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A. CAMPUS POLICIES AND PROCEDURES2. ACCEPTABLE USE POLICY FOR INFORMATION TECHNOLOGY (WORD VERSION)
I. Introduction
Access to modern information technology is essential to the State University mission of providing the students, faculty and staff of the State University of New York with educational services of the highest quality. The pursuit and achievement of the SUNY mission of education, research, and public service require that the privilege of the use of computing systems and software, internal and external data networks, as well as access to the World Wide Web, be made generally available to all those of the SUNY community. The preservation of that privilege by the full community requires that each faculty member, staff member, student, and other authorized user comply with institutional and external standards for appropriate use.
To assist and ensure such compliance, SUNY Potsdam establishes the following policy which supplements all applicable SUNY policies, including sexual harassment, patent and copyright, and student and employee disciplinary policies, the Academic Honor Code, as well as applicable federal and state laws.
II. General Principles
1. Authorized use of computing and network resources owned or operated by SUNY Potsdam shall be consistent with the education, research and public service mission of the State University of New York, and consistent with this policy.
2. Authorized users of SUNY Potsdam computing and network resources include faculty, staff, students, and other affiliated individuals or organizations authorized by the Provost or his designee. Use by non-affiliated institutions and organizations shall be in accordance with SUNY Administrative Procedures Manual Policy 007.1: Use of Computer Equipment or Services by Non-affiliated Institutions and Organizations.
3. This policy applies to all SUNY Potsdam computing and network resources, including, but not limited to, host computer systems, SUNY Potsdam-sponsored computers and workstations, software, data sets, and communications networks controlled, administered, or accessed directly or indirectly by SUNY Potsdam computer resources or services, employees, or students.
4. SUNY Potsdam reserves the right to limit access to its computing and network resources when applicable campus or university policies or codes, contractual obligations, or state or federal laws are violated, but does not generally monitor or restrict the content of material transported across those computing and network resources.
5. SUNY Potsdam reserves the right to remove or limit access to material posted on university-owned computers when applicable campus or university policies or codes, contractual obligations, or state or federal laws are violated, but does not generally monitor the content of material posted on university-owned computers.
6. SUNY Potsdam does not generally monitor or restrict material residing on non-Potsdam-owned computers, whether or not such computers are attached to campus networks. However, non-Potsdam-owned computers that are connected to the campus network and violate SUNY Potsdam's policies are subject to investigation and disconnection without notice.
7. SUNY Potsdam reserves the right, upon reasonable cause for suspicion, to access all aspects of its computing and network resources, including individual usage to determine if a user is violating this policy or state or federal laws.
8. This policy may be supplemented with additional guidelines by campus units which operate their own computers or networks, provided such guidelines are consistent with this policy.
III. User Responsibilities
Privacy: No user should view, copy, alter or destroy another's personal electronic files without permission (unless authorized or required to do so by law or regulation). SUNY Potsdam computing and network resources are designed to protect user privacy; users shall not attempt to circumvent these protections.
Copyright: Written permission from the copyright holder is required to duplicate any copyrighted material. This includes, but is not limited to, duplication of music, audiotapes, videotapes, photographs, illustrations, computer software, data and all other information for educational use or any other purpose. Most software and databases that reside on the SUNY Potsdam's computing and network resources are owned by SUNY Potsdam or third parties, and are protected by copyright and other laws, together with licenses and other contractual agreements. Users are required to respect and abide by the terms and conditions of software use and redistribution licenses. Such restrictions may include prohibitions against copying programs or data for use on the SUNY Potsdam's computing and network resources or for distribution outside the SUNY Potsdam, against the resale of data or programs, or against the use of software for non-educational purposes, or for financial gain, and against public disclosure of information about programs (e.g., source code) without the owner's authorization.
Harassment, Libel and Slander: No user may use SUNY Potsdam's computing and network resources to libel, slander or harass any other person.
Access to Computer Resources:
Computer Accounts: Accounts are created for individual students, faculty and staff and are for the use of the assigned individual only.
Sharing of access: Computer accounts, passwords, and other types of authorization are assigned to individual users and should not be shared with others. You are responsible for any use of your account. If an account is shared or the password divulged, the holder of the account may lose all account privileges and may be held personally responsible for any actions that arise from the misuse of the account.
Permitting unauthorized access: You may not run or otherwise configure software or hardware to intentionally allow access by unauthorized users.
Termination of access: When you cease being a member of the campus community (e.g., withdraw, graduate, terminate employment, or otherwise leave the university), or if you are assigned a new position and/or responsibilities within the State University system, your access authorization may be reviewed and terminated. You must not use facilities, accounts, access codes, privileges or information for which you are not authorized in your new circumstances.
Abuse of Computer Resources: Abuse of the SUNY Potsdam's computer resources is prohibited and includes, but is not limited to:
Circumventing Security: Users are prohibited from attempting to circumvent or subvert any system's security measures. Users are prohibited from using any computer program or device to intercept or decode passwords or similar access control information.
Breaching Security: Deliberate attempts to degrade the performance of a computer system or network or to deprive authorized personnel of resources or access to any SUNY Potsdam computing and network resource is prohibited. Breach of security includes, but is not limited to, the following:
* Creating or propagating viruses.
* Cracking.
* Password grabbing.
* Disk scavenging.
Game Playing: Limited recreational game playing by students, which is not part of authorized and assigned research or instructional activity, is acceptable, but computing and network resources are not to be used for extensive recreational game playing. Recreational game players occupying a seat in a public computing facility must give up the use of the device when others who need to use the facility for academic or research purposes are waiting.
Chain Letters: The propagation of chain letters is considered an unacceptable practice and is prohibited.
Unauthorized Monitoring: A user may not monitor the electronic communications of others.
Flooding: Generating excessive network traffic, including spamming and denial-of-service, is prohibited.
Private Commercial Purposes: The computing resources of SUNY Potsdam shall not be used for private commercial purposes or for financial gain.
Political Advertising or Campaigning: The use of SUNY Potsdam's computing and network resources shall be in accordance with University policy on use of University facilities for political purposes (SUNY Administrative Procedures Manual Policy 008).
Modifying software or software installation: A user may not modify the software configuration on any computer provided for general access.
IV. Limitations on Users' Rights and Expectations
1. The issuance of a password or other means of access is to assure appropriate confidentiality of SUNY Potsdam files and information and does not guarantee privacy for personal or improper use of SUNY Potsdam equipment or facilities.
2. SUNY Potsdam provides reasonable security against intrusion and damage to files stored on the central facilities. However, SUNY Potsdam is not responsible for unauthorized access by other users or for loss due to power failure, fire, floods, etc. SUNY Potsdam makes no warranties with respect to Internet services, and it specifically assumes no responsibilities for the content of any advice, data or information received by a user through the use of SUNY Potsdam's computing and network resources.
3. Users should be aware that SUNY Potsdam computing and network resources may be subject to unauthorized access or tampering. In addition, computer records, including e-mail, are considered "records" which may be accessible to the public under the provisions of the New York State Freedom of Information Law.
V. Sanctions
Violators of this policy will be subject to the existing student or employee disciplinary procedures of SUNY Potsdam. Sanctions may include the loss of computing privileges. Illegal acts involving SUNY Potsdam computing resources may also subject users to investigation by campus, local, state, and federal legal authorities.
VI. How to Report an Abuse or Complaint
To file a complaint or report a violation of this policy to SUNY Potsdam, send an e-mail message to abuse@potsdam.edu, or call the Helpdesk of Computing & Technology Services at 315-267-2083 or the College's University Police at 315-267-2222.
3. ACCIDENTS, INJURIES AND MEDICAL EMERGENCIES ( REPORTING PROCEDURES)
The following procedures have been created to make the employee accident reporting process, as easy as possible, for all parties involved in the workers' compensation process at SUNY Potsdam. The requested information is required by law, under the NYS PESH Rule Part 801. All employee accidents, regardless of severity level, must be reported and a SUNY Potsdam Accident/Injury Report must be completed for all injuries.
When an employee is involved in a work-related injury, the following steps must be followed:
1. The employee must notify their supervisor immediately. If this is not possible & a witness is on the scene, the witness can contact: 1. the employee's supervisor if known; 2. the Office of Human Resources at #2094; or 3. University Police at #2222. Failure to immediately report an accident may compromise the employee's occupational injury/illness claim.
2. An Accident/Injury Report is to be completed in full, by the supervisor and injured employee, if the employee is capable of doing so. The Accident/Injury Report is then forwarded to the Office of Human Resources on the day of the accident, if medical attention is required or if the employee will miss time from work. If the form cannot immediately be delivered to Human Resources, the supervisor is to contact Human Resources at # 2094. Incomplete Accident/Injury reports will be returned to the supervisor for completion.
*** With all accidents that require medical attention and/or lost time, the supervisor is required to notify University Police immediately. An Officer will be dispatched to the scene to investigate the incident.
Accident/Injury Reports involving no lost time or medical treatment are to be forwarded to Human Resources as soon as possible.
The campus Environmental Health and Safety Officer will also receive copies of all reports, which are subject to his investigation.
3. It is essential and mandatory that supervisors refer all employees that are involved in accidents that involve lost time or medical treatment, to the NYS Accident Reporting System (ARS), which is 1-888-800-0029. The employee will be given an ARS intake number, which they will need to write down. If the employee needs to
obtain a prescription, related to the injury, they present their NYS Empire Plan health insurance ID card to the pharmacy, along with the intake number. As a result, there will be no charge for the prescription.
4. All employees, who are out on leave for more than 5 days, are required to complete a Leave of Absence form. If applicable, the employee will also be notified of their rights under the Family Medical Leave Act.
