Policy

College officers, Vice Provosts, Associate Vice Presidents, the Director of Human Resources, and the Employee Relations/Ethics Officer will not endorse candidates for personnel actions, e.g. reappointment, tenure, promotion, etc. beyond those employees who are in the direct line of supervision by the officer. Officers may write a letter of commendation to a staff member either within or outside of their division who performed in an exemplary manner on a project supervised by the officer.

Reason for Policy

Clarify role of officers and others as specified in the personnel process

To Whom Does The Policy Apply

All Ramapo College employees

Related Documents

N/A

Contacts

Employee Relations / Ethics Officer
(201) 684-7503
Employee Relations Website

Policy

The College shall have a Recognition Awards Program consisting of the Service Awards, Suggestion Awards, Employee Excellence Awards, and President’s Staff Recognition Program.

Reason for Policy

To recognize and celebrate special achievements.

To Whom Does The Policy Apply

Faculty and staff

Related Documents

• Procedures for Service Awards
• Procedures for Suggestion Awards
• Procedures for Employee Excellence Awards
• Procedures for President’s Staff Recognition Program

Contacts

Director of Human Resources
(201) 684-7506

Policy

Smoking (tobacco, electronic cigarettes and hookahs) is prohibited in all academic, offices and physical plant buildings, college owned vehicles, and in all residence areas on campus. Further, smokers must be at least 25 feet from the entrance to any campus building when smoking.

Reason for Policy

Sets forth policy that prohibits smoking throughout the college campus

To Whom Does the Policy Apply

Ramapo College Community

Related Documents

None

Contacts

Director Human Resources
(201) 684-7506

Policy

Ramapo College of New Jersey establishes and maintains official institutional social media accounts to promote the College and approves official College-Affiliated social media accounts for College units, clubs, and organizations. All members of the Ramapo community must utilize social media in accordance with the Social Media Guidelines, Student Code of Conduct and/or the Code of Professional Responsibility depending on their role, and other relevant institutional policies.

Reason for Policy

The Social Media Policy sets forth policy and procedures regarding the management, coordination, discontinuation, suspension, and approval of official social media accounts, affiliated social media accounts, and, where applicable, personal use social media accounts.

To Whom Does The Policy Apply

All Ramapo College faculty, staff and students.

Resources

• Procedure 609: Social Media
• Social Media Guidelines
• Social Media Directory
• Student Handbook: Student Code of Conduct
• Code of Professional Responsibility
• Broadcast Email and Voicemail Policy
• Responsible Use of Electronic Communications Policy
• Design Standards

Contacts

Office of Communications & Public Relations

Procedure 609: Social Media

December 2, 2014; Revised October 11, 2023

I. Ramapo College Social Media Accounts
The College’s Social Media Directory maintains a listing of the College’s official social media accounts and its affiliated social media accounts.

Account Types
1. Official College Social Media Accounts
Official College social media accounts are managed by the Office of Communications and Public Relations (hereafter “OCPR”) and, as such, OCPR handles all communications for these official social media accounts in accordance with the College’s Social Media Guidelines, policies, and procedures.

2. Affiliated College Social Media Accounts
Affiliated college social media accounts are approved by OCPR but are managed by designated account administrators in accordance with the College’s Social Media Guidelines, policies and procedures, and, as such, OCPR may assist the affiliated account administrator(s) as needed to provide responses to inquiries, requests, comments, or other forms of communication directed towards such accounts.

3. Individual Personal User Social Media Accounts
All community members who maintain a personal social media presence that are not official or affiliated College social media accounts are encouraged to share content from the College’s official and affiliated accounts, to follow the College’s Social Media Guidelines, the Code of Conduct outlined in the Student Handbook and/or the Code of Professional Responsibility, and other relevant institutional policies and procedures.

Community members are not permitted to utilize the official Ramapo College logo(s) for their personal account(s). Community members deemed to have inappropriate uses of an official logo of the College will be required to remove the logo.

