Ramapo College Policies, Procedures, Statements

Policy

The College maintains a fleet of motor vehicles to support the transportation needs of the College community. The Motor Vehicle Policy sets forth the requirements for the use of College owned, leased, or rented vehicles, including golf carts and any other motorized vehicles, by a College employee while on official College business. College employees include full and part time faculty and staff, whether compensated or not, who are authorized to perform any act or service within their scope of employment. Students are not authorized to operate College owned, leased or rented vehicles unless they are acting as employees within the scope of job responsibilities and on official College business.

The Motor Vehicle Procedures set forth terms and conditions under which vehicles used for official College business must be operated. The College reserves the right to deny or revoke the driving privileges of any driver who does not meet or follow the requirements of this policy and procedures.

Reason for Policy

To ensure the safety of drivers, passengers, members of the College community and the public, to responsibly use and care for public property, and to minimize losses, damages, and claims against the College.

To Whom Does the Policy Apply

All employees, officers and servants to whom the College grants the privilege to operate a motor vehicle for official College business.

Related Resources

Contacts

People Operations & Employee Resources

Procedure 641

Revised: August 17, 2022; August 2024

These Motor Vehicle Procedures address the circumstances under which employees may be approved to drive College vehicles. For the purposes of these procedures, College vehicles refer to all motorized vehicles, including mechanical equipment, golf carts, and shuttle buses owned, leased or rented by the College.

I. Eligibility

Employees authorized to drive College owned, leased, or rented vehicles must comply with the following:

Drivers must be at least eighteen (18) years of age
Possess a current U.S. driver’s license
Complete a People Operations & Employee Resources (POER) approved Defensive Driving Course

Employees whose driving license is currently suspended, revoked or expired will not be permitted to drive on campus.

II. Verification of Driving Record

Prospective employees who will drive a College vehicle will undergo a pre-employment Motor Vehicle driver license check for restrictions, suspension, revocation of driving privileges, and a safe driving history. In the event the driving history is found to show a restriction, suspension, or a significant history of unsafe driving, POER will contact the employee and the Unit Manager to discuss next steps.

Current employees who drive College vehicles will also undergo an annual Motor Vehicle driver license check to verify that their license remains in good standing. A more frequent license check may occur based on need and with justification at the College’s discretion.

Employees who operate College vehicles will receive a Driver’s License Abstract Release Form from POER on an annual basis. Employees must complete the form and return it to POER with a copy of the front and the back and the applicant’s driver’s license no later than two weeks after receipt.

In the event the driving history is found to show a restriction, suspension or a significant history of unsafe driving, POER will contact the employee to discuss next steps. If driving is a part of their overall driving responsibilities, POER will discuss with the employee’s immediate supervisor how modification of their driving responsibilities may be handled.

The College reserves the right and has the authority to modify driving assignments based on initial or subsequent review of motor vehicle records.

The College reserves the right and has the authority to deny, suspend, or revoke the employee’s driving privileges of a College owned, leased, or rented vehicle, or the employee’s use of his/her own personal vehicle for College business, based on the initial or subsequent review of motor vehicle records.

A POER representative will review an employee’s driving history taking the totality of events into consideration. Unfavorable information will be measured against the job responsibilities involved, the seriousness of the violations, as well as when the violations occurred. Consideration will be given to the nature of the violation, if the event took place on or off duty and if the employee disclosed the violation or event in a timely manner.

The College reserves the right, at its sole discretion to suspend driving privileges for accumulation of points or convictions of certain offenses. Prospective employees, whose positions require a valid driver’s license as an essential function of the job, may be offered a position contingent upon review of motor vehicle records. In the event the driving history is found to be unacceptable, POER will contact the prospective employee to discuss next steps.

III. Reinstatement of Driving Privileges

Employees driving privileges may be reinstated at the time the eligibility violations referenced above or any other reasons for restriction are no longer outstanding.

At the time these violations are no longer outstanding, the employee should consult with POER for reconsideration, and a new driver’s license abstract will be processed for review. Before driving privileges are restored, employees must also successfully complete a defensive driving course. Employees must also inform POER of any driving infractions thereafter. POER reserves the right to not reinstate driving privileges to any member of the College community. An employee’s driving privileges will not be unreasonably withheld.

IV. Defensive Driving Training

All College employees who operate or are assigned a College owned, leased or rented vehicle as a requirement of their job, must meet eligibility requirements and must successfully complete a defensive driving training course. Upon hire, a certificate of completion from an approved vendor within the last three years must be presented to POER in order to satisfy this requirement and every three (3) years thereafter before receiving approval to drive a College owned, leased or rented vehicle.

Defensive Driving Training is provided via an online driving program. POER manages the training through a third-party provider, The National Safety Council, which provides defensive driver training and is certified by the State of New Jersey.

Employees may take a defensive driving course with an outside provider approved by the State of New Jersey. A list of approved providers can be found on the New Jersey Motor Vehicle Commission website or by contacting Environmental Health and Safety. The employee is responsible for any costs and fees. A certificate of completion within the last three years from an approved vendor must be presented to POER in order to satisfy this requirement.

V. Driver/Direct Supervisor Responsibility

Drivers are required to report any change in license status (restrictions, suspensions, or revocations) to POER and their direct supervisor immediately. Failure to do so may result in disciplinary actions up to and including termination.

If injury, medical condition, or medications prohibit driving, the driver must notify their supervisor immediately. The direct supervisor must share this information with POER and the College’s Risk Manager in Business Services.

Only eligible employees defined above with proper authorization may operate a motor vehicle for official College business and within the scope of the employee’s employment.

Employees authorized to drive must comply with the following requirements when operating a college owned, leased or rented vehicle:

Observe all applicable federal, state, and local motor vehicle laws, ordinances and regulations.
Promptly submit legible copies of any tickets or other citations received when operating a vehicle while conducting College business to a direct supervisor. Drivers assume responsibility for payment of any traffic violations, citations or parking fines received.
Only authorized drivers may drive a College vehicle. Drivers for whom vehicles have been signed out or rented are not authorized to delegate driving responsibilities to other drivers except in an emergency and only when the delegated driver has been authorized and certified to drive a College vehicle.
Consuming or being under the influence of alcohol, drugs, or any substance that may cause impairment in a College vehicle is strictly prohibited. Violation of this provision will be grounds for immediate termination of driving privileges and other disciplinary actions.
Under non-emergency conditions, drivers must park a College vehicle legally with engine off and doors locked when the vehicle is left unattended.
Only individuals affiliated with the College, i.e., faculty, staff, students, or invited guests are to be transported in a College vehicle. All passengers must be participating in official College business or a College event.
Personal use of College vehicles is strictly prohibited. College vehicles should leave College premises only for the purposes of conducting College business. College vehicles should never be driven to a personal residence nor should they be used to complete personal errands such as shopping. College vehicles should not be used to get or pick-up meals unless the meal is part of official College business or part of a College event, or unless stopping to get a meal is ancillary to College-sanctioned travel and necessary to the health and well-being of the traveler given the time of day and length of required travel. For example, stopping to get a meal when using a College vehicle for a College-related business purpose, such as a meeting, conference, or athletic event that requires an hour or more of travel or for which the event will extend for several hours, would be authorized, but stopping to get a meal when driving a College vehicle locally to refuel or pick-up supplies from hardware store would not be authorized.
Seat belts are to be worn by the driver and all passengers at all times the vehicle is in operation.
Driver is prohibited from using a hand-held cell phone or other mobile devices or texting while driving in accordance with New Jersey and other applicable state motor vehicle laws, except when making an emergency voice call to Public Safety or 911 for situations such as traffic accident, fire, medical emergency, severe road hazard, etc. In such cases, drivers should pull off the road prior to initiating the call.
Driver must report any vehicle accident, citation or unforeseen event to the direct supervisor immediately. The direct supervisor shall share the information with POER and the College’s Risk Manager in Business Services. Failure to report accidents or incidents may result in the loss of driving privileges and other disciplinary actions.
Use of earbuds, smoking or use of electronic cigarettes are prohibited.
Driver understands that any unauthorized use of a College vehicle for non-College related purposes or personal use will result in revocation of College vehicle driving privileges and possible disciplinary action. Individuals may be held responsible for any accident arising out of unauthorized use and may be charged for repair to a damaged College vehicle. Units will be held responsible for any accident arising from a situation in which a supervisor or manager allows unauthorized use and in such cases, the unit will be charged for repair to a damaged College vehicle.
A College owned, leased or rented vehicle is to be driven only by the authorized driver indicated on the request form. If an employee requests to drive a College owned, leased, or rented vehicle, they must fill out a request form and only they are authorized to drive the vehicle. This does not pertain to employees who drive College vehicles in the course of their normal duties (i.e. members of Public Safety and Facilities who should be guided by their internal departmental procedures).
Gas will be purchased for College owned vehicles with the College fuel card provided with the vehicle. Use of the College-issued fuel card is restricted to the assigned College vehicle. For more details and policy guidance on fueling college vehicles, see Appendix 641A, Fuel Card Program.
No pets or animals are permitted in College vehicles unless they are service animals or authorized emotional support animals.
If injury, medical condition, or medications prohibit driving, the driver must notify the direct supervisor or POER immediately.
Employees whose job responsibilities require driving must immediately notify their direct supervisor and POER of any motor vehicle citations received while performing their job duties; any citations that occur during non-work hours may result in a change to their driving status or license status. Changes include but are not limited to suspension, revocation, or expiration. Any change in their driver’s license status may result in a modification of their driving assignment based on the employee’s unsafe driving record. Failure to advise the Supervisor and POER of a suspended, revoked or expired driver’s license will result in disciplinary action, up to and including termination. Employees reporting the suspension, revocation or expiration of their license are prohibited from driving a College vehicle or motorized equipment, or their personal vehicle for College business, until the employee produces a valid driver’s license. POER will determine reinstatement of driving privileges after a review of the circumstances of the suspension or revocation and verification of license status.

