Non-substantive Amendments*

Policy

The College will write off delinquent student account balances deemed uncollectible according to established thresholds.

Reason for Policy

To provide guidelines and parameters necessary for authorized write offs of delinquent student accounts receivable balances.

To Whom Does the Policy Apply

Business Services and Office of Student Accounts

Supplemental Resources

• None

Contacts

Office of the Controller
(201) 684 – 7117

Policy

Ramapo College of New Jersey adopts the State of New Jersey’s Policy Against Violence pursuant to Executive Order #49 (1996) related to disruptive behavior exhibited by any faculty or staff or contract employees or any violence in the workplace. This policy is intended to foster positive, supportive human relations, create a productive work environment for our academic programs and administrative services and allow a campus environment conducive to the mission of learning.

Reason for Policy

To create a safe, respectful work environment free from intimidation, threats, and acts of violence.

To Whom Does The Policy Apply

All employees “and contract employees” of the College

Related Documents

Procedure 632: Workplace Violence

Contacts

Human Resources
(201) 684 – 7506

Workplace violence includes the threat or actual infliction of physical violence as well as the threat or actual occurrence of psychological violence, which sometimes leads to subsequent physical violence. Moreover, violence or threats of violence against College property shall not be tolerated.

Administrators, managers and supervisors are expected to promote positive behavior and to lead by example by treating employees with the respect and dignity which each person deserves. Emphasis is placed on creating a workplace where established standards of conduct are clear, communicated, and consistently enforced, and where corrective action is used fairly and appropriately to deal with instances of unacceptable behavior.

Prohibited Conduct

Ramapo College does not tolerate any type of workplace violence committed by or against employees or contract employees. Employees or contract employees are prohibited from making threats or engaging in violent activities. This list of behaviors, while not inclusive, provides examples of conduct that is prohibited.

1. Causing physical injury to another person;
2. Making threatening remarks;
3. Aggressive, hostile or menacing behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress;
4. Intentionally damaging employer property or property of another employee;
5. Possession of a dangerous weapon (examples of dangerous weapons include but are not limited to any firearm, stun gun, knife with 3’ blade or longer, explosive device, bow and arrow, brass knuckles) while on College property or while on College business;
6. Committing acts motivated by, or related to, sexual harassment or domestic violence.

Consequences of Violations of the Policy

Violators are subject to criminal prosecution, suspension, and/or termination of employment. Other action taken against violators may include mediation, referral to the College’s employee assistance program, Employee Consulting Associates, or counseling. Depending on the circumstances, College management may request law enforcement personnel to remove from the premises any employee or contract employee who makes threats, exhibits threatening behavior, harasses others, attempts to intimidate employees, or intentionally damages property.

Action to be Taken

Reporting Procedures

Any potentially dangerous situations witnessed must be reported to a supervisor or to the Department of Human Resources. Supervisors must consult with the Department of Human Resources whenever there is a complaint or report of workplace violence. Situations representing imminent danger should be reported to Security immediately. All reported incidents will be investigated. Reports or incidents warranting confidentiality will be handled appropriately and information will be disclosed to others only on a need-to-know basis.

Supervisor Responsibilities

All complaints or reports of workplace violence must be reported to the Department of Human Resources. Attempts should be made to diffuse a potentially volatile situation, ensure safety of employees, and/or seek medical attention if necessary. Situations representing imminent danger should be reported to Security immediately.

Management Responsibilities

The College will actively intervene at any indication of a possibly hostile or violent situation. The College will take prompt and appropriate action subject to established College policies and procedures and contractual agreements. This action may include criminal prosecution of the person or persons involved, suspension, and/or termination of employment. Action may also include mediation, referral to the College’s employee assistance program, Employee Consulting Associates, or counseling.

Employee Responsibilities

All employees are expected to report incidents of workplace violence to a supervisor or to the Department of Human Resources. All employees are expected to cooperate with any investigation of workplace violence. Employees may be asked to provide statements regarding an incident of workplace violence to which they were a witness.