II. Official Statements/Press & Media Relations
The College Spokesperson and/or their designee and OCPR handle all public and press communications and are also responsible for the dissemination of official statements from the College. OCPR is responsible for stewarding media relations on behalf of the College; all outreach to the media and inquiries received from the media must be managed in collaboration with OCPR.

When directed, affiliated social media account administrators shall refer to the College’s official statements to address inquiries of a substantive or sensitive nature.

Community members shall not represent themselves as official College spokespeople or as representing the College on their personal social media accounts.

Please refer to the Broadcast Email and Voicemail Policy, Responsible Use of Electronic Communications Policy, and the Social Media Guidelines for further related details (see links above).

III. Recognizing Affiliated Ramapo College Social Media Accounts
In addition to the official Ramapo College social media accounts, College offices/units/clubs and organizations may choose to have their own social media accounts. These affiliated accounts must be managed or supervised by Ramapo College employees (faculty, staff, administration). Employees who serve as account administrators and manage approved affiliated accounts are required to receive initial training followed by annual training from OCPR.

To be recognized as an affiliated social media account, the user must submit an application via ramapo.edu/social-media. This includes the establishment of new accounts related to the College in an official or affiliated manner. Approved accounts will be listed on the College’s Social Media Directory on either the Official tab or the Affiliated tab. Approved users must abide by the Social Media Guidelines as outlined by OCPR.

Use of the official Ramapo College logo on a College-affiliated account is governed by the Logos and Identity Basics as outlined in the College’s Official Design Standards rules. Users deemed to have inappropriate uses of an official logo of the College will be required to immediately remove the logo. Questions about logo standards should be directed to the Office of Marketing & Branding.

IV. Requirements for Affiliated Social Media Accounts
As representatives of Ramapo College and stewards of the College’s reputation, all affiliated social media accounts must abide by the Social Media Guidelines and the following requirements in order to be recognized as compliant accounts:

1. Generic email accounts. Affiliated accounts (such as Instagram and Twitter) must be set up using a generic Ramapo College email address that belongs to the department, unit, club, or organization (i.e. clubname@ramapo.edu). This generic email requirement means that a personal ramapo.edu email or non-Ramapo email address cannot be used. Accounts that use personal profiles to switch into managing the account (such as Facebook) do not fall under this email requirement.

Access to the generic @Ramapo email account can be authorized to a “delegate” by the account administrator(s). Delegates are granted access to review, read and send emails from the generic @Ramapo.edu email account but they cannot change the email account password or other settings. This can assist in mitigating potential “lost password” situations.

2. Account login information. Affiliated account login information (account administrators and their email addresses, account profile name, account password) must be shared with OCPR.

If the affiliated account administrator on file changes, that department, club, organization, or academic program must inform the OCPR through email (socialmedia@ramapo.edu) or by resubmitting the Social Media Application form. Whenever the login information is updated, OCPR must be apprised and the new login information must be shared.
Account login information must be available to pass along within the unit when account administrators leave or change job roles.

3. Affiliated account review and approval. Any account that is requested on behalf of a department, club, organization, or academic program must be submitted for review and approval as a College-affiliated account and, upon approval, may then be listed on the College’s Social Media Directory.

4. Non-compliant accounts. If accounts go inactive or do not follow these requirements, the College’s Social Media Guidelines, training, or related policies and procedures, OCPR reserves the right to request that the accounts in question be shut down, suspended, or that they change administrators. These accounts will be deemed non-compliant, may be removed from the College’s Social Media Directory, and may lose their status as recognized college-affiliated accounts. In addition, the administrator(s) of the account may be referred to their supervisor, People Operations and Employee Resources Department; Equity, Diversity, Inclusion & Compliance; or the Office of Legal Counsel depending on the conduct and/or content in question. Referral to one of these parties may result in further investigation and disciplinary action.

5. Affiliated accounts return to compliance. Pursuant to section IV.4, if any of these above referenced requirements are not followed, an account will be deemed non-compliant and a recommendation to suspend, change administrators, or shut down the account may be made by OCPR. Supervisors of non-compliant accounts who wish to regain their account’s affiliated status may appeal to OCPR. When applicable, OCPR may require the supervisor and administrator(s) of non-compliant accounts to undergo training and take other actions towards compliance prior to making a final determination on the account’s return to affiliated status.

