ombudsperson.

9. Misuse of College funds or other resources/Whistleblower Policy). Employees should file their concerns with the Office of the Internal Auditor.

10. Outcomes of disability-related accommodation. Employees should file their concerns with the Office of the Title IX/ADA Coordinator.

11. Outcomes of Disciplinary actions. Managerial or confidential employees and persons appointed under grants should file their concerns with the Office of Human Resources.  Employees covered by a bargaining agreement should file their concerns with their respective union representative.

Once employees contact these offices, they may be guided to follow separate procedures for filing complaints of an alleged violation cited above.

Tabular View of Alleged Concerns, Complaints, Violations and Responsible Offices

Policy Statement

The College manages its records and ensures they are retained for the period(s) of time necessary to satisfy the College’s business and legal obligations and are disposed of in accordance with an established records retention and disposition schedule.

Reason for Policy

The purpose of this policy is to establish a process for the consistent and systematic review, retention and disposition of records received or created in the transaction of College business.

To Whom Does the Policy Apply

All College units, administrators, faculty and staff

Related Documents

State of New Jersey Records Manual
State of New Jersey Records Retention Schedule Guide
Records Retention Regulations, N.J.S.A 47:3-15 et seq., administrative rules under N.J.A.C.   Title 15:3 et seq.

Contacts

Office of the Internal Auditor
201-684-7622

Records Retention Procedure

A. Purpose

Proper retention of records is essential to conduct the business of the College; to protect the legal interests of the College, students, and employees; to preserve the College’s history; to comply with applicable state and federal laws and regulations, and to preserve records when litigation is threatened or pending.  For the efficiency and management of physical and digital storage resources, it is also important that unneeded records be disposed of in a timely manner.

The records retention and disposition schedules applicable to different categories of College records are promulgated by the State of New Jersey Bureau of Records Management.  The Records Retention State Schedule Guide lists the minimum legal and fiscal time periods records must be retained.  Records retention periods conform to state and federal codes, regulations, and statutes of limitation.

This policy and procedure provides the parameters for records management to ensure that the College complies with federal, state, and other regulatory guidelines. All College offices are responsible for administering, implementing and enforcing this policy with respect to the records generated and maintained by their respective offices.  Employees are required to be familiar with and to adhere to this policy, as it pertains to the types of records/documents in the Records Retention Schedule applicable to their units.

B. Records Defined

College records, for the purposes of this policy, are defined as any record created, produced, executed or received by any College unit, office or employee in the course of College activity. College records may include papers, correspondence, books, plans, microfilm, maps, photographs, sound and moving image recordings, and other documentary materials.

College records may also be created or stored through non-tangible electronic means; such records may encompass both analog and digital information formats. Electronic records may include but not be limited to emails, text messages, word processing documents, digital photographs, video recordings, formatted data, databases, and records existing in a College computing cloud.

Regardless of format or creation, all College records are considered property of Ramapo College. The retention schedule for College records is linked to this policy for guidance. No document list or schedule can be exhaustive and any determination regarding the identification, storage, retention, or disposal of any record not identified on the schedule must be made in consultation with the Internal Auditor.

C. Applicability

This policy and procedure applies to documents and information saved in the cloud, on a server, or in a filing cabinet. The State of New Jersey Bureau of Records Management supports image processing (IP) which involves the recording of images of documents on electronic storage media and/or photographic film.  Further, most categories of paper records can be destroyed after they have been converted to image formats (N.J.A.C. 15:3-1 et seq., 3-2 et seq., 3-3 et seq., 3-4 et seq. and 3-5 et seq.) in accordance with the State’s image processing requirements.

D. Administration

The Internal Auditor administers this policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed.  The Internal Auditor monitors compliance with this Policy; monitors local, state and federal laws affecting record retention; develops a training and awareness program on record retention for College personnel, and periodically reviews the record retention and disposal program, as may be required.

E. Litigation Hold–Suspension of Record Disposal In the Event of Litigation

1. In the case of pending or potential litigation, the College is under a legal obligation to preserve all records related to the litigation. The College’s General Counsel or the Attorney General’s Office will impose a “litigation hold,” which will be communicated to all employees whom the College has reason to believe may be in possession of documents that are either relevant or may lead to the discovery of admissible evidence pertaining to the case. An employee who receives a litigation hold correspondence is required to preserve all related evidence within his/her control.

2. The imposition of a “litigation hold” means that all retention periods are suspended for applicable documents and no such documents shall be destroyed or altered until notification that the litigation matter has been concluded.

F. Managing Records Retention and Disposition

The following general rules pertain to records retention.  College faculty and staff shall:

1. Retain records according to established Records Retention Schedules.
2. Review the Records Retention Schedules, communicate records disposition to the applicable Division Vice President, and consult with the Internal Auditor before disposing of records generated in the course of College business.
3. Consult the Internal Auditor if a particular type of document does not appear to be covered by the Records Retention Schedules.
4. Preserve records of historical significance and transmit to the College Archivist. The College Archivist archives and documents the history of the College by identifying, housing, preserving, and making accessible selected records and materials that possess enduring historical, research, legal, and administrative value. These records are maintained in the College Library.  If the record(s) has no historic, research, legal, and/or administrative value, then follow the steps below in Section H. Destruction of Records.

G.Ownership of Records

Records are the property of the College.  Employees have no personal or property right to any records of the College.  The unlawful destruction, removal from files, and personal use of official College records is strictly prohibited.