VI. Accident Procedures

In the event of an accident, the following procedures must be adhered to:

Immediately call 911, if able. Obtain any medical attention if necessary. Any accident that involves personal injury or property damage must be reported to local police regardless of severity.
Exchange information with the other driver (if applicable) and obtain: driver’s license and registration information; insurance company information; and contact phone numbers. In addition, obtain names, addresses and phone numbers of all witnesses. If the other driver(s) request information from a College employee involved in the accident, the College employee should provide driver’s license, vehicle registration information, and contact information. The contact should be POER care of the Vice President at 201-684-7506 and Business Services care of the Controller at 201-684-7117.
Only make factual statements to the police or Public Safety Department.
Report the accident to their direct supervisor as soon as safely possible after the accident.
Call Public Safety and POER as soon as possible after the accident. Provide written report no later than 24 hours after the accident. Complete a State of New Jersey Vehicle Accident Report (RM1-2) located in all College owned vehicles glove box or available through the Public Safety Department. A written report and Vehicle Accident Report are to be submitted to Public Safety who will forward the report and information to the College’s Controller in Business Services and Director of the Facilities Department.
Cooperate with any investigation by the College’s Risk Manager, Public Safety and POER. All information and records regarding accidents will be maintained by the College’s Risk Manager in Business Services.

VII. Reserving a Fleet Vehicle

The Office of Facilities Management maintains fleet vehicles available for use by units for official College business or College sponsored programs or events. Reserving a fleet vehicle for official College business should comply with the provisions under College Vehicle Use procedures.

VIII. College Sponsored Student Travel

When traveling with students for direct support of academic, co-curricular, and extracurricular programs, the following requirements must be adhered to:

Only authorized employees who meet the conditions of the Motor Vehicle Policy and Procedures, and the College Vehicle Use procedures are permitted to drive College owned, leased or rented vehicles.
The driver must complete a Travel Itinerary Form with the names of each individual who boards the vehicle and provide a copy to the Public Safety Department prior to departure.

IX. Rental Vehicles

The College may authorize the rental of a vehicle when a College vehicle is unavailable or other means of transportation would result in a higher cost. Renting of vehicles for official College business should comply with the provisions under the College’s Travel Policy.

X. Club Carts

Due to the potential dangers associated with operating a Golf Cart, Club Cart or Utility Cart all employees authorized to drive College owned or leased vehicles must adhere to the following requirements:

Successfully complete the defensive driver safety training course.
Must be at least 18 years of age.
Possess a current unrestricted driver’s license.
Obey all applicable motor vehicle laws and regulations.
Always yield to pedestrians and limit use in areas where there is high pedestrian traffic.
Never drive on the walkways under the main academic building overhangs.
Do not exceed 20 miles per hour on open roads and open pathways, and do not exceed 5 miles per hour in areas where there is high pedestrian traffic.
Slow down before making sharp turns.
Never drive while impaired by alcohol, controlled substances, medication, illness, fatigue or injury.
Ensure strict compliance with capacity limits for occupants.
Remove key from vehicle when not in use.
Drive in a defensive manner, anticipating situations that may be hazardous.
Avoid driving at night.
Operation of Club Carts and Utility vehicles are restricted to the College campus. Vehicles are permitted to cross Route 202 only at the traffic light crosswalk. Vehicles are prohibited from driving along Route 202.

Policy

Public Safety has the authority and responsibility to investigate reports of missing students. All reports of a missing student will be referred to the Department of Public Safety. In all cases, Public Safety procedures for locating the student will commence immediately.

Reason for Policy

To maintain compliance with the Missing Student Notification Policy and Procedures 20 USC 1092 C; (Section 488 of the Higher Education Opportunity Act of 2008), to minimize delays and confusion during an initial investigation of a missing student, and to ensure that the resources of the campus, law enforcement, family and friends of the missing are effectively deployed.

To Whom Does The Policy Apply

All students and employees

Related Resources

Procedure 634: Missing Student
Missing Student Notification Policy and Procedures 20 USC 1092 C; Section 488 of the Higher Education Opportunity Act of 2008

Contact

Director of Public Safety

Procedure 634: Missing Student

Last Revised: July 2024

Procedural Overview

In all cases, procedures housed within the Department of Public Safety for locating a missing student will commence immediately. Due diligence will be performed to ensure the student has not been seen by others on campus or off campus.

Emergency contact information is requested of each student and will be maintained in the College’s student record system(s). The Department of Public Safety may contact confidential or emergency contacts that are already on record with the College as well as those identified by students, local authorities, legal guardians or domestic partners in the course of an investigation as necessary.

I. Report Intake

Reports of a missing student may be received by Public Safety, Residence Life, or other members of the campus. All such reports must be immediately referred to Public Safety, which will conduct an investigation in accordance with the policy and procedure.

A student is determined to be missing when the Department of Public Safety has verified that the reported information is credible and circumstances warrant declaring the student missing.

II. Contacts

Confidential Contact Person. Residential students in campus housing will be informed annually that each student has the option to register a confidential contact person who would be notified by the Department of Public Safety, no later than 24 hours from the date of the initial Missing Student report to the Department of Public Safety, if they are determined to be missing.

This confidential contact person will be notified of the Missing Student report and asked to confirm the student’s whereabouts. Only authorized College officials and law enforcement working on a missing person investigation will have access to the confidential contact information. The confidential contact person can be the same or different from the student’s emergency contact person.

Emergency Contact Person. All students, residential and non-residential, are required to register an emergency contact person. In cases of a health and safety emergency, the Department of Public Safety may find it beneficial to notify an emergency contact in order to facilitate a plan which will support and protect the student and/or the community. Under the Family Education Rights and Privacy Act of 1974, this type of disclosure is permitted without the student’s consent.

III. Notification

For all missing students, the Department of Public Safety will notify the local law enforcement agency within 24 hours of the determination that the student is missing and all gathered information will be shared with them, unless the local law enforcement agency was the entity that made the determination that the student is missing. Ramapo College of New Jersey will notify any missing student’s confidential Contact person(s), if provided, within 24 hours of the determination that the student is missing.