6. Training and development. Account administrators are required to receive training and information related to industry social media standards, best practices, policy or procedural changes, and brand/design standards as needed or determined by OCPR.

Policy

Compensation in excess of an employee’s annual base salary is permitted for special projects under specific circumstances so long as such special payment is not in violation of any federal or state law or contractual provisions.

Reason for Policy

Sets forth policy and procedure to ensure consistency in compensation practices regarding special projects.

To Whom Does the Policy Apply

All faculty, staff, and student employees.

Related Documents

Procedure 616: Special Projects & Payments

Contacts

People Operations & Employee Resources
(201) 684-7506

Date of Revisions: September 2013, January 2014, May 2023

Compensation in excess of an employee’s annual base salary is permitted for special projects under specific circumstances so long as such special payment is not in violation of any federal or state law or contractual provisions. Special payments are managed in accordance with  IRS publication 15 for supplemental wages: Supplemental wages are wage payments to an employee that are not regular wages. The wages are subject to social security, Medicare, and FUTA taxes.

All Ramapo College employees may be eligible for special payment. Volunteers, vendors, retirees, and independent contractors are not eligible for special payment.

I. Responsibilities

a. POER Pre-Approval: Prior to the commencement of any special project requiring a special payment, the Supervisor must contact People Operations and Employee Resources (POER) to determine if the project is eligible for a special payment and to identify the source of funding. A special payment will not be processed unless pre-approval(s) have been obtained from POER.

b. Payment Rate: The amount of the special payment must be determined in advance with POER in consultation with the Provost/respective Vice President or their designee. The amount is based on existing salary guidelines, internal and external market value, and contractual agreements for Ramapo College faculty and staff.

c. Payment Timeframe: No special payments will be made in advance of work commencing on a special project. Employees may be required to refund, full or partially, the College if the special project is not completed and a special payment is received. Special payments may be issued as follows:

• One-time activity – special payment will be made upon satisfactory completion of the special project

or

• Ongoing activity – special payment will be made via an approved payment schedule.

d. Request Approvals: The request for special payment must be authorized by the Unit Head, Core Vice President, Office of Budget and Fiscal Planning, Grants Officer (if grant funded), and People Operations and Employee Resources.

• Unit Head Responsibilities:

1. 1. contacting POER and the Provost/ respective Vice President for pre-approval of a special payment prior to a special project being assigned or initiated;
   2. ensuring that the special project work is performed in accordance with the description provided and does not interfere with the employee’s regular duties; and
   3. determining the source of funding.

• Vice President Responsibilities:

1. 1. authorizing the operational need for the special project to be performed; and
   2. authorizing the expense.

• Office of Budget and Fiscal Planning Responsibilities:

1. 1. ensuring funds are available for the FOAP provided; and
   2. providing final budget authorization.

• Grants Office Responsibilities:

1. 1. when the special payment is grant funded, the Grants Office ensures funds are available/allowable to be paid from the grant, and
   2. confirming the FOAP to be used for the payment.

Note: For externally funded projects, grants or outside funding must cover the full cost of the special payment including any fringe. Grant funded special payments must be in full compliance with the College’s Grant Policy and Grantor requirements.

• People Operations and Employee Resources Responsibilities:

1. 1. ensuring the special project is in compliance with College polices and not in violation of any federal or state law, or contractual provisions, and
   2. ensuring payments are processed in accordance with the pre-determined payment rate and payment timeframe.

• Financial Aid/Student Services Center Responsibilities:

1. 1. pre-approving all special payments issued to students to ensure compliance with College policies and labor laws.

II. Eligibility for Exempt Employees

In certain cases, special compensation in excess of an exempt employee’s annual base salary is permitted for special projects. These activities may be performed under externally sponsored projects or other internally funded activities when those activities occur outside the normal workday and are not part of the regular duties or workload. These activities must not:

• constitute a conflict of interest,
• occur at a time when the individual is expected to perform their assigned duties, or
• diminish the individual’s efficiency in performing his/her primary work obligations at the College.