5. The following applies to CSEA employees: If the employee is to be out of work 5 working days or more, they must determine, immediately, if they want to charge the first 5 days of their absence to sick leave accruals, or be placed on the workers' compensation payroll effective their first full day of absence (partial days do not count). If the employee decides to charge accruals during the first 5 days, they are then placed on the worker's compensation payroll effective day 6. There is no way to avoid going out on the worker's compensation payroll if an employee will be out of work for more than 5 days.
6. Employees, other than CSEA employees, are to contact the Office of Human Resources for specifics on their workers' compensation benefits.
7. The injured employee must provide medical documentation to support all absences connected to the work related injury. Documentation must include the following for it to be acceptable: the diagnosis, prognosis & estimated period of absence. It is the employees' responsibility to obtain appropriate medical documentation. All medical is to be turned in to the Office of Human Resources. The Dr.'s office may fax it to 267-2170. It will remain confidential & Human Resources will in turn notify the employees' supervisor of their status. The employee will be required to complete a Health Care Advocacy form, which is now required under the Health Insurance Portability and Accountability Act.
8. Prior to returning to work, a medical certificate, from the employees' physician, must be submitted to Human Resources, stating the exact day on which the employee is able to return to work and if there are any restrictions. If there are restrictions, they must be specific and state when they can be lifted. Light duty may be considered when a person is 50 % disabled or less and within 45 days of full recovery. A Physical Capabilities form, which can be obtained from the Office of Human Resources, must also be completed. Human Resources will discuss the restrictions with the employees' supervisor to determine if light duty is possible. An employee may be required by the College to undergo a medical examination by a NYS doctor at any time during their workers' compensation leave.
9. It is critical that the employee remains in contact, regularly, with the Office of Human Resources throughout their workers' compensation leave.
Questions on workers' compensation procedures are to be directed to the Office of Human Resources at 267-2094.
The Accident/Injury Reporting forms are located in the following areas:
- University Police Dept.
- Office of the Environmental Health & Safety Officer, John Nowicki,
- Jean Green, Physical Plant Office
- Office of Human Resources
4. ADMINISTRATION OF AGENCY FUNDS
Guidelines for the administration of agency funds were established on June 24, 1987 by the Chancellor of the State University Board of Trustees. Agency funds are maintained by University-related organizations which have an established relationship with the State University of New York and/or its campus units. These funds contain agency accounts. Agency funds are resources held by a University-related organization in a custodial or fiscal agent capacity for the benefit of individual students, faculty or staff members, or appropriately recognized organizations and are not funds of the University-related organization itself.
The University-related organizations which shall be authorized to administer agency accounts are:
- The Research Foundation of State University of New York
- Auxiliary Services Corporations, and
- Campus-related Foundations.
5. ADMINISTRATION OF CONFERENCES, INSTITUTES, WORKSHOPS
All credit and/or non-credit bearing conferences, institutes and workshops sponsored or hosted by SUNY Potsdam will be administered by the Office of Continuing Education/Summer Programs. All conferences of an educational and/or public service nature occurring on or off campus are covered by this policy. The Office of Continuing Education/Summer Programs will maintain a master calendar of conferences, institutes and workshops and coordinate these activities with the Office of Residence Life and PACES. This policy does not cover locally initiated workshops run solely for SUNY Potsdam faculty, staff or students. Questions regarding activities covered or not covered by this policy should be directed to the Office of Continuing Education/Summer Programs.
6. ADVERTISING MATERIALS ON CAMPUS
Individuals and groups are welcome to post advertising materials on the SUNY Potsdam Campus. The following guidelines are in effect in all areas of all campus buildings:
- Content
- Materials should be appropriate for a college campus.
- Materials shall not include information that is offensive to anyone.
- Materials shall not specify alcoholic drinks or prices, although phrases such as "cash bar" or "drink specials" are acceptable.- Placement of Materials
- Materials shall be posted on appropriate bulletin boards. They shall not be attached to doors, windows, or walls.
- Only one poster for any one activity may be placed on any one bulletin board.- Sanctions
- Individuals or groups who do not comply with these guidelines or who, without authorization, remove materials placed by other individuals or groups may be denied access to the campus for advertising purposes.
- Individual College buildings may have additional regulations. Please check with the building administrator prior to posting materials. (See Appendix XIII).
a. Statement of Purpose
SUNY Potsdam recognizes that a responsible attitude towards the use of alcoholic beverages is a desirable goal and should be encouraged by College policy. These regulations are to act as guidelines to provide members of the College community with an opportunity to develop a realistic and reasoned approach to alcohol use. They presume adherence to New York State Law and respect for the rights of all others in the College community. It is important to note that college policy does not recognize misuse of alcoholic beverages as an excuse for misconduct of any kind.The SUNY Potsdam Alcohol Regulations apply to all members of the College community and their guests. They are in effect for all campus buildings and the College grounds. They are meant to provide a framework through which responsible use of alcohol is a prime objective.
b. State and Local Alcohol Regulations
1. New York State Law
New York State has taken major steps to deal with alcohol abuse. The penalties for "Driving While Ability Impaired" and "Driving While Intoxicated" have increased substantially (including fines, suspension or revocation of license, imprisonment.) The best advice: if you drink, don't drive.It is a crime in New York State to purchase alcoholic beverages for, or to give alcohol to, a person under 21 years of age. The legislature has passed several bills to substantially increase penalties for these offenses. Effective December, 1985, the minimum legal age for purchase of alcoholic beverages became 21. The College must comply with State law.
Effective October, 1989, a person under the age of 21 who presents an altered New York State driver's license for the purpose of illegally purchasing an alcoholic beverage may be subject to a suspension of that driver's license for up to 90 days and may also be required to apply to the Department of Motor Vehicles for a restricted use driver's license following the suspension.
Effective November, 1989, persons under the age of 21 who present falsified or fraudulently altered proofs of age for the purpose of purchasing or attempting to purchase alcoholic beverages are guilty of a violation. Effective January, 1990, persons under the age of 21 are prohibited from possessing any alcoholic beverage with intent to consume the beverage. Alcoholic beverages involved in alleged violations of this law may be seized by authorized law enforcement officials, including campus University Police officers.
2. Civil Liability
General Obligations of New York State Section 11-100 provides for civil liability against any person knowingly causing intoxication of a person under 21 years of age by furnishing alcoholic beverages to that person or by aiding such a person in procuring alcoholic beverages. Section 11-100 (Dram Act) provides for civil liability against any person selling or procuring alcoholic beverages for an intoxicated person
regardless of age.3. Village of Potsdam
It is a violation in the Village of Potsdam to possess an open container that contains or has contained alcoholic beverages on a street, in a parking lot, on a highway, on a sidewalk, in other public places or in a motor vehicle. This applies equally to the campus premises.c. General Regulations
- The College will not accept use of alcohol as an excuse for misconduct.- The violation of New York State law and the ordinances of the Village of Potsdam regarding the use and possession of alcohol is a violation of SUNY Potsdam regulations. New York State law regarding DWI and DWAI is applicable to all College property and the violation of same on College property constitutes a violation of these regulations.
- Misconduct on College property resulting from the use of alcohol constitutes a violation of these regulations which may result in penalty as set forth in Article VI.
- Possession of any alcoholic beverage by a person under the age of twenty-one (21) is expressly forbidden.
- Referrals of alcohol abusers to an appropriate campus program or to the St. Lawrence County Alcohol Referral Service may be a provision of any penalty or sanction for violation of these regulations.
- No vendor shall deliver, or cause to have delivered, alcoholic beverages to the campus except where such delivery is made to a College authorized representative or agent of a licensed vendor (i.e. PACES).
- "Possession" shall not include possessing alcoholic beverages pursuant to a person's employment responsibilities.
- Any violation(s) of these regulations shall be dealt with in accordance with Article VI.
- Alcoholic beverage restrictions are determined by the policy governing the type of area in which alcohol is to be involved (i.e. Thatcher Hall, residence hall room) rather than the type of event (i.e. party, function).
d. Regulation of Alcoholic Functions
1. Campus-wide Regulationsa. Alcohol Guidelines for Persons of Legal Age: Quantities of alcohol to be made available shall be determined by the minimum number of participants as follows:- 1/2 keg of beer to a maximum of 10 half kegs
- at least 40 people per half keg
- litre of liquor - at least 8 people
- 750 millilitres of wine - at least 8 people- no more than one 1/2 keg per 80-100 people of legal age "on reserve" and to be opened and released only with the permission of the person(s) supervising the function.
- Each approved function will be judged individually which may result in provision for more or less alcoholic beverages.
b. Reasonable amounts of solid, substantial food and non-alcoholic beverages must be available. Guideline: one case of soda (or equivalent) per 1/2 keg of beer. It is an essential part of any function to have solid food when alcoholic beverages are available. The College will insist on the compliance with this stipulation.
c. No alcohol in excess of 100 proof will be approved for use at a function or for sale on campus.
d. Alcohol will only be available for a maximum of 3 hours and not past 1:00 a.m. (Residence Hall regulations may differ)
e. Availability of alcoholic beverages in PACES leased facilities will be authorized by the Director of Dining Services, or designee, in consultation with the appropriate building administrator.
f. The College reserves the right to charge supervisory fees, cleaning and damage deposits for the use of College facilities. Fees are payable in advance.
g. Outdoor functions must be approved by the Director of the Student Union & Activities. If music is provided, sound levels must be in compliance with Village sound ordinance levels and may be scheduled only within the following hours although alcoholic beverages may not be permissible at these times:
Monday - Thursday 5:00-7:00 PM Friday 4:00-7:00 PM Saturday - Sunday 12:00-7:00 PM h. The primary thrust of an activity should not be drinking alcoholic beverages. Advertising should promote a realistic activity and advertising will be limited to designated, controlled and appropriate places. No "beer blasts" on College property are authorized.
i. The number of persons attending function is limited to the legal limit of the area.
e. Residence Hall Regulations (in addition to General and Campus-wide Regulations)
1. Individual:
- Possession and use of alcoholic beverages in residence halls is governed by New York State law and College policies. Possession of any alcoholic beverage by a person under the age of twenty-one (21) is expressly against this policy. Alcohol is not allowed in public areas such as hallways, floor lounges or kitchens unless the area has been approved by Residence Life, University Police and the Board of Alcohol Review for a specific event.