Policy Implementation

Copies of the policy will be distributed to all faculty and staff, included in the Employee Handbook, and made available on the web. Managers and supervisors will be responsible for informing employees of this policy and for enforcing compliance. Managers and supervisors will continue to have primary responsibility for ensuring a safe workplace, for monitoring and resolution of employee conflicts or disputes, for taking appropriate corrective action when potential violent situation develop, and for working cooperatively with the Department of Human Resources and other College offices when threats or acts of violence occur.

Policy

Present policy guidelines for the creation, operation, and review of centers and institutes that promote educational programs, training, and/or services to constituents at the college and to the community.

Reason for Policy

Set forth policy and procedure to guide the developments of centers and institutes.

To Whom Does the Policy Apply

Faculty and other distinguished scholars

Related Documents

Procedure

Contacts

Office of the Provost
(201) 684-7529

This document presents guidelines for the creation, operation, and review of centers and institutes at Ramapo College of New Jersey. Centers or institutes contribute to the academic life of the school or the college by fostering collaboration among faculty, convening groups, and schools. They promote research activities that may not otherwise take place, and add a dimension to the research potential of their members.

Generally speaking, an institute is a research entity organized within a convening group or school whose research activities focus on a single discipline or field of study. It provides an array of services to a broadly defined off-campus as well as some on-campus populations. Services are custom designed to address the needs of the defined population. Institutes are created for an indefinite period of time, and are established as revenue generating, self-support cost centers.

A center is organized within a school or the college and promotes research activities that are multidisciplinary and interdisciplinary in nature, and may serve as an umbrella for multiple Institutes. The purpose of a center is to provide predefined services to a specific population. Centers are created for an indefinite period of time, and may or may not generate revenue. However, it is the expectation that centers, like institutes, will be self-supporting cost centers with grants and gifts as their primary source of support.

Centers or institutes at Ramapo College of New Jersey shall:

• Have a clear intellectual focus that defines its essential program and research activities
• Advance the scholarly mission of a convening group, school or the college
• Conduct research in emerging fields, in areas not covered by discipline-based convening groups, or in any area that can benefit from focused study
• Provide educational programs, training, and/or services to constituents at the college and to the community
• Extend the visibility and reputation of the college in the public realm
• Facilitate external relationships with other research entities and granting agencies
• Provide opportunities for faculty and other distinguished scholars to pursue research and education that is enhanced through collaboration with others
• Promote research activities that may not otherwise take place

Procedures for Formation of New Centers or Institutes

Application Process

A proposal must be submitted and approved through the review process described below. The application process includes the following steps:

1. Submission of a fully developed proposal (see guidelines below). Forward proposal to ARC via Faculty Assembly for review and comment.
2. Obtaining approvals from the various levels of review including the school’s unit council, dean, provost, the cabinet, and president, and other applicable offices such as PRC, budget and space committees
3. Notification of acceptance or denial of the request

State or Federal Agency Grant Funded Process

For centers or institutes that will be established via a state or federal agency grant, the grant proposal may serve as the documentation requesting approval for the center or institute. The proposed principal investigator must confer with the provost regarding the planned submission of a grant proposal in advance of submission to enable approval by the provost. The provost must approve the creation of a center or institute prior to the initiation of, or acceptance of, fundraising or grants activity.

Externally Funded Institute Process

For proposed centers or institutes that will be supported by individual donors, foundations, or corporations, a written proposal must be submitted to and be approved by the provost and vice president for institutional advancement. Future fundraising plans must be reviewed by the provost, and approved by the vice president for institutional advancement.

Approval Process

The applicant will receive notification from the provost or designee regarding the status of the proposal. All proposals will be either:

• Approved as submitted;
• Rejected as submitted; or
• Returned for modification and resubmission.

Submitting a Proposal

The proposal must address the following: purpose personnel, funding, advisory boards, space, strategic partnerships, and evaluation/assessment.

