Administration Policy



Title: Presence of Pets/Animals in the Workplace
POLICY NUMBER: 001

I. REASON FOR POLICY

It is acknowledged that the campus, in great part, is made up of public spaces. For this reason it is often difficult to differentiate between the truly public areas and those spaces which are work spaces. Nevertheless the workplace is intended to be devoted to the efficient and effective delivery of education and related services to students, parents, and members of the community. In those workspaces, the presence of animals not devoted to accomplishing these objectives is disruptive, non-hygenic, and potentially unsafe.


II. POLICY STATEMENT

It is the policy of Fredonia, that faculty and staff are prohibited from bringing personal pets or other animals into the workplace. The only exception to this policy applies to service animals (e.g., seeing eye dogs). This applies to all campus buildings and all state vehicles at all times.


III. AUTHORITY FOR POLICY

Adopted May 18, 2000 by the authority of the President's Cabinet.


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Title: Skateboarding on Campus
POLICY NUMBER: 002

I. REASON FOR POLICY

Fredonia has an obligation to provide a safe environment for faculty, staff, students, and visitors. The use of skateboards on campus infringes on our ability to fulfill this obligation. It creates a danger to pedestrians on campus and causes the defacing of campus buildings.


II. POLICY STATEMENT

It is the policy of Fredonia, that no person shall use, operate, or ride on a skateboard in any public parking area within the college campus, inside any college building or facility, on any outdoor stairway, plaza, wall, or loading dock. Furthermore, such activity is prohibited on the outdoor track, tennis courts, and in front of any entrance to or exit from the buildings on campus.

Penalties for violation are as follows:
  • 1st Offense: Confiscation of the skateboard for a period of (5) days. For non-students, a parent or guardian must claim the equipment.
  • 2nd Offense: Confiscation of the offending equipment for a period of fifteen (15) days. College students will be referred to the college judicial system. Non-students will be notified that they are banned from campus. If they return they will be arrested for trespassing.
  • 3rd Offense: Confiscation of the offending equipment for a period of six (6) months. College students will be referred to the college judicial system. Non-students will be arrested for trespassing.
III. AUTHORITY FOR POLICY

Adopted on April 3, 2002 by the authority of the President's Cabinet.

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Title: Fredonia Fee Waiver Policy
POLICY NUMBER: 003

I. REASON FOR POLICY

To establish a waiver policy of the Student Services and Program Fee.


II. POLICY STATEMENT

Standard Waivers
 
Students in the following categories are eligible for a 50% reduction in the Student Services and Programs charge (the cumulative fee charged to all students, which includes Technology Fee, Parking Fee, Student Activity Fee, Health Fee, Athletics Fee, and Campus Life Fee):

  • Fredonia students studying abroad. The fee reduction forms are available through the Office of International Education, LoGrasso Hall, 673-3171, and must be completed at the time of formal application for the study abroad experience.
  • Students exclusively enrolled in SUNY Learning Network courses offered by Fredonia. SUNY Learning Network students will be sent the fee reduction form by the Office of Internship/International Education.
  • Full-time students at another SUNY campus who are taking one SUNY Learning Network course offered by Fredonia. SUNY Learning Network students will be sent the fee reduction form by the Office of Internship/International Education.
Extraordinary Waivers
 
Students in these three categories who have a significant reason for requesting a reduction of more than 50%, and any other student who has special circumstances that warrant a fee reduction, may petition through the following procedure:
  • Complete an application for fee reduction, available in the Office of Student Affairs.
  • Within a week of receipt of the application, a 3-person panel, composed of two campus designees and one student, will review the petition and make a determination to either grant the request, grant a partial request, or deny the request.
  • The student will be notified immediately in writing of the panel's decision and the reason for the decision.

 
III. AUTHORITY FOR POLICY

Approved on August 15, 2001 by the authority of the President's Cabinet.

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Title: Payroll Deduction for the Collection of Parking Fines
POLICY NUMBER: 004

I. REASON FOR POLICY

To establish a policy for the payroll deduction of parking fines that are not voluntarily paid.