In the event that the missing student is under 18 years of age and not emancipated, the Department of Public Safety will notify a custodial parent or guardian within 24 hours of the determination that the student is missing, in addition to notifying any additional contact person designated by the student.

The Public Safety Desk Officer notifies the Director of Public Safety of a reported missing person. If the missing person is a student and is reported missing during business hours, the Dean of Students will be notified and, during non-business hours, the On-Call Administrator (OCA) will be notified.

Policy

The creation, abolition, or name change of a division, unit, program shall be approved by the President’s Cabinet.

Reason for Policy

Sets forth the policy and procedure for creating, abolishing the name of a division, unit, or program

To Whom Does The Policy Apply

Any department/unit of the College that has been reorganized, reassigned or whose mission has fundamentally changed.

Contacts

Vice President for Administration and Finance
(201) 684-7621

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

Procedure

Proposals for name changes may originate with the supervisor of the unit or the division vice president. Names should reflect unit’s purpose, mission, and organizational/administrative structure.

A written proposal is prepared by the unit head/vice president which must include the following
- Current name of unit
- Proposed name of unit
- Reason for change
- Implications
- Public Relations Functions / staffing change and associated costs, if any
- Space, furniture and equipment change, if any
- Related cost – publicity, printing, web changes
- Notification to State, if needed
The proposal is submitted to cognizant vice president for approval, or, if originated by vice president, to the President’s Cabinet for discussion and endorsement. Additional information may be sought at either level of approval.

Policy

Ramapo College will follow the guidelines in OMB Circular No. 11-09, which outline the procedure for expending College funds for entertainment expenses, meals, and refreshments.

Please refer to the College’s Travel Policies and Procedures regarding meal reimbursements while on College business, and to negotiated union agreements regarding meals when working hours in excess of the standard.

Reason for Policy

To provide guidance on entertainment expenses, meals, and refreshments.

To Whom Does the Policy Apply

Employees and Students

Contacts

Business Services

Procedure

Ramapo College will follow the guidelines in OMB Circular No. 11-09, which outline the procedure for expending College funds for entertainment expenses, meals, and refreshments.

Allowable Expenses

1. Entertainment of prospective and current students, including meals and refreshments and any other expenses directly related to such entertainment.

2. Entertainment of dignitaries and other non-State employees including meals and refreshments and any other reasonable expenses directly related to such entertainment. A dignitary is a notable or prominent public figure, a high-level official, or one who holds a position of honor. It is expected that expenditures for this purpose will be minimal and infrequent.

3. Expenses for meetings of the Board of Trustees or other high-level organizational meetings, but limited to meals and refreshments.

4. All reasonable costs of commencement, convocation and other designated College-wide events. These events shall be minimal and infrequent and shall be designated as “College-wide” by the President’s Cabinet.

5. Light meals and/or refreshments at College-wide ceremonies recognizing length of service, retirements, and/or extraordinary contributions by employees to the College. These ceremonies shall be minimal and infrequent and shall require advance approval by the President’s Cabinet.

6. Light meals and/or refreshments for on-campus training sessions when it is necessary for employees to remain at the training site, which is not the employee’s work station. Such expenses must be authorized by the appropriate Vice President or President a minimum of seven business days in advance of the training session.

7. Entertainment expenditures related to College employees are allowable when such employees are essential to the conduct of the activity, event or function. Normally, these activities, events, or functions are related to student recognition activities.

Prohibited Expenditures

1. Meals or refreshments to be served to participants (other than students) or guests at any athletic event or other games or contests.

2. Expenses for alcoholic beverages.

3. With the exception of items 5 and 6 under “Allowable Expenses”, meals or refreshments served at functions held primarily for the benefit of employees (i.e. working lunches, staff meetings, etc.).

Policy

Consistent with and in support of the College’s Mission, employees may be permitted to participate in off-campus programs.

Reason for Policy

Sets forth policy and procedure for participation in off-campus programs by staff. The Policy supports the College’s Mission, principles of the College’s Strategic Plan and provides service and leadership opportunities for staff.

To Whom Does the Policy Apply

Students, faculty and staff

Contacts

Human Resources
(201) 684-7506

Procedure

Introduction

Consistent with the College’s Mission and in support of the principles of the Strategic Plan “The College provides service and leadership opportunities for students and staff through a combination of internships, field placements, community service, study abroad and cooperative education. These opportunities allow students, faculty and staff to encounter the world beyond the campus.”

In that spirit, the College’s mission is realized by providing opportunities for qualified staff to participate in off-campus programs, including Study Abroad, domestic Off-Campus programs such as “American West,” Alternative Spring Break or other Service Learning programs. Such programs, usually led by Ramapo faculty, are enhanced by the collaboration of faculty and staff from academic and/or administrative units. Further, staff participation ensures adequate supervision of participants, addresses support of gender related needs and overall, reduces institutional liability of off-campus programs. Therefore, the College will permit qualified staff members, based on guidelines and criteria and with approval of the respective supervisor(s), to participate in off-campus programs as part of the employee’s duties.

Selection Process

Opportunities for participation in off-campus programs will be publicized by the Program Director and/or the sponsoring administrative or academic unit, using a variety of media, including posting on the unit’s web page and placing a notice in the Daily Digest. Information will include a full description of the program, a job description detailing the duties and responsibilities of the staff member, and clear expectations for the trip. There will be a formal process established to interview interested applicants and for a selection to be made.

Staff must have approval from their Unit supervisor and Unit Head in order to apply and participate in the trip, as well as the Off-Campus Program Director and Program Unit Head.

Eligibility

Staff must meet the eligibility requirements outlined in the job description. If driving is required, a driver’s license check will be conducted by the People Operations and Employee Resources Department.

Compensation

Staff who have been approved to participate in an off-campus program by their Unit supervisor, Unit Head, Off-Campus Program Director and Program Unit Head will not need to charge their personal leave balances for the trip. There will be no stipends paid for participation because staff will be in full pay status. Normal expenses will be reimbursed, including travel and meals in accordance with the College’s Travel Policy.

Unclassified, “NL” staff or fixed workweek staff selected to participate in off-campus programs will not earn compensatory time or overtime, respectively, while participating in an off-campus program.

Staff accompanying an off-campus program with no formal job responsibilities for the program, must charge leave balances and would not be eligible for reimbursement of any expenses related to the trip.

Non-Ramapo Faculty, Staff or Students

Non-Ramapo faculty, staff or students accompanying off-campus trips must follow the College’s Volunteer Procedures and complete a Volunteer Form so that appropriate approvals are obtained and necessary background checks conducted.

Policy

*Non-substantive Amendments

Policy Statement

Ramapo College Purchasing Card Policy is established to document and define the methods and limitations of use for the College’s Purchasing Card, which is provided to Ramapo College employees for purchases of business-related goods and services for the College.

Reason for Policy

The intent of this policy is to improve operational efficiencies for low dollar purchases, reduce employee non-travel reimbursements, and lessen the administrative burdens on College Units so they can focus on their strategic initiatives.

To Whom Does the Policy Apply

All Ramapo College employees.

Supplemental Resources

Procedure 612: Purchasing Card
Purchasing Card Manual

Contacts

Purchasing Department
(201) 684-7496

Procedure

I. Purchasing Card Manual

Procedures to ensure that proper controls on the purchasing card are in place and are detailed in the Purchasing Card Manual.

The Purchasing Card Manual shall include the following subjects:

● Introduction
● Program Overview
● Contact Information
● Definitions
● Roles and Responsibilities
● Eligibility for a Purchasing Card
● Authorized Purchasing Card Use
● Unauthorized Purchasing Card Use
● Vendor Blocking
● Making a Purchase
● Record Keeping
● Erroneous Declines
● Emergency Transactions
● Credits
● Unresolved Disputes and Billing Errors
● Card Security
● Lost or Stolen Purchasing Cards
● Cardholder Transfer/ Separation
● Accounting for Purchases

The Purchasing Card Manual shall be reviewed annually by Business Services and all Purchasing Card Users shall affirm, upon issuance or renewal of a Purchasing Card that they have reviewed the Purchasing Card Manual.

