Administrative and Technical Specialist Handbook

This handbook is intended to provide a summary of procedures, policies, guidelines, and current benefit plans for Administration and Technical Specialist Staff only. However, it does not constitute a contract between the University and its employees. Contents may be changed, modified, or deleted at any time, with such actions being announced by the Office of Human Resources.

Employees are a critical resource of Alfred University and related policies are meant to help ensure a high quality of work life for employees. In this spirit, it is intended that policy development be established with appropriate consultation in a supportive environment based on mutual trust and respect, within a framework of the highest ethical and professional standards.

Alfred University is an Affirmative Action, Equal Opportunity Employer and is committed to designing personnel policies that help to ensure equal employment opportunities for all individuals. As such, personnel decisions and practices are based strictly on job-related criteria.

It is against Alfred University's policy to discriminate against, or tolerate the harassment of, any employee or applicant for employment on the basis of race, color, national origin or ancestry, citizenship, religion, age, gender, gender identity or expression, physical or mental disability, sexual orientation, marital status, veteran status, genetic predisposition or carrier status, political activities or other protected legal activities conducted outside working hours, and any other status protected by law.

Any employee who believes s/he has experienced such discrimination or harassment should immediately report such action to their supervisor or the Office of Human Resources.

Prior to rendering service to the University, regular full or part-time employees must schedule a meeting to register with the Office of Human Resources, a step prerequisite to official placement on the payroll, enrollment in applicable benefit programs, and receipt of an identification card and other pertinent employment information.

It is required that an up-to-date position descriptions accompany all recruitment requisition forms filed with the Office of Human Resources. It is the responsibility of both the employing department as well as the Office of Human Resources to keep such descriptions on file.

It is the joint responsibility of the employee and supervisor to review such summaries during annual performance evaluations. At the time of such review, substantial changes should be documented by the supervisor and a revised description placed on file in both the department and the Office of Human Resources.

Upon being hired or rehired, all new staff will be in a probationary period for their first 90 calendar days. Employees promoted or transferred within the University will also complete a probationary period of the same length of time with each assignment to a new position. Employee absences or holiday leaves will automatically extend the probationary period by the length of the absence or leave.

During this period, the supervisor will strive to provide the employee with the job knowledge, training, skills and supervision needed to competently perform his/her work. This is an important time for both Alfred University and the employee since it provides the employee with an opportunity to evaluate the University in relation to his/her needs, and provides the University an opportunity to do the same.

Before the close of the probationary period, the supervisor will evaluate the employee’s performance since beginning the job. At that time the supervisor will decide whether to continue or end the employee’s employment. If the supervisor determines that the designated probationary period does not allow sufficient time to thoroughly evaluate the employee’s performance, the probationary period may be extended for up to three additional months. In addition, should the supervisor feel the employee is not making the desired progress at any time during the probationary period, the employee’s employment may be terminated. Upon satisfactory completion of the probationary period, the employee is classified as a regular full-time employee or regular part-time employee. Satisfactory completion of the probationary period does not guarantee future employment.

In a process initiated by the Office of Human Resources, evaluation of all regular administrative and technical specialist staff is scheduled to take place on an annual basis.

No listing can capture all responsibilities of employment. The following list contains some, but by no means all, of the more serious problems, which require disciplinary action up to and including termination of employment with the University:

• Falsifying or misrepresenting University records
• Falsifying leave reports and failing to record all time taken off
• Violating University policies or rules, including but not limited to those set out in this Handbook
• Insubordination or refusal to comply with supervisory instruction
• Engaging in acts of dishonesty, fraud, theft, or unauthorized use of University property or time
• Unauthorized possession of firearms or other weapons on campus
• Physically assaulting, threatening, intimidating, or using abusive language or behavior toward other employees

Employees may, from time to time, have concerns or disputes regarding some aspect of employment. To settle such concerns, employees are invited to discuss such issues with the immediate supervisor. Although this course of action is preferred, employees may also contact the Office of Human Resources to assist in the resolution.

Eligibility: Regular Employees, except those covered by a collective bargaining agreement

A regular employee who has prior service with the University may be eligible for bridging of the service based on the Bridging of Prior Service policy. The full policy may be viewed by clicking Bridging of Prior Service.

No employee shall have supervisory authority over a member of his or her family. Such supervisor relationships create the impression that the supervisor could be influenced by the relationship, either positively or negatively. The full policy may be viewed by clicking Employment of Relatives.

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All regular employees may receive annual across-the-board salary increases, merit increases, a combination of both, when approved by the Board of Trustees. However, compensation adjustments are not guaranteed.

Alfred University paychecks are distributed on a bi-weekly basis. Employees hired after July 1, 2008, will be compensated for services rendered in the pay period previous to the date of the check. This is referred to as a lagged payroll.

Special compensation arrangements normally apply to those full-time regular employees working 9, 10, or 11 months per year. It is intended that compensation be evenly distributed throughout the 12 months beginning 8/15 through 8/14. (This arrangement may be varied according to the employee's initial letter of agreement upon hire.) If your employment with the University should terminate before the designated term of employment, your total salary will be adjusted on a pro rata basis to reflect actual time worked.

Accurately recording time away from work as vacation, floating holiday, personal, sick, family sick, or FMLA is the monthly responsibility of the employee. Employees should record the number of hours missed on the electronic leave report in Bannerweb under the correct classification and submit to their Supervisor for approval. This will update leave balances and reflect accurately any time missed from work.

Each employee is expected to work his/her work schedule as assigned by management. Management reserves the right to change an employee’s work schedule at any time as needed, and will try to give the employee as much advance notice as possible given the circumstances.

