Employee Services Policies & Procedures

The ADA prohibits discrimination on the basis of disability in employment, State and local government, public accommodations, commercial facilities, transportation, and telecommunications. To be protected by the ADA, one must have a disability or have a relationship or association with an individual with a disability. An individual with a disability is defined by the ADA as a person who has a physical or mental impairment that substantially limits one or more major life activities, a person who has a record or history of such an impairment, or a person who is regarded or perceived as having such an impairment. The ADA does not specifically name all of the impairments that are covered.

The use of "service" animals are covered by the ADA. The ADA defines a service animal as one that is individually trained to do work or perform tasks for people with disabilities, including physical, sensory, psychiatric, intellectual, or mental disability.

Employees with disabilities who wish to request reasonable accommodations to perform the functions of their jobs, including the use of a service animal, and job applicants with disabilities who wish to request reasonable accommodations to be considered for jobs, including the use of a service animal, must contact Human Resources at 607-436-2509.

Please note that as per the ADA, emotional support, comfort, and/or companionship animals are not considered service animals. Such animals, however, may be covered under the Fair Housing Act and may be allowed to reside with employees living on campus, with appropriate documentation. To obtain information about an emotional support, comfort, and/or companionship animal, contact Human Resources at 607-436-2509.

For more information visit the Federal Government's ADA Website

In compliance with the federal law, Title 11 "Campus Crime Awareness and Campus Security Act", the SUNY Oneonta provides reports about campus safety and security programs, incidents of crime on campus, and information regarding registered sex offenders. To access copies of the campus safety and crime reports, you can go to our University Police website, at the tab labeled Campus Crime Report. Information concerning registered sex offenders is transmitted to the campus by the DCJS (New York State Department of Criminal Justice Services) and may be obtained from the Chief of Police, c/o University Police Department, and also on the University Police website as stated above.

State University of New York

SUNY Oneonta faculty and staff must comply with the State University of New York's Conflict of Interest Policy, which reflects pertinent State and Federal laws and regulations:

Research Foundation of the State University of New York

In addition, faculty and staff who are considered to be "employees" of The Research Foundation for the State University of New York are subject to its Conflict of Interest Policy. Any SUNY Oneonta faculty or staff who have external funding administered through the Research Foundation, or who act on behalf of the Research Foundation, are subject to this policy and, if applicable, the SUNY/Research Foundation SUNY Policy on Conflicts of Interest in Public Health Service Sponsored Programs:

Policy Statement

Domestic violence permeates the lives and compromises the safety of thousands of New York State employees each day, with tragic, destructive, and often fatal results. Domestic violence occurs within a wide spectrum of relationships, including same and opposite sex couples both married and unmarried. Domestic violence is defined as a pattern of coercive tactics which can include physical, psychological, sexual, economic and emotional abuse perpetrated by one person against an adult intimate partner, with the goal of establishing and maintaining power and control over the victim. It often spills over into the workplace, compromising the safety of both victims and their co-workers. SUNY Oneonta, to the fullest extent possible, without violating any existing rules, regulations, statutory requirements, contractual obligations or collective bargaining agreements, will take all appropriate actions to promote safety in the workplace and respond effectively to the needs of victims of domestic violence. In addition, note that New York State law prohibits insurance companies and health maintenance organizations from discriminating against domestic violence victims or designation of domestic violence as a pre-existing condition.

View the full Domestic Violence and the Workplace Policy

For your own reference, please make a note of the following resources:

Campus Resources
Designated Liaison Between SUNY Oneonta and SUNY System Administration:

Dia Carleton
Chief Human Resources Officer
208 Netzer Admin Bldg
607-436-2509
dia.carleton@oneonta.edu

Designated Agent on Campus: SUNY Oneonta employees who have been trained as Domestic Violence advocates. Any of the following may be contacted, as needed:

Dave Lincoln
607-436-3163
david.lincoln@oneonta.edu
Emergency Management Coordinator
University Police Department
Alumni Hall

Katie Tynan-Simon
607-436-2124
katie.tynan-simon@oneonta.edu
221 Netzer Administration Building

Employee Assistance Program (EAP): Cathy Fallon, EAP Coordinator 607-436-2452

Other Resources

Link to New York State Policy

SUNY Oneonta Drug Free Workplace Policy

I. Policy

SUNY Oneonta is committed to the development and maintenance of a drug-free environment and, in accordance with the Federal Drug-Free Workplace Act of 1988, will not tolerate the unlawful possession and use of controlled substances (drugs) on its premises. The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in and on property owned by or under the control of the SUNY Oneonta.