Purpose. This section shall address:

1. Explain and/or describe the purpose(s) and mission
2. Describe center or institute goals (must be stated in measurable terms where applicable) and how they will support the mission and strategic planning goals of the college and/or the relevant school
3. Describe the population(s) to be served
4. Discuss the proposed center or institute’s benefits to and impact on the college, the faculty, students, and/or the community
5. Discuss the key milestone activities

Human Resources. This section shall address:

1. Provide a job description of the person(s) responsible for the operation of the proposed center or institute (include a copy of current curriculum vitae)
2. Describe how the background/experience of the responsible person(s) will contribute to the fulfillment of the center or institute goals
3. Provide job description of other staff members

Budget. New centers and institutes may require start-up funding to provide the foundation necessary to support their activities. It is the expectation that the center or institute will become self-supporting within three years of operation. The director of the center or institute must obtain approval from the president, or designee, before entering into any arrangement that may bind the college. This section requires that the following tasks be completed:

1. Prepare a start-up budget and a three-year budget with revenue projections.
2. Describe the extent to which the center or institute will be self-supporting and contribute to the cost of overhead expenses.
3. Describe the external/internal resources that are expected to support the proposed center or institute.
4. Explain the expectations for school/college/foundation contributions to the budget at the time of start-up as well as budget expectations from the school/ college/foundation over the first three years, if applicable.
5. Address the center or institute’s impact on existing programs, staffing (i.e. need for reassigned time, faculty/staff replacement funds, overtime, additional student assistance funds, etc.).
6. Indicate key resources needed (staff, space, equipment, supplies, other) to support the center or             institute.
7. Address the type, cost, and timeline of media needed to advertise and market the center or institute and/or its activities.

Advisory Boards. An advisory board may be created for a center or institute to:

• Oversee whether the center or institute is operating within its mission
• Review the center or institute’s accomplishments in light of its goals
• Provide long-range guidance for the center or institute’s major direction and strategies
• Contribute to and/or promote the financial viability of the center or institute

The advisory board may include qualified representatives from academic communities, professional organizations, corporations, donors, or other groups or entities of relevance to the center or institute. Prospective members of an advisory board should be discussed with the provost and the vice president for institutional advancement to ensure coordination of the college’s efforts to engage individuals appropriately. The director or a nominating committee may recommend prospective board members but may not invite or appoint new members to the board independently. Appointment to advisory boards is done by the provost in consultation with the vice president for institutional advancement and the president.

Advisory boards are expected to meet at least annually. The director, respective dean and the provost serve as an ex-officio member of the board and should attend advisory board meetings.

Appointments to advisory boards should make clear the expectations of membership, including the philanthropic expectations, if applicable. Advisory boards should have a formal mechanism for membership and term rotation to ensure continuity.

Space. This section should address what facilities will be needed for the center or institute.

Strategic Partnerships. This section should describe any existing or planned partnerships with external entities, e.g., other colleges/universities, organizations, corporations, or agencies. Show how such alliances will support the goals and objectives of the center/institute, increase quality, and enhance the college’s visibility at the local, state, and national levels. Note any group(s) that might act in a consulting capacity and the key responsible person(s). The director of the center or institute must obtain approval from the president, or designee, before entering into any arrangement that may bind the college.

Evaluation/Assessment. This section should identify specific key performance indicators that will be used to evaluate the center or institute. How will progress be assessed? What metrics/data will be used to assess goal achievement?

Approved Proposals

Copies of all approved proposals requesting funding will be provided to the vice president for administration and finance. Approved funds may be available at the start of the fiscal year. The division of Academic Affairs maintains the records for all, including meeting minutes.

Operation of Centers and Institutes

Appointment. The center or institute director may be appointed to a single year or multiple year term, with conditions of employment such as compensation, review, reappointment etc., specified in the appointment letter sent by the People Operations and Employee Resources Department. Most often the appointment is part-time.

Management of Centers and Institutes. The directors of centers and institutes are most often members of the faculty and report to the provost through a dean, or directly to the provost. The dean/provost is responsible for ensuring that the center or institute adheres to and is successful in meeting its stated mission and goals.

Job Description. The director has day-to-day administrative oversight and must provide leadership to the center or institute. His/her responsibilities may include creating goals and objectives; ensuring that the center conducts research, teaching, or related activities consistent with its mission, goals, and objectives; establishing an organizational structure for effective functioning consistent with college policies and procedures; interacting with college faculty and administrators, as well as with external constituents on behalf of the center or institute; securing resources to support the center or institute and overseeing fiscal matters and submitting financial reports as required; and ensuring that grant and donor agreements are met (as applicable).