H. Destruction of Records

Records can be legally destroyed at the end of their active lives if there are no audit, legal, fiscal, regulatory or historical reason for their preservation.  No records are to be destroyed without prior written approval from the Internal Auditor and the State of New Jersey.  All record destruction requests must be submitted to the Director of Internal Audit prior to State submission.

1. Approval to destroy College records is done through the Artemis System.  Artemis is an online records retention and disposition management system utilized for all state, county, municipal, and educational agencies. Artemis contains all record retention schedules, including search features, and corresponding details where applicable. Since the system is electronic, there is no need to maintain physical copies of requests.

2. Before accessing the Artemis System, please contact the Internal Auditor at 201-684-7622 or pchavez@ramapo.edu who will provide training and give you an account login.

3. Users must identify the types of records they want to destroy and find the corresponding Retention Schedules in the Artemis System. These schedules will contain the following:

a.Title

b. Description

c. Retention Period

d. Record Series

4. Once the proper Retention Schedule is identified, the information provided shall be used to enter the Record Disposition Request. Multiple requests may be placed at the same time if they have the same Retention Schedule. While making the request:

a. Select the Retention Schedule.

b. Select the option to sign Disposition Requests Electronically.

c. Enter the Record Series (the Record Series Title will auto-populate in the next column).

d. Verify the records meet the minimum time requirements, and enter the ‘From’ and ‘To’ dates accordingly.

e. Select the Medium Type (i.e. paper).

f. Enter the volume of documents to be destroyed.

g. Select the eSign / Reroute Option. This will prompt a pop-up requesting your Pin Number. Once entered, an additional screen will become available and the Internal Auditor will need to be selected from the drop-down menu. The request can now be finalized by the requesting unit.

After the requesting unit finalizes the request, it will be forwarded to the Internal Auditor for completion and submitted to New Jersey’s Records Management Services for final approval.

Approved Disposition Requests can be found by selecting the link on the Artemis home page. Once the request has been authorized, the requesting unit can destroy the files.

After the files have been destroyed, the requesting unit must update the disposition status by selecting the approved request, and identifying which method was used to destroy the records during the process (i.e. shredding).

I. Methods of Records Destruction

The following methods for records destruction include but are not limited to:

1. Shredding–documents that contain personnel or confidential information, personal information, student information protected under FERPA, health related information, or financial information.
2. Deletion–generally appropriate for all non-confidential electronic documents.
3. Physical Destruction–electronic records which have confidential information should be done in consultation with the CIO.
4. Recycling–generally appropriate for all non-confidential paper documents.

J. Retention of Permanent Records

Permanent records storage should be done in consultation with the Chief Information Officer (CIO).  The CIO or his/her designee coordinates the off-campus storage of records, maintains manifests itemizing content and destruction date, coordinates the transfer of records to an off-campus storage location, and coordinates the eventual destruction of records with the unit.

Policy Statement

Ramapo College allows the posting of notices to promote the College, provide information about College activities, events, and services, as well as matters directly related to the health, safety, security, or welfare of the community. All notices must be authorized before posting.

Reason for Policy

To establish a system for efficiently and accurately disseminating information, maintaining the aesthetic appearance of the college environment, sustainability, and ensuring that all postings are in accordance with the New Jersey State Fire Code and other regulations.

To Whom Does the Policy Apply

Enrolled students, faculty, and staff, as well as any Ramapo College entity (division, unit, school, program, center, and officially recognized student organizations) and any non-Ramapo College entity.

Related Documents

Procedure 637: Campus Posting

Policy 610: Electronic Signboard

Student Handbook: Posting

Contacts

Contact the appropriate office/administrator per the procedure below.

I. Posting Requests 

Employees, students, and outside entities who wish to promote College and non-College activities, events, and services to a particular audience, by posting on bulletin boards, electronic signboards, and monitors must make their request in writing to the appropriate administrator below:

1. Bulletin Boards/Surfaces: Center for Student Involvement (Associate Director or designee)
2. Electronic Signboard: Marketing (Director or designee)
3. Electronic Monitors: Vice President, Dean, or Unit Director

In order to be considered for posting, the request must contain:

• a full description of the activity, event, or service,
• the time,
• intended audience, and
• benefit to intended audience, etc.

The decision and any conditions attached thereto shall be within the appropriate administrator’s (or designee’s) discretion. The appropriate administrator (or designee) shall respond to all such requests in writing within five (5) working days from the date the request is received. The decision of the appropriate administrator (or designee) is final.

II. Electronic Signboard Posting

In order to be considered for posting, campus members wishing to promote an activity or event on the electronic signboard on Route 202 may send a request to Marketing with the following information:

• the name of the event and/or name of performer/speaker
• date,
• time,
• and location.

The number of postings on the signboard is limited. The following criteria is applied in determining listings for the electronic signboard:

• be of interest to the external community,
• support community, partnership or other constituency relationships, and
• advance the reputation and positive perception/image of Ramapo College.

Posting requests will be reviewed on a weekly basis.  In the event of an emergency, the signboard will be used to communicate critical information, requiring the temporary removal of all other postings.

III. Designated Posting Areas

The first floor “cores” between each of the academic wings has bulletin boards for the following purposes:

• AFT/CWA/Local 195 announcements
• Human Resources announcements (locked, glass enclosed boards)

In all buildings on campus:

• Academic wings have bulletin boards maintained by specific academic or administrative departments
• The Center for Student Involvement maintains separate boards in various areas of campus for the following:
  • Events/programs sponsored by campus entities with materials in a size not exceeding 11”x17”
  • Events/programs sponsored by campus entities with materials exceeding 11”x17”
  • Events/programs sponsored by off-campus entities

IV. Design Standard

All publications (flyers, posters, etc.) posted by a Ramapo College club, organization or office must follow the College’s design standard.  Any posting that does not follow the standard will NOT be posted or will be removed from posting.  For more information about the design standard, please visit https://www.ramapo.edu/design-standard/about-standard/.