Only management may make or approve changes to an employee’s work schedule. An employee may not alter his/her own work hours, make arrangements to have another employee work in his/her place, work for another employee in his/her place, or make any other alterations to work schedules without the prior approval of the supervisor.

Punctual and regular attendance is an essential function of the job and is expected of everyone. Punctuality and attendance are as important for satisfactory performance as applying yourself while at work. Whenever you are unable to report for work, you are expected to notify your supervisor as soon as possible, preferably before the start of your work day, for every day you are absent.

In the event that you are absent for three consecutive work days without notifying your supervisor, as required, you will be considered as having resigned unless extenuating circumstances can be shown which made such notification impossible.

Direct deposit is a service provided to employees by the University for the convenience of the employee. Participants may have paychecks directly deposited into any participating institution. Though this option is normally offered and selected at the employee's introductory benefits meeting, the election may be started or changed at any time by contacting the payroll office for an authorization form.

The Payroll Department distributes pay advices specifying wages and payroll deductions to all participants via email during the payroll week.

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Eligibility: Regular Employees

The University grants 12 paid holidays. Employees are also allowed time off with pay (not to exceed ½ day) to attend one major religious holiday service each calendar year. The schedule is published and distributed annually by the Office of Human Resources. This benefit is available immediately after hire.

All employees must work their last and first scheduled day adjacent to the Holiday in order to receive holiday pay.

Eligibility: Regular Employees

In addition to vacation and paid holidays as noted, ATS staff are granted one paid Personal Day and one paid Floating Holiday annually on January 1 for non-statutory employees and the anniversary date for the statutory employees. Employees who are in an unpaid status on the first day of work in a calendar year must return to work in order to be awarded these days for that calendar year. Such days are to be scheduled at the mutual convenience of supervisor and employee and may be taken in 1 hour increments.

Non-statutory sector employees must use these days during the calendar year in which they were issued; statutory sector employees must use these days during the anniversary year in which they were issued.

Eligibility: Regular Employees, except those covered under a collective bargaining agreement

Up to five paid days of Bereavement Leave are provided to allow the employee to mourn and otherwise attend to the death of an immediate family member. Family members are defined to include: spouse or spousal equivalent; child, stepchild, or grandchild; grandparent or parent; sibling; or parent-, son-, daughter- or sibling in-law. This benefit is available immediately after hire.

One work day is provided to allow the employee to mourn the death of a cousin, aunt, uncle, niece or nephew.

Time will be prorated for regular employees who work less than full-time.

As necessary, particularly difficult situations and circumstances related to such bereavement should be brought to the attention of the Director of Human Resources for further consideration. Employees covered by a collective bargaining agreement will be provided benefits in accordance with the agreement in force at the time.

To allow the employee to fulfill jury duty responsibilities or otherwise make a court appearance as required by subpoena, leave is provided as necessary. To qualify for such leave, the employee must provide management with a copy of the official papers indicating times and dates to be spent in such activity, notifying the supervisor as soon as possible in the process in order to allow for work coverage during the absence. (The University may employ temporary personnel during such absences.) Should an employee be excused early from such obligations on any given day, s/he is expected to report to work for the remainder of the workday.

Leave for jury duty and court appearances required by subpoena (exclusive of those instances in which the employee him/herself has filed suit) will be paid leave. Those regular Alfred University employees (or those temporary employees on the University payroll) called to jury duty will continue to receive regular salary or wages throughout such service.

The University will comply with all applicable laws regarding employment, reemployment, seniority, leaves, benefits, and other terms and conditions of employment for employees who enlist or are called for active duty or reserve duty in the armed forces of the United States or the military service of the State.

Employees who participate in military reserve training will be excused from work in accordance with the law. In such instances, should military pay be less than regular salary, the University will pay the difference between the two sources of compensation for up to two weeks per year for regular employees.

Employees are required to provide copies of their orders to their Supervisor for our records.

Eligibility: Regular Employees with a Minimum of Seven Years Continuous Service

Alfred University provides a Leave of Absence Plan for administrators and technical specialists. The plan is provided in order to allow the employee to pursue a course of action which would strengthen the institutional and/or departmental mission of Alfred University. Proposed leaves and related projects will therefore be evaluated on the basis of their intrinsic merit and value to the University.

Approved leaves are normally six months in duration, but other time periods may be considered dependent on need and circumstance.

Those wishing to request a leave should secure an application from the Office of Human Resources and submit it for consideration, usually at least nine months in advance of the anticipated Leave of Absence.

In administering the plan, the following guidelines apply:

• The applicant may be eligible to receive pay up to his/her base salary for one-half year.
• The University will determine the beginning and ending date of such leaves.
• If an employee on leave receives financial assistance from sources other than Alfred University, s/he is responsible to report such information to the Office of Human Resources. In such cases, that person's combined income less project expenses shall not exceed the employee’s base salary. Should the combined Alfred University and other income related to the leave, less project expense, exceed the base /salary, Alfred University's compensation shall be reduced by a commensurate amount.
• Employees are expected to return to regular University employment for at least two years subsequent to such leave. Any individual resigning prior to this shall be obligated to reimburse the University for funds received in support of the leave, prorated dependent on time served following the absence.
• Leaves are granted at the discretion of the President.

Those employees awarded a Leave of Absence must sign a letter of agreement relative to the terms of the leave. This document will then be kept on file in the Office of Human Resources.

