Procedures
Related to Campus Administration
5.1
Rental of College Facilities
5.2a Facilities:Religious Purposes
Guidelines
5.2b Facilities: After Hours Student
Use
5.2c Use of Facilities for Open Presentations Groups or Individuals Not Affiliated with Campus
5.3a Emergency Closings
5.3b Emergency/"Weather Day"
Closings and Absences
5.4 Election Campaigning on Campus
5.5 Flag Lowering
5.6 Data Requests
5.7 Copying - Printing - Duplicating
5.8 Communications
5.9 Media Communications/Marketing/Advertising
5.9.1 Use of Campus Wide E-Mail
5.10 Publications Center
5.11 Sponsored Programs
5.12 Signs - Campus Postings - Handbills
5.12.1 Credit Card Marketing
5.13 Teleconferences
5.14 Investment Procedure
5.15 Copyrighted Material Duplication
5.16 Bookstore: Textbook Orders
5.17 Parking Regulations
5.18 Discrimination Complaint Procedure
5.19 Scrapping of Computer Equipment
5.20 Workplace Violence Prevention Procedures
______________________________________________________________________________
top 5.1
Reference No.: 5.1
Procedure: Rental of College Facilities
Authority: College President
Cross Reference: Policy 1.26
Approved: 2/22/96
______________________________________________________________________________
1. Broome Community College encourages responsible use of campus facilities by off
campus groups when such facilities are available.
The following priorities govern the scheduling of events:
a. BCC credit bearing educational programs.
b. FTE generating educational programs and/or activities sponsored by the college.
c. non-credit programs sponsored by the Center for Community Education.
d. college affiliated programs sponsored by an appropriate office or department.
e. events and/or activities sponsored by profit or non-profit groups not affiliated
with the college.
(For any given semester, rentals may not be possible until all activities in a.
through d. have been scheduled.)
2. The use of BCC facilities by those outside the college community will be
subordinate to the principal function of the institution and cannot interfere with
the college's scheduling of educational programs.
3. The college reserves the right to refuse the use of any facility to any organization
when it determines that such use might not be in the best interests of the college.
4. Insurance: The use of the college facilities will require an organization to obtain
comprehensive general liability insurance with a combined single limit of not less
than $1,000,000. The policy must include the following coverage parts: (1) real
property fire legal liability, (2) workers' compensation, (3) blanket contractual
liability, and (4) broad form property damage coverage protecting Broome
Community College and County of Broome. Broome County/BCC shall be named
an additional insured as their interests appear.
The insurance certificate must be submitted at least 5 days in advance of the use
of the facility.
5. Only those facilities specifically approved on the application are to be used.
6. In any type of advertising for an event, the organization must include a disclaimer
to the effect that BCC is in no way sponsoring or endorsing the function.
7. Depending on the type of event and/or number of persons expected to attend, the
college may require the services of additional maintenance personnel and/or
campus security. The cost of these additional services will be borne by the
organization.
8. Admission fees (the renting organization charges a fee to program participants)
may be charged, with college approval, if the college decides that the fees do not
represent inappropriate profit by an organization from rental of public property.
9. No alcoholic beverages may be brought to or served on campus. Smoking is
prohibited in all buildings. Eating and drinking is allowed only in food service
areas.
10. No food service may be supplied by an organization, caterer, or individuals other
than the college's food service operator (unless the College food service waives its
right to provide such service).
11. No scenery, decorations, combustible materials, animals, or other materials of an
unusual nature may be brought into a building or on the college grounds without
approval and, if necessary, the presence of an inspector to insure their proper use.
12. All equipment and materials brought on campus by the organization must be
specified on the application. No equipment requiring electric service may be
connected to the college lines or outlets without the permission of the college.
Costs for temporary power requirements will be borne by the renter.
13. All campus parking regulations must be complied with; violators will be ticketed
and/or towed.
14. The number of occupants must be limited to the safe capacity of the room or
facility used. The organization is responsible for limiting attendance so as not to
exceed the safe capacity of any facility used.
15. All persons must obey instructions from uniformed security officers and comply
with safety and fire regulations and evacuation procedures.
16. Payment for all damages to buildings or equipment will be the responsibility of the
organization authorized to use the facilities.
17. Groups whose members' ages are below majority must be accompanied by
responsible adults.
18. All temporary signage for an event is the responsibility of the renting agency.
Such signage cannot in any way mar or disrupt the college's buildings and grounds
and must be removed immediately following the event. Signage plans must be
preapproved by the college.