The Center for Student Involvement also has a design team, CSI Design, which can assist with designing posters and flyers in accordance with the College’s design standard.  CSI Design can be reached via Archway or by calling 201.684.7775.  Requests for design services should be submitted at least two weeks in advance of the date needed.

Alcohol and Other Drug Images

To support Ramapo’s commitment to an alcohol-free social environment, materials will promote a healthy, normative environment and not contain pictures of alcohol or alcohol beverage containers for events both on and off campus. This policy applies to all campus locations. All persons and organizations, including non-members of the College and commercial establishments, are required to comply with this policy.

Flyers

For the purposes of this policy, “flyer” refers to any document between the sizes of 8 ½ x 11 and 11 x 17 used to advertise, announce or promote a program, event, activity or opportunity.

Posters

For the purposes of this policy “poster” refers to any document larger than 11”x17”. If an individual or organization wishes to use a poster larger than 11 x 17, it must either:

• be designed by Marketing;
• be designed by CSI Design; or
• receive approval for hanging from the Center for Student Involvement (SC-202).

Once one of these criteria is met, the posters may then be placed on designated core stairwell, using only the provided poster clips and/or painters’ tape. Posters must not hang below the bottom of the core wall. It is the responsibility of the organization to remove these flyers and posters within 24 hours of the event. Failure to do so may result in a loss of posting privileges.

V. Posting Procedures

All flyers, posters, etc.:

• The Center for Student Involvement (CSI) completes the actual hanging of all flyers.
• Students/staff/faculty hang all posters, although assistance may be available through CSI.
• All flyers must be approved by CSI and stamped with the date the item is approved before any flyer will be posted.
• Only those flyers that advertise, announce, or promote a program, event, activity or opportunity applicable to Ramapo College students are eligible for posting.
• All flyers sponsored by the College or by College-affiliated organizations must include:
  • Ramapo College Logo (lower right-hand corner or upper left-hand corner).
  • Disability Services Accommodations Information (lower left-hand corner).
  • The name of the program, event or opportunity, the name of the sponsoring organization, and the date, time and location of the event.
• A maximum of 17 flyers for Ramapo events will be posted in academic areas. This covers all approved posting areas in the adjoining academic wings.
• Flyers for non-College members or commercial establishments (non-College events) will be posted in the C-Wing Lounge area, also known as the “Fishbowl” and on boards in some of the academic areas, as space permits.
  • Flyers for Non-College Events may not include any College logos or other indicia implying Ramapo College affiliation or sponsorship.
  • A maximum of 6 flyers will be posted.
  • As noted above, flyers for non-college events or commercial establishments will not include marketing and promotion of alcohol and alcohol beverages both on and off campus.

• All flyers will be posted for a maximum of a 2 week period.
• Copies of all currently approved flyers will be on file in the CSI Office.
• Flyers will be posted on the approved bulletin boards by the CSI posting staff each business day. Posting will take place on the next business day after submission, space permitting.
  • In the event the Bulletin Boards are filled to capacity, flyers will be posted in the order in which they were submitted when space becomes available.
• For Ramapo events only, flyers may be distributed on campus by members of the College Community, having received prior approval from the CSI Office and Events and Conferences.
  • These flyers are not required to have the aforementioned logos.
• Flyers may not promote events or activities that are illegal or in violation of the College’s Code of Conduct.
• Any flyers hung not in accordance with this policy will be removed.
  • Organizations violating the posting policy may lose their right to post and may also lose additional club/organization privileges.
  • Individual students who violate the posting policies may face disciplinary charges.
  • Maliciously destroying/defacing others’ flyers will result in either administrative or disciplinary action.

VI. Residence Hall Specific Postings

For distribution of flyers in the Residence Halls, all approval policies listed above, must be followed.

Flyers to be displayed in the Residence Halls must first be approved by the CSI Office. The flyers will be approved and be available for pick-up after 6:00 pm (but before 11:30 pm) the business day following the submission of the flyers.

After approval from CSI, the person submitting flyers will be emailed when they are ready for pick-up. The sponsor may then drop the flyers off at the appropriate building/area office(s) and the flyers will be posted by Residence Life staff. Below is a listing of the number of flyers permitted for each building or area:

• Bischoff (5)
• Mackin (5)
• CPA Lodge (1)
• Overlook (8)
• CPA quads, outdoor & Lodge areas (21)
• Pine (5)
• Laurel Hall (8)
• Village (1)

College offices that submit flyers for posting in the residence halls do not need to pick up those flyers from the CSI Office.  A member of the CSI staff will deliver the appropriate number of flyers to the Residence Life main office.  The office requesting the posting will need to indicate if they want a flyer posted in each building (21) of the College Park Apartments or in the Lodge only (20). There is no space available for non-college postings in the Residence Halls.

VII. Postings by Faculty and Non-Student Affairs Units

Faculty and non-student affairs units, who wish to post notices to promote the College, provide information about College activities, events, and services, as well as matters directly related to the health, safety, security, or welfare of the community must make their request in writing to their respective Dean or Vice President (or designee). The request must contain a full description of the activity as to time, benefit, etc., in order to be considered. The decision as to whether such request will be allowed or denied and any conditions attached thereto shall be within the Dean or Vice President’s (or designee) discretion. The Dean or Vice President (or designee) shall respond to all such requests in writing within five (5) working days from the date the request is received.  The decision of the Dean or Vice President (or designee) is final.