All regular employees, not covered by a collective bargaining agreement, will be allowed to use five (5) sick days per year for the purpose of assisting an ill/injured immediate family member. Immediate family members include parent, spouse or AU-certified domestic partner, child, stepchild living (or raised) in the employee’s home. These days are in addition to the Family Emergency Sick Leave granted to attend to an emergency medical situation (requires the employee’s presence at home to arrange for care of an ill family member, or at the hospital while the family member undergoes surgery or is hospitalized with a serious illness). Family Emergency sick leave is also limited to five (5) sick days per year. Family sick days may be subject to provisions of the New York State Paid Family Leave Act, depending upon circumstances. Contact the Office of Human Resources for details.

Eligibility:

In order to qualify to take family and medical leave under this policy, the employee must meet all of the following conditions:

• The employee must have worked for the University at least 12 months, or 52 weeks. The time period need not have been consecutive.
• The employee must have worked at least 1250 hours during the twelve-month period immediately preceding the date the leave would begin.
• The employee must work at a worksite where 50 or more employees are employed within 75 miles of that worksite.

In compliance with federal requirements, it is Alfred University's policy to grant up to 12 weeks of family and medical leave during a 12-month period to employees meeting the FMLA eligibility criteria. This policy is designed to define employee rights in coordination with other pertinent University policies and as required by the Family and Medical Leave Act of 1993 (FMLA). Leave may be paid, unpaid, or a combination of paid and unpaid, depending on the circumstances and as specified in the complete policy. To the extent applicable, the University requires the employee to use sick leave as warranted and other benefit days as they are available. Should paid leave be exhausted before the expiration of the 12 weeks, leave is awarded without pay.

Eligibility: Regular Employees

Volunteer firefighters, ambulance drivers, and emergency medical technicians (EMT) affiliated with volunteer fire and/or ambulance departments will be granted excused leave with pay at their straight time hourly rate when responding to emergencies during normally scheduled work hours, provided that these volunteer services are limited to unplanned emergencies.

If a call takes place before the start or extends beyond the end of a workday, employees will be paid only for the time that overlaps regular work hours.

Eligibility: Regular Employees, except those covered under a collective bargaining agreement.

Staff who serve as officially designated volunteer advisors to University recognized student organizations and who require release time to accompany such organization on overnight, long-distance outings may be provided excused time for up to five work days per calendar year.

Alfred University employees who serve on the ATS Council or any other University committee will be given reasonable excused time to attend meetings.

Eligibility:

Employees who regularly work at least 20 hours a week will be eligible for paid-family-leave benefits after 26 weeks of employment, and employees who work fewer than 20 hours a week will be eligible after 175 work days. Participation in the program is not optional for employees.

New parents can use the leave for baby bonding in the first year after a child's birth, adoption or foster placement. Employees can also use the paid leave when a family member has a serious health condition or is called to active military duty.

Family members under the new law include: spouses, domestic partners, children, parents, grandparents and grandchildren. A “parent” or “child” is defined as: biological, adoptive, step, foster, or in-law parental relationships.

Benefits: 12 weeks available at 67% of the employees average weekly wage, the weekly wage benefit is capped at the New York State Average Weekly Wage.

PFL may be received on an intermittent basis, in increments of one full day. An employee who uses PFL on an intermittent basis is required to provide Alfred University with notice as soon as practicable before each day of intermittent leave.

What PFL can be used for:

• Maternity and Paternity Leave: Leave only begins after birth and is not available for prenatal conditions. A parent may take Paid Family Leave during the first 12 months following the birth, adoption, or fostering of a child.
• Caring for a Close Relative with a Serious Health Condition: A close relative is defined to include: spouse, domestic partner, child, parent, parent-in-law, grandparent, and grandchild
• Active Duty Deployment: Leave is available for families eligible for time off under the military provisions in the federal Family Medical Leave Act when a spouse, child, domestic partner or parent of the employee is on active duty or has been notified of an impending call or order of active duty.

A registered voter may, without loss of pay for up to three hours, take off so much working time as will enable them to vote at any election.

The employee shall be allowed time off for voting only at the beginning or end of their working shift, as the employer may designate, unless otherwise mutually agreed.

If the employee requires working time off to vote the employee shall notify their employer not less than two working days before the day of the election that he or she requires time off to vote in accordance with the provisions of this section.

Eligibility: Full-Time Regular Employees Fully Compensated by Alfred University Non-Statutory Sector Payroll

Employees may enroll, or make changes in, the Health Insurance Plan (individual or family coverage) at any one of the following times: Date of Hire, Open Enrollment, and for a Qualifying Life Event. Coverage is effective beginning the first day of the month following enrollment. Participation may only be discontinued for a qualifying Life Event or at Open Enrollment. (Under certain circumstances and with appropriate application, coverage may be extended to domestic partners, as defined by the University. Contact the Office of Human Resources for further information.)

The premium is a shared expense of the employee and the University. The employee's contribution is generally paid through payroll reduction. Full detail is provided to the employee at Orientation and in Open Enrollment meetings annually.

Prior to the beginning of an unpaid leave of absence or other significant change in the circumstances of employment, the employee must contact the Office of Human Resources to determine any impact on health insurance coverage and make arrangements, if necessary, for premium payment.

Eligibility: Full-time Regular Employees Fully Compensated by Alfred University Non-statutory Sector Payroll

Employees may enroll, or make changes in the Dental Insurance Plan (individual, two person, or family coverage) at any one of the following times: Date of Hire, Open Enrollment Period, and Qualifying Event. Coverage is effective beginning the first day of the month following enrollment. Participation may be discontinued due to a qualifying Life Event or Open Enrollment. (Under certain circumstances and with appropriate application, coverage may be extended to domestic partners, as defined by the University. Contact the Office of Human Resources for further information.)

The premium is paid fully by the employee through payroll reduction. Full detail is provided to the employee at Orientation and Open Enrollment meetings, annually.