- No multiple quart/litre containers of alcoholic beverages nor any containers of alcoholic beverages with/or requiring taps are allowed in student rooms at any time. Amounts of alcoholic beverages available in student rooms need to be reasonable and prudent from the perspective that this policy tries to promote responsibility if there is consumption of alcoholic beverages and which recognizes the rights of roommates and other residents of the residence hall. The time to ascertain what is a reasonable and prudent amount of alcoholic beverages for a gathering is before that gathering. This can only be done through discussions with professional Residence Life staff.
2. Residence Hall Party Regulations:
- Parties involving alcohol in designated areas of the residence halls must be registered in advance at the quad office using the registration authorization form.
- Parties planned and/or sponsored by individuals, non-official organizations or official organizations must petition the Residence Hall Director for permission to use residence hall facilities. Problems with organizations may be referred for administrative action.
- The Residence Hall Director may, in consultation with hall government and the Student Life Coordinator, refuse permission if in his/her judgment the rights of residents will be abridged by the granting of permission. The details of refusal must be forwarded to the Director of Residence Life.
- Cost of repairs for any damage resulting from the use of alcoholic beverages will be assessed against the party sponsor(s) according to the provisions of the residence hall license.
- No multiple quart/litre containers of alcoholic beverages nor any containers of alcoholic beverages with/or requiring taps are allowed at residence hall parties from midnight Sunday through 5:00 PM Friday.
- All parties are to be supervised by a member of the professional staff, an R.A., or by members of the hall government. The number of Control Agents required shall be determined by the appropriate Director(s) according to the size of the party. Control Agents and designated supervisors shall not consume alcohol at the party.
- Any registered party may be held only in designated areas jointly proposed by Residence Life, University Police and the Board of Alcohol Review.
- Residence Life staff has the right to regulate the number of functions on any given night in each residence hall. No scheduled functions are permitted after 1:00 am. All requests must be registered and approved in advance with the hall government and the Residence Hall Director.
- A gathering is considered to be a small, informal group of individuals and requires no prior approval. When a gathering has the potential for exceeding the capacity of the room or suite by numbers of people or noise, it is considered to be a party and requires prior approval. For guidelines related to capacity of an area, contact a Residence Life professional.
f. Application Procedure
1. Sale of Alcohol
The only group that may sell alcohol on the College premises is PACES (by contract with the State University of New York). The only areas licensed for regular sale of alcoholic beverages are the first floor of the Student Union, Thatcher Hall, and the Student Union Patio (certain areas within the buildings are excluded). All other areas require that PACES purchase a one day caterer's permit from the New York State Liquor Authority (through the St. Lawrence County Alcoholic Beverage Control Board). This requires 2-3 weeks; the cost of this permit will be passed on to the sponsoring group. NOTE: Alcohol to be consumed on the first floor of the Student Union patio and Thatcher Hall must be provided, sold and controlled by PACES. Requests for use of alcohol on the 2nd floor of the Student Union are subject to approval and controls established by the Director of the Student Union & Activities. It is a violation of the New York State liquor law to bring alcoholic beverages into a licensed facility.2. Approval For Use Of Alcohol By A Group Or Organization
All use of alcoholic beverages on the College premises by a group or organization must be approved in advance by the Director of the Student Union & Activities and must comply with all regulations and procedures. (In residence halls, contact the Residence Hall Director.) In addition, proper approval for space must be completed with the appropriate building administrator. (For outdoor areas, Director of the Student Union & Activities.) Alcohol orders will not be processed by Dining Services without an approved form.Catering events including alcoholic beverages to be served in PACES leased facilities will be authorized by the Director of Dining Services, or designee, in consultation with the appropriate building administrator. Procedures:
In the residence halls, use "Authorization for Use of Alcohol, Parties, or Kegs - Residence Halls." For all other areas, use "Request for Facilities, Equipment, Alcohol - Student Union"
NOTE: Orders to be processed with Dining Services require at least 5 working days notice.
3. Responsibility:
It is the responsibility of the group or organization to:
- Supervise and control their event.
- Implement College, Village and State alcohol regulations.
- Repair or replace damaged equipment or facilities.
- Pay maintenance and cleaning costs beyond normal wear and tear.
- Pay cost for security beyond normal building hours.
- Pay for special set-ups and equipment.
- Enforcement Procedures
If the College's Alcohol Regulations are violated, the following actions may be taken. The University Police Office, however, is not bound by these actions or procedures. If the situation warrants, more severe action may be taken (including arrest of violators or officers of the organization and/or confiscation of alcoholic beverages.)
1. Groups or organizations- 1st offense- One month loss of use of College facilities
- 2nd offense- Three month loss of use of College facilities
- More than two offenses may result in the loss of entitlement of the group or organization to sponsor College functions or such other penalties as deemed appropriate by authorities (Director of Residence Life for residence halls and the Director of Student Union & Activities for all other areas).
- Any organization or group may appeal these sanctions in writing to the Dean of Students or designee.2. Individuals
- Violations by individuals are subject to disciplinary action according to the College's disciplinary codes.
- Individuals may be referred to an appropriate College program or to the St. Lawrence County Alcohol Referral Service as a provision of any penalty or sanction for violation of these regulations.g. Questions
Questions concerning alcohol regulations or suggestions for modification should be made to the Director of Student Union & Activities for subsequent review and consultation with the Student Government Association Executive Committee, a faculty member designated by the Faculty Senate, and other student or administrative representatives as necessary, including Inter-Hall Council, the RA Advisory Board, PACES, and the Offices of Residence Life and University Police. Recommendations will be reviewed and forwarded to the College Council for action as necessary.
Article IX, Title A, Section 4 of the Policies of the Board of Trustees requires the College President to submit an annual report to the Board of Trustees, the Chancellor, the College Council and the College Faculty concerning the affairs of the College on or before September 1 of each year.
Annual reports from Deans and Directors are to be submitted to the appropriate Vice President. Public Affairs prepares a summary report for release on or before Sept.1.
A large quantity of valuable artwork enhances the interiors of our campus buildings through the generosity of donors. Henceforth, labeled artworks located throughout the campus, whether in offices, hallways or common rooms, will only be removed from display by personnel of the Office of the College Art Curator. All of these works are inventoried and catalogued as the property of the College.
If a faculty or staff member wishes to have a work removed or replaced, or wishes to have artworks displayed in offices or conference rooms, he/she may consult with the Office of the College Art Curator.
It would be appreciated if everyone would take notice of missing or damaged artwork, and notify University Police immediately so that appropriate action can be taken.
I. SCOPE
This policy applies to new employees as of January 1, 2007.
II. POLICY STATEMENT
A. To protect the welfare and provide for the safety of the students, employees, and institutional resources of SUNY Potsdam, Human Resources will administer the conducting of background checks on new employees.
Applicants will be advised that a background check including criminal conviction investigation is a condition of employment. When a candidate meets with Human Resources, (s)he will be asked to complete an authorization/release form allowing the campus to conduct a background check. Lexis/Nexis, will conduct the background investigation that will include: identification and educational credential confirmation, employment and salary history, criminal conviction verification and sexual offender registry status. The customary turnaround time for a background check is three (3) business days. While each candidate will be asked to complete the release, a background check will be completed only on the successful candidate. The contract letter will be revised to include a statement that the employment offer is pending the satisfactory completion of the background check.
Human Resources will contact the Director/Dean or Vice President only if the background investigation produces results which may affect the employability of the candidate. All results of the background investigation are confidential and will be used by HR and the appropriate Dean or Vice President when and if the check reveals information which may affect the hiring decision. Criminal background investigation records will be received and maintained as part of a confidential file (to the degree possible) in Human Resources.
If an applicant or employee possesses an active security clearance issued by the US Federal Government, proof of that active security clearance will be considered in lieu of conducting a new criminal background check.
III. RESPONSIBILITIES
Human Resources is responsible for the management of the policy, including overseeing the background investigation process, confidentially reporting job-related negative results to the appropriate department, and the confidential storage (to the degree possible) of all findings.
IV. SANCTIONS
Those who violate the terms of this policy, including violations of confidentiality, are subject to disciplinary action, including termination. Failure to disclose a conviction(s) is deemed falsification of application and may result in termination.
VI. EFFECTIVE DATE AND APPROVAL
This policy is effective January 1, 2007. This policy shall be reviewed and revised annually, if necessary.
Approved: January 22, 2007
POLICY
SUNY Potsdam is committed to provide a safe and healthful work environment for our entire staff. In pursuit of this endeavor, the following Exposure Control Plan (ECP) is provided to eliminate or minimize occupational exposure to bloodborne pathogens in accordance with OSHA Bloodborne Pathogens Standard, Title 29 Code of Federal Regulations 1910.1030.
The ECP is a key document to assist our college in implementing and ensuring compliance with the standard, thereby protecting our employees. This ECP includes:
I. Employee exposure determination.II. The procedures for evaluating the circumstances surrounding an exposure incident, and
III. The schedule and method of implementing the specific sections of the standard, including:
- Methods of compliance
- Hepatitis B vaccination and post-exposure follow-up
- Training and communication of hazards to employees
- Record keeping
PROGRAM ADMINISTRATION
- The Environmental Health and Safety Officer is responsible for the implementation of the ECP and will maintain and update the written ECP at least annually and whenever necessary to include new or modified tasks and procedures.- Those employees who are reasonably anticipated to have contact with or exposure to blood or other potentially infected materials are required to comply with the procedures and work practices outlined in this ECP.