II. POLICY STATEMENT

It is the policy of Fredonia that administrative fines assessed for the violation of University parking regulations may be deducted from the salary and wages of University employees if such fines are not paid voluntarily.
 
Prior to resorting to the payroll deduction process for the collection of parking fines, every effort is made to encourage an employee to make payment voluntarily. This collection effort includes the parking ticket itself, and follow-up letters sent from the Office of Student Accounts, parking unit.
 
When the above efforts have failed to result in payment of outstanding fines, such fines may be deducted from the salary or wages of the person. This is accomplished based on the following guidelines:

  • Payroll deductions may be made when an employee accumulates unpaid fines, or
  • When an employee leaves State Service.

Salary and wage checks are not withheld due to unpaid parking fines unless there is insufficient time for the procedure to be followed, as in the case of termination.
 
The procedure for deducting from payroll checks is as follows:

  • To deduct the uncollected fine from a payroll check, a dollar amount is entered as a deduction in PAYSR. This request must be made in writing from the parking unit to the Payroll Office.
  • For the following payroll, once a goal amount is met for the deduction, the deduction stops.

III. AUTHORITY FOR POLICY

SUNY Administrative Procedures Manual Section 152
 
Adopted April 17, 2002 by the authority of the President's Cabinet.

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TITLE: Fredonia Cell Phone Policy

POLICY NUMBER: 005               

 I. REASON FOR POLICY

This policy describes the assignment, use, and management of cellular telephones by employees of Fredonia. Fredonia provides for the use of cellular telephones for those individuals whose duties and responsibilities require immediate or remote communications capabilities.

II. POLICY STATEMENT

POLICY

The Vice President for Administration shall be responsible for the administration of cellular telephone use, including the acquisition of cellular telephones, the specific service plan for cellular telephone use, and the method of reimbursement for personal telephone calls by employees. The acquisition of cellular telephone services and service plans shall be in accordance with the State University of New York Administrative Procedures Manual – Item 300 – Purchasing and Contract Procedures.

  1. The assignment of cellular telephones must be approved by the Vice President for Administration and should be only to employees whose duties and responsibilities require immediate communications capabilities. The Director of University Services must review the assignment of all cellular telephones at least annually to assure compliance with this policy.
  2. A current inventory of all cellular telephones must be maintained. Such inventory must include decal numbers, serial numbers, and telephone numbers, along with the name of each employee to whom a unit has been assigned.
  3. Each employee assigned a cellular telephone must sign an acknowledgement of the Cellular Telephone Policy (see Attachment 1) which is to be maintained in the employee’s personnel file.
  4. Each employee assigned a cellular telephone shall be primarily responsible for the security and maintenance of the unit, and must immediately report the theft, loss, or vandalism of the unit to the Director of University Services. Failure to do so will make the employee personally liable for payment of all calls made against the lost cellular telephone. Employees are personally responsible for any charges to replace cellular telephones that are lost or stolen.  
  5. Each employee is responsible for all incoming and outgoing calls made against their cellular telephone. Assigned cellular telephones should be used for official business related activities. Any non-state business calls placed against an employee’s cellular telephone is their personal responsibility for payment. Personal use of an assigned unit shall be occasional, incidental, or for emergencies and is subject to a 10 cent per minute charge per call. Pix and text messages will be charged at the rate of 10 cents per pix/text message. All other cellular services will be charged at the rate of each added service (example: Web access, e-mail, etc.)
  6. A monthly usage bill will be provided to each employee assigned a cellular telephone. The employee is responsible for reviewing the monthly usage bill and must reimburse Fredonia for all personal calls and non-state business calls. If the total monthly bill is less than $1 the employee can wait until total charges exceed $1 before paying the bill. Fredonia reserves the right to question all cellular telephone calls.
  7. All employees assigned a cellular telephone must complete and sign a monthly Cellular Telephone Reimbursement Report (see Attachment 2).
  8. The responsibility for assigned cellular telephones cannot be transferred to another employee without the approval of the Director of University Services. When an employee to whom a cellular telephone has been assigned terminates employment, the unit must be returned to the Director of University Services, in appropriate working condition, prior to the employee’s last day of work.
  9. Any employee assigned a cellular telephone who fails to comply with Fredonia’s cellular telephone policy may have their telephone privileges suspended or revoked and may be subject to disciplinary action.