Prior to the beginning of an unpaid leave of absence or other significant change in the circumstances of employment, the employee must contact the Office of Human Resources to determine any impact on dental insurance coverage and make arrangements, as necessary, for premium payment.

Eligibility: Employees On the Alfred University Non Statutory Sector Payroll Who Work a Minimum of 1,000 Hours during the Calendar Year as Defined by the Plan Document and approved amendments.

Designed to enable the employee to plan for retirement, the Retirement Plan calls for a 5% contribution of base salary by the employee through payroll reduction. At the same time, the University contributes 7% of base salary. Participation in this program is mandatory for all regular eligible employees.

Beyond that required by the University's Retirement Plan, all employees may also make additional contributions to tax-sheltered plans through payroll reduction, according to established IRS limit guidelines. Such guidelines establish the maximum allowable joint contribution of the employee and employer and are made available to the employee each year by the Office of Human Resources. Numerous investment choices are available and the responsibility for specific elections resides with the employee.

Though various Early Retirement Options exist, the Plan is generally designed to provide income as a proportion of salary based on retirement at age 65.

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Eligibility: Regular Employees Who Are Regularly Scheduled to Work At least half-time for the NYSCC

Employees are eligible for coverage, individual or family, through NYSHIP and may enroll, or make changes in, the plan at any one of the following times: Date of Hire, Open Enrollment Period, and a Qualifying Life Event. With premium cost shared by the employee and the University, coverage becomes effective 42 days following enrollment. Participation may be discontinued at any time with a qualifying life event. (Under certain circumstances and with appropriate application, coverage may be extended to domestic partners, as defined by the College. Contact the Office of Human Resources for further information.)

Eligibility: Regular Employees Who are Regularly Scheduled to Work At Least Half-time for the NYSCC

On the first day of the month following six full months of continuous employment, employees are eligible for individual or family dental insurance coverage. Under certain circumstances and with appropriate application, coverage may be extended to domestic partners, as defined by the College. Contact the Office of Human Resources for further information. The full cost of the premium is born by the University.

Eligibility: Regular employees Working at least 30 Hours per Week for Nine Months of the Year

With eligibility, enrollment in the basic plan is automatic, and covers the employee, spouse, and dependent children. The full cost of the basic plan is born by the University, with coverage beginning on the effective date of employment. Further detail is available at Orientation and during Open Enrollment meetings.

In addition, within established guidelines, the employee may purchase additional coverage at their own expense), to up to five times base salary (subject to underwriting rules).

Eligibility: Regular employees Working at least 30 Hours per Week for Nine Months of the Year

With eligibility, enrollment in the basic plan is automatic and covers the employee.. The full cost of the basic plan is born by the University, with coverage beginning on the effective date of employment. Further detail is available at Orientation and during Open Enrollment meetings.

In addition, within established guidelines, the employee may purchase additional coverage at their own expense).

Eligibility: Regular employees Working at least 30 Hours per Week for Nine Months of the Year

All employees who meet the eligibility requirements are automatically enrolled to participate in this program unless they affirmatively opt-out of the program with a written request during open enrollment or upon becoming first eligible. The full cost of the premium is born by the employee.

With appropriate documentation and application following an elimination period of 7 days (employee absence due to applicable disability), this program is designed to provide the employee with 50% of weekly earnings ($1,500 maximum weekly benefit) at time of disability for a period of up to 26 weeks. Full detail and application assistance is available at the Office of Human Resources.

Coverage begins after four consecutive weeks of service for full time employees; after 25 regular work days for part-time employees.

With appropriate documentation and application following an elimination period of 7 days (employee absence due to applicable disability), this insurance will provide employees with 26 work weeks off from work should you become disabled. This benefit will provide 50% of weekly earnings ($170 maximum weekly benefit).

There is no cost to the employee for this benefit.

Eligibility: Regular employees Working at least 30 Hours per Week for Nine Months of the Year

With eligibility, enrollment in the basic plan is automatic and begins with effective date of employment. The full cost of the premium is born by the University.

With appropriate documentation and application following an elimination period of 180 days (employee absence due to applicable disability), this program is designed to provide the employee with up to 60% of annual compensation at time of disability. Full detail and application assistance is available at the Office of Human Resources.

Eligibility: Vision: Full-time Employees

Eligibility: Dental: Full-time Non-Statutory Employees

Employees may enroll, or make changes in the Vision or Dental Insurance Plan (individual, two person, or family coverage) at any one of the following times: New Hire Orientation, Open Enrollment Period, and Qualifying Event. Coverage is effective beginning the first day of the month following enrollment. Participation may be discontinued at Open Enrollment or due to a Qualifying Life Event. (Under certain circumstances and with appropriate application, coverage may be extended to domestic partners, as defined by the University. Contact the Office of Human Resources for further information.)

The premium is paid fully by the employee through payroll reduction. Full detail is provided to the employee at the Entrance Interview.

Prior to the beginning of an unpaid leave of absence or other significant change in the circumstances of employment, the employee must contact the Office of Human Resources to determine any impact on vision or dental insurance coverage and make arrangements, as necessary, for premium payment.

Eligibility: All University Employees

According to government established contributory requirements, the employee and the University contribute equally to the Federal Government Social Security Plan. The employee contribution is an automatic payroll deduction. Benefits derived from the plan are designed to aid in supplementing University retirement benefits. In addition, should the employee die or become totally disabled prior to retirement, the program provides death/disability benefits for the employee and/or the family.

Employees and retirees become eligible at age 65 for medical benefits through Medicare. Non Statutory sector employees must apply for Medicare Part A while still employed. Retirees participating in University-sponsored health insurance coverage must apply for Medicare coverage and enroll in Medicare Part A and B to continue receiving such benefits. NYS College of Ceramics retirees participating in a State health insurance plan must be enrolled in Medicare Parts A, B, and D by the age of 65 The Office of Human Resources should be contacted to ensure the required coordination of benefits.

