*Non-substantive Amendments

Policy

Contractors doing major work on the College’s facilities, and users of the College’s facilities are required to place sums of money into either deposit accounts or have payment withheld as retainage to compensate for any damages incurred by them during the usage periods, or failure to complete the job correctly. Specific amounts for each will be set by administrative requirements.

These funds are held and accounted for separately in the college’s financial records.

Reason for Policy

Sets forth policy and procedure related to deposits and retainage accounts.

To Whom Does the Policy Apply

Contractors on the College’s facilities and users of the College’s facilities

Supplemental Resources

• Facilities Rental Contracts
• Application & Certificate For Payment

Contacts

Office of the Controller
(201) 684-7117

When making copies of a work or displaying a work publicly, one shall obtain permission of the owner unless the copyright has expired, the work has no copyright protection, one has a license for the use of the work, or the copy or display falls within the guidelines for “fair use.”

Procedures

This policy governs the copying and use of print and non-print materials. Such materials can include print, computer print-out, computer software, and broadcast programming, for example. The purpose of this policy is to inform the Ramapo College Community of their obligations under the copyright law and the procedures employed to assure compliance with the law. All faculty, staff, students, visitors and guests shall adhere to this policy.

I. Copyright Defined

A copyright is a statutory property right to original works of authorship, including works of literature, art, dance, computer programs and certain other intellectual works (17 U.S.C. 101 et seq.) The statutory created right gives the owner of the copyright the exclusive right (and the right to authorize others) to reproduce the work, distribute copies or phone records of the work, perform the work publicly, display the work publicly, lend a work, prepare a derivative work based upon the original, transfer, rent or lease such work.

II. Works That Are Protected

A copyright protects original works of authorship that are fixed in a tangible form of expression. The fixation need not be directly perceptible so long as it may be communicated with the aid of a machine or device. Copyrighted works include the following categories.

• literary works
• musical works, including any accompanying words
• dramatic works, including any accompanying music
• pantomimes and choreographic works
• pictorial, graphic, and sculptural works
• motion pictures and other audiovisual works
• sound recordings
• architectural works
• computer programs
• compilations

A copyright is automatically secured upon creation when it is fixed in copy or phone record for the first time. For works published after March 1, 1989, copyright notice is optional. For works created prior to March 1, 1989, other notice provisions apply; specifically, the owners cannot enforce their legal rights until the copyright is registered with the Copyright Office in Washington D.C. In all cases, however, registration provides certain advantages, including the ability to qualify for an award of attorney’s fees and substantial statutory damages. Copyright protection cannot be determined merely by looking at a work.

III. Permission to Use And/Or Copy a Copyrighted Work

When making copies of a work or displaying a work publicly, one shall obtain permission of the owner unless the copyright has expired, the work has no copyright protection, one has a license for the use of the work, or the copy or display falls within the guidelines for “fair use.”

The term “fair use” is in flux at the time of the College’s adoption of this policy; however, the College adopts the following guidelines to assure compliance with the law.

There is a limitation on an owner’s exclusive right to use a work. If the use of copyrighted material meets the statutory definition of “fair use” (17 U.S.C. Section 107), a protected work may be used without permission.

In determining whether the use made of a work falls within the definition of fair use one needs to consider:

• The purpose and character of the use-commercial versus educational.
• The nature of the copyrighted work.
• The amount and substantiality of the portion used in relation to the copyrighted work as a whole.
• The effect of the use upon the potential market for or value of the copyrighted work.

IV. Guidelines for “Fair Use” [1]

1. Print Media
   1. Single Copying For Faculty Members
      1. A chapter from a book;
      2. An article from a periodical or newspaper;
      3. A short story, short essay or short poem, whether or not from a collective work;
      4. A chart, graph, diagram, drawing, cartoon or picture from a book, periodical, or newspaper
   2. Multiple Copies For Classroom Use
      1. Multiple copies (should not exceed in any event more than one copy per student in a course) may be made by or for the faculty member Teaching the course for classroom use or discussion provided that:
      2. The copying meets the tests of brevity and spontaneity as defined below; and
      3. Meets the cumulative effect test as defined below; and
      4. Each copy includes a notice of copyright