Policy

The goal of space management and allocation is to steward the optimization of space in furtherance of the mission and goals of the college.

Reason for Policy

The purpose of this policy is to enable effective and efficient utilization of College space resources resources through adherence to identified principles, restrictions, committee governance, and related processes and parameters.

To Whom Does the Policy Apply

All faculty, staff, and students.

Related Documents

Procedure 642A: Space Management and Allocation

Policy 642: Records Retention Policy

State of NJ Excess and Surlpus Property Procedures for Disposal

Campus Master Plan

Contacts

Vice President Overseeing Facilities Management and Capital Planning

Procedure 642: Space Management and Allocation

Date Adopted: July 2016

Last Revised: July 2022

I. Purpose

Effective management and allocation of space requires periodic reviews of space, such reviews aim to prevent inequities in space distributions, identify opportunities, and recognize best practices. It should be expected that such reviews may prompt the emergence of new space management and allocation strategies.

II. Principles

Space management and allocation is guided by the following principles:

1. Facilitating a high quality service-oriented and/or learning environment for students is essential to the College’s ability to recruit and retain students.
2. Administrative and student service functions should foster student engagement and/or complement the learning environment.
3. Traditionally non-student-facing functions should be located in areas less trafficked by students.
4. Efficiency, while desirable, should not take precedent over effectiveness.

III. Space Management and Allocation Advisory Committee (SMAAC)

The Space Management and Allocation Advisory Committee provides proactive input and feedback on space management and allocation strategies including space requests. It reports to the senior leadership team by way of the Vice President overseeing Facilities Management and Capital Planning (hereafter “the Vice President”).

The Vice President shall serve as or appoint the committee chair. The committee chair shall be appointed to up to a three-year term and the appointment may be renewed by the Vice President in consultation with the Committee.

SMAAC membership may include representation from:

• Strategic Resource Advisory Board
• Executive Core
• Environmental Health & Safety
• Fiscal Health Core
• Outreach & Engagement Core
• Student Well-Being Core
• Administrative and Operational Integration Core
  • Capital Planning
  •  ITS
  • Facilities Management
• Teaching and Learning Core
  • The Academic Deans (rotating)*
  • Office of the Registrar
  • Faculty (rotating)*

*Rotating members shall serve for terms up to two years. Deans’ Council shall nominate its representative. Faculty Assembly shall nominate its representative.

IV. Process:

As space management and allocation strategies emerge and/or as space requests are brought forward, members of the SMAAC are engaged by the Chair of the Committee.

Space requestors should direct an email to the Committee Chair. The email should denote in brief:
• Purpose of the space being requested and how it may or may not clearly advance the College’s Strategic Plan
• Suggested locations for desired space
• Desirable timeline for the space
• Distinctive physical attributes of the desired space
• Support of the unit head
• A budget along with the identification of available funding, or a funding request

The Committee Chair will review the request, solicit additional information/site visits as needed, and seek input in coordination with the Committee.

The recommendation for the space will be presented to the senior leadership team for a final disposition. The final decision will be made by the senior leadership team.

Requests for storage space do not require the approval of the senior leadership team and are adjudicated by the Committee.

Note: Applicants for grants and other funding initiatives are required to specify space needs and any required renovations prior to grant submission. The awarding of grant funds does not equate to the approval of a space request. Consideration of the cost to maintain the space after the grant period should be considered in the overall request.

V. Parameters of Space Management and Allocation

a. Management

1. All space (unless specifically prohibited by contract or funding source obligations, policy, or statute) is reassignable.
2. Scheduling of spaces for temporary use by internal and external constituents is done via a centralized process through the Office of Events and Conferences.
3. All instructional space is scheduled by the Office of the Registrar.
4. Unless approved by the Provost or their designee, classroom space cannot be permanently repurposed.
5. Unless approved by the President’s senior leadership team, space is not assigned to unaffiliated organizations for other than fee-based temporary or occasional use.
6. Inappropriate and/or inefficient uses of space, such as offices used solely for storage, runs counter to space optimization and will require redress.
7. Periodic purging and archiving of materials in work spaces and storage areas is required to ensure that important space is not being used with unimportant items. Paper records should be disposed of according to the College’s Records Retention Policy. Furniture, equipment and supplies should be disposed of according to the State of New Jersey’s Excess/Surplus Property procedures.
8. Proposals for program creation, growth, or contraction, must include a space plan.
9. If a change of use/function is needed in a space to make it functional, reclassifying the space will be evaluated according to the applicable building codes and Division of Community Affairs (DCA) guidelines.
10. The College cannot guarantee that space, or funds to renovate/repurpose space, will be available within a requested time frame.

b. Allocation

1. Co-location of functions in order to share support spaces, resources, and equipment, and to advance collegiality, operational integration, interdisciplinarity, and collaboration will be emphasized.
2. A modular planning approach to enhance space flexibility where possible (consistent sizes for like functions whereby an open suite of workstations could serve in a subsequent iteration as a medium- size conference room; standardized office furniture/finishes so that only people move and not furniture) will be emphasized.
3. Allocation of multiple offices for an employee is not permitted.

*Non-substantive Amendments

Policy

The College has significant investment in fixed assets, such as land, buildings, infrastructure, fixed and moveable equipment, which are used to carry out the primary mission of the institution. The intent of this policy is provide for the proper accounting, effective control and disposal of all fixed assets

Reason for Policy

To ensure that the College’s fixed assets are acquired, safeguarded, controlled, disposed of and accounted for in accordance with state and federal regulations, audit requirements, and generally accepted accounting principles.