More detailed information concerning Social Security benefits is available from the Social Security Administration Office located in Olean, New York.

Eligibility: All University Employees

At time of hire and wholly at University expense, employees are automatically enrolled in and covered by an accident insurance plan which includes travel over 100 miles from home. The plan provides coverage of up to $10,000 for accidental death, dismemberment, or loss of sight.

Eligibility: All Regular Full-Time Employees

NexGen EAP is your confidential EAP, Work/Life, Wellness, and Health Advocacy benefit provided by AU at no cost to you. You and your eligible family members can trust the NexGen EAP services to address your total wellbeing for accessing counseling services to maximizing work/life balance to assistance navigating your health plan to providing personalized wellness resources.

Services offered:

• Counseling Services- 8 free sessions offered either virtually or in-person
• Child/Elder Care Resources- access resources to help you find the child and elder care that you need
• Legal and Financial Consultations- half-hour legal consultations can be done over the phone or in person, and can be used for issues such as divorce, custody disputes, and wills.
• Virtual Concierge- the Virtual Concierge Service features dedicated Personal Assistants available to provide you with research, referrals, or information on just about any topic
• Individualized Wellness Resources- your comprehensive, personalized Wellness Program encompasses all areas of wellbeing from nutrition and fitness to relaxation and restoration.
• Health Advocacy- Care Guides provide health care claims and appeals management, health care billing assistance, prescription information and costs, as well as health care provider research

Eligibility: All University Employees and Qualified Beneficiaries Eligible for Health Plans during Employment.

The Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) provides employees and qualified beneficiaries with the opportunity to continue health insurance coverage under the applicable employee health plan when a "Qualifying Event" would normally result in loss of eligibility. Common Qualifying Events include: employment termination, death of an employee, reduction in employee hours, leave of absence, employee divorce or legal separation, and a dependent child no longer meeting eligibility requirements.

For a specified period of time, under COBRA regulations, employees or qualified beneficiaries may continue group health insurance coverage by paying the full cost of the premium plus a 2% administrative fee. Additional information is provided to the employee and qualified beneficiaries upon notification of a Qualifying Event and/or during an Entrance or Exit Interview.

Eligibility: Full-Time Regular Employees

The Tuition Remission Plan provides educational privileges and opportunities for employees and employee family members who meet University established employment, dependent, and admissions requirements. All employees or family members wishing to participate in either an undergraduate or graduate program must apply for admission through the Admissions Office. Family members eligible for the benefit include the following: legal spouse or registered spousal equivalent (hereafter both groups being referred to in this section (and Section 8.10) by the term "spouse"), and dependent children. (Dependent Child is defined as the employee's birth or legally adopted child whose age is less than or equal to 23 years of age on the intended date of matriculation. With appropriate documentation as requested, other situations may be submitted for Tuition Benefit Committee consideration.) Those wishing to participate in the program must submit an application for approval that may be obtained from the Human Resources webpage.

The Plan, which applies only to those courses and curricula provided- on the Alfred University campus and considered an integral part of the University Program (exclusive of Study-Abroad and Study-Away Programs) as determined by the University and its Officers, is administered according to the following regulations: *For employees and defined family members, tuition remission is available for undergraduate courses, exclusive of laboratory, student service and other miscellaneous fees.

*For employees and spouses (not dependent children), tuition remission is also available for graduate level courses and are subject to federal and state income taxes.

*In the Summer School Program and Allen Term classes, tuition remission will apply only to those courses with a sufficient enrollment of paying students. There is no tuition remission for Independent Study in either the Summer School or Allen Term.

*In the event of the death or retirement of an employee who at the time of such an event was eligible for the Tuition Remission benefit, the employee and/or family members meeting dependency and other eligibility requirements will continue to qualify for such benefits, subject to the usual conditions and requirements of Tuition Remission.

*New York State Tuition Assistance Program Awards (TAP) and other similar awards given through the New York Education Department will serve as an offset to tuition remission (or exchange). However, New York State academic awards will not serve as an offset, with the result that such students will receive the full financial value of the scholarship as a benefit added to that of tuition remission (or exchange).

Before tuition remission credit can be issued, all full-time students are required to file a New York State Express TAP Application before the beginning of each academic year of study.

*To continue eligibility for tuition remission, recipients must demonstrate minimum academic performance standards as outlined in the Alfred University Financial Aid Satisfactory Progress Standards Policy.

*University Administration reserves the right to place restrictions on the conditions of tuition remission, including the time frame for which it shall be operative in any specific case.

*Some or all of the tuition benefits may be considered taxable income, according to governing IRS regulations.

*Decisions with respect to the interpretation of the provisions and implementation of this plan, as well as special conditions not covered, shall be made by the Tuition Benefit Committee.

Eligibility: Dependent Children of Full-Time Regular Employees

Because Alfred University is a participating member of the Tuition Exchange Program, a limited number of faculty and staff dependent children may attend, on an exchange basis, a number of colleges other than Alfred University. The number of such children who can become "exports" is determined by the number of "credits" our Institution accumulates as participants from other schools attend Alfred University. As a result, there may frequently be an imbalance between those applying for this benefit and the openings available. Thus, after it is determined that the employee and dependent child are eligible for the benefit, applicant names are forwarded to the Tuition Exchange Committee for consideration in the final selection process. Selection is based on a number of criteria such as: the availability of the desired academic program at Alfred University, the employee's length of service to the University, the applicant's year in college, and the family's prior benefit under the program. After an applicant is selected for the benefit, final participation is contingent on acceptance into the program by the receiving institution.