- The Custodial Services Department will have the responsibility for written housekeeping protocols and will ensure that effective disinfectants are purchased.
- The Environmental Health and Safety Officer will be responsible for training and ensuring that all medical actions required are performed and that appropriate medical records are maintained.
- The Student Health Services will maintain and provide all necessary personal protective equipment (PPE), engineering controls (i.e., sharp containers, etc.), labels, and red bags as required by the standard. The Student Health Services will ensure that adequate supplies of the aforementioned equipment are available.
I. EMPLOYEE EXPOSURE DETERMINATION
OSHA requires employers to perform an exposure determination concerning which employees may incur occupational exposure to blood or other potentially infectious materials. The exposure determination is made without regard to the use of personal protective equipment (i.e. employees are considered to be exposed even if they wear personal protective equipment). This exposure determination is required to list all job classifications in which all employees may be expected to incur such occupational exposure, regardless of frequency. At this college the following job classifications are in this category:- Campus University Police Officer
- Supervising Campus University Police Officer
- Chief of University Police
- Supervisor of College Nursing Services
- Nurse I
- Director of Student Health
- Licensed Practical Nurse
- College Physicians Assistant
- Athletic Trainer
- Laboratory SupervisorIn addition, OSHA requires a listing of job classifications in which some employees in these categories would be expected to incur exposure to blood or other potentially infectious materials, tasks or procedures that would cause these employees to have occupational exposure are also required to be listed in order to clearly understand which employees in these categories are considered to have occupational exposure. The job classifications and associated tasks for these categories are as follows:
Cleaners/Janitors are responsible for laundry, cleaning in Residence Hall, Student Health Services, and Training Room.
II. EFFECTIVE DATESEffective Dates-Code of Federal Regulations
- Bloodborne Pathogens Standard (Including Universal Precautions) March 6, 1992
- Exposure Control Plan May 5, 1992
- Record keeping June 4, 1992
- Information and Training June 4, 1992
- Methods of Compliance (Except Universal Precautions) July 6, 1992
- Hepatitis B Vaccination and Post-Exposure Evaluation and Follow-Up July 6, 1992
- Labels and Signs July 6, 1992The methods of implementation of these elements of the Code are discussed in the Exposure Control Plan available from the Campus Environmental Health and Safety Office, 5th floor, Raymond Hall, 315-267-2135.
THE MOST important concern in any threat to campus property or people is to maintain order and provide communication, quick and orderly safety to the college community. Secondary but also important is the clarity with which campus functions will proceed while under the emergency procedures. Guidelines for bomb threats are as follows.
- The Chief of University Police will determine the need for closing one or more buildings or events.
- At the point a building is closed or event is terminated an attempt will be made to suggest the duration, i.e. "closed for the day," or "postponed until ________."
- The Chief of University Police will, in conjunction with the Assistant Vice President for Facilities, post notices on the building and, if appropriate, identify where continued information and services can be forwarded. "Class information will be available in the Barrington Union" or "____________ services will be provided in _________________ ."
- The Chief of University Police will notify the Provost, Dean of Students, the Office of Human Resources, and the Director of Public Affairs who will in turn notify appropriate services and teaching units.
- All personnel not instructed by the above will report to the Office of Human Resources.
- In the event Van Housen Extentsion and main switchboard cannot be the communication center, emergency phones will be established in Barrington Student Union.
- Director of Public Affairs will serve as primary media contact.
*** Any employee receiving a threatening call should immediately call University Police at *2222. Please pay attention to the following details: Sex of caller, background noise, type of "bomb", any location specifics, and when the bomb is to go off.
13. BUILDING ADMINISTRATOR: POLICIES AND RESPONSIBILITIES
Each academic building on the SUNY Potsdam campus shall have a building administrator, preferably a person already residing in that building. The building administrator shall be appointed by the President of the College after appropriate consultation. He/she shall be willing and able to assume the position and all associated responsibilities. The appointee shall be a full-time member of the faculty, professional or administrative staff of the College. He/she shall serve for a period of one year, the appointment to be made at the beginning of the Fall semester and be renewable each year thereafter. The building administrator is the chief administrator in charge of his/her building at the direction of the President of the College and is ultimately responsible for the well-being of the facility. The building administrator will have the authority to make decisions and carry out those duties which affect comfort, convenience, safety and energy conservation. In this regard, the building administrator will work closely with the Offices of Physical Plant, University Police and his/her building custodians. The building administrator's name, office and telephone numbers and official building hours shall be prominently posted in the main lobby of his/her building. Specifically, the building administrator shall:
- Perform his/her responsibilities in a competent, positive and timely fashion.
- Be authorized to delegate selected responsibilities associated with the position to one or more individuals in that building with the understanding that the building administrator is ultimately responsible for decisions or policies made regarding use of the facility.
- Make regular tours of his/her building making sure that all equipment and facilities essential to good work/study practices are in proper working order. All irregularities that cannot be taken care of by the regular building custodians shall be referred to the building administrator. He/she shall then prepare a work order and send it to the Office of Physical Plant for action. (A written record of such findings will be kept by the building administrator.)
- Shall be notified of and act on all requests to use facilities after normal working hours or on weekends making sure that such utilization does not violate College policies. All approved requests must have written authorization from the building administrator. All requests for keys must also have his/her written authorization.
- Accompany University Police, Physical Plant representatives and state inspectors on all scheduled safety and fire prevention tours. The building administrator shall make certain that all potentially dangerous situations and particularly those conditions that affect the handicapped are immediately referred to the appropriate administrative office. He/she shall also make certain that necessary information recorded during fire drills is submitted to the Office of University Police.
- Be notified of all accidental occurrences in his/her building and keep a record of such.
- Be apprised in advance of all activities regarding structural modification, scheduling pesticide spraying or changes in College policies which might affect building usage.
- Act on requests to use audio-visual hardware and other equipment already under the supervision of the building administrator.
- When requested, meet with the Environment Advisory Committee for the purpose of providing input on matters of safety, comfort and energy conservation.
- Serve as a member of a group of all building administrators, this group to constitute the Council of Building Administrators to be convened by the President of the College or designee at the beginning of the Fall semester. At this time, the President will officially appoint building administrators and discuss responsibilities and policies.
The names of Building Administrators are listed in Appendix XII .
14. BUILDING USE POLICIES AND PROCEDURES
This SUNY Potsdam Facility Use Policy is to be interpreted and applied in accordance with the Mission of SUNY Potsdam. Campus buildings are college community facilities. In determining space availability, priority will be given to the needs of academic programs. No campus building is intended for the sole use of the occupants of that building.Continuing Education/Summer Programs coordinates campus wide use of campus facilities by college-affiliated and off-campus groups (see definitions below). Requests for such use and further coordination of the programs will be handled in that office by the Conference Coordinator.
SUNY Potsdam, as SUNY Administrative Policies 008 (6/3/1991), supports the use of College facilities by non-commercial organizations (see definition below) where such use does not infringe upon, delay, or conflict with normal campus operations.
In making SUNY Potsdam facilities available to organizations, it is the College's intent not to compete with private businesses whose facilities can accommodate the group's needs.
DEFINITIONS
a)"Facilities" include University controlled (owned or leased) land, structures, buildings, equipment and furniture.b)"Non-commercial organizations" shall be deemed to include:
1) Federal, State or local governmental units, departments and agencies.2) Charitable, civic, community, cultural, educational, entertainment, industrial, labor, political, professional and recreational organizations and businesses whose activities are consistent with and in furtherance of University purposes.
CATEGORIES OF USERS
a) On-campus - Officially recognized organizations, clubs and College Departments whose activities are sponsored, planned and conducted by their members or staff and whose events or programs are designed for and open to SUNY Potsdam faculty, staff and/or students.b) College-affiliated - Professional academic and educational organizations whose members include SUNY Potsdam faculty or staff that are:
1) Requesting space, support and service for workshops, seminars, meetings or conferences2) Requesting facilities for tournaments, events, games, etc.
c) Off-campus - Organizations or groups external to the College. This category includes public school affiliated groups, health-related social service organizations, youth organizations, small businesses, industry and training agencies, etc. that are:
1) Requesting space, support and service for workshops, seminars, meetings or conferences2) Requesting facilities for tournaments, events, games, etc.
PROCEDURE
a) On Campus Users:1) All inquiries from on-campus groups shall be directed to the appropriate Building Administrator(s) for the spaces required.2) The Building Administrator will make the decision as to the appropriateness of the request and the availability of space, and will inform the requester of the decision. It will be the responsibility of the event organizer or building administrator to inform appropriate offices/departments of the intended use. i.e. University Police, custodial staff, etc.
b) College - Affiliated and Off-Campus Users:
1) All inquiries from college-affiliated and off-campus groups for use of College facilities for classes, workshops, seminars, meetings, conferences, dinners and other special events or activities should be directed to the Conference Coordinator or designee in the Office of Continuing Education/Summer Programs.2) Upon receipt of the request for space, the Conference Coordinator or designee, after consultation with appropriate campus personnel regarding the availability of space/food service, will approve or deny the request.
3) Following approval of facilities use, the Conference Coordinator or designee will coordinate the event, including issuing of a contract and establishment and collection of fees (if appropriate). It will be the responsibility of the Conference Coordinator to inform appropriate offices/departments of the intended use. i.e. University Police, custodial staff, etc.