Externally funded special projects are defined as those for which the College administers funds under a contract, grant, or other agreement from a federal, state, or local government agency, not-for- profit entity, or business. Internally funded special projects represent special services to the institution, such as, honoraria or stipends for workshops or presentations.

Non-Fixed work week (“NL,” Exempt) employees are expected to perform their regular duties and responsibilities as assigned by the College without regard to work hour limitations. There is no claim or entitlement to time off or cash compensation for hours worked beyond the normal work schedule for performance of their regular duties and responsibilities in accordance with the College’s Compensatory Time Policy.

III.        Eligibility for Fixed Work Week Staff (Non-Exempt Employees)

Classified, fixed work week staff are entitled to overtime compensation in accordance with contractual agreements for performance of their regular duties beyond the normal work schedule. However, in accordance with N.J.A.C. 4A:3-5.6 (e) 1, if a classified employee works on a part-time, occasional, or sporadic basis, and solely at the employee’s option, in a different capacity from which the employee is regularly employed, the hours employed in the different capacity are excluded from the calculation for overtime compensation and such hours may be paid at special payment rates.

This policy does not supersede or replace any contractual agreements with regard to extra compensation or special payments.

IV. Requirements

All special payment requests must be submitted through the College’s EPAF system and include:

a. Detailed description of assignment

b. Start and end date of assignment

c. Number of hours to be worked

d. Payment rate (to be supplied and verified by POER)

e. Payment timeframe

V. Special Payment Categories

Special Payments must fall into one of the three below categories:

Category 1: One-time payments for work performed that is unrelated to the primary job

• Temporary work performed one time or on a limited basis by a current employee that is unrelated to their primary job description/job responsibilities will be paid through a special payment.
• Hours of work must not overlap with the employee’s primary job; therefore, hours of work must be included in the request for special payment.
• If the special project work is performed on a continuous or regular basis, the request will be reviewed by POER and a determination made if the work needs to be included in a new job description.

Category 2: Out-of-title payments for work performed that is related to the primary job, but is at a higher classification level

• Temporary special project work performed by a current employee that is related to their primary job description but the job duties performed are classified at a higher level than the employee’s current classification, will be paid through a special payment in accordance with the current contract, if applicable.
• If the special project work is performed for more than six months, POER will review the request and decide if it should be processed through the College’s Reclassification Policy.
  • Reclassifications for Classified Staff
  • Reclassifications for Unclassified Staff

Category 3: One-time payments for student employees

• Students should generally be paid through time sheets.  Any student special payment request that is not captured in a timesheet must be reviewed and approved by the Financial Aid Office/Student Service Center.  In cases of a student stipend for an assignment they performed throughout the semester(s), the Unit Head must approve prior to submission to POER.  No student will be paid through special payments otherwise.
• The Financial Aid Office/Student Service Center and POER will review and determine if the student should be paid through a timesheet or special payment.  Units must reach out to the Financial Aid/Student Service Center and POER before special project work is assigned to or performed by the student.

Notes:

• No employee should ever be paid cash for work performed. It is strictly against College policy.
• If the special project work does not fit into the above parameters, approval by the Mission Element Team will be required before proceeding with special payment.
• For some faculty assignments there is a memorandum of agreement that outlines a schedule of compensation for monies to be paid to faculty for work on various academic programs.
• Any special project involving software must be reviewed by the CIO.
• Any special project requiring student assistants must be reviewed by the Cahill Career Center to ensure all practices are compliant with labor laws.

Policy

Full-time faculty, managerial, professional and classified staff shall be eligible to receive donated sick or vacation leave

Reason for Policy

To provide additional paid time off to managerial, bargaining unit (AFT), and professional employees who have exhausted all accumulated time off and/or have an immediate family member that suffers from a catastrophic health condition or injury .