Facilities Rental Rates - http://www.sunybroome.edu/~pr/facilities/
______________________________________________________________________________
top 5.2a Reference No.: 5.2a
Procedure: Facilities:
Religious Purposes
Guidelines Cross Reference:
Policy 1.3
Authority: College President
Approved: June 28, 1995
______________________________________________________________________________
1. The Broome Community College Board of Trustees accepts the involvement
of all religious denominations with our students in concert with the
College's other programs where such involvement does not conflict with the
College's educational function.
2. Space, on an assigned and scheduled basis, may be made available by the
College Administration to any religious denomination for the purpose of
individual student counseling. All such counseling must be at the student's
request.
3. College facilities, including buildings, grounds, supplies and equipment shall
not be made available to any person, group or organization for the purpose
of conducting religious services or observances on a recurring or regularly
scheduled basis. Recognizing that the requirement of attending classes on
days of special religious significance may prohibit or impede classes on days
of special religious significance may prohibit or impede the right of religious
freedom under the 1st Amendment, upon the request of a recognized
student organization or a group of students representing a significant
segment of the College population, the College Administration may, in its
reasonable discretion and on a case-by-case basis, authorize the use of
College space for the limited purpose of conducting religious services or
observances on days of generally recognized special religious significance
such as those requiring mandatory attendance; provided, however, that such
authorization shall be further limited to days when the College is in active
session.
4. The authorization to use College space for the purposes set forth in
Paragraphs 2 and 3 above shall be granted by the College Administration
on a non-discriminatory basis, and such authorization shall not be deemed
to imply official College support, approval or disapproval of any particular
religion, denomination or faith.
5. No clergyman shall be designated or entitled to be referred to as "The
Campus Chaplain" or by a title with similar meaning. No particular
religious ministry shall be designated as "The Campus Ministry."
6. Members of the clergy while acting as such shall not use Broome
Community College stationery and equipment nor avail themselves of the
services of College clerical personnel.
7. No religious services or observances shall be conducted on campus for the
benefit of the general public.
8. Religious symbols and other materials whose design and appearance
obviously indicate that they are to be used for religious services shall not be
stored or displayed in such a way as to indicate that the place where they
are stored or displayed has been designated by the College as the preserve
of a particular sect or denomination.
______________________________________________________________________________
top 5.2b Reference No.: 5.2b
Procedure: Facilities: After Hours
Student Use
Authority: College President Cross Reference: Policy 1.2
Approved: June 28, 1995
______________________________________________________________________________
All students are expected to leave all college buildings at 10:00 p.m.
An exception to this procedure exists if the students are with a college
teacher/advisor/coach and engaged in a college activity.
A further exception is if the students are not with a college
teacher/advisor/coach but have a single date specific permission note from the
appropriate person to remain in the building. (For example, the newspaper
advisor, the theater director, the SGA advisor, etc.) In such cases, the permission
to remain in the building is only up to 12:00 midnight. No permissions are
granted beyond that time.
______________________________________________________________________________
top 5.2c
Use of Facilities for Open Presentations
Groups or Individuals Not Affiliated with Campus
Procedure 5.2c
As Broome Community College is part of a larger community, there may be instances when community groups or individuals not sponsored by or affiliated with the College may be interested in being on campus to promote their views or reach out to students.
- Community groups or individuals who would like to be on campus must submit a written request through the Student Activities Office. The request must be received at least two (2) weeks in advance. The written request must include the following information:
- Name of individual or group requesting to be on campus
- Purpose of presence on campus
- Requested date(s) and time(s) for being on campus
- Benefit of the activity to BCC students
The Director of Student Activities will review the request and notify the requestor of the outcome. The Director will review the request with the appropriate offices, including Campus Safety and Security, the Vice President for Student Affairs, and/or other offices upon which the activity may have an effect.
The College reserves the right to deny any request to be on campus that might threaten the security of the campus or interfere with the learning environment.
2) The designated place for indoor activity (open presentations) to occur will be the Student Center Lobby. The designated location for outdoor activity (open presentations) will be the grassy “quad” area between the Student Center and Business building.
- If the presentation is too large for the areas listed above, an alternate site will be determined by the College.
- College-sponsored activities will take precedence over requests by outside groups or individuals for use of campus facilities.
- Groups or individuals not sponsored by the College are subject to facility rental fees, set-up fees, and fees related to any accommodations provided by the College.
- Prior publicity for presentation will be at the College’s discretion.
3) The College expects the following behavior from community groups or individuals when on campus:
- they must remain in their assigned area;
- their activity may not impede the flow of pedestrian traffic;
- they may not alter campus surfaces in any way (for example: tack or nail items to walls; write on any permanent surface; drive stakes into the ground, if outside; write with chalk or any other substance on sidewalks);
- they must clean up after their presentation;
- programs may not discriminate on the basis of race, color, creed, gender, sexual preference, national origin or marital status. Presenters and programs may not violate laws of the United States, the State of New York, Broome County, and/or the Town of Dickinson. Presenters and programs may not violate the Student Code of Conduct;
- presentations may not disturb surrounding classrooms, offices, lab, etc.