Policy

A professional leave shall be available for managerial/professional staff to provide an opportunity to engage in research, enter an educational program or otherwise engage in a program of personal development aimed at improving professional skills mutually beneficial to the College and the employee.

This leave is also available to a faculty member who has taken on an administrative role for a period of at least 5 years and is leaving the administrative role and returning to faculty. This leave may allow the faculty member the time to prepare for their return to faculty

Reason for Policy

To set forth policies and procedures for the professional leave program for managerial/professional staff and eligible faculty.

To Whom Does The Policy Apply

Non-aligned professional staff and managers and eligible faculty who have completed a period of five (5) or more consecutive years of service at the College.

Related Resources

Procedure 615: Professional Leaves for Managerial / Professional Staff / Non-Aligned Non-AFT

Contacts

Employee Relations

Procedure 615: Professional Leaves for Managerial / Professional Staff / Non-Aligned Non-AFT

Last revised: July 2023

I. Purpose
A professional leave shall be available for managerial/professional staff and eligible faculty to provide an opportunity to engage in research, enter an educational program or otherwise engage in a program of personal development aimed at improving professional skills mutually beneficial to the College and the employee.

II. Eligibility

Professional leaves are available to all full-time non-aligned Non-AFT managerial/professional employees and eligible faculty who, as of June 30 prior to the year for which the leave is requested, have completed a period of five (5) or more years of service at the College.

III. Number of Leaves Available

A limited number of professional leave opportunities will be available each year at the discretion of the President.

IV. Terms of Professional Leaves

The employee understands that, upon their return from the leave, their position may have changed due to operational needs and their salary, grade, and level will remain the same. However, if the leave is for the administrative employee who is returning to faculty, the salary rate during the leave will be at the faculty members’ previous salary prior to their assignment to Administration with all associated step increases had they never left their faculty position.
Half-year leaves shall be at full salary.
Full-year leaves shall be at the rate of three quarters (3/4) salary. If the leave is for the administrative employee who is returning to faculty, the salary rate during the leave will be at the faculty members’ previous salary prior to their assignment to Administration with all associated step increases had they never left their faculty position.
Half-year leaves shall be for six (6) months or less; and full-year leaves must be more than six (6) months but shall not exceed twelve (12) months. In no event shall a leave be approved for longer than twelve (12) months.
Professional staff, faculty, and managers on professional leave shall be entitled to the continuation of pension and insurance program benefits as provided in the applicable plans.
Professional staff, faculty, and managers on leave are permitted to receive additional compensation in the form of fellowships, government grants, and honoraria for purposes related to the leave. In addition to the partial salary from the College, they may also maintain part-time employment directly related to the project at an institution where they are in residence for the purpose of study and research, or other educational purpose provided that total compensation from all sources does not exceed the employee’s full salary at the College at the time of their leave. The leave may not be used to accept paid employment during the period of the leave except as provided above.

V. Leave Proposal/Request

The proposal for a professional leave must be reviewed by the supervisor and relevant Core Vice President prior to submission to People Operations and Employee Resources. The proposal must include:

A full description of the activity to be undertaken.
A detailed explanation of how this activity will improve professional skills and be mutually beneficial to the College and the individual.
The time period for which the leave is requested.
A description of anticipated additional compensation if applicable.
A description of the individual’s current role, their prior service to the College, and other contributions to the College community.

VI. Criteria

The following criteria shall be used in evaluating requests for a Professional Leave:

The merits of the project to the College.
The merits of the project to the professional development of the individual.
The feasibility of completing the project within the time frame stated in the proposal.
How the leave would impact the functioning of the Unit.

VII. Approval

The employee submits an application to their immediate supervisor outlining their request.
The immediate supervisor reviews the application and requests any additional information, if necessary.
The immediate supervisor forwards their recommendation and the application to the Unit Head/Supervisor and Core Vice President.
The Core Vice President forwards all documents and their recommendation to the Vice President for People Operations & Employee Resources.
The Vice President for People Operations & Employee Resources verifies the eligibility and forwards the applications to the President.
The President reviews the leave request and consults with the employee and/or Core Vice President for further information.
The President’s decision on approving or denying a leave is final and there is no opportunity for appeal.
All information is forwarded to the Board of Trustees through the Resources Committee for final action.

VIII. Conditions Regarding Subsequent Service at the College

Upon return from an approved leave, the employee shall submit a report to the President that contains the results of the project(s) undertaken during the leave. It should list a detailed description of the research, service, and work performed.
Recipients of the leave agree to serve the College for at least one year (12 months) from the conclusion of the leave, unless waived by the President. Failure to serve the College for the one year (12 months) will result in funds owed to the College by the employee, unless waived by the President.

Policy

The College requires all employees to maintain a learning and working environment that fosters respect, integrity, professional behavior, and fair and impartial treatment of students, employees and vendors. Should an employee become involved in certain romantic, sexual, or close personal relationships with other members of the College community, regardless of whether the relationship was entered into with the consent of both parties, the employee is required to disclose the relationship to an appropriate designated office (Human Resources, Employee Relations, or Affirmative Action) or manager when such relationship may impair or undermine the college learning, workplace environment, or vendor relationship.

Reason for Policy

To maintain an environment of professionalism, and to address and prevent the potential negative impact of inappropriate relationships or behaviors that may lead to complaints of sex discrimination, perception of favoritism, employee morale concerns, or unprofessional conduct.

To Whom Does the Policy Apply

Ramapo College of New Jersey Employees who are or may become involved in personal relationships with students, subordinate employees or those doing business with or on behalf of the College.

Contacts

Director of Affirmative Action and Workplace Compliance
(201) 684-7540

Director of Human Resources
(201) 684-7505

Procedure

Professional Relationships Overview

The college is committed to a learning and working environment that fosters respect, integrity, professional behavior, and fair and impartial treatment of students, employees and vendors. The College recognizes that personal relationships do exist, and the majority of such relationships do not have an impact on either the learning environment or the workplace. However, certain consensual romantic, sexual, or other close personal relationships may negatively impact the learning environment and workplace for the following reasons:

Such relationships may pose an apparent or actual conflict of interest if one of the parties in the relationship has responsibility for supervising, evaluating, directing, or overseeing the other, or has the power to directly influence the other person’s educational, employment, or contractual status;
Such relationships may result in complaints or concerns of favoritism, and may undermine campus safety, security, or morale, and impede the College’s educational mission;
Such relationships may also give rise to violations of state and federal anti-discrimination laws and policies, complaints of sexual harassment and hostile work environment, and other actionable claims against the College.

Prohibited Relationships between Supervisory Employees and Subordinates

Ramapo College prohibits romantic or sexual relationships between any employee who is a supervisor or has authority to influence the appointment, employment or promotional status of other employees, and a subordinate in the same unit or direct reporting line, regardless of whether the relationship was entered into with the consent of both parties. In situations where a supervisory employee becomes romantically or sexually involved with a subordinate both employees will be required to immediately disclose the relationship to the Office of Human Resources. Human Resources will work with the employees and the work unit to address and mitigate any potential conflicts. This may include voluntary or involuntary transfer of an employee, changes in responsibilities, activities, or lines of reporting. Should the relationship pose an actual conflict of interest and no other suitable remedy is available, may result in denial of re-appointment or termination of employment for the supervisor.