Full-time regular Alfred University employees may receive a tuition waiver for cross-registration in courses at Alfred State College. The application process must be initiated and approved by Alfred University before the registration process may be undertaken at Alfred State College. The Office of the Registrar administers cross registration.

Eligibility: Regular Employees

Alfred University's extensive athletic facilities are generally available, free of charge, for employee use according to a schedule and guidelines as announced by the Assistant VP for Athletics & Recreation.

The Fitness Center, located in McLane Center, contains state-of-the-art fitness equipment and is available for employee and family use according to a schedule announced by the Assistant VP for Athletics & Recreation. Usage requirements; adherence to established rules, and appropriate submission of a signed waiver/release form.

Further information about facilities may be obtained by contacting the Administrative Offices of McLane Center.

Eligibility: All Employees

Herrick Library houses the University's general academic library resources, including reference works and serials. Scholes Library of Ceramics is a specialized library supporting curricula and research programs of the NYS College of Ceramics and other engineering departments of the University.

Both libraries provide on-line access to their library catalogs, electronic journal indexes, specialized databases, and full-text journals. On-line access is also available to the Alfred State College Hinkle Library catalog.

Further information about either library, including lending privileges, may be obtained by contacting the respective circulation offices.

Eligibility: All Employees

Membership in the ServU Federal Credit Union is available to all employees. The Credit Union makes available share accounts; Christmas, Vacation, and Back-to-School Clubs; and various loan programs. More detailed information is available from the Credit Union located at 180 Main Street, Alfred.

Notaries are available in numerous University offices. The Office of Human Resources can provide further location information.

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Summer Hours begin on the Monday after Commencement and continues through the second Friday in August.

• While most University employees will be working according to the Administrative Office hours, some department schedules may vary. Please speak with your supervisor for your department’s schedule.

Administrative Office Hours: 8:00 a.m. – 3:30 p.m.

Maintenance, Grounds and Custodial: No schedule change

Additional Information:

• On the door of your office, please post Summer 2021 office hours
• Please change your voice mail message to indicate your specific summer hours.
• Any questions regarding payroll/timesheets, please contact the Payroll Department

The Office of Human Resources maintains a personnel file on each employee for administrative and business purposes. Medical information is kept in a separate and confidential file. The information in the files may not be accessed by individuals other than the employee except on a need-to-know basis as related to a legitimate business interest. (Note: An employee may inspect his or her file during regular office hours by scheduling an appointment with the Office of Human Resources.) No copies may be made nor may any materials be removed or added without specific authorization from the Director of Human Resources. Anyone who handles or learns information about students or employees during the performance of their job duties must maintain such information in strictest confidence.

All requests for employee information from outside the University must be referred to the Office of Human Resources. Generally, dates of employment and job title are released; salary is not released without employee authorization. The University reserves the right, however, to release further information when the University believes it is warranted for legitimate business or personnel reasons.

Employees must notify the Human Resource office in a timely manner of any changes such as campus, home or mailing address, phone numbers, emergency names/addresses/phone numbers, tax withholding information, dependent data and benefit information.

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Alfred University is committed to an anti-discrimination policy in all of its programs and services. Alfred University is consciously and proactively inclusive of all areas of diversity including, but not limited to, race, ethnicity, color, national origin, religion, creed, age, disability, sexual orientation, gender, gender identity, gender expression, familial status, pregnancy, predisposing genetic characteristics, military or veteran status, domestic violence victim status, criminal conviction or any other characteristic protected by applicable law. Complaints or concerns regarding discrimination should be directed to Kayleigh Jones, Interim Director of Human Resources and Title IX Coordinator or to Alfred University Human Resources, 1 Saxon Drive, Greene Hall, Alfred, NY 14802.

DISCRIMINATION, HARASSMENT, AND SEXUAL MISCONDUCT POLICY

The Discrimination Grievance Procedure is available to University personnel who believe they have been discriminated against by the University on the basis of race, color, religion, national origin, age, sex, sexual preference, disability, or marital status. (Note: Complaints of sexual harassment, however, are handled according to the Sexual Harassment Policy and Complaint Procedure as noted in Section 11.1 of this Handbook.)

Legislation covered by the policy includes, but is not limited to, Title IX of the Education Amendments of 1972, the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975.

Questions on procedure should be directed to the Director of Human Resources.

In the event of severe weather conditions or other emergencies, a decision will be made by the President on whether the University and/or its offices shall remain open or be closed. In the President’s absence, the decision will be made according to the Alfred University Delegation of Authority. Supervisors and/or others are not authorized to close offices except by explicit instruction of the President or his designee. Likewise, supervisors and/or others are not authorized to require and/or permit employees to work on days the University is officially closed or partially closed by the President. An employee who is using benefit time on the day of the closing is assumed to be unavailable for work. The day of paid leave will be charged as intended before the closing, they will not receive excused time. If an employee is deemed essential by the Vice President of their area, and asked to work during the closing, the employee will receive additional hourly pay for hours worked.

Click Emergency Closing Procedure

The negative physical and mental effects of the use of illicit drugs or abuse of alcohol are well-documented. Alfred University employees are prohibited from coming to work, or working, while under the influence of substances which may alter their ability to perform their jobs.

The University further prohibits the unlawful possession, use, or distribution of illicit drugs and alcohol by any employee on its property or as part of its activities. Violation of this policy may be cause for requiring satisfactory participation in a substance abuse and rehabilitation program and/or appropriate disciplinary action up to and including discharge.