V. The following definitions apply to the above guidelines

1. Brevity
   1. Poetry
      1. a complete poem if less than 250 words and if printed on not more than two pages or;
      2. From a larger poem, an excerpt of not more than 250 words.
   2. Prose
      1. either a complete article, story, or essay of less than 2,500 words, or
      2. an excerpt from any prose work of not more than 1000 words or 10% of the work, whichever is less, but in an event a minimum of 500 words.Each of the numerical limits stated in “i” and “ii” above may be expanded to permit the completion of an unfinished line of a poem or of an unfinished prose paragraph.
   3. Illustration
      One chart, graph, diagram, drawing, cartoon, or picture per book or per issue.
   4. “Special” works
      Certain works in poetry, prose or in “Poetic prose” which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience fall short of 2,500 words in their entirety. Paragraph “ii” above notwithstanding, such “special works” may not be reproduced in their entirety; however, an excerpt comprising not more than two of the published pages of such special work and containing not more than 10% of the words found in the text therefore, may be reproduced.
2. Spontaneity
   1. The copying is at the instanced and inspiration of the individual faculty member, and
   2. the inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a permission request.
3. Cumulative Effect
   1. The copying of the material is for use in only one course in the institution for which the copies are made.
   2. Not more than one short poem, article, story, essay or two excerpts may be copied from the same author, nor more than three from the same collective work or periodical volume during one class term.
   3. There shall not be more than nine instances of such multiple copying for one course during one class term. (The limitations stated in “ii” above shall not apply to current news periodicals and newspapers and current news section of other periodicals.)
4. Prohibitions
   1. Copying shall not be used to create, replace, or substitute for anthologies, compilations, or collective works. Such Replacement or substitution may occur whether copies of various works or excerpts there from are accumulated or are reproduced and used separately.
   2. There shall be no copying of or from works intended to be “consumable” in the course of study or of teaching. These include workbooks, exercises, standardized tests and test booklets and answer sheets and like consumable material.
   3. Copying shall not
      • Substitute for the purchase of books, publisher’s reprints, or periodicals;
      • be directed by higher authority;
      • be repeated with respect to the same item by the same faculty member from term to term.
   4. No charge will be made to the student beyond the actual cost of the photocopying.
   5. The Copy shall include the copyright notice which appears on the printed copy.
5. Non-print Media
   1. Broadcast Programming
      1. Permissible Uses
         1. The guidelines set forth below were developed to apply only to off-air recording for educational purposes.
         2. A broadcast program may be recorded off-air spontaneously with broadcast transmission (including simultaneous cable transmission) and retained by a nonprofit educational institution for a period not to exceed the first forty-five (45) consecutive calendar days after a date of recording. Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately. “Broadcast programs” are television programs transmitted by television stations for reception by the general public without charge.
         3. Off-air recordings may be used once by individual faculty members in the course of relevant teaching activities, and repeated once only when instructional reinforcement is necessary. In classrooms and similar places devoted to instruction within a single building, cluster, or campus, as well as in the homes of students receiving formalized home instruction, during the first ten (10) consecutive-school days in the forty-five (45) day calendar day retention period. “School days” are school session days not counting weekends, holidays, vacations, examination periods, or other scheduled interruptions within the forty five (45) calendar day retention period.
         4. Off-air recordings may be made only at the request of, and by, individual faculty members, and may not be regularly recorded in anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same faculty member, regardless of the number of times the program may be broadcast.
         5. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of faculty members under these guidelines. Each such additional copy will be subject to all provisions governing the original recordings.
         6. After the first ten (10) consecutive school days, off-air recording may be used up to the end of the forty-five (45) calendar day retention period only for faculty member evaluation purposes, i.e., to determine whether or not to include the broadcast program in the teaching curriculum, and may not be used in the recording institution for student exhibition or any other non-evaluation purpose without authorization. Off-air recordings need not be used in their entirety, but the recorded program may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations.
         7. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.

[1] These Guidelines are taken from, Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational Institutions With Respect to Books and Periodicals. H.R. Rep No. 1476, 94th Cong., 2d Sess. 68 (1976).

Policy

Ramapo College may waive or reduce tuition through either Presidential Authority or through tuition reduction / waiver policy.

Reason for Policy

To provide exception to Board of Trustees approved tuition and fees schedule as applicable.

To Whom Does The Policy Apply

Ramapo College employees and special populations

Related Documents

Forms

Contacts

Office of Student Accounts
(201) 684-7495

People Operations and Employee Resources
(201) 684-7506

 RAMAPO COLLEGE EMPLOYEES

 Ramapo College employees may be eligible to apply for tuition remission for approved undergraduate and graduate courses at Ramapo College providing that tuition paying students constitute the minimum number required for the course. The College provides this program to foster the professional development of employees and reserves the right to suspend the benefit at its discretion.