To Whom Does the Policy Apply

Business Services and Purchasing Department

Supplemental Resources

Procedure 626: Fixed Assets

Contacts

Office of the Controller
(201) 684-7117

I. Categories of Fixed Assets

1. Land – Land as well as the costs incurred in preparing the land for its intended purpose. These costs include, but are not limited to, purchase costs, real estate commissions, closing costs, razing existing structures and clearing land. Excludes any land improvements. Land is not depreciated.
2. Land Improvements –Sidewalks, landscaping, lighting, fences and signage.
3. Infrastructure –Roads, parking lots, sewers, water lines and cabling.
4. Buildings – Costs associated with the purchase or construction includes all building components. If bond funding is used the bond issuance cost is included as well as any capitalized interest.
5. Building Improvements (repairs and renovations) –Improvements which extend the useful life of the building, or substantially changes the use of the original space, or the improvement expands the total space of the building. Routine repairs and maintenance are not capitalized and are charged to the operating expense in the period in which they occur.
6. Equipment – A tangible piece of personal property that has a useful life of more than one year. Costs capitalized include all costs of purchase and those costs associated with delivery, transportation, and insurance while in transit, installation costs, and other similar costs. Fixed equipment includes any equipment affixed to the building such as fume hoods, autoclaves etc. Moveable equipment includes office furniture, laundry and cafeteria equipment, vehicles, golf carts etc.
7. Software –With a useful life of greater than one year.
8. Library Collection – Periodicals, texts, journals, books of reference and other books for use in the Library.

II. Definition of Fixed Asset Criteria

Fixed assets are defined as items with a purchase price of $5,000 or more and a useful life of more than three years; donations with an estimated or appraised market value of $5,000 or more and a useful life of three years or more are also included. Items representing construction in progress are not recorded as a fixed asset until the construction or renovation is complete. All costs associated with the project will be capitalized, these costs include but are not limited to; architect fees, project management fees, utility usage exclusive to the project, engineering fees, surveys, permit fees, design fees, material and supplies, construction costs.

III. Acquisition/Addition of Fixed Assets

The college follows the same procurement policies and procedures for the purchase of equipment and other fixed assets as it does for the purchase of any other goods or services. This procedure addresses the requirements for fixed assets and does not address specific regulation related to approval and authorization of building construction or capital projects.

The Purchasing Department is responsible for recording all newly acquired equipment classified as a fixed asset into the College’s Fixed Asset System. The Purchasing Table in Banner Finance provides the information for items paid via purchase orders, which meet the $5,000 threshold and account code criteria.

The Purchasing Department will maintain a supply of fixed asset tags which are numbered consecutively. During the process of transferring requisitions to purchase orders, The Purchasing Department will assess the information on the requisition and determine if the item being ordered qualifies as a fixed asset based on the aforementioned criteria. The Purchasing Department will assign a fixed asset tag number and list the number, item location, and item purchase price on the purchase order. College staff will not be permitted to purchase fixed assets using a College procurement credit card. Nevertheless, the Purchasing Department will monitor credit card transactions and investigate any transaction that appears to involve fixed assets. Should a fixed asset be purchased with a College procurement credit card, the Purchasing Department will contact the Unit that placed the order, obtain the required information: item description, vendor, quantity, location, purchase price and charge code, and assign a fixed asset tag number. Donations and purchases made directly by the Foundation are not included.

Once a month the Purchasing Department will check the fixed asset tagged purchase orders to confirm an invoice has been entered against the order. Only after an invoice has been entered will Purchasing enter the fixed asset into the Fixed Asset System and provide a copy of the purchase order containing the fixed asset tag number to the fixed asset accountant. Purchasing will forward the metal fixed asset tag to Central Receiving along with a copy of the purchase order. Once a month Purchasing will review procurement credit card purchases for purchases of fixed assets. Purchasing will confirm receipt of the item with the ordering Unit. Purchasing will enter the data into the Fixed Asset System, provide a copy of the data and the fixed asset tag number to the fixed asset accountant and provide a copy of the data and the metal fixed asset tag to Central Receiving.

Purchasing will enter the following information into the Fixed Asset System for each fixed asset: tag number, item description and model, date of invoice as the acquisition date, vendor, purchase order number or procurement card transaction number, quantity, purchase price, charge code, location, owner as the ordering Unit, and expected usable life.

The fixed asset accountant is responsible for recording all non-equipment related fixed assets into the fixed asset system. The accountant reviews specific areas of the general ledger relating to capital projects and large expenditures in specific account codes for potential capital purchases. Each item is analyzed to determine if it meets the capitalization guidelines and to which category it belongs. An entry is made to post the qualifying items to both the fixed asset system and the general ledger. Donations that come through the Foundation are recorded to the related fixed asset category and as gift income.

Purchasing and the fixed asset accountant will reconcile the fixed asset system for equipment to the general ledger on a quarterly basis.

Purchase of computers, computer related equipment and software must be approved by ITS prior to purchase.

IV. Tagging

Equipment identification tags are affixed to each asset at the College unless it is not physically practical.

Working with the ordering Unit, the Central Receiving is responsible for placing the fixed asset tag provided by the Purchasing Department onto the equipment.

All items that meet the capitalization criteria are recorded as fixed assets regardless of the funding source as most grants allow you to keep any equipment purchased. If the granting agency requests the equipment be returned, we will reverse the capitalization entry.