To Whom Does the Policy Apply

Full-time faculty, managerial, professional and classified staff

Related Documents

Procedure

Contacts

Human Resources
(201) 684-7506

Eligibility

Full-time faculty, managerial, professional and classified staff shall be eligible to receive donated sick or vacation leave if the employee:

1. Has completed at least one year of continuous State service;

2. Has exhausted all accrued sick, vacation and administrative leave, all sick leave injury benefits, if any, and all compensatory time off;

3. Has not, in the two-year period immediately preceding the employee’s need for donated leave, been disciplined for chronic or excessive absenteeism, chronic or excessive lateness, or abuse of leave; and

4. Either:

• suffers from a catastrophic health condition or injury;

• needs to provide care to a member of the employee’s immediate family who is suffering from a catastrophic health condition or injury; or

• requires absence from work due to the donation of an organ (which shall include, for example, the donation of bone marrow).

Requesting Leave

Both request for and donation of donated time must be submitted in writing to the People Operations and Employee Resources Department to participate in the Donated Leave Program. With the employee’s knowledge, the employee’s supervisor may make such a request on behalf of the employee for his or her participation in the program as a leave recipient.

1. The employee or supervisor requesting the employee’s acceptance as a leave recipient shall submit to the People Operations and Employee Resources Department medical verification from a physician or other licensed health care provider concerning the nature and anticipated duration of the disability resulting from a serious health condition or injury, or donation of an organ.
2. When the People Operations and Employee Resources Department has verified eligibility of an employee as a leave recipient, the People Operations and Employee Resources Department shall, with the employee’s consent, post or circulate the employee’s name along with those of other eligible employees in a conspicuous manner to encourage the donation of leave time, and shall provide notice to all negotiations representatives. If the employee is unable to consent to this posting or circulation, the employee’s family may consent on his or her behalf.

Leave Recipient

A leave recipient must receive at least five sick days or vacation days or a combination thereof from one or more leave donors to participate in the donated leave program.

1. A leave recipient shall receive no more than 260 sick days or vacation days, and shall not receive any such days on a retroactive basis.
2. While using donated leave time, the leave recipient shall accrue sick leave and vacation leave and be entitled to retain such leave upon his or her return to work.
3. Any unused, donated leave shall be returned to the leave donor or donors on a prorated basis upon the leave recipient’s return to work, except that if the proration of leave days results in less than one day per donor to be returned, that leave time shall not be returned.
4. Upon retirement, the leave recipient shall not be granted supplemental compensation on retirement for any unused sick days which he or she had received through the leave donation program.

Leave Donor

1. A leave donor shall donate only whole sick days or whole vacation days and may not donate more than 30 such days to any one recipient.
2. A leave donor shall have remaining at least 20 days of accrued sick leave if donating sick leave and at least 12 days of accrued vacation leave if donating vacation leave.
3. A leave donor shall not revoke the leave donation.
4. A leave donor shall be a Ramapo College employee.

Prohibition

An employee shall be prohibited from threatening or coercing or attempting to threaten or coerce another employee for the purpose of interfering with rights involving donating, receiving or using donated leave time. Such prohibited acts shall include, but not be limited to, promising to confer or conferring a benefit such as an appointment or promotion or making a threat to engage in, or engaging in, an act of retaliation against an employee.

Definitions

Catastrophic health condition or injury:

• a life-threatening condition or combination of conditions; or

• a period of disability requiring the care of a physician who provides a medical verification of the need for the employee’s absence from work for 60 or more work days, or the need for the family member’s care by the employee for 60 or more work days.

Immediate family member:

spouse, same-sex domestic partner/civil union, child, legal ward, grandchild, foster child, father, mother, legal guardian, grandfather, grandmother, brother, sister, father-in-law, mother-in-law, and other relatives residing in the employee’s household..

The electronic signboard has tremendous potential to display written messages as well as graphic images (such as the Ramapo College logo and the Roadrunner).

Procedure

The number of listings that can be read while waiting at the traffic light or driving past the sign is limited to four or five.