Criteria and Eligibility

1. The employee must have a minimum of one year of service.
2. The employee must be actively employed (i.e., providing services or on approved leave including vacation/personal time) for at least half of the time that the course is in session.  This does not apply to employees who retire during the semester.
3. If an employee retires from an eligible position, the employee will be eligible to complete the first baccalaureate or first graduate degree within a five-year period.
4. Tuition only will be waived.  Tuition costs will be reduced by other funding sources available through financial aid, including state grants, institutional scholarships, and external scholarships.  Loans are excluded.  Financial aid will be applied to the tuition portion of the bill — not to exceed the actual cost of tuition. All other fees and costs are the responsibility of the employee.
5. Employees will be subject to the imposition of hold flags, late fees, and deregistration when the fees associated with registration are not paid by the payment deadline published by the Office of Student Accounts.
6. The employee’s participation is for the purpose of professional development and/or to improve professional skills mutually beneficial to the College and to the individual.
7. Full-time non-American Federation of Teachers (AFT) employees are eligible for no more than twenty-four credits waived in a fiscal year,
8. Full-time AFT employees are eligible for no more than twelve credits waived in a fiscal year.
9. Part-time non-AFT employees in budgeted positions working at least half-time are eligible for no more than twelve credits waived in each fiscal year.
10. Employees in ten month positions are eligible for no more than 20 total credits waived in each fiscal year.
11. Generally courses must be taken on the employee’s own time. With approval of the immediate supervisor, unit head and division head, one course per regular semester or one on-line course may be approved during normal work hours with the time to be made up within the same pay period.  Employees seeking such approval must complete “Tuition Waiver Addendum 1” which is included on the Tuition Waiver form.
12. Temporary employees are not eligible to participate in this program.
13. Eligible employees shall be subject to all college requirements with respect to admission and enrollment, academic standing, and satisfactory progress to remain eligible for the tuition waiver benefit.
14. Any false statement, misrepresentation or factual error when applying for a tuition waiver, any violation of any provision of the rules, requirements, procedures and/or regulations of the program/College may result in disciplinary action up to and including termination of employment. Employees, who are eligible to receive a tuition waiver, agree that if they are found to have violated any provision of the program or the rules and regulations of the College they will:

a. repay any tuition waived had such event not occurred; and

b. forfeit the right to receive any future tuition waivers.

Graduate Programs

Tuition waivers for employees for the College’s graduate programs will be available when the programs have economic viability, as determined by the respective Dean. Employees interested in a College graduate program must apply and be accepted to the program prior to applying for tuition a waiver.

Procedure

To receive or continue to receive benefits:

1. The employee must register for classes.
2. The employee must complete the appropriate employee tuition waiver form and obtain all required approvals for every term they are seeking the waiver.
3. The employee must bring the completed tuition waiver form to the People Operations and Employee Resources Department for processing.
4. The People Operations and Employee Resources Department will review the waiver and if approved, will forward the approval to the Office of Student Accounts and the Office of Financial Aid for the waiver to be processed.
5. The employee must inform the People Operations and Employee Resources Department if they withdraw from a class.
6. The employee must receive a grade of “C” or better or a “P” in each course or will be responsible for the cost of the course.
7. The employee must remain in good academic standing, according to the Academic Standing Policy, during participation in the program.   If the employee is not in good academic standing and no longer eligible for the Program, she/he will be readmitted to the program immediately upon regaining acceptable academic standing (Academic Standing Policy).

Auditing a Class

Faculty and staff may audit regularly scheduled courses at Ramapo College and receive a waiver of tuition provided that (1) course caps permit and (2) that tuition paying students constitute the minimum number required for the course.

To receive this benefit, employees must follow the applicable Criteria and Eligibility, and Procedures above.  Employees must complete an Auditing Tuition Waiver form.

Audited credits are included in the total number of credits eligible for waiver in a fiscal year.

Employees are responsible for the cost of tuition related fees and any course related fees required for a specific course or program, i.e. cost of equipment, materials, textbooks and laboratory or equipment usage fees.

RAMAPO RETIREES

Ramapo College employees who have retired from the College may attend/audit regularly scheduled courses and receive a waiver of tuition (all fees and other charges are the responsibility of the student) through Friends of Ramapo or through the Senior Citizens program (if applicable) described in this policy.

OUT-OF-STATE STUDENTS & INTERNATIONAL STUDENTS

 The president is authorized to reduce or waive the undergraduate tuition surcharge for out of state and international students.