V. Disposal or Transfer of Fixed Assets

The safeguarding and use of all fixed assets assigned to a particular unit is the responsibility of unit head. Items no longer needed require the completion of a Fixed Asset Disposal Form which should be submitted to the Purchasing Department. Purchasing is responsible for recording any disposals or transfer of equipment in the Fixed Asset System and will notify the fixed asset account to adjust the general ledger accordingly. All other disposals of fixed assets will be recorded by the fixed asset accountant.

Unallowable Disposal and Transfers

Equipment may not be disposed of or transferred without the approval of the Director of Procurement. Equipment identified for disposal may not be taken by College employees for personal use.

Allowable Disposals and Transfers

Stolen Assets – The unit director is responsible for contacting Public Safety and retaining a copy of the incident report. A copy of the incident report must be sent to the Purchasing Department.

Destroyed Assets – Loss due to fire, flood etc. must be reported to the Risk Manager on the Fixed Asset Disposal Form. Risk Manager will notify Fixed Asset Accountant.

Surplus Property – When a Unit no longer needs a fixed asset, the Unit must contact the Director of Procurement and provide a listing of the asset(s). The Director of Procurement, in conjunction with the Unit head and the Director of Facilities, will determine if the asset should be transferred to another College Unit, held by the College for use at a later time or declared surplus property and donated, sold or discarded via the College’s trash removal or recycling programs.

Fixed assets sold by the College must be sold in accordance with the State College Contracts Law, N.J.S.A. 18A:64-78 Sale of Surplus Personal Property. The Director of Procurement in conjunction with either the Unit head or Director of Facilities or Controller, will determine the current fair market value of the asset. If the value is equal to or greater than the public advertised bidding threshold, the asset shall be sold in accordance with N.J.S.A. 18A:64-78. The College may accept sealed bids from College employees as part of this public sale. If the value of the asset is below the public advertised bidding threshold, the College may sell the item without advertising to a private buyer as long as the buyer is not a College employee or a family member of the College employee. The College may sell surplus property without advertising to another State of New Jersey college or university or to any State of New Jersey agency, municipality or to the United States Federal Government. Buyers of College surplus property must complete and return the Surplus Property Sale Release form to the Director of Procurement.

The College may donate surplus property to nonprofit organizations which are approved by the State of New Jersey Division of Purchase and Property Surplus Distribution and Support Services. Organizations receiving the donated surplus property must complete and return the Surplus Property Donation Release form to the Director of Procurement.

Before the surplus property is sold, donated or disposed, the Unit Director must complete the Fixed Asset Disposal form and return it to the Director of Procurement. The Director of Procurement will mark item as disposed in the fixed asset system and forward the completed form to the Fixed Asset Accountant.

Before any surplus computer equipment is sold, donated or disposed, the equipment must be cleaned of all data by the College’s ITS Department in accordance with the State of new Jersey guidelines for disposal of computer equipment.

Transfer to other College Departments- Before fixed assets are transferred to another College Unit, the Unit Director must complete the Fixed Asset Disposal form and return it to the Director of Procurement. The Director of Procurement will change location in the fixed asset system.

Trash – Unit Director is to submit the Fixed Asset Disposal Form to the Director of Procurement. The Director of Procurement will mark item as disposed in the fixed asset system and forward the completed form to the Fixed Asset Accountant.

Trade-in for new equipment – Unit Director is to submit the Fixed Asset Disposal Form to the Director of Procurement. The Director of Procurement will mark item as disposed in the fixed asset system and forward the completed form to the Fixed Asset Accountant.

VI. Depreciation of Fixed Assets

The College uses the Straight-line method for all depreciable fixed assets (land and construction-in-progress are not depreciated). Equipment purchased during the fiscal year will be depreciated beginning in the fiscal year in which it was purchased. Building, improvements and infrastructure will be depreciated beginning in the first year it is put into use. Useful lives are based on the table below.

Policy

The College may require employees to submit to “fitness for duty” evaluation if there is reason to believe the employee may not be able to perform the duties of the position.

Reason for Policy

To provide a safe and productive environment conducive to academic and administrative pursuits

To Whom Does the Policy Apply

Employees who exhibit signs of impairment on the job, or lack the ability to perform duties, or have been out on a medical leave and require medical clearance to return to work.

Related Documents

Procedure

Contacts

Director Human Resources
(201) 684-7506

Please click link for procedure: Fitness for Duty Procedure Human Resources

Policy

Ramapo College faculty and staff have leave entitlements as specified by Board policy, contractual agreements, Administrative Code, Statute, and/or local agreements. The following leaves apply to managerial and bargaining unit (AFT) professional employees:

• Vacation
• Sick
• Family Leave
• Maternity
• Child Care
• Sabbatical
• Professional Leave
• Jury Duty
• Leave to Appear as a Witness
• Military
• Voluntary Furlough
• Educational or Professional Leaves
• Leave of Absence Without Pay
• Donated Leave

Reason for Policy

To set forth policy and procedure for leave entitlements for managerial and bargaining unit (AFT) professional employees

To Whom Does the Policy Apply

Ramapo College managerial and bargaining unit (AFT) professional employees

Related Documents

Procedure

Contacts

Director of Human Resources
(201) 684-7506

Vacation Leave

Non-teaching unclassified employees shall accrue 1.5 days of vacation credit for each full month of service from the date of appointment through December 31 of the year in which appointment occurs. For each succeeding year thereafter, unclassified employees shall accrue 22 days vacation credited at the beginning of the calendar year.

Non-teaching, ten-month, unclassified employees shall accrue 1.5 days vacation credit for each full month of service from date of appointment through June 30 of year hired. For each academic year thereafter, said employees shall accrue 18 days vacation credit.