PROCEDURE FOR RECORDING CELLULAR REIMBURSEMENTS

Payments for personal cellular telephone calls, text messages, or pictures should be submitted online via the “Payment for Personal Calls” uStore. Payment may also be submitted by check or money order (no cash) to the Secretary I or Secretary II in Administration. Checks and money orders must be made payable to “Fredonia IFR Account # 900880.01 

CELLULAR TELEPHONE USE WHILE DRIVING

New York State law prohibits the use of hand-held cellular telephones while driving a motor vehicle.

III. AUTHORITY FOR POLICY


Per the recommendation of SUNY Central, adopted January 2, 2002 by the authority of the President’s Cabinet.

Revision Approved August 10, 2011

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Title: Fredonia Desk Telephone Policy
POLICY NUMBER: 006

I. REASON FOR POLICY

This policy describes the assignment, use and management of desk telephones by employees of Fredonia effective January 2, 2002. Fredonia provides for the use of desk telephones by all employees.


II. POLICY STATEMENT
 
The Vice President for Administration shall be responsible for the administration of telephone use, including the specific service plan for telephone use, and the method of reimbursement for personal telephone calls by employees. The acquisition of telephone services and service plans shall be in accordance with the State University of New York Administrative Procedures Manual - Item 300 - Purchasing and Contract Procedures.
 
  1. Each employee assigned a desk telephone must sign an acknowledgement of the Desk Telephone Policy (see attachment 1), which is to be maintained in the employee's personnel file.
  2. A monthly usage bill will be provided to each employee assigned a desk telephone. The employee must reimburse Fredonia for all personal calls and non-state business calls. Fredonia reserves the right to question and decide which calls are official state purpose calls.
  3. Upon hire, each employee is given two PIN numbers for use with their desk phone. One PIN is to be used for long distance business calls only. The other PIN number is to be used for long distance personal calls only. Each employee will be billed personally for each call made using their personal PIN number. If an employee accidentally uses their business PIN number to make a personal call, they should immediately notify their supervisor and make a note of the occurrence so they may pay for the call at the end of the month.
  4. Any employee assigned a desk telephone who fails to comply with Fredonia's desk telephone policy may have their telephone privileges suspended or revoked and may be subject to disciplinary action.

PROCEDURE FOR RECORDING DESK TELEPHONE REIMBURSEMENTS
 
Payments (check or money orders) for reimbursement of personal desk telephone calls should be forwarded to the Office of Student Accounts for processing. An FM909 voucher will be generated to deposit the funds into the telephone recharge account 900880.93.


III. AUTHORITY FOR POLICY

Per the recommendation of SUNY Central, approved January 2, 2002 by the authority of the President's Cabinet.

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Title: The Burning of Candles in Buildings On Campus
POLICY NUMBER: 007

I. REASON FOR POLICY

Fredonia has an obligation to provide a safe environment for faculty, staff, students, and visitors. The use and burning of candles or other open-flame devices within campus buildings infringes on our ability to fulfill this obligation. It creates a potential for fire that could result in property damage, personal injury, and/or loss of life.


II. POLICY STATEMENT

It is the policy of Fredonia that no person shall use or cause to burn any open flame device such as candles in buildings located on the campus or otherwise owned by the college except as follows:
 

  • The burning of small flame devices and candles will be allowed for public events including but not limited to ceremonies, dinners, weddings, and other social gatherings under the supervision of Faculty Student Association, Campus Life or other approved organization.
     
  • This policy does not apply to the residence of the college President.

Penalties for violation are as follows:
  • 1st Offense - Confiscation of the open-flame device and a written warning from the campus fire code official with a copy being sent to the individual's immediate supervisor or person having authority over the individual.
     
  • 2nd Offense - Confiscation of the open-flame device and disciplinary action based on the applicable disciplinary policy of the college relating to the individual in question.