Annual Review. Directors are reviewed annually by the dean and/or provost using the college’s evaluation processes, on the basis of the following criteria: meeting the goals and objectives of the center or institute; involving faculty and students; garnering the resources to maintain, support, and achieve prominence for the center or institute; utilizing the center or institute’s advisory board (if applicable) to enhance and expand its goals and activities; managing the center/institute effectively; the center or institute’s contribution to the visibility and stature of the college; and the center or institute’s contribution to scholarship. Other factors may be evaluated as well.

Reporting. The director shall provide an annual report of center/institute activities, achievements, progress toward goals; fiscal management; and resource projections to the dean, provost, advisory group, and any other stakeholders.

Evaluation/Assessment. After three years of operation, the center or institute shall undergo a comprehensive program review using established program review guidelines. The evaluation should, among other things, include a self-assessment and an external evaluation with recommendations designed to enhance the functioning, development, and continuing viability of the center or institute.

The program review should address and demonstrate the center or institute’s effectiveness in enhancing the academic mission of the college; meetings its goals and objectives; contributing to the visibility and stature of the college; enhancing the quality of scholarly activity, educational programs, and/or other intellectual contributions; the level and participation of faculty and students in center or institute activities; management effectiveness; financial sufficiency; and the effectiveness of the advisory board (if applicable). The director shall provide a copy of the evaluation/assessment to the provost.

After the initial program review, the center or institute shall complete reviews every three years. The administration has the right to initiate a review at any time.

For centers or institutes that currently exist, the provost shall establish a schedule of reviews.

Dissolution – Centers or institutes have defined missions that address specific teaching, research, and/or service goals. As the issues used to create the focus for the center or institute are resolved or evolve, the need for the center or institute may also change. A center or institute will exist only as long as it is deemed to be performing the function for which it was created. A center or institute may be dissolved by the provost for any of the following reasons:

1. It ceases to accomplish its objectives,
2. It has fulfilled its objectives,
3. The objectives can be met more effectively in some other way, or
4. Sufficient funding no longer exists from internal or external sources.

In the event the center or institute is terminated and it has assets, there must be a plan which describes how its assets will be distributed. Center or institute dissolutions must be approved by the cabinet and the president.

All center and institute directors are responsible for understanding and adhering to all college policies and procedures.

*Non-substantive amendments to Policy

Policy

The President of the College or their designee has the authority to close the College and adjust hours and modes of operation as determined to be practicable.

Reason for Policy

To permit adjustment of College hours and modes of operation as deemed necessary.

To Whom Does the Policy Apply

All employees

Related Resources

• Clarification of Terms in the Event of a College Closure
• Protocols for Closing (People Operations and Employee Resources)
• Policy 228: Emergency/Non-Emergency Notification, & Timely Warning

Contacts

Public Safety

*Non-substantive Amendments

Policy

In the event that it is necessary for some employees to use cell phones to conduct official college business on a regular basis, the college will provide a non-taxable wireless communication allowance for employees who must use their personal devices for work purposes. The College does not purchase devices or pay vendors directly for related monthly cell phone services except for those positions specifically identified in the procedure document.

Reason for Policy

This policy was created to: establish guidelines to identify which positions an allowance is appropriate and necessary; create an effective and manageable support and record keeping structure for both individuals and the college; and to help manage communications costs.

The employee will be responsible for selecting, contracting, and paying for cellular services they desire. This policy will allow the employee to choose a plan that fits both their personal and professional lives. Employees will not be required to itemize their professional versus personal calls or turn in monthly documentation.

To Whom Does the Policy Apply

College employees who use their personal mobile devices for college business on a regular basis and/or are required to be accessible outside normal working hours on a regular basis.