Campus members may send a sign posting request via email including brief information (the name of the event and/or name of performer/speaker, date, time, location and posting run time schedule) to the Associate Director of Web and Digital Marketing.

The following criteria will be applied in determining listings for posting:

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

The possible listings will be reviewed on a weekly basis and, using the criteria above, four to five items will be chosen to be included on the signboard.

In the event of an emergency, the signboard will be used to communicate critical information, requiring the temporary removal of all other postings.

Policy

N.J. Admin. Code § 4A:7-3.1

Ramapo College adopts the New Jersey State Policy Prohibiting Discrimination in the Workplace.

(a) The State of New Jersey is committed to providing every State employee and prospective State employee with a work environment free from prohibited discrimination or harassment. Under this policy, forms of employment discrimination or harassment based upon the following protected categories are prohibited and will not be tolerated: race, creed, color, national origin, nationality, ancestry, age, sex/gender, pregnancy, marital status, civil union status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, or disability. To achieve the goal of maintaining a work environment free from discrimination and harassment, the State of New Jersey strictly prohibits the conduct that is described in this policy. This is a zero tolerance policy. This means that the State and its agencies reserve the right to take either disciplinary action, if appropriate, or other corrective action, to address any unacceptable conduct that violates this policy, regardless of whether the conduct satisfies the legal definition of discrimination or harassment.

(b) It is a violation of this policy to use derogatory or demeaning references regarding a person’s race, gender, age, religion, disability, affectional or sexual orientation, ethnic background, or any other protected category set forth in (a) above. A violation of this policy can occur even if there was no intent on the part of an individual to harass or demean another.

(c) It is a violation of this policy to engage in sexual (or gender-based) harassment of any kind, including hostile work environment harassment, quid pro quo harassment, or same-sex harassment.

(d) Any employee who believes that she or he has been subjected to any form of prohibited discrimination/harassment, or who witnesses others being subjected to such discrimination/ harassment, should promptly report the incident(s) to a supervisor or directly to the State agency’s Equal Employment Opportunity/Affirmative Action Officer or to any other persons designated by the State agency to receive workplace discrimination complaints. A person who wishes to take action about prohibited sexual physical contact can file a criminal complaint with law enforcement of the municipality where the incident occurred. That person can also make a criminal report and a report to his or her supervisor/ manager and/or Equal Employment Opportunity/Affirmative Action Officer; one does not have to choose one or the other. All employees are expected to cooperate with investigations undertaken pursuant to (g) below. Failure to cooperate in an investigation may result in administrative and/or disciplinary action, up to and including termination of employment.

(e) Supervisors shall make every effort to maintain a work environment that is free from any form of prohibited discrimination/harassment. Supervisors shall immediately refer allegations of prohibited discrimination/harassment to the State agency’s Equal Employment Opportunity/Affirmative Action Officer, or any other individual designated by the State agency to receive complaints of workplace discrimination/harassment. A supervisor’s failure to comply with these requirements may result in administrative and/or disciplinary action, up to and including termination of employment. For purposes of this section and 4A:7-3.2, a supervisor is defined broadly to include any manager or other individual who has authority to control the work environment of any other staff member (for example, a project leader).

(f) Each State agency shall annually distribute the policy described in this section, or a summarized notice of it, to all of its employees, including part-time and seasonal employees. The policy, or summarized notice of it, shall also be posted in conspicuous locations throughout the buildings and grounds of each State agency (that is, on bulletin boards or on the State agency’s intranet site). The Department of the Treasury shall distribute the policy to Statewide vendors/contractors, whereas each State agency shall distribute the policy to vendors/contractors with whom the State agency has a direct relationship.

(g) Each State agency shall follow the State of New Jersey Model Procedures for Processing Internal Complaints Alleging Discrimination in the Workplace with regard to reporting, investigating, and where appropriate, remediating claims of discrimination/harassment. See N. J.A.C. 4A:7-3.2. Each State agency is responsible for designating an individual, or individuals, to receive complaints of discrimination/harassment, investigating such complaints, and recommending appropriate remediation of such complaints. In addition to the Equal Employment Opportunity/Affirmative Action Officer, each State agency shall designate an alternate person to receive claims of discrimination/harassment.