Prohibited Relationships with Students

Romantic and sexual relationships between College employees and students, even with students who are not subject to direct supervision or evaluation by the faculty or staff member, should be avoided because they may negatively impact the learning environment. Moreover, Ramapo College prohibits all employees from having romantic, sexual, or other close personal relationships with students over whom they have educational evaluation, advisory or supervisory responsibility, regardless of whether the relationship was entered into with the consent of both parties. Such relationships are inconsistent with the proper role of the instructor, administrator or manager in the College’s educational mission, and are susceptible to perceptions of favoritism, unprofessional behavior, and conflicts of interest. In the event that a faculty member or other employee is placed in a position that would require him or her to assume educational instruction, evaluation or supervisory authority over a student with whom he or she has, or has had, a romantic or sexual relationship, he or she shall immediately disclose the identity of the student to the unit head and shall refrain from exercising such authority over the student. The unit administrator shall notify the Office of Human Resources, and shall immediately arrange for another employee to instruct, evaluate or supervise the student. Any employee or student who obtains knowledge of such a romantic or sexual relationship between an employee and a student is required to disclose it to the Director of Affirmative Action and Workplace Compliance for confidential investigation. The Affirmative Action and Workplace Compliance Office may notify the Office of Employee Relations and/or the Office of Human Resources for appropriate handling.

Prohibited Relationships with State Vendors

Ramapo College prohibits romantic or sexual or other personal relationships which may be inappropriate between a State vendor and any College employee who is in a position to influence the College’s procurement or renewal of contracts with the State vendor. In situations where such an employee becomes romantically, sexually, or inappropriately involved with a representative or employee of a State vendor due to the nature of their position, the employee shall immediately disclose the relationship to the College Ethics Officer; and shall recuse him or herself from participation in procurement or renewal of contracts involving the State vendor. If appropriate, the Office of Human Resources or Employee Relations may also be notified. The Ethics Officer will work with the employee and the work unit to address and mitigate any potential conflicts of interest.

Violations

Employees who fail to disclose consensual relationships as required by this policy or otherwise engage in conduct prohibited by this policy shall be subject to corrective action which may include disciplinary action for conduct unbecoming a state employee or faculty member. In addition, the individual(s) may be subject to sanctions up to and including removal.

Policy

The Open Public Records Act (OPRA) gives the public greater access to government records maintained by public agencies in New Jersey. Any individual seeking records maintained by Ramapo College of NJ must submit a request in writing to the Director of Internal Audit/Custodian of Public Records.

Reason for Policy

To set forth policy to ensure consistent tracking of records requests and to ensure compliance with OPRA guidelines.

To Whom Does the Policy Apply

Any person requesting a public record.

Contacts

Director of Internal Audit / Custodian of Public Records
Mansion 211-B
(201) 684-7622

Procedure

The Open Public Records Act (OPRA) gives the public access to certain government records. Any individual seeking records must submit their request in writing to the Director of Internal Audit/Custodian of Public Records. The website includes the policy, procedures, and the necessary forms to use when making an OPRA Request. Records and copies may only be distributed through this process.

Policy

Computing resources are provided to support the academic research, instructional and administrative objectives of Ramapo College. These resources are available for the use of college faculty, staff, students, and other authorized users to accomplish tasks consistent with the college’s mission. College systems offer powerful tools for communication among members of the Ramapo community and communities outside of the college. When used appropriately, these tools can enhance dialogue and communications. Unlawful or inappropriate use of these tools, however, can infringe on the rights of others, and is unacceptable in an academic institution.

Ramapo College expects all members of its community to use electronic communications in a responsible manner. The college reserves the right to limit access to its networks through college-owned or other computers, and to remove or limit access to material posted on college-owned electronic media. Recognizing that the college is creating a limited public forum, the college retains the right to limit access and postings to college systems.

As a means to foster intellectual pursuits, the college will make every effort to respect the privacy of all users. However, for technical reasons related to system architecture and maintenance needs, privacy cannot be guaranteed at all times and users must take this into account when composing email or surfing the Web. An expectation of privacy is further limited by the needs of the college to comply with State and Federal laws, protect the rights of students, faculty, staff, board members, and invitees, and/or to meet administrative objectives.

Ramapo College faculty and staff are provided with e-mail accounts for the purpose of conducting official college business related to instructional, academic and/or administrative activities to accomplish tasks consistent with the college’s mission. Because email is an effective way to disseminate information of importance, relevance and interest, and because it is an important tool to meet the academic and administrative needs of the college community, it shall be the college’s policy that electronic mail (email) be an official communication mechanism with faculty, staff, and students and that all faculty, staff, and students are required to maintain an “@ramapo.edu” address. This is the only email address that will be used for official communication with faculty, staff, and students regarding all academic and administrative matters. Retired tenured faculty and retired staff with at least ten years of service may be permitted to retain their e-mail accounts upon request.

Reason for Policy

To set forth policy and procedure relative to college responsibilities and user responsibilities for using the college’s electronic resources and systems

To Whom Does the Policy Apply

The policy applies to all current members of the college community including staff, faculty, students, adjunct faculty, eligible retirees, and college volunteers such as board of trustee members, Ramapo College Foundation Board members, and any others who may have been granted access to college systems.

Contacts

Information Technology Services (ITS) – Chief Information Officer (CIO)

Procedure

Computing resources are provided to support the academic research, instructional and administrative objectives of Ramapo College of New Jersey (“the “College”). These resources are available for the use of college faculty, staff, students, and other authorized users to accomplish tasks consistent with the college’s mission. College systems offer powerful tools for communication among members of the Ramapo community and communities outside of the college. When used appropriately, these tools can enhance dialogue and communications. Unlawful or inappropriate use of these tools, however, can infringe on the rights of others, and is unacceptable in an academic institution.

I. Definitions

The following definitions apply to the terms used in this policy.

Covered Persons: All current members of the college community including staff, faculty, students, adjunct faculty, eligible retirees and college volunteers such as board of trustee members, Ramapo College Foundation Board members, who have been granted access to college systems.

College Systems: Computers, network systems, servers, facsimile machines, telephony, video and other similar devices and systems that are administered by the college and for which the college is responsible.

Chief Information Officer (CIO): The chief information officer is responsible for academic and administrative computing, the college network, email systems, help desk, computer labs, telecommunications, Resident Life Network, the Instructional Design Center, the integrity and security of the College technology infrastructure and for confidentiality of electronic communications.

Education Records: Records specifically related to students and maintained by an educational institution or a party acting on its behalf. These records are protected by the Family Educational Rights and Privacy Act of 1974 (FERPA) as amended.

Electronic Communications: The use of college systems in the communicating or posting of information or material by way of electronic mail, bulletin boards, social media, websites, or other such electronic tools.

ITS: Ramapo College’s Information Technology Services.

Network Systems: Includes voice, video and data networks, switches, routers and storage devices.

Systems or Network Personnel: Those tasked by the CIO with maintaining college systems.

Policy officer: A person with responsibility for issues having broad-based policy implications.

For incidents involving students, the policy officer is the vice president for student affairs;
For incidents involving faculty, the policy officer is the provost/vice president for academic affairs; and
For incidents involving staff, the policy officer is the Vice President Administration and Finance.

II. College Rights and Responsibilities

The college reserves the right to limit access to its networks. The college does not monitor the contents of material transported across its networks nor generally restrict access to the networks, but it retains the right to do so when evidence exists that such materials are in violation of college policies or codes, contractual obligations, state or federal laws.
To protect the college against seriously damaging consequences, such as impairment of the integrity of computers, networks and data, or legal liabilities, systems or network personnel shall take immediate temporary restrictive action pending final adjudication by the college. If systems or network personnel detect evidence, or are informed, of a violation while performing their duties operating or maintaining a system, they should contact the CIO as soon as possible.
The college reserves the right to remove or limit access to material posted on college-owned computers when applicable college policies or codes, contractual obligations, or state or federal laws are violated.
The college does not monitor or generally restrict the content of material residing on college computers, whether or not such computers are attached to campus networks.
The college reserves the right to inspect the content of electronic files when it has reasonable belief that the content of material would violate college policy, state or federal law. The college retains the right to review the content of any files when the content of such files is likely to be material to the alleged violation as put forth below in “Violations,” or on the death, illness, or separation of a covered person, or as required for legal proceedings or processes. Notification of such inspection will be made to the president or designee immediately. The president will provide a confidential report to the board of trustees on an annual basis of all instances of content inspections by year and employment category. All instances of content inspections in which the president or a designee receive notice of inspection of content pursuant to this paragraph will be reported to the Human Resources and Compensation Committee of the Board of Trustees at its regularly-scheduled meeting.