Related Documents

• Procedure 606: Cell Phone Allowance
• Cellular Service Reimbursement Request Form

Contacts

Office of the Controller

(201)684-7117

Date Adopted: September 2009

Date Revised: June 2011, December 2012, September 2013, January 2014, August 2020, November 2024*

Ramapo College of New Jersey (the “College”) does not typically provide cell phones to employees or pay vendors directly for related monthly cell phone services. However, there are circumstances that may warrant such an arrangement. This procedure will address cell phone reimbursement as well as addressing the atypical situation when an employee requires a college-provided phone.

I. Cell Phone Reimbursement Procedure

It may be necessary for some College employees to use cell phones to conduct College business on a regular basis. The allowance is not intended to include occasional, incidental, or emergency access. Simple convenience is also not a criterion for cellular device reimbursement. A reimbursement may be authorized if at least one of the following two criteria is met:

• The job function of the employee requires considerable time outside of their assigned office or work area, and it is important to the College that they are accessible during those times.
• The job function of the employee requires them to be accessible outside of scheduled or normal working hours.

A. Authorization

In the cases where a cell phone is deemed necessary per the above criteria, the unit director and division Vice President must authorize the reimbursement and ensure that there are sufficient funds within the unit’s budget to support the expense.  The unit director and division Vice President shall review and authorize the Cellular Reimbursement Request Form.  All allowances will be charged directly to unit’s budget in the Cell Phone allowance account Code 6071.

B. Reimbursement Levels

Once the approved form is received, the allowance will be calculated in the following manner:

Reimbursements are paid on the portion of the cellular service bill attributable directly to the employee’s cellular device only. This documentation must be included with the Cellular Service Reimbursement Request Form to initiate the reimbursement.  The appropriate division Vice President will monitor approved cellular devices, at a minimum, on an annual basis but also as roles and responsibilities within their division which may warrant any reimbursement changes. Business Services will send a listing of all approved reimbursements to review annually.

To determine the dollar amount of the cellular device reimbursement for qualified employees the supervisors should use the following device reimbursement price tiers:

• • Tier 1 – the lesser of $20/month or 25% of cell phone bill attributable to the employee who uses the phone less than 450 minutes for business usage: This reimbursement is for an employee who has light usage of the cellular device for business purposes
  • Tier 2 – the lesser of $45/month or 50% of cell phone bill attributable to the employee: This reimbursement is for an employee who has heavy cellular device usage (450 minutes or more) plus extra phone services such as email and calendar integration for their job.
  • Tier 3 – 100% of cell phone bill attributable to the employee: This reimbursement is only for Cabinet members or key personnel who are required to be available 100% of the time (this determination will be made based upon the employee’s job description and confirmed by the appropriate Vice President). This reimbursement is specifically for cellular device usage and mobile broadband for wireless card/laptops and internet usage for their phone. Hardware and any additional costs are not the responsibility of the College.

For Tier 2 and Tier 3 – Please note that any data (email, calendar, VPN, etc.) housed on a device that is work related is owned by the College and any such data must be removed upon separation from the College.  In the future the College may require installation of a Mobile Device Manager to further secure this data.

Positions within the College that qualify for 100% reimbursement will be processed on a case-by-case basis upon approval by the cognizant Vice President and the Vice President for Administration and Finance, or President, as applicable.

Under no circumstances should the approved monthly reimbursement amount exceed the actual monthly cell charges incurred by an employee.

C. Logistics for Active Participants

• • Reimbursements will begin on the first day of the month after the reimbursement is authorized.
  • The monthly cell phone allowance is paid to the employee through payroll on a bi-weekly basis. The allowance does not constitute an increase to base pay and will not be included in the calculation of percentage increase to base pay due to raises, upgrades or promotions or benefits. Allowance payments are not subject to retirement deductions or contributions.
  • The allowance shall be paid to those employees who continue in pay status. Allowances will be suspended if an employee goes into leave without pay status.  Any requests to continue allowance while an employee is on a leave status should be submitted to the Payroll by the unit director and approved by the cognizant Vice President.
  • The reimbursement is not an entitlement. The amount can be changed or withdrawn without notice at any time.
  • The cellular device service is personally owned by the employee. An employee receiving a cellular device reimbursement must maintain an active cellular device contract with their carrier for the life of the reimbursement.