International students approved for this program will be charged the in-state rate; this benefit is only for undergraduate courses. The total number of international students eligible to participate is not to exceed 1% of the College’s full-time undergraduate enrollment each term. Each student must:

1. Apply to the Office of International Student and Scholar Services
2. Be in compliance with U.S. Immigration Regulations
3. Be in F1 Student status for 9 months prior to acceptance into the tuition reduction program
4. Maintain a 2.0 cumulative GPA
5. Conform to eligibility requirements on a semester by semester basis

All other international students with an F1 visa code will be charged the out-of-state tuition rate, even if the student has an in-state address at the time of enrollment unless parent or legal guardian domicile in the state pursuant to N.J.S.A. 9A:5-1.1 &1.2 and 9A:9-2.6.

The Primary Designated School Official (PDSO) in the Office of International Student and Scholar Services will inform the Office of Student Accounts of each student’s eligibility to participate in the program on a semester by semester basis. The Office of Student Accounts will make the appropriate adjustments to the student’s account.

SENIOR CITIZENS

 As enumerated in N.J.S.A. 18A:62-3, any New Jersey resident age 65 or over may attend regularly scheduled undergraduate courses at Ramapo College and receive a waiver of tuition (all fees and other charges are the responsibility of the student) provided that available seats permit and that tuition paying students constitute the minimum number required for the course.  Information regarding this program can be found in the Registrar’s Office.

UNEMPLOYED PERSONS

 As enumerated in N.J.S.A. 18A:64-13.1 and N.J.S.A. 18A: 64-23.1, certain unemployed persons may attend Ramapo College and receive a waiver of tuition provided that available seats permit and that tuition paying students constitute the minimum number required for the course. Participants must satisfy any prerequisites before taking any particular course.

Individuals are responsible for an application fee, the cost of equipment, materials, textbooks and laboratory or equipment usage fees required for a specific course or program, as well as fees which are dedicated to self-sustaining funds, such as parking charges, room and board, and other optional user fees.

General fees assessed to support teaching and learning, such as library or technology fees, capital improvement fee, or those fees assessed to support purposes or functions not directly related to teaching and learning such as recreation centers, student organizations, career placement services, or athletic fees shall be waived.

Procedure

To receive and continue to receive benefits, student must:

1. Be matriculated and be in good academic standing.
2. Obtain a signed Tuition Waiver Certificate from the Division of Employment Services (see verification of unemployed status below).
3. File a Free Application for Federal Student Aid (FAFSA) each year.Graduate students and students pursuing a second bachelor’s degree are exempt.
4. Complete the Request for Unemployment Tuition Waiver Form (Waiver Form) available in the Office of Student Accounts and submit with theTuition Wavier Certificate to the Office of Student Accounts prior to registration.
5. Enroll during the priority registration established for the semester (cannot be signed into a course).

Verification of Unemployed Status

In order to qualify for the program, an applicant must satisfy requirements 1 and 3, or 2 and 3 below:

1. Currently unemployed; or
2. In receipt of a lay-off notice as a result of a factory or plant closing;
3. A member of the labor market for at least two years.

A member of the labor market is defined within the regulations as either full-time employment, the active pursuit of full-time employment, or a combination thereof. Such status over a two-year period must be verified by the following two methods:

1. Signed statement by the individual pursuant to N.J.A.C.9:5-2.1(a) verifying his or her present unemployed status; and
2. Recognition of unemployed status by the New Jersey Department of Labor, Division of Employment Services (DES).

NEW JERSEY NATIONAL GUARD

 Under New Jersey Statute N.J.S.18A:62-24, any member of the New Jersey National Guard shall be permitted to attend regularly scheduled courses at Ramapo College and receive up to 15 credits per semester tuition free (all fees and other charges are the responsibility of the student) provided that the member has completed Initial Active Duty Training and is in good standing as an active member of the New Jersey National Guard. Inactive members will not be eligible for tuition-free courses and may have their waiver revoked if they rescind their commitment to the New Jersey National Guard during any specific semester.

Students must submit the “Commander’s Certification” from their New Jersey National Guard unit at the beginning of each semester.

Any child or surviving spouse of a member of the New Jersey National Guard who completed Initial Active Duty Training and was killed in the performance of his/her duties while on active duty, or who completed Initial Active Duty Training and was killed in the performance of his/her duties while a member of the New Jersey National Guard, shall be permitted to attend regularly scheduled courses at Ramapo College as enumerated in N.J.S. 18A:62-25 and receive up to 15 credits per semester tuition-free. To receive and continue benefits, the member, child, and/or spouse must:

1. Be matriculated and be in good academic standing.
2. File a Free Application for Federal Student Aid (FAFSA) each year.  Graduate students and students pursuing a second bachelor’s degree are exempt.
3. Complete a New Jersey National Guard Tuition Free Program Application Form found in the Financial Aid Office.