(h) Retaliation against any employee who alleges that she or he was the victim of discrimination/harassment, provides information in the course of an investigation into claims of discrimination/harassment in the workplace, or opposes a discriminatory practice, is prohibited by this policy. No employee bringing a complaint, providing information for an investigation, or testifying in any proceeding under this policy shall be subjected to adverse employment consequences based upon such involvement or be the subject of other retaliation. Following are examples of prohibited actions taken against an employee because the employee has engaged in activity protected by this subsection:

(i) The burden is on the complainant to articulate a sufficient nexus between the alleged conduct to a protected category pursuant to the State Policy. An employee who knowingly makes a false accusation of prohibited discrimination/harassment or knowingly provides false information in the course of an investigation of a complaint, will be subjected to administrative and/or disciplinary action, up to and including termination of employment. Complaints made in good faith, however, even if found to be unsubstantiated, shall not be considered a false accusation.

(j) All complaints and investigations shall be handled, to the extent possible, in a manner that will protect the privacy interests of those involved. To the extent practical and appropriate under the circumstances, confidentiality shall be maintained throughout the investigative process. In the course of an investigation, it may be necessary to discuss the claims with the person(s) against whom the complaint was filed and other persons who may have relevant knowledge or who have a legitimate need to know about the matter. In order to protect the integrity of the investigation, minimize the risk of retaliation against the individuals participating in the investigative process, and protect the important privacy interests of all concerned, the EEO/AA Officer/investigator shall request that all persons interviewed, including witnesses, not discuss any aspect of the investigation with others, unless there is a legitimate business reason to disclose such information.

(k) Any employee found to have violated any portion or portions of this policy may be subject to appropriate administrative and/or disciplinary action which may include, but which shall not be limited to: referral for training, referral for counseling, written or verbal reprimand, suspension, reassignment, demotion, or termination of employment. Referral to another appropriate authority for review for possible violation of State and Federal statutes may also be appropriate.

(l) All State agencies shall provide all new employees with training on the policy and procedures set forth in this section within a reasonable period of time after each new employee’s appointment date. Refresher training shall be provided to all employees, including supervisors, within a reasonable period of time. All State agencies shall also provide supervisors with training on a regular basis regarding their obligations and duties under the policy and regarding procedures set forth in this section.

Reason for Policy

To achieve the goal of maintaining a work and learning environment free from discrimination and harassment.

To Whom Does the Policy Apply

All employees and applicants for employment, and anyone in the workplace including supervisors, co-workers, or persons doing business with the College.

Related Documents/Resources

• Procedure 216: NJ Policy Prohibiting Discrimination
• Statement of Acceptable Conduct

Contacts

Equity, Diversity, Inclusion, and Compliance
(201) 684-6693

State of New Jersey Model Procedures or Processing Internal Complaints Alleging Discrimination in the Workplace

Date Adopted: December 16, 1999

Date Revised: June 3, 2005, August 20, 2007, October 15, 2009, March 24, 2010, February 8, 2011, November 15, 2011, February 28, 2013, July 26, 2013, March 22, 2016, July 1, 2019, August 19, 2020, November 6, 2023

Each State department, commission, State college or university, agency, and authority (hereafter referred to in this section as “State agency”) is responsible for implementing this model procedure, completing it to reflect the structure of the organization, and filing a copy of the completed procedure with the Division of EEO/AA.

(a)” All employees and applicants for employment should promptly report suspected violations of the State Policy Prohibiting Discrimination in the Workplace, N.J.A.C. 4A:7-3.1(State Policy). The complainant shall have the burden to articulate a sufficient nexus between the alleged conduct to a protected category pursuant to the State Policy.