III. AUTHORITY FOR POLICY

Adopted August 27, 2003 by the authority of the President's Cabinet.

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Title: Fredonia Food Service Policy
POLICY NUMBER: 008

I. REASON FOR POLICY

The contract between Fredonia and the Faculty Student Association (FSA) specifies a variety of services to be provided between the Corporation and the Campus. This includes Food Services for all Fredonia public events provided directly by the FSA or sub-contracted by the FSA. The FSA is the authorized campus caterer and is fully licensed by the Chautauqua County Health Department.


II. POLICY STATEMENT

The Fredonia FSA is the only authorized On Campus Food Service having a contract with Fredonia. The Fredonia FSA is the On Campus provider of Food Service as licensed by the Chautauqua County Health Department.
 
Any campus group seeking food service for a public event must contact the FSA at (716)-673-3417, extension 227 for all food service and catering events. Food Service may then be provided directly or sub-contracted as needed through the FSA.


III. AUTHORITY FOR POLICY

Adopted April 17, 2002 by the authority of the President's Cabinet.

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Title: Allocation of Secretary II Titles
POLICY NUMBER: 009

I. REASON FOR POLICY

To establish a policy, due to budgetary constraints, limiting the allocation of Secretary II titles on campus.


II. POLICY STATEMENT

It is the policy of Fredonia that there will be a maximum of ten Secretary II titles on campus at any given time. One Secretary II title will be allocated to each of the following offices: President, Vice President for Administration, Vice President for Development, Vice President for Academic Affairs, Vice President for Student Affairs, Deans, School of Music, and the School of Education. Any additional staff employed will hold Secretary I status, or lower.


III. AUTHORITY FOR POLICY

Adopted September 2000 by the authority of the President's Cabinet.

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Title: Alcohol & Controlled Substances in the Workplace
POLICY NUMBER: 012

I. REASON FOR POLICY

The use of alcohol or controlled substances has a deleterious effect on our workforce. Employees, who, while on duty in an impaired status due to the use of alcohol or controlled substances, disrupt the efficient and effective delivery of educational and related services to students, coworkers, parents and visitors. Additionally, employees under the disabling effects of alcohol or controlled substances present a threat to all members of the campus community. Finally, to ensure compliance with the federal Drug-Free Workplace Act of 1988 and the New York Policy on Alcohol and Controlled Substances in the workplace this policy is authored. For all the above reasons, this policy is implemented.


II. POLICY STATEMENT

In compliance with the federal Drug-Free Workplace Act of 1988 and the New York State Policy on Alcohol and Controlled Substances in the Workplace, Fredonia employees are subject to criminal, civil, and disciplinary penalties for any violation of the policy below:

  • The unlawful use, possession, manufacture, dispensation, or distribution of a controlled substance (as defined in Schedules I through V of Section 202 of the Controlled Substance Act - 21USC812) in all Fredonia work locations is prohibited.
  • Employees must notify the Human Resources Office of any criminal conviction for a drug-statute violation occurring in the workplace or at a work site no later than five (5) working days after such conviction. An employee so convicted shall be required to satisfactorily participate in a state-approved drug abuse assistance or rehabilitation program as a condition of continuing employment.
  • Employees are prohibited from alcohol-related impairment on the job or in any Fredonia facilities.

Such illegal acts, even if engaged in while off duty, may result in disciplinary action. In those locations where it is permitted, an employee may possess and use a controlled substance that is legally prescribed for the employee by a physician. If a supervisor has a reasonable suspicion that an employee is unable to perform job duties because of an impairment that may be caused by use of a controlled substance or alcohol, the employee may be required to undergo medical testing. If the cause of the impairment is found to be drug or alcohol related, the Director of Human Resources, in conjunction with the employee's supervisor, may refer the employee to voluntary and confidential participation in the Employee Assistance Program (EAP). Other available options include pursuing leave procedures or disciplinary measures.


III. AUTHORITY FOR POLICY

Adopted April 30, 2003 by authority of the President's Cabinet


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