Eligible classes are those which have space available and where tuition paying students constitute the minimum number required for the course.

 DEPENDENTS OF VICTIMS OF SEPTEMBER 11, 2001 ATTACKS

A dependent child or surviving spouse of a New Jersey resident killed in the terrorist attacks against the United States on September 11, 2001, or who died as a result of injuries received in the attacks, or who are missing and officially presumed dead as a direct result of the attacks are entitled to waiver of tuition

and fees. The benefit is limited to a period of eight years from the date of death for a surviving spouse, and is limited to eight years following graduation from high school for a dependent child.

Procedure

To receive or continue to receive benefits, dependents must:

1. Be matriculated and be in good academic standing.
2. Provide death certificate of deceased victim.
3. Provide high school diploma of dependent.
4. Complete a New Jersey World Trade Center Scholarship Fund (18A:71B-23.1) application and forward to the New Jersey Higher Education Student Assistance Authority, P. O. Box 540, Trenton, New Jersey 08625-0540 (available in the Office of Student Accounts).

Policy

The Tuition Waiver Program for Spouses, Domestic Partners, and Dependent Children provides tuition assistance to eligible spouses, domestic partners, and dependent children of full-time, permanent faculty and staff, and faculty and staff on an approved leave of absence, during the student’s full-time or part-time, matriculated enrollment at Ramapo College

Reason for Policy

To provide a benefit to recruit and retain qualified employees

To Whom Does The Policy Apply

Spouses, domestic partners and dependent children of full-time faculty and staff

Related Documents

Procedure

Form

Contacts

Human Resources
(201) 684-7506

Program Description

The Tuition Waiver Program provide assistance to eligible spouses, domestic partners, and dependent children of full-time, permanent faculty and staff during the student’s full-time or part-time, matriculated enrollment at Ramapo College of New Jersey. The College provides this program as a benefit to employees and reserves the right to suspend the benefit at its discretion.

Dependent Definitions

1. Full-time faculty and staff – Those faculty and staff who are in full-time lines employed for a minimum of one year before the start of the first day of class for the course(s).
2. Permanent faculty and staff – Those faculty who are tenured or tenure-track; those classified staff who are “provisional” for at least one year or “permanent” as defined by NJAC-4A; those unclassified staff who are in the five years of probationary service or who have a multi-year contract.
3. Spouse – The legally recognized union of two eligible individuals
4. Domestic Partner – Same-sex domestic partner with a Certificate of Domestic Partnership issued by any New Jersey local registrar or a similar official document issued legally from a political jurisdiction in another State.
5. Dependent Children – Children (biological, legally adopted, or legal wards) of faculty and staff who do not meet qualifications for independent student status.
6. Independent Student Status – have one or more of the following characteristics, 24 years or older; married; is a veteran of the U.S. armed forces.

Criteria and Eligibility Requirements

• The employee must have a minimum of one year of full-time service and must be a permanent employee before the start of the first day of class for the course(s).
• The employee must be a full-time employee or be on an approved leave of absence from the College (up to a one year maximum), otherwise the tuition waiver will cease at the end of the academic semester in which the status changed.
• If an employee should die while employed in an eligible position after the dependent was admitted or enrolled, the dependent will be eligible to complete the first baccalaureate or first graduate degree within a five-year period.
• If employment ends, for any reason other than death, before the first day of classes, the dependent will be required to pay full tuition for the courses taken that semester.
• Students must be the legal spouse, certified domestic partner, or dependent child of an employee (as defined) and not meet qualifications for independent student status.
• Students must meet the College’s academic criteria for admission, be matriculated, studying for their first baccalaureate or first graduate degree, and must remain in good academic standing, according to the Academic Standing Policy, during participation in the program.   If the student is not in good academic standing and no longer eligible for the Program, she/he will be readmitted to the program immediately upon regaining acceptable academic standing (Academic Standing Policy).
• Employees/dependents will be subject to the imposition of hold flags, late fees, and deregistration when the fees associated with registration are not paid by the payment deadline published by the Office of Student Accounts.
• Students must maintain full-time or part-time matriculated status.
• A new Tuition Waiver form must be completed each semester.
• Any false statement, misrepresentation or factual error when applying for a tuition waiver, any violation of any provision of the rules, requirements, procedures and/or regulations of the program/College may result in disciplinary action up to and including termination of employment. Employees, who are eligible to receive a tuition waiver, agree that if they are found to have violated any provision of the program or the rules and regulations of the College they will:

a. repay any tuition waived had such event not occurred; and

b. forfeit the right to receive any future tuition waiver.