III. User Responsibilities

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to the work of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution. Because electronic information is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments. Users are responsible to comply with the following:

Copyright Compliance: Violations of authorial integrity include, but are not limited to, plagiarism, impostorship, invasion of privacy, unauthorized access, and trade secret and copyright violations, all of which may be grounds for sanctions against members of the academic community. Users of college systems shall not abridge the rights of copyright owners and shall comply with the Digital Millennium Copyright Act (DMCA), 17 U.S.C. 101 et seq.
For any computer account, users are responsible for the use made of that account. Users should set a password which will protect their account from unauthorized use, and which will not be guessed easily. Do not share your password with others. If users discover that someone has made unauthorized use of their account, they should report the intrusion to the manager of that system or the CIO.
A user who is directed by an ITS employee to cease engaging in any computing or network related activity must do so. The CIO must review any such action in a timely manner, and either restore privileges or send a written statement of charges to the appropriate policy officer and the People Operations and Employee Resources Department.
Electronic communications shall not be used to:
1. harass, threaten, or otherwise cause harm to a specific individual(s), whether by direct or indirect reference, impede, interfere with, impair, or otherwise cause harm to the activities of others;
2. download or upload to college computers, or transport across college networks, material that is illegal, proprietary, in violation of college contractual agreements, or otherwise is damaging to the institution;
3. harass or threaten groups of individuals;
4. Illegally access proprietary data from remote locations
Information about a student that is maintained by Ramapo College of New Jersey in its computer systems is part of the student’s educational record and thus protected by FERPA laws and regulations, as amended. Generally, access to such educational records is limited to Ramapo College of New Jersey school officials with a “legitimate educational interest” in the information. Additional information regarding FERPA is available online and in the Office of the Registrar.

It shall be the user’s responsibility to comply with all the stipulated requirements set forth in the above section. Failure to comply with the provisions for “User Responsibility” may subject the user to specific sanctions as set forth in the “Violations” and “Sanctions” sections below.

Backing up Data: It shall be the users’ responsibility to back-up personal electronic data. While the college has a policy of backing up data on its general access systems at regular intervals as preparation for a catastrophic loss of resources, or as required for legal proceedings or processes, users should not rely on these actions. A user’s decision whether or not the college’s back-up is an adequate substitute is the individual’s decision but alleviates any responsibility of the college to maintain such back-up.

IV. Email as Official Communication

Official Communication via Email
Ramapo College faculty and staff are provided with e-mail accounts for the purpose of conducting official college business related to instructional, academic and/or administrative activities to accomplish tasks consistent with the college’s mission. Because email is an effective way to disseminate information of importance, relevance and interest, and because it is an important tool to meet the academic and administrative needs of the college community, it shall be college policy that electronic mail (email) be an official communication mechanism with faculty, staff, and students, and that all faculty, staff, and students are required to maintain an “@ramapo.edu” address. This is the only email address that will be used for official communication with faculty, staff, and students regarding all academic and administrative matters.This policy does not preclude the use of conventional methods of communication.
Procedures
1. Acquiring an email account
  Official college email accounts are available to all current faculty, staff, and enrolled students and eligible retirees. These accounts must be activated before the college can send correspondence using official email addresses. Students, faculty, and staff may activate their email account by completing the Email Activation Page. Official email addresses will be maintained in college information system and will be included in the college’s faculty/staff directory (not students). Official email addresses will be maintained in college information system and will be included in the college’s faculty/staff directory (not students).
2. Redirecting/forwarding of email
  If a faculty, staff, or student wishes to have email redirected/forwarded from their official @ramapo.edu address to another email address (e.g., @aol.com, @Yahoo.com, etc.), they may do so at their own risk. The college shall not be responsible for the handling of email by outside vendors. Having email redirected does not absolve a faculty, staff or student from the responsibilities associated with official communication sent to his or her @ramapo.edu account.
3. Expectations about use of email
  Senders of e-mails should identify themselves as representatives of the college by including their title or function at the end of the message. It is inappropriate to include statements or quotations in the body or signature portion of the message that do not directly advance the administrative or academic purpose of the message. Email users should avoid using language that could be offensive to others, or create an atmosphere of discomfort. Content and signature information of electronic messages should be focused on official college business.Faculty, staff and students are expected to check their email on a frequent and consistent basis in order to stay current. Certain communications may be time-critical, therefore, it is expected that official correspondence shall be received and read in a timely fashion. Various excuses such as “I didn’t check my email”, error in forwarding email, or email returned to the college with “Mailbox Full” or “User Unknown” shall not be acceptable for missing official college communications via email.
4. Email Quota
  The college reserves the right to set email quotas for faculty, staff, and students. Email destined for users who are over quota will be queued for seven days and redelivery will be attempted every hour. Quotas can be checked by logging into your personal webmail account. Student accounts that are over quota and have not been checked for 120 days are subject to deactivation.
5. Access to Email
  Unit heads and supervisors must provide computer access to employees whose positions do not provide them with regular access to a computer, as well as a reasonable amount of time to use the computer provided for the purpose of checking their email for college business.
6. Confidentiality
  Users should exercise extreme caution in using email to communicate confidential or sensitive matters (e.g. individual personnel actions), and should not assume that email is private and confidential. It is especially important that users are careful to send messages only to the intended recipient(s). Particular care should be taken when using the “reply” and “reply all” command during email correspondence. ITS personnel are responsible for dealing with email related issues at Ramapo College. Notwithstanding, the provisions set out above under the College’s Rights and Responsibility section, it may occasionally be necessary for ITS personnel to read an email header which has failed to reach its destination to determine, if possible, the intended address and redirect the message. These actions taken shall not be deemed a violation of privacy. The college reserves the right to review but will not monitor e-mail messages. It must be understood that e-mails are not confidential and may be viewed by others from time to time. Electronic mail is discoverable in legal proceedings.
7. Backing Up of Email
  Email is backed up in regular intervals by an automated process. The automatic process does not involve human reading of email and is not considered a violation of privacy. There are user responsibilities related to backing up data in the previous section of this policy which should be read and understood.
8. Academic Use of Email
  Faculty will determine how electronic forms of communication (e.g., email, Luminus) will be used in their classes, and will specify their requirements in the course syllabus. This email policy will ensure that all students will be able to comply with email-based course requirements specified by faculty. Faculty can therefore make the assumption that students’ official @ramapo.edu accounts are being accessed and faculty can use email for their classes accordingly.
9. Retirees
  Retired tenured faculty and staff with at least ten years of service may be permitted to retain their e-mail accounts upon request.
10. Broadcast Email
  The broadcast e-mail system is an important tool for communicating information that a large part of the campus community or a specific targeted group needs to know. The system should only be accessed when a minimum of seventy-five percent of the campus community or a specific targeted group needs to be made aware of the information. First and foremost, the system is crucial for communicating about emergencies. Therefore, it is essential that the system not be overly used whereby members of our campus feel “spammed” and begin to ignore its messages. Announcements are limited to information about emergencies and safety; presidential communications; major campus events* approved by the Cabinet; critical alerts related to human resources, facilities and technology; and key internal processes, procedures and deadlines that affect the majority of the campus or a specific targeted group. Only emergency notifications may be broadcast simultaneously over both the broadcast e-mail and voice mail systems. All broadcast email announcements shall be initiated through the Office of Marketing and Communications or the Office of the President.
11. Broadcast Voice Mail (All-Call)
  The broadcast voice mail system is an important tool for communicating information that a large part of the campus community needs to know. The system should only be accessed when a minimum of seventy-five percent of the campus community or a specific targeted group needs to be made aware of the information. First and foremost, the system is crucial for communicating about emergencies. Therefore, it is essential that the system not be overly used whereby members of our campus feel “phone spammed” and begin to ignore its messages. Announcements will be limited to information about emergencies and safety; presidential communications; major campus events* approved by the Cabinet; critical alerts related to human resources, facilities and technology; and key internal processes, procedures and deadlines that affect the majority of the campus or a specific targeted group. Only emergency notifications may be broadcast simultaneously over both the broadcast e-mail and voice mail systems.In addition, students living in campus residential facilities may also receive targeted broadcast voice mail messages on any topic approved for distribution by the Vice President for Student Affairs or designee and the Office of Student Activities (this may include announcements of events and availability of tickets).