To view policy click Substance Use & Abuse Policy

In recognition of the NYS Clean Indoor Air Act of 1989 (which prohibits or severely restricts smoking in all indoor areas generally accessible to the public) and Alfred University's commitment to a philosophy of endeavoring to provide a healthy and safe workplace, all campus buildings have been designated as smoke-free.

No animals of any kind, with the exception of registered service or assistance animals (with permission of the University), are allowed in non-residential campus buildings. Animals may be permitted elsewhere on campus so long as they are leashed, attended by the owner at all times, and not interfering with normal use of University facilities. Stray animals found on campus will be removed. Violations of the Animal Control Policy should be reported to the Director of Human Resources.

The establishment and maintenance of a safe work environment are shared responsibilities of the University and its employees. While the University takes all reasonable steps to assure a safe environment and compliance with federal, state and local safety regulations, employees are expected to practice safety at all times. It is the further responsibility of all staff members to immediately report any unsafe conditions to their supervisor, the Department of Environmental Health and Safety, the Director of Public Safety, or the Office of Human Resources so that unsafe conditions can be corrected.

Regardless of how minor an incident may seem at the time, all employment-related accidents and illnesses must immediately be reported to the appropriate supervisor and the Office of Human Resources.

The University complies with the Rehabilitation Act of 1973, the Americans with Disability Act (ADA) of 1990, and the New York Human Rights Law regarding the needs of persons with disabilities. Questions or concerns with regard to accessibility of facilities or special accommodations should be forwarded to the Office of Human Resources.

As a regular part of its business communication effort, employee directories are routinely made available to staff members. Employees have the right to limit their personal information included in the directory. Those Employees wishing to do so should contact the Marketing and Communications Department.

The information contained in the directory is considered private and is provided solely for internal University use. Any private or outside use is prohibited without the express written consent of the President or a member of the President's Cabinet. Any employees violating the privacy of this information will be subject to discipline up to and including dismissal.

The University provides computer and telephone equipment, and related facilities, for the purpose of conducting University business. Alfred University computer users can expect reasonable confidentiality in the messages they receive and the files they create. Information Technology Services and Safety, Security and Telecommunications personnel do not routinely monitor an individual's computer and telephone use, nor do they routinely examine files, read electronic mail, or review phone messages in an individual's account, or review any content on web pages accessible through the University's web site. However, Information Technology Services and Safety, Security and Telecommunications staff are responsible for responding to alleged abuses and have the right to investigate suspected offenses, to suspend or revoke computing and phone privileges, or to remove or deny access to any content it deems objectionable or illegal.

Employees are expected to read and comply with the Computer Use Policy posted on the AU Web and to conduct electronic communications in the same professional and respectful manner as all other internal or external University communications. Naturally, employees may not use the University's computer facilities to conduct illegal activities of any sort. Employees who violate this policy may be subject to discipline up to and including discharge.

The University phone system is vital to the operation of University business and should be used primarily for that purpose. However, it is recognized that it is sometimes essential for an employee to make or receive personal calls at work. In such cases, the employee is expected to keep personal calls to a minimum both in frequency and length and that the individual will reimburse the University for any charges resulting from personal telephone use.

With supervisory approval, employees are allotted equipment and keys for the work area as appropriate. Once issued, such items become the responsibility of the employee. In the event such materials are lost or stolen, it is to be reported immediately to the supervisor and Security Office so that appropriate action may be taken.

Wishing to maintain a campus environment of academic integrity and personal development, the University recognizes the need to protect this environment from uncontrolled solicitations, while still acknowledging the need of the campus community to support worthy causes and freely exchange ideas.

In order to minimize personal inconvenience and interference with one's job, non-employees are not permitted to engage in solicitations, selling or appeals for donations, or distribution of related literature on University premises unless authorized in advance by the University. Solicitation by, or for, employees is not permitted during work time, which does not include breaks or meal period. Mass mailing or other distribution of non-work related literature by employees is not permitted in work areas at any time.

Credit cards registered in the University's name are available to employees only on a very limited basis, dependent on need and as approved by the applicable Vice President. Use is carefully governed requiring that all expenditures be reconciled with appropriate receipts, and are restricted to business use only.

Eligibility: Regular Employees.

The term consulting is understood to refer to service performed by a staff member for outside organizations and refers to that assistance considered primarily advisory in nature. Such activity is recognized as a worthwhile activity that may add to the individual's experience, knowledge and professional growth. It may also enhance the prestige of the University and provide the consultant with additional income. As an institution of higher education, the University is committed to making available to the larger community the special knowledge, experience, and intellectual competence of its staff and considers such activity a benefit to all concerned.

However, moral and ethical considerations are inevitably present in this activity. Potential problems include conflict of interest, interference with the performance of University duties, and improper use of University staff, equipment, materials and time. It is therefore the responsibility of any staff member contemplating such activity to fully inform, and receive the approval of, both the Supervisor and the Director of Human Resources in advance of beginning such activity. (Note: Proposals, and subsequent approval, must detail agreement related to use of University equipment/facilities and provide financial disclosure and arrangements for both the employee as well as the University as applicable.)

In general, the following conditions apply:

• Consulting either on or off campus of up to one day per week is permitted, provided it can be accomplished without interfering with the employee's University responsibilities and/or, in the University's judgment, creating a material conflict of interest;
• Consulting must be carefully undertaken with the employee acting as an individual and not as a University spokesperson;

Consulting should be undertaken only with careful examination of all aspects of the proposed activity in order to avoid those situations that might lead to conflict of interest or other unethical practice. (Note: It is generally considered improper for an employee to serve as a consultant on a research grant or other project of the university unless specifically identified as such in the proposal.)