To receive benefits:

1. The dependent must apply, be accepted, and enroll/matriculate in the College prior to applying for tuition waiver.
2. The dependent must register for classes.
3. The dependent must complete and sign the “Dependent” section of the Tuition Waiver form.
4. The employee must complete the Tuition Waiver form and obtain all required approvals.
5. The employee must take the Tuition Waiver form to the Registrar for signature.
6. The Registrar’s Office will sign the Tuition Waiver form and forward to the People Operations and Employee Resources Department for processing.
7. The People Operations and Employee Resources Department will review the Tuition Waiver form and if approved, will forward the approval to the Office of Student Accounts and the Financial Aid Office for the tuition waiver to be processed.

Tuition Remission Benefit:

Students may receive a tuition waiver of 40% of tuition costs only in a program leading to the first baccalaureate or first graduate degree up to a maximum of the total number of credits required for completion. In no case will the tuition waiver be granted beyond eight semesters or the number of credits required for completion of the program.

1. Tuition waiver covers tuition costs that are not met by other funding sources available through financial aid, including state grants, institutional scholarships, and external scholarships. Loans are excluded.  Any form of financial aid will be applied to the tuition portion of the bill — not to exceed the actual cost of tuition. All other fees and costs are the responsibility of the employee.
2. Students may receive tuition waiver benefits for courses taken during the fall, spring, and summer semesters, with the exception of summer online courses.
3. Tuition will be at the in-state rate regardless of employee’s state of residence.

Policy

Ramapo College provides tuition assistance for graduate courses at an accredited institution other than Ramapo College, depending on the availability of funds and whether the employee can pursue a similar program at Ramapo. The College provides this program as a benefit to Classified and Unclassified Staff (Non‐AFT) and reserves the right to suspend the benefit at its discretion.

Reason for Policy

To foster employees’ professional growth and institutional vitality by assisting employees with some of the costs associated with the pursuit of their first master’s or doctoral degree.

To Whom Does The Policy Apply

Permanent full‐time staff with at least one year of State service at the time of application, who are not covered by the AFT contract and who are pursuing their first master’s or doctoral degree may receive tuition assistance in accord with established procedures and depending on the availability of funds.

Related Documents

• Procedure 421
• Non‐AFT Classified/Unclassified Staff Request for Tuition Assistance Form

Contacts

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

Ramapo College provides tuition assistance to employees for graduate courses at an accredited institution other than Ramapo College, in accord with established procedures and depending on the availability of funds and whether the employee can pursue a similar program at Ramapo. The College provides this program as a benefit to employees and reserves the right to suspend the benefit at its discretion.

Employee Eligibility

Employees must:

• Have a minimum of one year of service to the College or the State at the time of application
• Be in a permanent title
• Be full‐time
• Not be covered by the American Federation of Teachers (AFT) contract
• Be pursuing their first master’s or doctoral degree
• Remain employed by the College for at least one year after completing a degree program; employees who voluntarily separate from the College before one full year after completion of the course(s) for which they received tuition assistance are required to refund all of the assistance awarded to the employee during the 12‐ month period preceding separation.

Note 1: Employees who separate from the College (prior to completion of the courses) waive entitlement to tuition assistance.

Note 2: Tuition assistance is only available from the College through this policy only. Any assistance from other Ramapo College sources is strictly prohibited.

Note 3: All employees pursuing degrees, including those who receive tuition assistance and those who do not, accept that all course work, attendance at classes, and any other requirements relating to courses must be performed and scheduled at a time other than when the employee is scheduled for regular or emergency work assignments at Ramapo College.

Programs of Study Eligibility

Programs of study must:

1. Be of direct value to the College/State;

2. Relate to the requestor’s employment duties and responsibilities;

3. Provide knowledge and skills, which cannot be provided through available in‐service training (including tuition waiver for graduate courses taken at Ramapo);

4. Be the employee’s first earned master’s or doctoral degree; and

5. Be accredited degree programs for which tuition assistance has been authorized in advance.

Tuition Assistance Benefit

1. The rate of assistance per credit shall be consistent with the rate established in the AFT Collective Bargaining Agreement, or the actual tuition, whichever is less.
2. Assistance is based on tuition only and excludes course fees, campus fees, course materials, etc.
3. Employees receiving any other form of assistance specifically granted to defray tuition costs will be ineligible up to the amount of such awards.
4. No more than 18 credits per fiscal year and no more than a total of 45 credits of coursework required in the master’s program and no more than a total of 60 credits of coursework required in the doctoral degree program may qualify for assistance.