V. Reporting Violations

If you believe that a violation of this policy has occurred, contact the appropriate officer who will report the incident to the appropriate director or the CIO. There may be situations when the following additional offices should be contacted: Public Safety, if an individual’s health or safety appears to be in jeopardy; Human Resources, if violations occur in the course of employment.

VI. Violations

It shall be a violation to intentionally seek information about, browse, copy, or modify files or passwords belonging to other people, whether at Ramapo or elsewhere. Explicitly and intentionally established public servers, or clearly designated files for shared public use may be assumed authorized for use. However, if it is unclear whether some files are intended to be available for public use, it shall be a violation to assume that they are intended for public access and it shall be assumed that they are private.

It shall be a violation to attempt to or to decrypt or translate encrypted material, with the intention of obtaining system privileges to which you are not entitled. It shall be a violation to take any action which interferes with the supervisory or accounting functions of college systems or that is likely to have such effects.

It shall be a violation to display on screens, in public or shared facilities, images, sounds, or messages that could reasonably be expected to create an atmosphere of discomfort or harassment for others. Restrictions on time, place, and manner for such access may be determined by the college. It shall be a violation to transmit to others in any location inappropriate images, sounds or messages which might reasonably be considered harassing. The college’s policies on harassment apply equally to electronic displays and communications as they do to more traditional means of display and communication.

It shall be a violation for any user of official @ramapo.edu email addresses to forge an electronic mail signature or to make it appear as though email originated from a different person, impersonate a college office, faculty/staff member, or student, to illegally access proprietary information, and/or attempt to gain access to another person’s mail files.

It shall be a violation to waste computing resources. Examples of violating the responsible use policy are:

excessive game playing or other trivial applications;
sending chain letters, spam, or other frivolous or excessive messages locally or over an attached network;
printing excessive copies of documents, files, images, or data;
using unwarranted or excessive amounts of storage;
printing documents of files numerous times because you have not checked thoroughly for all errors and corrections;
running grossly inefficient programs when efficient ones are available;
failing to allow access to those people whose work requires these specialized facilities;
using college systems or informational resources for commercial purposes or to promote one’s personal interest or secure financial gain for oneself or others with whom one is associated, if the activity is not reasonably related to the discharge of the user’s duties or role at the college;
preventing others from using shared resources by running unattended processes or placing signs on devices to “reserve” them without authorization from the appropriate system manager. Absence from a public computer or workstation should be no longer than reasonable. A device unattended for an unreasonable amount of time may be assumed to be available for use, and any process running on that device terminated;
accessing or copy programs and data which have been obtained under contracts or licenses, cross-assemble, or reverse-compile programs. It shall be a violation to access or copy, cross-assemble, or reverse-compile programs available from other institutions and individuals on attached networks. Users are responsible for determining that programs or data are not restricted in this manner before copying them in any form, or before reverse-assembling or reverse-compiling them in whole or in any part. If it is unclear whether users have permission to copy such software or not, users shall assume that one may not do so;
sending messages, sentiments, and declarations as electronic mail or as electronic postings that would not be appropriate as hard copy documents. Users are free and encouraged to publish their opinions. Users shall clearly and accurately identify opinions as coming from the user; or if the user is acting as the authorized agent of a group, such shall be identified as coming from that group. It shall be a violation of the policy to falsely attribute (i.e. forge) the origin of electronic mail, messages, or postings. It shall be a violation to alter or delete any electronic information contained in, or posted to any campus computer resource or to any computer resource on an attached network, it will be considered forgery if it would be considered so on a tangible document or instrument;
creating and/or willfully disseminating computer viruses. Users shall be responsible for learning about and be cognizant of the ease of spreading viruses. Users shall be responsible for taking steps to insure user files are virus free;
introducing non-Ramapo software. Users shall notify ITS of any software needs and shall not load non-Ramapo software on Ramapo systems.

The above are only examples and not an exhaustive list.

Compliance with Federal and State Law: Users shall be responsible for being aware that there are federal, state and sometimes local laws that govern certain aspects of computer and telecommunications access and use. Members of the college community are expected to abide by these laws, as well as, to observe and respect college rules and regulations.

Actions to be Taken by Systems and Network Personnel when Violations are Reported

Refer to Specific Violations and Action to take below to determine what type of violation may apply:
- violations targeted at a specific individual(s);
- violations causing harm to the activities of others;
- violations involving illegal, proprietary or damaging material;
- violations targeted at groups of individuals.
If you are unable to match your incident with a description in Specific Violations and Action to take below, or if multiple descriptions seem to apply, contact the appropriate policy officer for guidance.
Follow the guidelines in Action to take in Specific Violations below. In addition to the type of violation, the guidelines are framed by other factors, specifically:
- who reported the violation;
- whether you administer the college system involved or some other affected system;
- how participants or affected parties are affiliated with Ramapo.
In all cases, these guidelines tell you:
- which college authority should receive a formal complaint;
- the party or parties who normally file such a complaint;
- what actions, if any, you should or may take.
Report the violation in accordance with these guidelines and those established by the appropriate unit.
Document the incident and any actions you take. Protect this information as you would any confidential material: update and retain it as appropriate. This information may be subject to review by appropriate college authorities, so it is important that the information be current, complete and correct, maintained in an electronic database, and easily retrievable.

In exceptional cases, the priorities of protecting the college against seriously damaging consequences and/or safeguarding the integrity of computers, networks, and data either at the college or elsewhere, may make it imperative that you take temporary restrictive action on an immediate basis. In such instances, you may take temporary restrictive action, preferably with the prior approval of the appropriate policy officer and/or the CIO, pending final adjudication by the college. All restrictive actions taken must be documented and justified in accordance with this policy.

In some instances, documentation prescribed above will constitute education records (see the “Definitions” Section of this document) and therefore will be protected under the Family Educational Rights and Privacy Act of 1974 as amended.

Actions to be taken by the Policy Officer

Policy officers are authorized to apply this policy and other existing college policies when a general violation or other violation is identified. When a specific violation is identified, as listed below, policy officers should follow the “action to take” in the Specific Violations section below.

Specific Violations

Violations Targeted At Specific Individual(s)
1. Sending repeated and unwanted (harassing) communication by any of the following modes of communication: network systems, college systems, or electronic communication;
2. Sending repeated and unwanted (harassing) communication by electronic mail or other electronic communications that is sexual in nature;
3. Sending repeated and unwanted (harassing) communication by electronic mail or other electronic communications that is targeted at someone because of their race, ethnicity, religion, gender, sexual orientation, nationality, or age;
4. Posting or otherwise disseminating personal or sensitive information about an individual(s). (Examples include postings of an individual’s academic records; medical information; social security number; or similar information of a personal or confidential nature that, if disseminated, could have legal or otherwise damaging implications either for the targeted person or the institution. Personal expression by an individual about another, even if posted in a public manner, is not subject to limitation or restriction under this policy, although a targeted person may have recourse under other campus policies or codes, or state or federal laws regarding harassment or libel.)
Action to take:

Provide the targeted individual (victim) with the following information:
1. “Harassment is a violation of Ramapo’s policies and codes, and in some cases, state or federal laws. Write the sender directly and state that you find the continued correspondence to be harassing and formally ask the sender to cease all communications with you. Save a copy of this message and any other correspondence for evidence.”
2. “If you continue to receive correspondence after formally requesting that the correspondence stop, notify the (appropriate policy officer).”
3. “If you are concerned about your personal safety, contact Ramapo Public Safety or your local law enforcement agency.”
Appropriate Action if Violation is Reported by Another Individual:

Thank the party for forwarding the information and add the following:

“Harassment is a violation of Ramapo’s policies and codes, and in some cases state or federal laws. Complaints must be filed by the targeted person. If appropriate, please encourage the targeted person to contact the (appropriate policy officer).”