II. Guidelines And Procedures

  1. Compliance with the provisions of this policy shall be a condition of employment with SUNY Oneonta.
  2. Employees who violate this policy will be subject to the disciplinary procedures provided by the various negotiated Agreements or such other corrective action as the President or the President’s designee may deem appropriate. Other corrective action may include satisfactory participation in an approved drug rehabilitation program. Student employees will be subject to the judicial procedures specified in the Student Handbook.
  3. Any employee or student employee convicted of any criminal drug statute violation occurring in or on property owned or controlled by SUNY Oneonta is required to give a signed, written notice of the conviction to the university’s Director of University Police within five (5) calendar days following the conviction.
  4. SUNY Oneonta shall notify the appropriate federal agency, if applicable, within ten (10) days of receipt of a notice of an employee or student employee conviction as described in C above.
  5. SUNY Oneonta will make a good faith effort to maintain a drug-free workplace. That effort will include drug awareness education programs, an Employee Assistance Program to assist employees seeking treatment and rehabilitation programs, and the implementation and strict enforcement of this policy.

SUNY Oneonta Policy Statement

Compliance With The Drug-Free Schools & Communities Act Amendments Of 1989

SUNY Oneonta hereby prohibits the unlawful possession, use or distribution of illicit drugs and alcohol by students and employees on our property or as any part of our institutional activities.

SUNY Oneonta will impose sanctions on students and employees who violate this policy consistent with local, state and Federal law. Employees will be Subject to the disciplinary procedures provided by the various Agreements or such other corrective action as the President or President’s designee may deem appropriate. Action may include expulsion or termination of employment and reporting to appropriate law enforcement agencies. Other corrective action may include the completion of an appropriate rehabilitation program. Students will be subject to the judicial procedures specified in the Student Handbook.

SUNY Oneonta will interpret local, state and Federal regulations in the strictest sense to assure a drug-free workplace.

SUNY Oneonta, on an annual basis, will provide to each student and employee brochures describing the health risks associated with the use of illicit drugs and the abuse of alcohol.

SUNY Oneonta is committed to offering employees and students counseling and/or referral to the appropriate agencies for problems associated with drugs and alcohol. For employees, our Employee Assistance Program is available offering confidential referral to outside agencies; for students, the campus Counseling Center is available for confidential counseling and referral as needed.

Finally, SUNY Oneonta commits to biennial reviews of our programs associated with this statement to determine program effectiveness and implement necessary changes. It is also our intention to assure consistent applications of this policy to all students and employees alike.

The Family and Medical Leave Act of 1993 (FMLA) provides up to twelve (12) weeks of unpaid job-protected leave to eligible employees for certain family and medical reasons. This act became effective on February 5, 1994 for employees covered under collective bargaining agreements; coverage began for all other employees on August 5, 1993.

Full-time and part-time employees are eligible after one year of service at SUNY Oneonta and must have worked at least 1250 hours over the previous twelve (12) months.

Employee benefits must continue during the FMLA leave at the same cost the employee would pay if in active work status. An employee may elect to use accruals as part of the FMLA leave. Upon return from FMLA leave, most employees must be restored to original or equivalent positions with equivalent pay, benefits, and other employment terms.

The FMLA does not diminish the leave rights already enjoyed by State employees.

Detailed information can be obtained from the Office of Human Resources at 436-2509.

View the U.S. Department of Labor, Employment Standards Administration Wage and Hour Division's Publication 1420 (June 1993) regarding an employee's rights under the FMLA.

See a detailed look at the definition of "Serious Health Condition", as stated in the Family Medical Leave Act.