FACILITIES CHARGES
a) On-Campus:Charges for facilities use will be waived for On-Campus groups, organizations and departments. Groups may be charged for any other fees encumbered by the event for use of space, services or resources.
b) College-Affiliated Users and Off-Campus Users:
Facility use fees for Standard (one time or occasional use) or Frequent Users will be charged to all college-affiliated and off-campus organizations or groups based on the attached fee schedule and may be modified or waived at the discretion of the Building Administrator or Conference Coordinator. Groups will also be charged for any other fees encumbered by the event for use of space, services or resources.
APPEALS
Any decision may be appealed to the Appeals Board for Campus and Facility Use, consisting of the Assistant Vice President for Facilities and the Director of Continuing Education/Summer Programs. Any appeal must be made in writing with copies to each member of the Appeals Board within (3) business days of the rendering of the decision by the building administrator or Conference Coordinator. The decision of the Appeal's Board will be given in a timely fashion and is final.
SUNY Potsdam Facilities Charges
- Meeting Rooms
- MPR
- Fireside Lounge
$ 25/day$125/day
$35/day
$20/day$125/day
$35/day
- All Campus
- Kellas Classrooms
- Technology Classrooms (Labs)
$25/day
$35/day
$35/hour
$15/day
$25/day
$25/hour
- Crane Rehearsal Room (Rooms 101,107,119,123)
- Hosmer Hall
- Snell Theatre
- Wakefield Recital Hall
$35/day$75/hour
$60/hour
$60/hour
$40/hour
- Dance Studio
- Dance Theatre
$35/day
$35/day
$20/day
$35/hour teleconference feeMaxcy:
- Athletic Field
- Field House
- Ice Arena
- Locker Rooms
- Main Gym
- Pool
$60/event/game
$50/hour
$75/hour
$25/room/day
$220/event/game
$50/hour
$30/event/game
$25/hour
$60/hour
$20/room/day
$190/event/game
$50/hourMerritt:
- Gym
- Pool
$30/day
$45/hour
$20/day
$30/hourRaymond 8th Floor (one side)
$40/day
$25/day*Overtime and personnel fees charged if applicable.
*Additional charges will be applied for AV equipment use.
15. CELLULAR TELEPHONE POLICY (WORD VERSION)
A. General
1. Cellular telephones can be an effective resource for SUNY Potsdam as it supports communications in areas or situations where conventional telephony is not available or impractical. However, the substantial cost streams incurred by cellular telephones must be weighed carefully against any benefits.
2. In general, cellular telephones (i.e. telephone connected to a commercial cellular telephone service such as Verizon Wireless) may only be assigned to employees for whom the nature of their work requires wide mobility and simultaneous access to the public telephone network (e.g., college senior staff, key directors, deans, etc.)
3. All cellular telephones used for the purpose of SUNY Potsdam business are to be ordered by the Telecommunications Manager. The rates for each individual phone will be established based on the requestor's anticipated use of the cellular telephone.
4. All cellular telephones are to be billed on SUNY Potsdam's master bill received from the vendor. Monthly billing for cellular telephone services shall be reviewed and authorized for payment by the TelCom Office. When the bill is received the total will be recharged to the appropriate departmental budget account with that month's recharges. The bill will contain a separate page(s) for each cellular telephone number. It will be separated by department and distributed appropriately. The amount of each individual's bill will be recharged to the budget account that was specified by the requestor.
B. Guidelines for Deployment
1. College Faculty and staff desiring cellular telephone service must submit a "Cellular Telephone Request Form" to the TelCom Office (see attached form). The application must include justification for the service and the account to which the service will be billed. The justification for a cellular telephone must demonstrate a clear connection to the user's job responsibilities. The request will require approval by the requestor's Department head, Dean, Provost and Vice President. All requestors must have the approval of the next level of administrator. No employee may approve his or her own cellular telephone or service plan. Incomplete requests or requests lacking a compelling reason for the service will be denied.
2. Upon receiving the form the Telecommunications Manager will discuss proposed usage with the requestor, (and the vendor as necessary), to provide the most cost-effective rates for the proposed user. These rates will then be proposed to the requestor for his/her verbal approval.
3. When the requestor agrees to the rates, the Telecommunications Manager will order the cellular telephone from the vendor (presently Verizon Wireless). The cellular telephone will be delivered to the Telecommunications Manager for assignment. (Normal delivery is 2-3 business days).
4. Each employee assigned a cellular telephone shall be primarily responsible for the security and maintenance of the unit and must immediately report any theft, loss or vandalism of the unit.
5. Each employee assigned a cellular telephone must sign an acknowledgement of Cellular Telephone Policy (see attachment 1).
6. Cellular telephones shall not be issued to student workers, contract employees, part-time temporary personnel, adjunct faculty, or others not having a compelling use for the technology.
7. All costs associated with cellular telephones will be borne by the department ordering the equipment. Such costs include but are not limited to the following: equipment acquisition; service initiation (if applicable), monthly fees for cellular service, per-month cost of calls in excess of the calling plan allocation (if applicable), maintenance and repair for equipment programming and replacement of lost or stolen equipment.
8. Assigned cellular telephones are to be used for official business related activities. Personal use of an assigned unit shall be occasional, incidental, or for emergencies.
9. Holders of cellular telephones are responsible for all personal calls and must follow the guidelines set forth by SUNY Potsdam for personal calls placed on State issued cellular telephones. When personal calls are placed using minutes exceeding the approved plan, reimbursement for those minutes must be made to SUNY Potsdam. Additionally, all long distance and roaming charges incurred for all personal calls (even under the plan limit, if applicable) must be reimbursed to the University using Attachment 2.
10. The TelCom Office will review individual usage to assure that the most appropriate rate plans are in use and to screen for possible abuse. If plan changes or abuse are evident, the issuing department head will be notified and the call detail will be forwarded to the user's department head for administrative review.
11. The TelCom Office will review usage of cellular communication equipment to ensure the appropriate application of the technology. Cellular communications equipment that is not being used in accordance with the original terms of the request shall be subject to termination. Holders of cellular communication equipment may also be asked to resubmit justification on an annual basis.
12. Reimbursement of personal cellular telephone calls will require call detail reports showing date, time of call, and identification of call (either number dialed or incoming call designation).
13. The responsibility for assigned cellular telephones cannot be transferred to another employee. When an employee to whom a cellular telephone has been assigned terminates employment or transfers to another campus position, the cellular telephone must be returned to the designated administrative official, in appropriate working condition, prior to the employee's last day of work.
14. The TelCom Office will be responsible for coordinating all repairs of cellular communications equipment as well as handling all complaints.
15. In New York State utilizing a hand-held cellular telephone while driving a vehicle is illegal. SUNY Potsdam and the State University ask that all employees abide by this law.
C. Cellular Telephones and Cellular Airtime Services
The TelCom Office coordinates all SUNY Potsdam cellular communications and equipment purchases. Requests for cellular phone service and/or equipment should be directed to the TelCom Office at X3000.
D. Limits of use
A property control decal may be affixed to the cellular telephone before being issued to the requesting department. Use of a University-owned cellular telephone and cellular telephone airtime service is intended for Official University business. However, the University recognizes that personal calls are sometimes necessary. When the cellular telephone is used for a personal call, the individual is responsible for the cost of that call. The telephone user should make note of personal calls and detail. For all plans, it is recommended that a minimum of 90 percent of the total calls be for University business purposes. Calls home to receive business messages, to inform of a delay to return home, or to stay in touch when out of town, may be considered business calls. Typically, these calls should last no more than 3 minutes.
NOTE: If the cellular telephone is misplaced, the customer must contact the TelCom Office at X3000 immediately. If you loose your cellular telephone outside of business hours, immediately call Verizon Wireless at 800-922-0204, prompt 5, then prompt 2 to report a lost or stolen cellular telephone. If the phone is lost or stolen on a weekend or holiday you must also notify the TelCom Office by calling 315-267-3000 and leaving a voice mail message.
E. Short-Term Rental of Cellular Telephones
The TelCom office has a small supply of cellular telephones available for short-term rental. Requests are filled on a first come, first served basis. The department will be charged a flat fee of $3.00 per week for use of the cellular telephone. In addition, all airtime usage charges for the appropriate time are the responsibility of the requesting department.
F. Training
Basic instructions are given when the cellular telephone is given to the requesting department. Help with problems associated with a cellular telephone or service should be reported to the TelCom Office at X3000. Reporting of problems will assist the TelCom staff in maintaining a quality cellular telephone service for the University.
If you move to a new address, you are asked to notify the Office of Human Resources immediately. A new withholding form will be completed in Human Resources which will change the address on your payroll and personnel records or on the web at: http://www.potsdam.edu/hr. Notification will also need to be made to the retirement system and benefit funds.
In the event of inclement weather, the President upon receipt of a recommendation from the Assistant VP for Facilities may cancel classes. This recommendation will be made as early as circumstances permit for day classes and by 2 p.m. for evening classes whenever possible
The President will notify the Provost and Office of Public Affairs of the decision, at which time the Office of Public Affairs will notify the campus community via email and call all local radio stations. The Provost’s office will telephone the offices of the Deans of the three schools, Continuing Education, University Police and Dean of Students, who will telephone others who may need to know as quickly as possible.
The decision to cancel classes does not presume cancellation of other events on campus, which will be determined on an individual basis by the sponsoring offices. When such events are cancelled, sponsors should notify the offices of Public Affairs, the President, and the Provost, as they often receive inquiries about such matters. The campus policy on “Extraordinary Weather Conditions” is still in place as it relates to employees and services required.