The College will remove from campus groups or individuals who do not abide by the expectations above.
______________________________________________________________________________
top 5.3a Reference No.: 5.3a
Procedure: Emergency Closings/
Delays
Authority: College President Cross Reference: 1.2,
1.3
Approved: Executive Council
9/14/94
______________________________________________________________________________
1. In the event of a major storm or other emergency situation which would
have impact on the College's ability to conduct classes and/or conduct office
business, the Facilities Engineer and Maintenance staff personnel will
assess the conditions on campus and report all findings to the
administrative staff.
Part of the assessment will include calls to Binghamton Airport Weather
Station, Binghamton State Police Barracks, and Endwell State Police
Barracks to assess road conditions and the most recent predictions. Our
own maintenance staff will assess parking lot conditions and campus road
conditions.
2. If the Facilities Engineer makes the recommendation to close or to delay to
the President (or a Vice President), then the Assistant to the VPSCA will be
called to alert the media; to record the College phone message; and to notify
the cafeteria, Security, and FSA.
3. In the case of absenteeism or an inability to reach someone by phone, other
members of the administration will assume the above responsibilities.
4. Media Announcements:
Depending on what decision to close or delay is made, one of the following
messages will be conveyed to the media (although the College can never
guarantee how the media will read the message):
A. All credit and non-credit BCC campus classes until 5 p.m. are
cancelled. Any possible evening cancellations will be announced by
4 p.m.
B. All credit and non-credit BCC campus classes are cancelled until
5 p.m. and all College offices are closed. Any possible evening
cancellations will be announced by 4 p.m.
C. BCC has delayed its opening today until _____. All classes will be
held at their regular hours beginning at (same hour as in previous
sentence).
D. All credit and non-credit BCC campus classes day and evening are
cancelled.
E. All credit and non-credit BCC campus classes day and evening are
cancelled and all College offices are closed.
5. If an announcement was made to close only until 5 p.m., the situation will
be evaluated no later than 3 p.m. concerning evening sessions. The same
procedures will be followed in preparing a decision and -- if the decision is
to close -- one of the following messages will be given to the media no later
than 4 p.m.:
F. All credit and non-credit BCC campus classes are cancelled this
evening.
G. All credit and non-credit BCC campus classes are cancelled this
evening and all College offices are closed.
The versions of these messages for the telephone system will be modified to
include a standard greeting, emergency number, etc.
6. Inclement weather may cause personal hardships for our students.
Therefore, when emergencies cause school closings or delays, faculty are
encouraged to work with students who are absent from college classes to
make up missed work (exams, papers due, etc.).
___________________
7. In the case of a storm that might disrupt an event or regularly scheduled
program on the weekend, it will be the responsibility of the Department
Head in charge of the program to contact the VPAFA or the Facilities
Engineer (to ensure that Maintenance clears appropriate lots) or Student
and Community Affairs to announce a cancellation via the media.
____________________
8. The above procedures refer to campus classes and events only.
Departments and offices may have complementary procedures for college
sponsored activity held off campus.
9. Each year, all personnel involved in these procedures will be provided with
a list of phone numbers and media codes for that year.
______________________________________________________________________________
top 5.3b Reference No.: 5.3b
Procedure: Emergency/"Weather Day"
Closings and Absences
Authority: College President Cross Reference: 1.3
Approved: Executive Council
5/11/94
______________________________________________________________________________
Because of the nature and complexity of college activities and operations, it is anticipated
that, barring extraordinary circumstances, services will be provided as scheduled. Such
circumstances may include severe weather or other emergencies which impact normal
operations. Further, there are certain essential services that must be provided in spite of
such circumstances. Employees providing essential services will be defined as needed and
according to circumstances of each emergency.
Employees and the college share concern for both accomplishing the work of the
institution and protecting the well-being of those performing that work. In this spirit, it
is expected that employees will make every reasonable effort consistent with safety to be
at work as scheduled.
Purpose:
The procedure provides guidelines in the event the college is closed officially by the
president or his/her designee. The procedure also provides a uniform method of handling
absences that occur when employees are prevented or delayed from getting to work, or
leave work early because of severe weather or other emergency situations affecting
operations.
Procedures:
1. A designated administrative official will release to the local news media a statement
specifying the college schedule if inclement weather or an emergency circumstance
creates conditions under which operations will be affected.
If weather or other emergency conditions occur during working hours, information
will be released to employees through normal distribution channels on campus.