If you are out of work for health reasons and think it might fall under FMLA, please contact the Office of Human Resources (ext 2509) as soon as possible.

Nepotism is defined for these purposes as the making by an employee of any official employment decision concerning a member of the employee's immediate family. Immediate family is defined as spouses, children, stepchildren, parents, siblings, in-laws, nieces, nephews or anyone else related by blood, marriage or adoption. Nepotism is prohibited.

  1. No individual shall be a part of any official employment decision concerning a member of his or her immediate family. An employment decision includes, but is not limited to, the screening of applications or resumes, telephone interviews, on-campus interviews, reference checks, hiring, promotion, tenure, demotion, transfer, layoff, conditions of work, compensation and selection for training.
  2. No employee may be the immediate supervisor of an immediate family member. In such case, the immediate family member will be supervised by the next level supervisor.
  3. Any questions about this policy should be referred to the Director of Human Resources for resolution.

Employee funded insurance that provides paid time off to bond with a newly born, adopted or fostered child; care for a family member* with a serious health condition; or assist love ones when a spouse, domestic partner, child or parent is called to active military service abroad.

*spouse, domestic partner, child, stepchild, parent, parent-in-law, stepparent, grandparent, or grandchild.

View SUNY's statement on Paid Family Leave

Policy Statement

It is the objective of the SUNY Oneonta’s Payroll Office to make known the policies and procedures associated with the distribution of paychecks.

Rationale

To ensure the receipt and safe-handling of any and all paychecks and direct deposit advices until they are properly distributed.

Applicability Of The Policy

This policy applies to all Faculty and Staff as well as university departments involved in the distribution of employee paychecks.

Policy Elaboration

Paychecks will be sorted and made available for distribution from the Payroll Office in Netzer 214 by 8:00 a.m. of payday. For employees working in buildings other than Netzer, packets of checks are delivered by Moving and Supply to departments the morning of payday. Within the Netzer Building, individuals designated by departments will be responsible for picking up the checks directly from Payroll.

Definitions

Not applicable

Procedures

Individuals designated to receive checks and direct deposit advices on behalf of their departments have the following options for distribution: Direct Deposit Advices

  • If the employee has direct deposit (indicated by a “D” on the advice), department designees may send the check stub to the staff member’s home address or leave the stub in their mailbox.
  • Check stubs must be kept secure from the time they are received by the department until properly distributed. Live Paychecks - Employees within departments may personally pick up their checks from the department designee by 3 p.m. If this option is chosen, employees need to sign and date the paycheck distribution list (name in full) indicating their check has been received.
  • No paychecks are to be mailed home without written permission. If employees wish to have their paychecks mailed, it is preferable that they complete a “Permission to Mail Checks Home” form with the Payroll Office and their check will be mailed prior to departmental distribution.

Note:

If permission slips have been collected within the department as opposed to the Payroll Office, the department has then taken on the responsibility of mailing those checks as well as any and all related mail charges. Under no circumstances may employee paychecks be placed in campus mailboxes for distribution.

  • At 3 p.m. on payday, unclaimed checks must be taken to the Payroll Office, Room 214 Netzer, to be held for employee pick up. Under no circumstances should paychecks be kept in departments after 3 p.m. This rule must be adhered to in order to account for and secure all checks that are not picked up on payday. Bring the office copy of the paycheck distribution list and ensure that the Accounting Office personnel sign for checks left with them.
  • A photocopy of the completed paycheck distribution list must be dropped off to the Payroll Office by the Thursday of pay week. A completed paycheck distribution list should have either the full signature of all of the employees who receive checks or the signature of the personnel in the accounting office who signed for the checks that were delivered to them. If all of the employees in your department have direct deposit a photocopy will not be required to be sent to the payroll office.
  • Faculty and staff may pick up their unclaimed checks in the Payroll office during normal business hours (8 am – 4 pm, except lunch) Monday – Friday. Identification must be presented before checks will be released.
  • Checks must be kept secure from the time they are received by the department until properly distributed. FORMS Permission to Mail Checks Home

Contacts

Questions related to the Paycheck Distribution Policy should be directed to:

Payroll Office
214 Netzer
Administration Building
607-436-2504

Related Documents/Policies

Direct Deposit Form Payroll Calendars

Effective Dates 1995 to Present

It is the policy of the State of New York to provide full-time and part-time eligible employees sick leave as a financial protection against illness, injury or temporary disability. Employees will accrue sick leave as noted in the various bargaining agreements or according to state policy. Sick leave accruals may be used for the following purposes:

  1. Illness or injury of the employee including but not limited to surgery, hospitalization, pregnancy, illness and other related conditions that disable an employee.
  2. Illness or injury of an employee's family member including a parent or any person with whom the employee makes his or her home up to the specified number of days per year (see individual bargaining Agreements).
  3. Medical/dental appointments of the employee or employee's spouse, child, parent where the employee's presence is considered necessary.

When an employee retires, the number of accrued sick days is converted to a dollar figure. That money is then used by the New York State Department of Civil Service to help pay for the costs of health insurance after retirement for the employee and their spouse. Employees should make every effort to build the maximum sick leave accrual bank to ensure that these costs will be paid in retirement and not taken directly from the pension check.

SUNY Oneonta’s pandemic plan is in accordance with the full SUNY Continuity of Operations Plan for a State Disaster Emergency Involving a Communicable Disease plan.

Policy
Incidents of workplace violence, threats of workplace violence, or observations of workplace violence are not to be ignored by any member of the University community. Workplace violence should promptly be reported to the appropriate University official (see below). Additionally, all members of the University community are encouraged to report behavior they reasonably believe poses a potential for workplace violence in order to maintain a safe working and learning environment.

Reporting Procedures

  1. Any person experiencing or witnessing imminent danger or personal injury or violence involving weapons or actual violence should call the University Police or 911 immediately.
  2. Any person who is the subject of a suspected violation of the Workplace Violence Prevention Policy involving violence without weapons or personal injury, or is a witness to such suspected violation, should report the incident to his or her supervisor, or in lieu thereof, to University Police.
  3. Employees are expected to report any threat or act of violence that they have witnessed, received, or have been informed of, to University Police and
    • if an employee is involved, also notify the supervisor or manager; or
    • if a student is involved, also notify the Vice President of Student Development
    • University Police will notify the office of Human Resources.
  4. Every threat must be reported
  5. Employees who commit a violent act or threaten to commit a violent act are subject to disciplinary action and/or criminal prosecution as appropriate.
  6. Any individual who makes a substantial threat exhibits threatening behavior or engages in violent acts on the University property shall be subject to removal from the premises as quickly as safety permits, pending the outcome of an investigation.

Employees

  1. All employees are responsible for helping to maintain a safe work and educational environment and are urged to take reasonable precautions to prevent violence and other unsafe conditions in the workplace and report indicators of increased risk of violent behavior including but not limited to the following examples:
    • Precautions: In response to telephone inquiries, do not release information about coworkers’ schedules, home telephone numbers, or other personal information.
    • In the event of suspicious conduct, request the credentials of any stranger who enters your office to do repair or other service work. If necessary, verify the work request with the Department requesting the work.
    • Never leave money, credit card travel documents or anything else of value in an unlocked desk or cabinet.
    • If something is stolen, report it immediately to University Police. Indicators²:
    • Direct or veiled threats of harm;
    • Intimidating, belligerent, harassing, bullying, or other inappropriate and aggressive behavior;
    • Numerous conflicts with supervisors and other employees;
    • Bringing a weapon to the workplace, brandishing a weapon in the workplace, making inappropriate references to guns, or fascination with weapons;
    • Statements showing fascination with incidents of workplace violence, statements indicating approval of the use of violence to resolve a problem, or statements indicating identification with perpetrators of workplace homicides;
    • Statements indicating desperation (over family, financial, and other personal problems) to the point of contemplating suicide;
    • Drug/alcohol abuse; and
    • Extreme changes in behavior.
  2. Employees are expected to notify University Police whenever a protective restraining order is granted which mentions University property, or involves a University employee, or a person working at or attending the University, and provide a copy of the order to the University Police. Appropriate efforts will be made to protect the privacy and sensitivity of the information provided. Employees should also notify their supervisor. Confidentiality will be maintained to the extent possible.
  3. Victims of domestic violence who believe the violence may extend into the workplace, or employees who believe that domestic or other personal matters may result in their being subject to violence extending into the workplace, are encouraged to notify their supervisor or the University Police. Confidentiality will be maintained to the extent possible.
  4. All employees have an obligation to report any incidents of violence and/or inappropriate conduct or behavior to their supervisor or University Police immediately and University Police will notify the Office of Human Resources.
  5. Any employee or representative of employees who believes that a serious violation of a workplace violence protection program exists or that an imminent danger exists shall bring such matter to the attention of a supervisor in the form of a written notice. If, following a written notice, the matter has not been resolved and the employee or representative still believes that a violation of a workplace violence prevention program remains, or that an imminent danger exists, the employee or representative should consult with Human Resources Department or University Police.