Managerial employees on a 12-month contract employed after July 1 shall accrue 1.83 days credit for each full month of employment from the date of appointment through June 30 of the fiscal year in which appointment occurs and 22 days per fiscal year thereafter. For each succeeding fiscal year thereafter, managerial employees shall accrue 22 days vacation credited at the beginning of the fiscal year.

Ten-month managerial employees shall accrue 1.8 days per month, or 18 days per fiscal year thereafter.

Vacation may be scheduled and used in fifteen (15) minute intervals.

Permission to use vacation time is subject to the operational needs of the College and the permission of the employee’s supervisor requested in advance.

Vacation allowance must be taken during the current year, (calendar year for bargaining unit staff, fiscal year for managerial staff and academic year for 10-month staff) at such time as permitted or directed by the College, unless the College determines that it cannot be taken because of pressure of work. Employees may request a maximum of one year of earned vacation allowance to be carried forward into the next succeeding year only (calendar year for bargaining unit staff, fiscal year for managerial staff and academic year for 10-month staff).

During the first year of employment, vacation may only be used as it is accrued. Not until January 1 of the second calendar year of employment (July 1 for managers, September 1 for ten-month staff) is the full year’s vacation allowance credited in advance. If an employee separates from the College having used unearned vacation leave, adjustments will be made in the final paycheck.

Sick Leave

Sick leave may be used when employees are unable to perform their work because of personal illness, accident, or exposure to contagious disease. Sick leave may be used because of death in the employee’s immediate family. Sick leave may be used to care for an ill family member in accordance with the Federal Family and Medical Leave Act of 1993 (FMLA) and as amended in 2008, as well as the State Family Leave Act (FLA).

Proof of injury or illness may be required when there is reason to believe there is abuse, an employee has been absent for five or more consecutive work days, or an employee has been absent on sick leave for more than an aggregate 15 days in a 12-month period.

The employee is required to notify his/her supervisor of the reason for absence due to illness at the earliest possible time, but in no event later than the usual reporting time.

All faculty in their first year of employment accumulate 1.25 days per month and thereafter a total of 12.5 days per year, credited at the beginning of the academic year.

Non-teaching professionals on a 12-month contract employed after January 1 shall accrue 1.25 days per month for their first year of employment and thereafter 15 days per calendar year credited at the beginning of the calendar year. Ten-month employees shall accrue 12.5 days per calendar year pro-rated for the first year and credited at the beginning of the calendar year.

Managerial employees on a 12-month contract employed after July 1 shall accrue 1.25 sick days per month for their first year of employment and thereafter 15 days per fiscal year credited at the beginning of the fiscal year. Ten-month managerial employees shall accrue 12.5 sick days per fiscal year pro-rated for the first year and credited at the beginning of the fiscal year.

Any amount of sick leave allowance not used in any calendar year shall accumulate to the employee’s credit from year to year to be used when needed for such purpose.

If an employee separates from the College having used unearned sick leave, adjustments will be made in the final paycheck. At retirement, employees (not faculty) may be eligible for a lump sum payment for a portion of unused, accumulated sick leave up to a maximum of $15,000.

Sick leave may be taken in fifteen (15) minute intervals.

Part-time employees earn a pro-rated portion of leave entitlement.

Except for emergencies, all absences must be requested in advance and approved by the supervisor. Excessive absenteeism may be cause for disciplinary action.

Please see Sick Leave Policy on the Human Resources web page for additional information.

Workers’ Compensation

Workers’ Compensation laws are “no fault” laws designed to ensure that employees who are injured or disabled on the job are provided with fixed monetary awards, eliminating the need for litigation. New Jersey Workers’ Compensation law provides medical treatment, wage replacement and permanent disability compensation to employees who suffer job-related injuries or illnesses, and death benefits to dependents of workers who have died as a result of their employment.

If an injured employee is disabled for a period of more than seven days, the employee will be eligible to receive temporary total benefits at a rate of 70% of the employee’s average weekly wage, not to exceed 75% of the Statewide Average Weekly Wage (SAWW), or fall below the minimum rate of 20% of the SAWW. These benefits are provided during the period when an employee is unable to work and is under medical care.

Family

Eligible employees (generally those employed at Ramapo at least 12 months) may be entitled to 12 weeks of leave (paid or unpaid) to care for a newborn child, an adopted child, an ill family member or personal illness. Pregnancy is treated like any other temporary medical condition requiring a leave of absence. An employee anticipating such a leave should submit the request in writing to the supervisor with copies to the People Operations and Employee Resources Department, accompanied by supporting documents. (Medical records should be directed to the People Operations and Employee Resources Department only.)

Provisions of the Federal Family and Medical Leave Act (FMLA, 1993) and the New Jersey Family Leave Act, (FLA, 1990) vary. The State Family Leave Act (FLA) provides for leave from employment for 12 weeks in any 24-month period so that the employee may provide care made necessary by reason of the birth of a child of the employee; the placement for adoption of a child with the employee; or the serious health condition of a family member. The Federal Family and Medical Leave Act (FMLA) provides for 12 weeks of FMLA in a 12-month period because of the birth of a child or the placement of a child for adoption or foster care; because the employee is needed to care for a child, spouse or parent with a serious health condition; or because the employee’s own serious health condition makes the employee unable to do his or her job. Leave may be taken intermittently or on a reduced leave schedule. Please see Family Leave on the HR web page. FMLA also provides for care for a covered military service member or for managing the affairs while member is on active duty.