Note: Ramapo can act upon a complaint only if the sender of the material is a member of the Ramapo community. If the sender is not a member of the Ramapo community, the appropriate policy officer will assist the targeted individual by referring him/her to appropriate sources of help outside the college.
Violations Causing Harm To The Activities Of Others
1. Propagating electronic chain mailAction to take:Provide the reporting party with the following information and take steps outlined below:”Although we understand that some of these letters can be offensive or unwanted, Ramapo College cannot
  prevent their circulation. Forwarding chain mail using college resources violates Ramapo’s codes and
  policies, and in some cases may be illegal. I will be working with campus authorities regarding this incident.”
  1. Post a notice to your system alerting users to the incident and instructing them not to
    propagate further.
  2. Report the Ramapo propagators; if the propagator(s) is not a member of the Ramapo
    community, contact the administrator of the originating system, if possible, as a matter
    of courtesy or follow-up when warranted.
  3. Contact the appropriate policy officer if you believe the content of the material to be
    illegal, damaging, or otherwise to have external consequences for the institution.
2. Interfering with freedom of expression of others by “jamming” or “bombing” electronic mailboxes.
  Action to take:Provide the party with the following information and take steps outlined below:”Attempting to interfere with the freedom of expression of others violates Ramapo’s Code of Professional
  Responsibility Board of Trustees Policy # 458″ for faculty and staff violators and the Campus Code of
  Conduct” for student violators. I will be working with campus authorities regarding this incident.”If the violator is a member of the Ramapo community, instruct him/her to cease the activity, referring to campus policy, and contact the appropriate policy officer for further guidance. If the violation is reported to the policy officer, he/she should contact the appropriate systems personnel. If the violation is reported to systems personnel, they should contact the appropriate policy officer. Systems personnel and policy officers should work together to resolve the violation. The appropriate policy officer should keep a record of all such violations. If the violator is not a member of the Ramapo community, contact the administrator of the originating system, if possible, as a matter of courtesy or follow-up.
3. Forging, fraudulently altering, or willfully falsifying electronic mail headers, electronic directory information, or other electronic information generated as, maintained as, or otherwise identified as college records in support of electronic communications
  Action to take:Provide the party with the following information and take steps outlined below:”Forging, fraudulently altering or willfully falsifying college records violates Ramapo’s Code of Professional Responsibility for faculty and staff violators and the Student Code of Conduct for student violators. I will be working with campus authorities regarding this incident.”If the violator is a member of the Ramapo community, instruct him/her to cease the activity, referring to
  campus policy. If the violator is not a member of the Ramapo community, contact the administrator of the
  originating system, if possible, as a matter of courtesy or follow-up.
4. Using electronic communications to forge an academic document.
  Action to take:Provide the party with the following information:
  “This incident may violate campus policies or codes. I will be working with college authorities to review what actions may be appropriate.”Contact the appropriate policy officer for further guidance. If the violation is reported to the policy officer, he/she should contact the appropriate systems personnel. If the violation is reported to systems personnel, they should contact the appropriate policy officer. Systems personnel and policy officers should work together to resolve the violation. The appropriate policy officer should keep a record of all such violations.
5. Using electronic communications to hoard, damage, or otherwise interfere with academic resources accessible electronically
  Action to take: same as 2d
6. Using electronic communications to steal another individual’s works, or otherwise misrepresent one’s own work
  Action to take: same as 2d
7. Using electronic communications to collude on examinations, papers or any other academic work
  Action to take: same as 2d
8. Using electronic communications to fabricate research data.
  Action to take: same as 2d
Violations Involving Illegal, Proprietary, or Damaging Material
1. Electronically accessing, distributing or posting copyrighted material in violation of license restrictions or other contractual agreements or those that may be in violation of the Digital Millenium Copyright Act.Responsible Use policy and procedures govern incidents involving the illegal distribution of copyrighted material – as transported through Ramapo’s networks or posted to Ramapo’s computers – by electronic means. The possession of misappropriated copyrighted material by a student violates the Campus Code of Conduct. The possession of misappropriated copyrighted material by faculty or staff violates the Code of Professional Responsibility.
2. Launching a computer worm, computer virus or other rogue program
3. Downloading or posting illegal, proprietary or material that may damage the college’s computer system.
4. Transporting illegal, proprietary or damaging material across Ramapo’s networks
Action to take:
Commensurate with the degree of urgency and potential damage to the institution, take pre-emptive steps – preferably with the approval of the appropriate policy officer – including ensuring the preservation of evidence.
1. accessing and/or downloading pornography and possibly child pornography
Action to take:
When the policy officer, or other college administrator, has knowledge that a covered person is using a
college computer to access and/or download pornography, and possibly child pornography, the college will investigate and take prompt action to stop the unauthorized activity. If the violation is reported to the policy officer or systems personnel, he/she should contact the director of human resources who will conduct an investigation. The director of human resources and the policy officer(s) will work together to resolve the violation. The appropriate policy officer should keep a record of all such violations.
Violations Targeted at Groups of Individuals
1. Posting threatening and/or harassing language that would constitute a group’s rights by any
  of the following modes of communication: network systems, college systems, or electronic
  communications.
Action to take:

Provide the party with the following information:

“Although this posting/communication may be offensive to members of the community, the college is
respectful of expression in its own right. However, this posting/communication may constitute harassment, which is a violation of Ramapo’s policies and codes, and in some cases, state or federal laws. I will consult with campus authorities regarding this incident.”

Contact the appropriate policy officer for further guidance. If the violation is reported to the policy officer, he/she should contact the appropriate systems personnel. If the violation is reported to systems personnel, they should contact the appropriate policy officer. Systems personnel and policy officers should work together to resolve the violation. The appropriate policy officer should keep a record of all such violations.

VII. Sanctions for Policy Violations

Violations of appropriate use may result in one or more of the following actions:

A written warning to the offender.
A restriction of system access for a specified term.
A revocation of all system privileges for a specified term.
A statement of charges to the appropriate disciplinary body of the college, which could lead to other penalties up to and including probation or suspension for students and disciplinary action for faculty or staff.
Alleged criminal actions and/or activity may be referred by the college to law enforcement officials for investigation or action.

Ramapo College Policies, Procedures, Statements

Related Resources

Policy

Reason for Policy

To Whom Does the Policy Apply

Related Resources

Contacts

Policy

Reason for Policy

To Whom Does The Policy Apply

Related Resources

Contact

Procedural Overview

I. Report Intake

II. Contacts

III. Notification

Policy

Reason for Policy

To Whom Does The Policy Apply

Related Documents

Contacts

Policy

Reason for Policy

To Whom Does the Policy Apply

Related Documents

Contacts

Procedure

Allowable Expenses

Prohibited Expenditures

Policy

Reason for Policy

To Whom Does the Policy Apply

Related Documents

Contacts

Introduction

Selection Process

Eligibility

Compensation

Non-Ramapo Faculty, Staff or Students

Policy Statement

Reason for Policy

To Whom Does the Policy Apply

Supplemental Resources

Contacts

I. Purchasing Card Manual

Policy

Reason for Policy

To Whom Does The Policy Apply

Related Resources

Contacts

Policy

Reason for Policy

To Whom Does the Policy Apply

Related Documents

Contacts

Professional Relationships Overview

Prohibited Relationships between Supervisory Employees and Subordinates

Prohibited Relationships with Students

Prohibited Relationships with State Vendors

Violations

Policy

Reason for Policy

To Whom Does the Policy Apply

Related Documents

Contacts

Policy

Reason for Policy

To Whom Does the Policy Apply

Related Documents

Contacts

I. Definitions

II. College Rights and Responsibilities

III. User Responsibilities

IV. Email as Official Communication

V. Reporting Violations

VI. Violations

Actions to be Taken by Systems and Network Personnel when Violations are Reported

Actions to be taken by the Policy Officer

Specific Violations

VII. Sanctions for Policy Violations