D. Discontinuance of Reimbursement

• • If an employee is terminated, resigns, transfers, is on leave or is no longer eligible for a cellular device reimbursement, the employee’s supervisor should submit a revised Cellular Service Reimbursement Request Form noting “Discontinue reimbursement as of date of separation” in the business justification section.
  • The College’s data will be wiped once the employee is no longer eligible for the cellular device reimbursement.

E. Cellular Device Use

a. Employees who are provided with a cell phone allowance shall provide their cell phone number to their supervisor or anyone else with whom the employee may be conducting College business with and will promptly report any phone number or plan changes.

b. The employee agrees to carry the cell phone with them and be accessible for business use as required by their unit director.

c. Employees are encouraged to take appropriate safety precautions when using their cellular telephone at all times.

d. Under no circumstances should employees place calls when operating a motor vehicle while driving on College business and/or during College time.

e. In addition, writing, sending, or reading text-based communication — including text messaging, instant messaging, or email — on wireless or cellular devices while driving is a violation of this policy.

f. If you must conduct business while in your vehicle, safely pull off the road or do so while parked. Employees are expected to comply with applicable state laws regarding the use of cellular devices.

g. If a device housing college data is lost or stolen this must be reported to ITS immediately to make sure the access to email and other systems is secured. This will force, at a minimum, password changes for the user.

II. Ramapo College of New Jersey Provided Cellular Devices

A. Eligibility
A College-owned device may be issued to employees who meet specific job-based eligibility criteria, which include the following:

• • Employees who are required for 24/7 on-call responsibilities and after-hours support; or
  • Employees with additional communication needs regarding emergency services, safety or technical services and support; or
  • Employees whose job requires them be away from their assigned office or work area a significant amount of their work day, and need the be accessible, or do not have access to a desktop phone; or
  • Employees who must be available 24/7 for media and public relations, crisis management, or additional communication needs regarding College business; or
  • Employees who must be available 24/7 for on-call responsibilities, patient care needs, or additional communication needs regarding emergency medical care.

B. Authorization
Any requests for a College-owned device must be initiated by a unit head and approved by the appropriate division Vice President. To request a College-owned cellular device, fill out the Cellular Device Request Form and send it to Telecomm@ramapo.edu. College-owned devices are NOT the property of the employee and ONLY business related activities should be conducted on those devices (e.g. do not load personal data or apps on the phone).

Reimbursements for multiple cellular devices are not permitted by the College under this policy (for example, if the employee has a College-issued device, they cannot submit for reimbursement for their personal device as well).

C. Cellular Device Peripherals

The College will only cover the cost of a protective case for the cellular device for College-owned devices. College funds may not be used to pay for other peripherals such as screen protectors or other items for personally owned devices.

D. Cellular Device Storage

For College-owned phones, the College only allows for the purchase of cellular devices with the basic/least amount of storage capacity available for that model. Larger storage sizes are not permitted. Storage requirements will be reviewed annually by ITS to address current computing requirements or compliance.

E. Personal Use of College-Provided Cellular Device

Although the occasional use of a College cellular device for personal calls may be necessary, incoming and outgoing personal calls are discouraged.

At the discretion of the College, employees may be required to reimburse the College for personal phone calls made from an institutional cellular device. Reimbursements should be processed through your supervisor.

Note that misuse of the cellular device — using it in ways inconsistent with College policy or with local, state, or federal laws — will result in immediate cancellation of the cellular device privilege, and the asset (if applicable) will be returned to the College. Further, disciplinary action may also be taken against the employee.

F. Replacement and Damaged College-Owned Cellular Device

Employees are eligible for replacement of a College-owned cellular device once every two years, subject to the availability of funds within the unit’s budget.

Employees with damaged College-owned cellular devices will only be allowed one replacement during a two-year period. All approved replacements will follow the regular replacement cycle observed by the carrier.

• • It is the responsibility of the employee to replace accidentally damaged cellular devices, unless the damage occurs during a work activity.
  • The replacement for a damaged cellular device can only be of the same make and model that the employee is currently using, or if unavailable a model with the same platform selected by the College. A damaged cellular device cannot be replaced with an upgraded model.
  • It is the responsibility to immediately report lost cellular devices to ITS so that the service can immediately be disabled.