The Copyright Infringement Policy is intended to promote and encourage excellence and innovation in scholarly research and teaching by identifying and protecting the rights of the University, its faculty, staff, and students. At the same time, we must recognize that copyright owners have exclusive rights to reproduce their copyrighted works, to prepare derivative works, to distribute copies and to perform or display the works publicly. Consequently, it is copyright infringement for any person other than the copyright owner to exercise any of the rights listed above unless properly authorized by the owner, or unless the use of the material constitutes "fair use" as provided by Copyright Law (Title 17, United States Code).

All employees involved in the reproduction of copyrighted materials for classroom use, preparation of lectures and/or labs, or other campus organizational use have an important responsibility to use their best efforts to assure that the rights of the copyright owners are recognized and honored. This responsibility involves reading and complying with the Copyright Infringement Policy (click for full policy).

Possession or use of weapons on property owned, affiliated with, or controlled by Alfred University (including sidewalks, driveways and parking lots) or where Alfred University events are occurring, is expressly prohibited, except as may be required by law enforcement officials. This policy further applies to those operating Alfred University Motor Pool vehicles, whether on or off University property.

The definition of "weapons" covers all items capable of inflicting serious injury. Examples include, but are not necessarily limited to, the following: Firearms, Knives, Air Guns, Spear Guns, Paint Guns, Bow and Arrow, Explosives: Gunpowder, Firecrackers, Ammunition, etc.

Because such items are capable of inflicting serious injury and thereby pose a clear risk to persons and/or property, violations of this policy may result in disciplinary action up to and including suspension of students or termination of personnel and may likewise be prosecuted under applicable law.

Note: On occasion, academic programs may require the use of tools falling under this definition. Such use, when applied directly to program-related activity, is exempted from this policy.

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All Intellectual Property conceived or first reduced to practice in whole or in part by Creators in the course of their University responsibilities, which may include, but is not limited to, work on publicly or privately sponsored research, or use of University Resources, shall be disclosed to the University on a timely basis and shall be assigned to the University, unless the University otherwise disclaims such IP or re-assigns it to its Creator(s). At the same time, the University acknowledges a responsibility to ensure that the specific Intellectual Property policies of third-party sponsoring organizations be understood prior to acceptance of funding, and complied with after Intellectual Property is developed.

The University shall have the sole right to determine the disposition of applicable Intellectual Property under this Policy. The determination shall take into account the interests of the University, any external sponsors, the public, and the Creator, including the Creator's professional or ethical convictions concerning the use of applicable Intellectual Property. Responsibility for disposition of applicable Intellectual Property resides with the Office of the Provost and Chief Operating Officer, consistent with this policy.

Creators shall assist the University as reasonably requested to protect, maintain, and enforce, if applicable, Intellectual Property, including without limitation, executing appropriate assignments and other documents and providing testimony as needed. The University shall reimburse all pre-approved out-of-pocket costs incurred by any applicable Creator in rendering such assistance.

Intellectual Property may be developed under a “sponsored research agreement” where the research is sponsored by an external source (including federal and state agencies). Consistent with its nonprofit status, mission for the public (and not private) good, and federal laws and regulations, the University will own any resulting Intellectual Property. One exception is when the Intellectual Property derives from “prior art” developed by the sponsoring organization; in such cases, joint ownership between the University and Sponsor may be indicated. However, the terms of sponsored research agreements typically provide the sponsor with certain rights to that material, e.g., the grant of the right for a limited period of time to negotiate for an exclusive license of such Intellectual Property with the University, and they may impose other duties, e.g., advance 3 notice of publication. In the case of joint ownership, the University would agree not to dispose of its ownership rights without the consent of the other joint owner.

Intellectual Property may not be licensed or assigned to third parties without the prior written consent of the University, via the Office of the Provost and Chief Operating Officer. The decision whether to proceed to patent and/or license any Intellectual Property shall be solely within the discretion of the University, subject to the terms of any agreement(s) that supported or related to the creation of the applicable Intellectual Property.

In the case where the University has reviewed the Intellectual Property Opportunity and elects not to pursue Intellectual Property rights to the project, the University will execute the Waiver Letter in Appendix 5 and allow the Creator(s) to pursue the IP rights at their own expense. The University should make and communicate this decision to the Creator(s) within three (3) months of receiving the Intellectual Property Disclosure Form (Appendix 2), to allow Creator(s) adequate time to pursue the rights on their own.

In the case of Federal agency sponsorship, any "stand aside" as described in Section 3.6 must be made by releasing the invention to the Federal government, following which the Creator may directly petition the agency for a release of rights. Decisions by Federal sponsors to permit Creators to acquire ownership are generally made on a case-by-case basis, and the Federal Government retains for itself March-in and related rights.

Intellectual property developed under an independent consulting agreement is not subject to ownership by the University as long as University resources were not used in the conduct of the consulting work.

In the interest of furthering education and industry research, should the opportunity arise where it will be of benefit to the University to share ownership of a patent, the University will review the opportunity on a case-by-case basis.

Each individual employee represents the University in contacts with both internal and external customers. Internal customers include, but are not limited to, current students and anyone working here at the University. External customers include anyone in contact with the University from outside the organization – potential students, parents, alumni, visitors to campus and others. Individuals judge the University not only on the merit of our graduates but also as a result of personal contacts through correspondence, conversation (including via phone, email, etc.) and visits to campus.

To assure effective communications, particularly when using phone and email, it is important to always identify yourself by stating your name and the area you work in. Communicate in a courteous and professional manner, confirming information received. Particularly in telephone communications, only hang up after the caller has done so.

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You are expected at all times to be able to perform your job as efficiently and effectively as possible. Therefore, while working for another employer is not prohibited, it must not detract from the performance of the duties and responsibilities of your position with the University, nor may it create a conflict of interest.