18. COLLEGE LIBRARIES LOAN POLICIES
Publicly funded libraries by definition are shared resources, built upon the principle that materials belong to the library's community of users, not to any single user within the community. The College Libraries' loan policies are designed to support this principle within the context of the College's mission. Loan periods are assigned that reflect and recognize different needs of users by patron category (e.g. student, faculty/staff, community) and different uses of material by format (e.g. books, scores, sound recordings). The Libraries' policies also include courtesy notices and grace periods that assist users in returning or renewing materials in a timely manner so that overdue fines can be avoided. The Libraries make every effort to accommodate special needs related to the College mission for students and faculty beyond these policies when this can be done without compromising the principle of shared resources.
A. Borrowing Privileges
Students, faculty, and staff of SUNY Potsdam and the three other colleges in Potsdam and Canton, as well as the community at large, have borrowing privileges and may use the services offered by the Crumb and Crane Libraries. The act of "borrowing" obligates patrons to the Libraries' loan policies. It is expected that loaned materials will be returned to the Libraries in a condition that enables them to be loaned to subsequent users and in the timeframe set by the due date.
All patrons must present a valid SUNYcard or community patron card in order to borrow any material. New community borrowers may apply for a card at the Circulation Desk by presenting photo identification.
B. General Loan Policies
Most, but not all, library materials may be checked out and taken from the Libraries. Due dates are assigned when an item is borrowed. Certain materials are restricted to library use only. Fines begin accruing the first day an item is overdue. A courtesy notice indicating that a due date has occurred is sent to campus mailboxes at the time an item becomes overdue. If an item is returned or renewed within the designated grace period, fines are waived. If an item is returned after the grace period has passed, fines are levied from the first overdue day.
Loan periods vary by collection and patron status.
Library Use Only Material:
·Periodicals (Bound and Current Issues)
·Reference Collection Material
·Crane sound recordings and videos (in-house check-out for 4 hrs; 3 item limit)
·Most Reserve Material
·Microforms (Crane microforms may be taken to Crumb Library in order to use reader/printers.)
·Collected sets of scores
·Archives and Special Collection Material (use by appointment only)
·Restricted Access (Crane Library)
·Keys, remotes, and headphones
Circulating Material (Loan period 21 days; 14 day grace period; 3 renewals):
·Books in Crumb and Crane Stacks
·Curriculum Materials
·Government Documents
·Crumb Sound Recordings and Slides
·Maps
Circulating Materials (Loan period 5 days; 3 day grace period; no renewals):
·Crumb Videos
For SUNY Potsdam faculty and staff the following policies are exceptions to those listed above.
·Books in Crumb and Crane Stacks (loan period 120 days; 14 day grace period; 2 renewals; subject to recall)
·Scores (loan period 120 days; 14 day grace period; 2 renewals; subject to recall )
·Crumb videos (14 day loan period; 7 day grace period; no renewal)
·Crane videos and sound recordings (special loan for instructional use 7 day loan; 14 day grace period; 3 item limit)
·Periodicals (Library use only; arrangements can be made for photocopying)
·Crane collected works (loan period 5 days; no renewal; 3 set limit)Holds may be placed by patrons on items that are checked out enabling the patron who placed the hold to be the next borrower when the item is returned. An item that has a hold on it may not be renewed.
120 day loans for faculty and staff are subject to recall after 21 days if a hold has been placed on the item.
Renewals (when applicable) may be requested in person, by e-mail (circ@potsdam.edu) or by phone (315-267-2485) without the item in hand except for collected works (Crane Library, faculty only) for which renewals must be requested in person with the item(s) in hand.
Most fines are $.50 per day per item to a maximum of $10.00. Fines for reserve materials are $3.00 per hour per item. Fines for Collected works (Crane Library) are $3.00 per day per item to a maximum of $10.00 per item. Fines for keys and headphones (Crane Library) are $.50 per hour per item to a maximum of $10.00 per item.
If an item is lost or damaged to the extent it cannot be returned to the shelves for others to use, a replacement cost based on the type of material and a processing fee of $15 is levied. Once an item is 36 days overdue, it is automatically designated "lost."
Borrowing privileges are suspended for patrons with overdue materials or outstanding fines and fees. In addition, SUNY Potsdam students who have not cleared their library records will be unable to register, receive grade information, or request transcripts.
Once overdue materials are returned and a borrowing record is cleared of fines and fees, generally full privileges are restored. When problems with loaned materials arise, patrons are encouraged to contact a circulation supervisor to communicate the nature of the problem. In the case of significant and/or flagrant violation of loan policies, other library privileges may be additionally restricted or suspended. Intentional mutilation of library materials or willful failure to return materials in accord with loan policies are violations of New York State statute. (Education, Article 5, Sections 264 and 265 )
C. Interlibrary Loan
"Interlibrary loan is the process by which a library requests material from, or supplies material to, another library. The purpose of interlibrary loan as defined by this code is to obtain, upon request of a library user, material not available in the user's local library."
Interlibrary loan (ILL) services are available to all SUNY Potsdam students, faculty and staff as well as to area residents who are not from the other Associated Colleges. Those affiliated with other local higher education institutions are expected to submit their requests through their own libraries.
Due dates for ILL materials are determined by the lending library. Renewal requests must be made 3 days before the due date and renewals are at the discretion of the lending library.
While the College Libraries participate in several reciprocal borrowing groups and receive many ILL materials without direct cost, some items may only be available from fee-charging institutions. Community borrowers are charged any direct costs incurred for their ILL requests. The College Libraries' cover interlibrary loan costs for periodical articles (delivery and copyright charges) for college faculty, staff, and students. Direct costs for borrowing other materials are the responsibility of the requestor.
ILL patrons are responsible for direct costs incurred by their ILL requests whether or not they actually use the requested item. If a cancellation is requested, the College Libraries' will attempt to process the cancellation prior to the assessment of any fees by the lending library. If this is not possible, the requestor is responsible for the borrowing fee.
When submitting a request, ILL patrons may choose a "no cost" option. If this option is selected, the College Libraries' will not borrow the item unless it can be borrowed from a reciprocal borrowing institution without direct cost.
ILL loans that are not returned in a timely manner are subject to the same fines, replacement fees, and holds on borrowing and student records as other library materials. Replacement costs are determined by the lending library.
D. Appeal Process
An individual may appeal a fine or suspension of his/her borrowing privileges by appealing to the Director of Libraries in writing within ten calendar days of the receipt of notice of the fine and/or suspension of privileges. The response of the Director of Libraries shall be issued within five calendar days of receipt of the appeal by written notification to the appellant.
If the Director of Libraries sustains the fine and/or suspension, the appellant may appeal to the Provost within five calendar days of receipt of the Director's response. The response of the Provost shall be issued within five calendar days of the receipt of the appeal by written notification to the appellant.
If the Provost sustains the fine and/or suspension, the appellant may appeal to the President's Designee within five days of receipt of the Provost's response. The response of the President's Designee shall be issued within five calendar days of receipt of the appeal by written notification to the appellant. The decision of the President's Designee is final.
A fine and/or suspension of borrowing privileges may be affected only after completion of the appeal process or if the appeal is not made in a timely manner.
SUNY Potsdam has established guidelines and operational instructions to be taken by campus personnel in order to provide a safe work environment for its employees when entering confined spaces. "Permit required confined spaces" have been identified on campus and posted in accordance with Federal regulations. Confined spaces on the campus of SUNY Potsdam are as follows: manholes (steam, signal, sewage, storm, electrical and condensed stations), boilers, distribution tanks (domestic hot water, water treatment, condensed recovery tanks and oil tanks), HVAC handling units, steam tunnels, crawl spaces.
Authority to enter into contractual agreements on behalf of the College is vested in the President of the College (or designee, the VP for Business Affairs). It may be delegated in specific instances. No individual except as above, shall purport him/herself to represent the College and any agreement entered into without proper authority is not binding on the College. The legal status of the individual will be determined by the separate circumstances.
Copyright law exists to protect the intellectual property of creators of original works. All creative works are automatically considered copyrighted, whether or not they are registered. The law covers works created in any format, including new technological formats such as CDs, CD-ROMs, on computer disk, and on the World Wide Web; thus works in these formats, such as web pages and computer software, must be treated as copyrighted material. The law is reasonably clear for the general case, however, certain exceptions are made for the good of the public in the cases of educational institutions and libraries. These exceptions are called "fair use", and the factors involved in determining whether something is covered under fair use include:
- the purpose and character of the use, including whether such use is of a commercial nature or is for non-profit education purposes;
- the nature of the copyrighted work;
- the amount and substantiality of the portion used in relation to the copyrighted work as a whole;
- the effect of the use upon the potential market for or value of the copyrighted work. (from section 107 of the Copyright Act of 1976)
These aspects of fair use are far vaguer than the explicit statements for the general case of copyright law, and as such, are open to some interpretation. In order to clarify what is and is not permissible, the House Committee on the Judiciary issued a report (HR 94-1476) titled "Agreement on guidelines for classroom copying in not-for-profit educational institutions: with respect to books and periodicals". SUNY Potsdam's policy statement is a combination of the guidelines from this report and applicable sections of the copyright law. Below is a brief listing of permissible and non-permissible photocopying use followed by SUNY Potsdam's policy statement on copyright. The responsibility for securing written copyright clearance rests with individual faculty; suggestions on applying for permission to reproduce copyrighted material are at the end of this section. Additional information is available at the FW Crumb Library.
a. Guidelines For Books And Periodicals:
Things you may do:Personal Use:
Make a single photocopy of a book chapter, an article, a short story, a short essay, a short poem, or a single graphic from a book, periodical, or newspaper for your own scholarly research or use in preparing for or teaching a class.
Classroom Use:
- Distribute photocopies (no more than one copy per student in the course) in class as long as it meets the guidelines for brevity, spontaneity, and cumulative effect defined below.