Supervisors

  1. Each dean, director, department chairperson, executive officer, administrator, or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within their area of jurisdiction for the implementation of this policy.
  2. Supervisors are required to contact the University Police immediately in the event of imminent or actual violence involving weapons or potential physical injuries.
  3. Supervisors must report to the University Police any complaint of workplace violence made to him/her and any other incidents of workplace violence of which he/she becomes aware or reasonably believes to exist. Supervisors are expected to inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed and resolved. After having reported such complaint or incident to the University Police and immediate supervisor, the supervisor should keep it confidential and disclose it only as necessary during the investigation process and/or subsequent proceedings. In all cases, the respective Vice President must be notified about complaints/incidents.
  4. Every supervisor is obligated to report any knowledge of such conduct to the office of Human Resources immediately

University Police

  1. University Police is responsible for:
    • responding to;
    • intervening;
    • documenting³ all incidents of violence in the workplace; and
    • provide training to all employees on an annual basis
  2. University Police will immediately log all incidents of workplace violence and will notify the respective supervisor of an incident with their employee, or notify the appropriate University official of an incident with a student.
  3. University Police will maintain an internal tracking system of all threats and incidents of violence. Annual reports will be submitted to the President 3 For record keeping requirements see NYS Labor Law §27-a. Safety and health standards for public employees. detailing the number and description of workplace violence incidents, the disposition of the incidents, and recommend policy, training issues, or security procedures that were or should be implemented to maintain a safe working and learning environment.
  4. University Police officers will be trained in workplace violence awareness and prevention, non-violent crisis intervention, conflict management, and dispute resolution.
  5. When informed, University Police will maintain a record of any Orders of Protection and will provide escort service to members of the university community within its geographical confines, when sufficient personnel are available. Such services are to be extended at the discretion of the Chief of Police or designee.
  6. Employees will receive appropriate training pursuant to New York State Labor Law §27b on an annual basis by University Police.
  7. University Police will also be responsible for annually disseminating this policy to all employees, as well as posting the policy throughout the campus and on the University’s website, as appropriate. Every employee must sign for receipt of this policy and procedure upon publication or at orientation. Receipt of training each year will be kept with the University Police business records.

Office of Human Resources

  1. The Office of Human Resources (HR) is responsible for:
    • Assisting the Chief of Police and supervisors in responding to workplace violence;
    • Facilitating appropriate responses to reported incidents of workplace violence;
    • Notifying the University Police of workplace violence incidents reported to HR; and
    • Consulting with, as necessary, counseling services to secure professional intervention.
  2. The Office of Human Resources is responsible for providing new employees or employees transferred to the University with a copy of the Workplace Violence Policy and Procedure.

Workplace Violence Advisory Team (WVAT)

  1. The permanent members of the Advisory Team will be the University Police Chief, Office of Human Resources and Office of Facilities and Safety. Other members may include faculty, staff, students, and other administration as deemed necessary by the President.

Workplace Violence Assessment

  1. The permanent members of the WVAT will review annually the Workplace Violence Assessment survey for the campus.

For the occurrence of work-related injuries or illnesses, provides wage replacement and covers approved medical expenses. Access WC Injury Report and WC Claim Packet.

Other Policies

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