All College-owned cellular devices, whether damaged, replaced as part of the replacement cycle or change of carrier, must be returned to the College in compliance with the College’s Technology Ownership Policy.

G. Deprovisioning College-Owned Cellular Devices

Separating Employees

If an employee has a device account previously provided through College because of the employee’s job function, the College will discontinue providing that account when the employee separates from the College, and the device will be returned to the College.

Human Resources must notify Payroll of an employee’s last day once it has been determined.

The employee must turn in the cellular device to the ITS group. The return of the cellular device to ITS must take place prior to the close of business on their last day of employment. Failure to do so may result in legal action.

Human Resources will be notified if issued equipment is not collected by ITS by close of business on the person’s last day of employment.

Position Changes

In situations where an employee changes positions within the College, it is the responsibility of the unit head of the vacated position to collect the cellular device.

Function Changes

If a current employee has a college-owned device that is no longer required for their job function, the employee must turn in the cellular device to the ITS.

III. Policy Compliance

Violations of this policy and procedure may subject the violator to disciplinary actions, up to or including termination of employment, and may subject the violator to penalties stipulated in applicable state and federal statutes.

The College reserves the right to conduct audits and other inquiries to ensure that the policy and procedure are being followed or where there are concerns relating to adherence.  Findings of audits may result in appropriate disciplinary action for violations of policy and procedure, including but not limited to cancellation or change of service as well as other employment or academic action.

Policy

The Office of Institutional Research is responsible for coordinating surveys that are administered to constituencies of the College. The Office provides assistance in conducting and developing surveys.

Reason for Policy

To set forth policy and procedures to ensure the coordination, validity, and integrity of survey instruments deployed at the College as well as the utility of the data they produce and to ensure appropriate steps are taken to protect the rights and welfare of humans participating as subjects in the research.

To Whom Does the Policy Apply

All members of the Ramapo College community.

Related Resources

• Procedure 635: Campus Surveys
• IRB Policy and Procedures
• Annual Survey Calendar

Contacts

Office of Institutional Research
(201)684-7766

The coordination of surveys that are administered to members of the College is the responsibility of the Office of Institutional Research (OIR). OIR provides assistance in survey development and distribution, and partners with units who are seeking and using survey data to inform assessment, decision-making and research activities.

I. Internal Surveys

a. All surveys, including those administered online, via e-mail, or via paper, must be registered with OIR if they are to be administered to any of the following College constituencies:

• currently enrolled students
• formerly enrolled students
• recent graduates
• alumni
• faculty
• staff
• retirees

b. The following surveys do NOT have to be registered with OIR:

• anonymous questionnaires administered for purposes of evaluating participants’ satisfaction with an event, program, or process; and
• surveys that are developed for a course assignment, under the supervision of the instructor, for which the target population can be contacted directly (such as the students in the course).

c. Any study that involves human subjects may require review and action by the College’s Institutional Review Board (IRB). Only the IRB can determine if a project is exempt from its review. Registering a survey with OIR does not constitute review by the IRB, nor does having a review conducted by the IRB satisfy the requirement to register the survey with OIR.

II. External Surveys, Questionnaires, and Related Data Requests

As a public higher education institution, Ramapo College routinely receives requests from external entities (private and public) for the purposes of compliance, benchmarking, and accreditation. OIR coordinates the College’s response to all such external surveys, questionnaires, and other related external data requests. Responses provided by OIR represent the College’s official position.

Policy

Bonfires are permitted on selected college property if approved by the President’s Cabinet and all provisions of the New Jersey Fire Code for a safe open burning are met.

Reason for Policy

Sets forth procedures for having bonfires on college property.

To Whom Does the Policy Apply

Ramapo College members and visitors

Related Documents

• Bonfire Procedures
• Guide to Community Living
• Bonfire Request Form

Contacts

Director of Environmental Health & Safety
(201) 684-7531

When a bonfire is planned on College property, a review of the plans and request will be conducted. This document provides general guidelines for those who plan a bonfire as part of a College event.