Maternity

The length of time required for the leave is a medical decision between the employee and the physician. Earned and accumulated vacation and sick time may be applied to the leave. An employee anticipating such a leave must notify his/her supervisor and submit to the People Operations and Employee Resources Department a physician’s certificate indicating the anticipated date of delivery.

Child Care

Employees eligible for family leave (described above), may use such unpaid leave for child care purposes. In the event Family Leave entitlement is unavailable, child care may be granted to employees under the same terms and conditions as all other leaves without pay.

Sabbatical

All tenured faculty members and librarians are eligible after they have completed six or more consecutive years of service as of June 30 prior to the year for which the leave is requested. Sabbatical leaves are granted no more frequently than once every seven years. The Office of Employee Relations will advise eligible faculty and librarians of the submission date for applications and the timetable to complete the process, including Unit and Sabbatical Leave Committee actions. Please see Sabbatical procedures on the Provost web site.

Professional

See Professional Leave for Managerial Non-Aligned Non-AFT Policy #615.

Jury Duty

Leave is granted with pay when jury duty requires an employee’s absence from assigned duties. Supervisors must be notified and a copy of the subpoena requiring jury duty must be forwarded to the People Operations and Employee Resources Department in addition to certification of dates served. (This certification should be requested of the Court Clerk by the juror when the duty is completed.)

Leave to Appear as a Witness

Employees shall be granted time off with pay to appear as a witness or a party before a judicial or administrative body or legislative committee when such appearance is part of the job function. If an employee appears as a witness or a party during his or her normal day off, the employee shall be compensated in accordance with College compensatory time policy. When an appearance before a judicial or administrative body is not part of the job function, the employee shall be granted time off with pay when summoned as a witness in a proceeding to which he or she is not a named party, and shall be granted time off without pay to appear at a proceeding to which he or she is a party. However, an employee is entitled to time off with pay to attend his or her workers’ compensation proceeding.

Military Leave

An employee who enters the military service will be granted a leave of absence without pay for the period of active duty. Any employee who is a member of the Reserve component of the armed forces and is required to participate in annual active duty shall be granted a leave of absence with pay not to exceed 90 days in one year. Employees requesting such leaves must notify supervisors and submit a copy of their military orders to the People Operations and Employee Resources Department well in advance. A permanent employee who returns from military service is entitled to full vacation allowance for the calendar year of return and for the year preceding, provided the latter can be taken during the year of return.

Voluntary Furlough

The purpose of the Voluntary Furlough Program is to reduce salary costs and thereby lessen the need for reductions in the workforce by allowing employees to take time off from work without pay in a calendar year without adversely affecting certain benefits. Voluntary furlough may be taken so long as there is no increase in overtime costs, there is no need to backfill the position, and no loss of anticipated revenue occurs. Voluntary furlough may be used for any purpose except for sick leave, leave without pay due to disability, or to seek or engage in alternative employment. Additional details are available on the New Jersey Division of Pension and Benefits web page, or in the Benefits Section of the People Operations and Employee Resources Department.

Educational or Personal Leaves

Requests for leaves for educational or personal reasons are within the discretion of the College. All requests shall be submitted to the appropriate supervisors.

Leaves of Absence Without Pay

LEAVES OF ABSENCE WITHOUT PAY MAY NOT EXCEED ONE YEAR unless otherwise prescribed by union contracts, state/federal law, or exceptional circumstances.

Donated Leave

An employee shall be eligible to receive donated sick or vacation leave if the employee has completed at least one year of continuous state service; has exhausted all accrued sick, vacation, compensatory time, and sick leave injury benefits; has not, in the two-year period immediately preceding the employee’s need for donated leave, been disciplined for chronic or excessive absenteeism, chronic or excessive lateness or abuse of leave; and either suffers from a catastrophic health condition or injury, or is needed to provide care to a member of the employee’s immediate family who is suffering from a catastrophic health condition or injury; or requires absence from work due to the donation of an organ. Details are available in the People Operations and Employee Resources Department, Benefits Office.

Records of Leave

The College shall maintain for each employee records of all uses of leave time, including use of sick and vacation time. When an employee leaving the College has unused sick leave, the College shall certify the amount of such unused sick leave. Any managerial employee who had previous employment at another New Jersey State College or University; Rutgers University, University of Medicine and Dentistry of New Jersey; New Jersey Institute of Technology; or a position within state service shall be credited with the unused sick leave accumulated at his or her prior position as certified by the prior employer. No transfer of unused sick leave shall be permitted if there is a break in service of greater than 30 calendar days between the two positions.

Policy

Legal services are provided to Ramapo College of New Jersey by the Office of General Counsel. The Office of General Counsel provides and coordinates a full range of legal services including legal advice on contracts, employment, statutes, regulations, policies and practices, and other legal issues of significance to the College.

Campus representatives authorized by the President and the appropriate division vice president to obtain legal services may contact the General Counsel for assistance. All College legal services must be coordinated through the Office of General Counsel.

The College retains the New Jersey Attorney General’s Office as its primary outside counsel. As such, a deputy attorney general (DAG) is assigned to the College to assist with legal services, including but not limited to, litigation matters. Services provided by the Attorney General’s Office shall be coordinated through the Office of General Counsel.

In very limited circumstances, other outside counsel may be retained by the Office of General Counsel, the President or the Board of Trustees to meet specialized College needs.

Reason for Policy

To set forth a policy that coordinates the delivery of legal services at the College.

To Whom Does the Policy Apply

All College personnel who communicate with the General Counsel

Related Documents

N/A

Contacts

Vice President and General Counsel
201-684-6975