- Make photocopies of items from current news periodicals and newspapers and current news sections of other periodicals as long as it meets the guidelines for brevity and spontaneity defined below.
Reserves:
- Place the originally published item on reserve (i.e. bound book, a complete journal issue, a CD, ...)
- Place no more than five photocopies of a work that meets the criteria for brevity, spontaneity, and cumulative effect defined below on reserve for one semester only. You may not place the same items on reserve after that without written permission from the copyright holder.
- Place multiple photocopies of items for which you have received written permission for the copyright holder or paid a copyright fee on reserve.
Things you may not do:
- You may not place a photocopy of an article obtained through interlibrary loan on reserve unless written permission has been received from the copyright holder.
- You may not place a photocopy of an article on reserve for more than one semester without written permissions from the copyright holder. The law presumes that by the next time you want to use the article again, there will have been enough time to obtain permission from the copyright holder or pay a copyright fee.
- You may not place a packet of material on reserve as one item - individual items only may be placed on reserve.
b. Definitions
i) Brevity:a. Poetry:
- A complete poem if less than 250 words and if printed of not more than two pages or,
- from a longer poem, an excerpt of not more than 250 words.
b. Prose:
- Either a complete article, story or essay of less than 2,500 words, or
- an excerpt from any prose work of not more than 1,000 words or 10% of the work, whichever is less, but in any event a minimum of 500 words.
c. Illustration :
One chart, graph, diagram, drawing, cartoon, or picture per book or per periodical issue.d. "Special" works:
Certain works in poetry, prose or in "poetic prose" which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience fall short of 2,500 words in their entirety. Paragraph (b) above notwithstanding such "special works" may not be reproduced in their entirety; however, an excerpt comprising not more than two of the published pages of such special work and containing not more than 10% of the words found in the text thereof, may be reproduced.ii) Spontaneity
a. The copying is at the instance and inspiration of the individual teacher, and
b. The inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission.iii) Cumulative Effect
- The copying of the material is for only one course in the school in which the copies are made.
- Not more than one short poem, article, story, essay or two excerpts may be copied from the same author, nor more than three from the same collective work or periodical volume during one class term.
- There shall not be more than nine instances of such multiple copying for one course during one class term.
[The limitations stated in (a) and (b) above shall not apply to current news periodicals and newspapers and current news sections of other periodicals.]
c) Prohibitions
Notwithstanding any of the above, the following shall be prohibited:
i) Copying shall not be used to create or to replace or substitute for anthologies, compilations or collective works. Such replacement or substitution may occur whether copies of various works or excerpts therefrom are accumulated or are reproduced and used separately.ii) There shall be no copying of or from works intended to be "consumable" in the course of study or of teaching. These include workbooks, exercises, standardized tests and test booklets and answer sheets and like consumable material.
iii) Copying shall not:
- substitute for the purchase of books, publisher's reprints or periodicals;
- be directed by higher authority;
- be repeated with respect to the same item by the same teacher from term to term.
- no charge shall be made to the student beyond the actual cost of the photocopying.
- Guidelines For Educational Uses Of Music
iv) Permissible Uses
- Emergency copying to replace purchased copies which for any reason are not available for an imminent performance provided purchased replacement copies shall be substituted in due course.
- For academic purposes other than performance, single or multiple copies of excerpts of works may be made, provided that the excerpts do not comprise a part of the whole which would constitute a performable unit such as a section, movement or aria, but in no case more than (10%) of the whole work. The number of copies shall not exceed one copy per pupil.
- Printed copies which have been purchased may be edited or simplified provided that the fundamental character of the work is not distorted or the lyrics, if any, altered or lyrics, added if none exist.
- A single copy of recordings of performance by students may be made for evaluation or rehearsal purposes and may be retained by the educational institution or individual teacher.
- A single copy of a sound recording (such as a tape, disc or cassette) of copyrighted music may be made from sound recordings owned by an educational institution or an individual teacher for the purpose of constructing aural exercises or examinations and may be retained by the educational institution or individual teacher. (This pertains only to the copyright of the music itself and not to any copyright which may exist in the sound recording.)
v) Prohibitions
- Copying to create or replace or substitute for anthologies, compilations or collective works.
- Copying of or from works intended to be "consumable" in the course of study or of teaching such as workbooks, exercises, standardized tests and answer sheets and like material.
- Copying for the purpose of performance, except as in i) (a) above.
- Copying for the purpose of substituting for type purchase of music, except as in i) (a) and i) (b) above.
- Copying without inclusion of the copyright notice which appears on the printed copy.
- Reproduction By Libraries And Archives: Limitations On Exclusive Rights
1. Limitations on exclusive use have been provided for Libraries and Archives. A library may reproduce one copy if
- the reproduction or distribution is made without commercial advantage;
- the collections are open to public or outside researchers;
- the reproduction includes a notice of copyright.
2. A copy of an unpublished work can be made only for preservation or security or for deposit in another library (but only if said library currently has a copy).
3. Reproduction of a published work may be made only to replace a damaged, deteriorating, lost or stolen copy if the library after a reasonable effort cannot get an unused replacement copy at a fair price.
4. A library may reproduce a copy of one article of a periodical for a user on request if the copy becomes the property of the user and the library has no notice that it would be used for any purposes other than study, scholarship or research if a warning of copyright is displayed.
5. Reproduction of an entire work or substantial part thereof may be made from the collection if the library by reasonable investigation determines that it cannot be obtained at a reasonable price and the copy become the copy of the user and the library has no notice of use other than private study, scholarship or research and a warning of copyright is displayed.
6. Limited copies of occasional news items, not amounting to substitution for subscription may be made.
d) Use Of Videotapes: Limitations On Exclusive Rights
An audio-visual tape of a program may be made for use of a single class. Such tapes cannot be retained for over 45 calendar days after recording and then must be erased or destroyed. They may be used once by individual teachers in the course of relevant teaching activities and repeated once for instructional reinforcement during the first ten instructional days within the forty-five day retention period. They can be recorded only once at request of a teacher and a limited number of copies may be made to meet needs within the retention period of several requesting teachers. After ten instructional days within retention period the tape may only be used for teacher evaluation. Parts of broadcasts may be used but cannot be altered and the educational institution is expected to maintain controls to ensure the integrity of use to conform with these guidelines.
e) Applying For Permission To Reproduce Copyrighted Materials
In most cases, a letter to the copyright holder (usually addressed to the permissions department of the work's publisher) is needed in order to secure permission to reproduce copyrighted materials that do not fall under the guidelines for reproduction stated above.
The Association of American Publishers has issued these recommendations for faculty members requesting permission to reproduce copyrighted materials:
- Request all permissions for a specific project at the same time.
- Do not ask for a blanket permission for all of the material. It complicates the request. Often it cannot be granted.
- Send a photocopy of the copyright page and the pages for which permission is being requested along with your application.
- Be sure to enclose a return address with your request.
Publishers receive these requests every day. Provided the requests are presented in proper order, they usually grant them quickly and efficiently.
f) SUNY - Patent and Copyright Policy
The State University recognizes that the purpose of University research is to seek new knowledge for the general benefit and not to make inventions for profit. The SUNY patent and copyright policy is contained by the Policies of the Board of Trustees, Article XI, Title J.
In an effort to insure an atmosphere conducive to academic pursuits and to comply with existing state and local laws, the following dog policy shall be in effect:
- Dogs are not permitted in any campus building at any time.
- Dogs are permitted on campus grounds if they are restrained by a chain or leash not exceeding six feet in length and accompanied by persons of adequate age and discretion who properly control their actions.
- An owner or harborer of a dog shall not permit the dog to be a public nuisance by allowing the dog to consistently bark or howl, cause personal injury or damage personal or College property.
- An owner or harborer of a dog is not permitted to leave the dog unattended on campus property.
- The owner or harborer of a dog is required to pick up after their dog or may be subject to state and local laws. There are dispoz-a-scoop items available at the University Police Dept. for this purpose.
Persons found to be in violation of this policy face judicial action through College administrative procedures and/or the Village Court.
Any dog found on campus in violation of this policy shall be subject to immediate transfer to the Potsdam Animal Shelter where the owner may claim the animal after payment of a custodial fee.
23. DOMESTIC VIOLENCE AND THE WORKPLACE POLICY
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 married and formerly married couples, couples with children in common, couples who live together or have lived together, gay, lesbian, bisexual and transgender couples, and couples who are dating or who have dated in the past.
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. In addition to exacting a tremendous toll from the individuals it directly affects, domestic violence often spills over into the workplace, compromising the safety of both victims and co-workers and resulting in lost productivity, increased health care costs, increased absenteeism, and increased employee turnover.
SUNY Potsdam, 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.
Definitions
For purposes of this policy, the following terms will be defined as stated below:
Domestic Violence: 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.
Intimate Partner: Includes persons legally married to one another; persons formerly married to one another; persons who have a child in common, regardless of whether such persons are married or have lived together at any time, couples who live together or have lived together, or persons who are dating or who have dated in the past, including same sex couples.
Abuser: A person who perpetrates a pattern of coercive tactics which can include physical, psychological, sexual, economic, and emotional abuse against an adult intimate partner, with the goal of establishing and maintaining power and control over the victim.
Victim: The person against whom an abuser directs coercive and/or violent acts.
Guidelines
I. Employee Awareness
SUNY Potsdam shall take all reasonable actions to educate employees regarding the effects of domestic violence, ways to prevent and curtail violence, and methods to report such violence to authorities.
It is the policy of SUNY Potsdam that information on domestic violence and available resources shall be posted and, if necessary, replaced or reposted annually in areas where other employment policies and information are traditionally posted. This information shall include the topics addressed in the appendix.