General Information

1. Plans for all bonfire events must be approved by the President’s Cabinet.
2. After approval is received from Cabinet the Bonfire Request forms will be submitted to the Office of
   Events and Conferences sixty (60) days prior to the event to allow for ample time to review the
   plans and engage the necessary resources.
3. Requests will be reviewed by the Office of Events and Conferences and other applicable campus departments and confirm date availability.
4. A designated Event Coordinator will be appointed by the requesting group to act as the main point
   of contact, maintain contact with the Center for Student Involvement (CSI) to coordinate and manage the bonfire event (ordering/delivery of wood, entering work orders, communication with the campus Fire Marshal).
5. To insure personal safety, the local Fire Department is the only one authorized to extinguish the fire.

Bonfire Requirements

1. All approved bonfires are held on the gravel lot adjacent North Field.
2. All bonfires will have maximum dimensions of 5’x5’x5’ and maximum burn time of 3 hours.
3. The Fire Marshal will request the required permits from the NJ Division of Forestry and the Division of Fire Safety. The Fire Marshal will also contact the local Fire Department and ask to standby at the bonfire.
4. The Event Coordinator shall ensure that at least one member of the College’s Public Safety Department is on stand by along with the local Fire Department prior to the start of the bonfire.
5. Fuel for the bonfire will consist of seasoned dry firewood, all excess wood and debris must be removed from the site once the fire is bonfire is constructed.
6. Accelerants (gasoline, kerosene, diesel fuel, etc.) or any other flammables are not permitted to start or re-start the bonfire.
7. All persons involved in the construction of the bonfire must wear the proper personal protective equipment. This is, but not limited to, safety glasses, shoes with substantial soles, and leather gloves.
8. Potential severe weather or steady winds of 10 mph or higher may delay or cancel the bonfire. If wind speeds increase to a dangerous level or weather conditions worsen after the bonfire is started, the fire may be extinguished to protect the public and nearby property.

Policy Statement

All blood drives held on campus must be approved through the Health Services Office.

Reason for Policy

To ensure compliance with Federal regulations regarding donation of whole blood and to prevent the overtaxing of the limited pool of blood donors available.

To Whom Does the Policy Apply

Students, Faculty, Staff and Sponsors

Related Documents

Procedure

Contacts

Associate Director of Health Services
(201) 684-7536

In order to maintain compliance with Federal regulations regarding donation of whole blood and to prevent overtaxing the limited pool of blood donors available, the Center for Health & Counseling Services will authorize all blood drives on campus.

Procedure:

Any person or organization, internal or external, that wants to sponsor a blood drive on campus, must gain approval from Health Services. Only contracted blood bank organizations will be used for the blood drive.

Blood drives will be open to all members of the Ramapo community and surrounding community. Blood drives will not be held for specific individuals or causes unless authorized by the Associate Director of Health Services.

Upon approval by the Associate Director of Health Services, Events and Conferences will schedule the blood drives. No advertisement of the event will be permitted until the event is approved and notification from E&C has been made.

A minimum of 4 weeks notice is required for any planned event.

*Non-substantive amendments

Policy Statement

An Athletic Hall of Fame Committee will be responsible for the nomination and selection of Hall of Fame candidates who may include alumni who graduated at least five years prior to nomination, former coaches, teams or individuals who have contributed to the athletic program.

Reason for Policy

To honor those who have made significant contributions to the history of intercollegiate athletic competition at Ramapo College.

To Whom Does the Policy Apply

Athletes, former coaches, teams, alumni or individuals who have made significant contributions to the history of intercollegiate athletic competition at Ramapo College.

Supplemental Resources

Athletic Hall of Fame Website

Contacts

Director of Athletics

*Non-substantive amendments

Policy Statement

The establishment of a doubtful accounts allowance ensures that the receivables are not overstated for financial reporting purposes.

Reason for Policy

To provide guidelines and parameters necessary to establish an allowance for doubtful accounts to reflect the amount of student accounts receivables that is estimated will be uncollectible.

To Whom Does the Policy Apply

Business Services and the Office of Student Accounts

Related Documents

None

Contacts

Office of the Controller
(201) 684-7117