Procedural Requirements

1.The employee must submit a written request for tuition assistance. The written request shall:

a. describe how the desired program of study is of direct value to the College/State;

b. describe how the desired program of study relates to the requestor’s employment duties and responsibilities; and

c. note the anticipated time to completion and the required number of credits for completion.

2. The employee must attach the written request to the employee’s first Non‐AFT Classified/Unclassified Staff Request for Tuition Assistance Form and submit both documents to the unit head for initial approval.

3. The employee must secure all required approvals on the Non‐AFT Classified/Unclassified Staff Request for Tuition Assistance Form prior to enrollment in the degree program.

4. The employee must complete a new Non‐AFT Classified/Unclassified Staff Request for Tuition Assistance Form each semester and submit it with:

a. proof of enrollment in the degree program;

b. proof of payment/billing; and

c. proof of academic progress (i.e. an unofficial transcript), according to the Academic Standing or related policy at the graduate institution.

5. Tuition Assistance disbursements shall be issued to the employee after successful completion of the semester or successful completion of the course(s).

False Statements/Misrepresentation

Any false statement, misrepresentation or factual error when applying for tuition assistance, any attempt to abuse the tuition assistance program, and/or any failure to abide by the rules, requirements, or procedures of this program/the College may result in disciplinary action up to and including termination of employment.

Employees, who are eligible to receive tuition assistance, agree that if they are found to have violated any provision of the program or the rules and regulations of the College they will:

• repay any tuition assistance issued had such event not occurred; and
• forfeit the right to receive any future tuition assistance.

Policy

Officers and senior administrators (as those terms are defined in Board of Trustees Policy 202—Appointment of College Employees through the President’s Authority) may be employed “at will” or on terms of up to two years in duration. Managers with a job classification lower then senior administrator are employed “at will.”

Reason for Policy

This policy replaces the language in Policy 449: Contracts for Managerial Employees/Initial Appointment and Multi-year and updates the employment relationship between the College, its officers, senior administrators, and managers. The revised policy (a) eliminates the annual reappointment process, (b) converts managers and certain senior administrators to “at will” employment, (c) adjusts the current College practice of providing officers and certain senior administrators with employment arrangements of up to two years, and (d) add an “at will” employment alternative for officers and senior administrators.

To Whom Does the Policy Apply

Officers, senior administrators, managers

Related Documents

Board of Trustees Policy 202—Appointment of College Employees through the President’s General Authority

Contacts

Director of Human Resources
(201) 684-7506

*Nonsubstantive amendments to policy

Policy

The authorization to enter into a contract on behalf of Ramapo College is designated by the Board of Trustees. The College President, Provost, Vice President for Fiscal Health, Vice President for Operational and Administrative Integration, Controller, or the Director of Procurement may enter into contracts whose value is below $100,000. Any binding contract regardless of value must be approved by the Vice President for Fiscal Health. A contract in excess of $100,000 requires the signature of the Vice President for Fiscal Health or the Vice President for Operational and Administrative Integration, and the College President.

Reason for Policy

This policy strengthens financial practices of the College in accordance with internal control standards and State College Contracts Law.

To Whom Does the Policy Apply

All employees of the College

Related Resources

Approval Authority Levels (Intranet)

Green Purchasing Guidelines (Intranet)

Contacts

Director of Purchasing
purchase@ramapo.edu

*Nonsubstantive amendments to policy

Policy

The following individuals are certified by the Board of Trustees as authorized signatories for College banking transactions:

• President
• Vice President for Fiscal Health
• Vice President for Operational and Administrative Integration
• Controller

The Recording Secretary of the Board of Trustees is authorized to execute and seal documents required by the financial institutions as certification of this approval.

Reason for Policy

The College needs to have a reasonable number of employees designated to transact banking business in the event that manual signatures are required.

To Whom Does the Policy Apply

Designated signatories for College bank accounts.

Related Documents

Contacts

Office of the President

Policy

When any employee moves from a classified, career service title to an unclassified title, the employee will be covered by the terms and conditions of employment that apply to unclassified employees.

Reason for Policy

The policy clarifies terms and conditions of employment for movement from the classified sector to the unclassified sector. These sectors are governed by different statutes and codes, as well as Board policy. The policy addresses salary and contractual issues related to the change in employment category.

To Whom Does the Policy Apply

The policy applies to employees who move from the classified sector.

Classified employees are those support and professional staff covered by the provision of NJSA 11A and the New Jersey Administrative Code 4A (New Jersey Department of Personnel), and either by the CWA contract or IFPTE contract, depending on their titles.