II. Non-Discriminatory and Responsive Personnel Policies for Victimized Employees
SUNY Potsdam shall ensure that personnel policies and procedures do not discriminate against victims of domestic violence and are responsive to the needs of victims of domestic violence.
a. New York State law makes it a crime for employers to penalize an employee who, as a victim or witness of a criminal offense, is appearing as a witness, consulting with a district attorney, or exercising his/her rights as provided in the Criminal Procedure Law, the Family Court Act, and the Executive Law. This law requires employers, with prior day notification, to allow time off for victims or subpoenaed witnesses to exercise his/her rights as provided in the Criminal Procedure Law, the Family Court Act, and the Executive Law [Penal Law §215.14]. If there are any questions or concerns regarding the leave that must be granted to victims or subpoenaed witnesses, contact the Director or Assistant Director of Human Resources or the Attendance and Leave Unit at the Department of Civil Service.
b. SUNY Potsdam, upon request, will assist the employee in determining the best use of his/her attendance and leave benefits when an employee needs to be absent as a result of being a victim of domestic violence. If an employee requests time off to care for and/or assist a family member who has been a victim of domestic violence, SUNY Potsdam will evaluate the employee’s request for leave for eligibility under existing law and collective bargaining agreements applicable to the employee and the attendance rules.
c. SUNY Potsdam understands that victims of domestic violence may lack the required documentation or have difficulty obtaining the required documentation to justify absences without compromising their safety. Therefore, the Director or Assistant Director of Human Resources will consult with the employee to identify what documentation she/he might have, or be able to obtain, that will not compromise his/her safety-related needs and will satisfactorily meet the documentation requirement of the employer. Because there are confidentiality issues associated with the submission of documentation in these instances, SUNY Potsdam may choose to consult with the Attendance and Leave Unit at the Department of Civil Service when questions arise.
d. Employees who are victims of domestic violence and who separate from a spouse (or terminate a relationship with a domestic partner, if covered), shall be allowed to make reasonable changes in benefits at any time during the calendar year where possible, in accordance with statute, regulation, contract and policy.
e. SUNY Potsdam will not make inquiries about a job applicant's current or past domestic violence victimization, and employment decisions will not be based on any assumptions about or knowledge of such exposure.
f. In cases in which it is identified that an employee's work performance difficulties are a result of being a victim of domestic violence, said employee shall be afforded all of the proactive measures outlined in this policy, and shall be provided clear information about performance expectations, priorities, and performance evaluation. If a disciplinary process is initiated, special care will be taken to consider all aspects of the victimized employee's situation. SUNY Potsdam shall utilize all reasonable available options to resolve work-related performance problems, and may make a referral to the Employee Assistance Program, consistent with existing collective bargaining unit agreements, statute, regulations and agency policy.
g. If reasonable measures have been taken to resolve domestic violence-related work performance problems of victimized employees, but the performance problems persist and the employee is terminated or voluntarily separates from employment due to these domestic violence related issues, and the employee conveys to SUNY Potsdam that the separation is due to these domestic violence issues, SUNY Potsdam shall inform the employee of his or her potential eligibility for unemployment insurance and respond quickly to any requests for information that may be needed in the claims process. New York State law provides that a victim of domestic violence who voluntarily separates from employment may, under certain circumstances, be eligible for unemployment insurance benefits. [§593 of NYS Labor Law.]
III. Workplace Safety Plans
By means of a domestic violence workplace safety response plan, SUNY Potsdam shall make employees aware of their options and available resources and help employees safeguard each other and report domestic violence to designated officials.
a. The designated liaison between SUNY Potsdam and SUNY System Administration is the Director or Assistant Director of Human Resources. This liaison will ensure campus wide implementation of this policy, and serve as the primary liaison with System Administration regarding this policy. The System Administration designated liaison will communicate with the Office for the Prevention of Domestic Violence (OPDV) on behalf of campuses as it relates to reporting.
b. Additionally, the following individuals/offices are designated as available to support those in need of assistance concerning domestic violence: Employee Assistance Program (315) 267-3434 or (315) 267-2229
c. SUNY Potsdam complies with enforcement of all known valid court orders of protection that are brought to the attention of SUNY Potsdam. SUNY Potsdam shall comply with Federal and State Law when information is requested by domestic violence victims or law enforcement regarding an alleged violation of an order of protection.
d. SUNY Potsdam maintains a Workplace Violence Policy, which includes procedures for contacting University Police and possibly other appropriate law enforcement agencies, and which provides employees with clear instructions about what to do and who to contact if they observe anyone engaging in threatening behavior.
e. SUNY Potsdam will discuss with a known victim of domestic violence the limitations on confidentiality under New York State Law (See Section VII [h]; NYS Agencies Responsibility d – g).
f. SUNY Potsdam shall take actions to assist in mitigating recurrances of domestic violence in an effort to protect all employees including the victim. These actions may include, but are not limited to, advising co-workers and, upon request, the employee's bargaining representative, of the situation; setting up procedures for alerting University Police; temporary relocation of the victim to a secure area; options for voluntary transfer or permanent relocation to a new work site; change of work schedule, reassignment of parking space; escort for entry to and exit from the building; responding to telephone, fax, e-mail or mail harassment; and keeping a photograph of the abuser and/or a copy of any existing court orders of protection in a confidential on-site location and providing copies to University Police. SUNY Potsdam will address any additional concerns raised by a situation in which both the victim and offender are employed by SUNY Potsdam.
g. This policy shall be reviewed annually. Any substantive policy revisions and updates shall be forwarded to OPDV.
IV. Accountability for Employees Who Are Offenders
SUNY Potsdam will hold employees accountable for engaging in the following behavior: (1) using state resources to commit an act of domestic violence; (2) committing an act of domestic violence from or at the workplace or from any other location while on official state business; or (3) using their job- related authority and/or state resources in order to negatively affect victims and/or assist perpetrators in locating a victim and/or in perpetrating an act of domestic violence.
a. In cases in which SUNY Potsdam has found that an employee has threatened, harassed, or abused an intimate partner at the workplace using state resources such as work time, workplace telephones, FAX machines, mail, e-mail or other means, said employee may be subject to corrective or disciplinary action in accordance with existing collective bargaining unit agreements, statutes and regulations.
b. In cases in which SUNY Potsdam has verification that an employee is responsible for a domestic violence-related offense, or is the subject of any order of protection, including temporary, final or out-of-state order, as a result of domestic violence, and said employee has job functions that include the authority to take actions that directly impact victims of domestic violence and/or actions that may protect abusers from appropriate consequences for their behavior, SUNY Potsdam shall determine if corrective action is warranted, in accordance with existing collective bargaining unit agreements, statutes and regulations.
c. In cases in which any employee intentionally uses his/her job-related authority and/or intentionally uses state resources in order to negatively impact a victim of domestic violence, assist an abuser in locating a victim, assist an abuser in perpetrating acts of domestic violence, or protect an abuser from appropriate consequences for his behavior, said employee may be subject to corrective or disciplinary action, in accordance with existing collective bargaining unit agreements, statutes and regulations.
V. Firearms
Pursuant to New York State and federal law, a person convicted of a domestic violence-related crime or subject to an order of protection, under certain circumstances, forfeits the right to legally possess a firearm or long gun. Additionally, federal law contains prohibitions relating to shipping, transportation, or receiving firearms or ammunition.
a. In addition to complying with the law, employees who are authorized to carry a firearm as part of their job responsibilities are required to notify the campus if they are arrested on a domestic violence- related offense and/or served with an order of protection. Under certain circumstances, such employees are responsible for surrendering their firearms to the firearm-issuing agency or to the appropriate police agency.
b. Should an employee fail to comply with the requirements set forth in V. a., said employee may be subject to corrective or disciplinary action, in accordance with existing collective bargaining unit agreements, statute or regulations. In addition, the appropriate law enforcement agency shall be notified for possible criminal action.
VI. Training
The Director or Assistant Director of Human Resources and all personnel designated to provide support for those in need of assistance shall complete OPDV’s one-day training on Domestic Violence and the Workplace. All appropriate managers, supervisors, employee assistance professionals, human resources personnel, union and labor representatives and security staff will be encouraged to attend OPDV’s training on Domestic Violence and the Workplace. Training will be made available to all staff on domestic violence and its impact on the workplace. This training will utilize materials provided by OPDV and / or a local domestic violence support agency when possible.
VII. SUNY Potsdam Responsibility
a. SUNY Potsdam believes that domestic violence is behavior that cannot be tolerated and, to that end will, actively provide information and support to employees who are victims of such abuse.
b. SUNY Potsdam will disseminate copies of this Domestic Violence and the Workplace Policy to all employees upon implementation and to all new employees upon hiring or appointment.
c. SUNY Potsdam encourages all employees to review and follow this policy and the procedures set forth herein.
d. SUNY Potsdam will, consistent with applicable law and campus policy, document all incidents of domestic violence that happen in the workplace. Such documents should be provided to the designated liaison to System Administration as soon as practicable. Such documents shall be kept confidential to the extent permitted by law and campus policy and the provisions of section g detailed below.
e. All SUNY Potsdam employees providing domestic violence information and support services shall document, consistent with applicable law and agency policy, the number of employees who report domestic violence, the number of employees that request information/services, and the number of referrals made to domestic violence service providers. All information about employees who seek assistance shall be kept confidential to the extent permitted by law and campus policy and the provisions of section g detailed below, and documentation should not include any personal information. The number of employees seeking assistance as outlined above shall be reported to the designated liaison to System Administration.
f. The designated liaison to System Administration shall, consistent with applicable law and SUNY Potsdam policy, provide information about the number and general nature of domestic v