(b) Complaints of prohibited discrimination/harassment can be reported to either Nicole Morgan Agard, Chief Equity and Diversity Officer & EEO/AA Monitor, to any supervisory employee of Ramapo College or through the State’s Hotline (833-691-0404). To facilitate the reporting of a complaint, the Discrimination Complaint Processing Form can be found on the Ramapo College Office of Equity, Diversity, Inclusion & Compliance websiteor the New Jersey Civil Service Commission’s (“NJCSC”) website.

(c) Complaints and allegations of discrimination/harassment should be reported promptly. Delays in reporting may not only hinder a proper investigation, but may also unnecessarily subject the victim to continued prohibited conduct.

(d) Supervisory employees shall immediately report all allegations of prohibited discrimination/harassment to Nicole Morgan Agard, Chief Equity & Diversity Officer & EEO/AA Monitor. Such a report shall include both alleged violations reported to a supervisor, and those alleged violations directly observed by the supervisor.

(k)  President Jebb or Designee will review the investigative report issued by the EEO/AA Officer or authorized Designee, and make a determination as to whether the allegation of a violation of the State’s Policy has been substantiated. If a violation has occurred by a Ramapo College employee, the People Operations and Employee Resources Department will determine the appropriate corrective measures necessary to immediately remedy the violation.  If a violation has occurred by a Ramapo College student, the Office of Student Conduct will determine the appropriate corrective measures necessary to immediately remedy the violation.

(l)  President Jebb or Designee will issue a final letter of determination to both the complainant(s) and the person(s) against whom the complaint was filed, setting forth the results of the investigation and the right of appeal to the Civil Service Commission as set forth in subsections (m) and (n) below. To the extent possible, the privacy of all parties involved in the process shall be maintained in the final letter of determination. The Division of EEO/AA shall be furnished with a copy of the final letter of determination.

(m) A complainant who is in the career, unclassified, or senior executive service, or who is an applicant for employment, who disagrees with the determination of President Jebb or Designee, may submit a written appeal, within 20 days of the receipt of the final letter of determination from President Jebb or Designee, to the NJCSC, Division of Appeals and Regulatory Affairs (“DARA”), Written Record Appeals Unit, P.O. Box 312, Trenton, NJ 08625-0312. The appeal shall be in writing and include all materials presented by the complainant at the State Agency level, the final letter of determination, the reason for the appeal, and the specific relief requested.

(n) In a case where a violation has been substantiated, and no disciplinary action recommended, the party(ies) against whom the complaint was filed may appeal the determination to the Civil Service Commission at the address indicated in (m) above within 20 days of receipt of the final letter of determination by the State agency head or designee.

1. Complaints may be filed with the following external agencies:

• • • Newark Area Office, 2 Gateway Center, 17th Floor, Newark, NJ 07102, (973) 645-4684 (Newark Area Office has jurisdiction over the State of New Jersey Counties of Bergen, Essex, Hudson, Hunterdon, Mercer, Middlesex, Monmouth, Morris, Passaic, Somerset, Sussex, Union and Warren)
    • Philadelphia District Office, 801 Market Street, Suite 1300 Philadelphia, PA 19107-3127, (215) 440-2600 (The Philadelphia District Office has jurisdiction over the State of New Jersey, Counties of Atlantic, Burlington, Camden, Cape May, Cumberland, Gloucester, Ocean and Salem.)

Policy

All employees who receive a paper paycheck will have payroll checks mailed to the primary address on record for regular biweekly employees during the College’s flex schedule and when a pay date occurs on a holiday. Checks will be mailed via US Postal Service one day prior to each payday.

Reason for Policy

Due to a change in banking regulations release of paychecks prior to the date on the check can no longer be accommodated.

To Whom Does the Policy Apply

All employees

Related Documents

Authorization Agreement for Direct Deposit

Contacts

Payroll Manager
(201) 684-7782

Policy Statement

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

Reason for Policy

To establish terminal degree requirements for faculty appointment and tenure

To Whom Does the Policy Apply

Full-time faculty appointed in tenure-track positions

Related Documents

• Procedure
• List of terminal degrees

Contacts

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

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

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

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

Terminal Degree Requirement for Faculty Appointment and Tenure

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

Faculty Handbook