Unclassified employees are governed by the provisions of NJSA 18A and Board of Trustee Policy. Those unclassified employees covered by the AFT contract include faculty, professional staff and librarians.   Those unclassified employees not in a bargaining unit are governed by the provisions of NJSA 18A and Board of Trustee Policy.

Related Documents

Movement from Classified Service to Unclassified Service

Contacts

Director of Human Resources
(201) 684-7506

Definitions

Classified employees are those support and professional staff covered by the provision of NJSA 11A and the New Jersey Administrative Code 4A (New Jersey Department of Personnel), and either by the CWA contract or IFPTE contract, depending on their titles.

Unclassified employees are governed by the provisions of NJSA 18A and Board of Trustee Policy. Those unclassified employees covered by the AFT contract include faculty, professional staff and librarians.   Those unclassified employees not in a bargaining unit are governed by the provisions of NJSA 18A and Board of Trustee Policy.

Salary Considerations

When classified staff move into an unclassified title at a higher or lower salary range, as a result of a reclassification or promotion, demotion or successful application for a vacant position, the following will occur:

The salary will be adjusted in accordance with the NJAC 4A and the AFT contract if they are moving into an AFT title. Consideration will be given to movement to a higher step in the range if market considerations warrant a higher salary. If they are moving into a managerial title, the employee may be treated as a new hire for salary purposes. In order to arrive at an appropriate managerial salary, the following may be considered:

• Calculate the promotional formula (or demotional if a lower salary range).
• Consider that figure in light of all relevant factors (education and experience of incumbent, salary compared to other managers in the unit, division and the College, salary compared to similar position outside the College, and any other pertinent information) and make appropriate adjustments.
• With regard to the Managerial Salary Program, if the effective date is between January 1 and July 1, include in the salary adjustment a component for “managerial merit;” then there would be no eligibility for a salary increase before the following fiscal year. If the effective date is after July 1 and prior to January 1, the individual should be included in the following fiscal year’s Managerial Salary Program.

Contract Considerations

• A classified staff member with permanent status in a classified title who moves to an unclassified title will be eligible for a multi-year appointment or reappointment contract after completion of five years of probationary service. In the case of unclassified AFT titles, length of contract will be determined in accordance with NJSA 18A:60-14 as well as AFT contract, Article XIII G. In the case of unclassified managerial titles, length of contract will be determined by Board of Trustees Policy #449.
• If the unclassified employee does not perform satisfactorily during the probationary contract period, or any subsequent contract periods, there would be no right to return to classified status and the employee would be governed by the provisions of the AFT contract for bargaining unit employees and Board Policy for managerial employees.

Policy Statement

Flameless candles or incense (electric or battery operated) shall be the only acceptable method of lighted candles in all buildings on campus. Open flame candles and incense are not permitted in any campus building except for religious purposes only at the Salameno Spiritual Center.

Reason for Policy

Sets forth a policy that reduces the use of open flame throughout the college campus

To Whom Does the Policy Apply

Ramapo College community

Related Documents

• New Jersey Fire Code, Sections 308.3.4, 308.3.5, 308.3.7 and 308.3.8
• Fire Safety Website

Contacts

Director of Business Continuity & Emergency Planning
(201) 684-6803

Enforcement of Policy

The policy will be enforced by the State of New Jersey Fire Marshal for applicable provisions of the New Jersey State Fire Code and by the College Fire Marshal, Office of Public Safety and Office of Residence Life for applicable provisions of the College’s Policy.

Violation of Policy

A violation of the applicable provisions of the New Jersey State Fire Code will be issued by the State Fire Marshal via “Notice of Violation and Order to Correct” usually with 30 days to make corrections; then by penalties for violations that are not corrected with the time specified.

Any violations of the College’s Policy by students will be administered through Judicial Affairs. Violations by faculty and staff shall be administered in accordance with the College’s disciplinary policies and procedures in conjunction with the People Operations and Employee Resources Department.

Exceptions

Events, ceremonies and other functions held outdoors on campus or the Salameno Spiritual Center that include the use of flame lighted candles shall be acceptable provided the following precautions are followed:

• Only “dripless” candles are used
• Drip protectors/guards must be attached to all hand held candles
• Hand held candles shall not be passed from one person to another
• The participants shall keep a minimum of three feet distance between one another and thirty feet from College buildings and structures; enough distance to avoid burns to individuals and to avoid accidental fires in College buildings and structures.
• Candles will be extinguished before exiting the candlelight service.
• Suitable fireproof receptacles for extinguishment and disposal of the candles after the event shall be provided by the event organizer. An example of a suitable receptacle is a five gallon pail half full of water; or sufficient water to extinguish the candles.