If weather or other emergency conditions occur after work hours, employees are
directed to listen to local media for announcements regarding the college schedule.
2. If the president or his/her designee closes the college due to weather or other
emergency, non-essential employees will be excused from work. Only on such
occasions will employees be paid for such absences.
3. If the president or his/her designee officially closes the college, the following
conditions apply. An employee shall receive pay for that part of the work schedule
missed during the official closedown period only in the following circumstances:
A. The employee is at work until the closedown officially begins.
B. The employee has received authorized notice not to report to work during the
closedown period.
4. In the event a weather or other emergency results in a decision by the president or
his/her designee to allow employees to leave work early, employees will be paid for a
full day of work.
5. An employee who is required by his/her supervisor to work on essential duties
during the employee's regular shift shall be paid overtime or granted equivalent
time off for the hours worked during the official closedown period.
6. If an employee's regularly scheduled work hours are not impacted by the emergency
situation, those hours will not qualify for overtime or compensatory time. For these
employees regularly scheduled hours worked before and/or after the closedown do
not qualify for overtime or equivalent time off.
7. When an employee does not report to work for weather related reasons but the
college has not been officially closed, the employee must follow regular procedures
for reporting lost time and must charge any such absence to accumulated vacation
or compensatory time or elect to receive no pay for the time.
8. Supervisors may allow staff members to leave work early because of severe weather
conditions. In this case, the supervisor may require the lost time be made up if the
workload in his/her department makes this necessary. Otherwise, if an employee is
given permission to leave work early, the work time missed must be accounted for
as either vacation, compensatory time or time without pay.
9. Temporary hourly help on the college payroll will not be paid if the college is closed.
10. Supervisors with temporary help provided by contract services must advise such
workers as far in advance as possible in keeping with agency contract provisions to
minimize expense to the college.
11. If the college is closed for less than a whole day, an employee off campus on
business, on vacation, sick leave, other paid time off, day off, layoff or leave of
absence shall account for the time away from work as if there were no closedown.
______________________________________________________________________________
top 5.4 Reference No.: 5.4
Procedure: Election Campaigning
on Campus
Cross Reference:
Authority: College President Policy 1.3
Approved: Executive Council
10/18/83
______________________________________________________________________________
1. It is important for each individual to be well informed on all the campaign
issues in order to determine his/her voting choices. Broome Community
College supports and encourages the involvement of its students and Staff in
the election process.
2. Candidates for political office may come on campus under the following
circumstances.
A. Debates for political science or related classes.
B. Convocations sponsored by a College organization.
C. To meet and distribute campaign literature to students and Staff.
3. Space in the Student Center lobby (if not already scheduled) is designated as
the only area for candidates to set up tables and distribute material.
Approval must be given by the President or a Vice President. Tables and
chairs will be provided by the College on request. Candidates may also walk
around the campus to meet and introduce themselves to students and Staff.
Normal scheduling procedures will prevail.
4. No flyers or other campaign materials are to be placed on automobiles, walls,
windows, or any other interior or exterior parts of the buildings and grounds.
No post for signs shall be erected on the campus. One poster for each
candidate or issue no larger than 22" X 28" may be posted on the bulletin
board in the Student Center lobby. Such posters are not to cover up existing
materials on the bulletin board or another candidate's poster.
5. Campaign advertisements may be placed in the student newspaper (The
Fulcrum) at the same rates as other advertisements.
6. Political parties or other approved organizations may be present on campus to
distribute materials or conduct voter registration. Approval must be given by
the President or a Vice President and such activities shall only be done in the
Student Center lobby. (Subject to the guidelines as stated in item #4.)
______________________________________________________________________________
top 5.5 Reference No.: 5.5
Procedure: Flag Lowering
Cross Reference:
Policy 1.2
Authority: College President
Approved: Executive Council
11/27/91
______________________________________________________________________________
1. The official College flag shall be lowered at the discretion of the President
or the President's designee only.
2. Some situations which may warrant lowering the flag include, but are not
limited to: death of a member of the campus community, death of a local,
state, or national official, and any days of national mourning.
3. All requests to lower the flag shall be forwarded to the President's office.
That office shall make the determination of the appropriateness of the
request and, if it is so decided, direct a lowering of the flag.
4. The President (or designee) may decide to lower the flag to half-mast on
funeral days only or for another period of time if appropriate.
______________________________________________________________________________
top 5.6 Reference No.: 5.6
Procedure: Data Requests
Authority: College President Cross Reference:
Policy 1.2
Approved: Executive Council
11/27/90
______________________________________________________________________________
1. All requests for institutional data from outside sources (area corporations or
agencies, media, etc.) will be directed to the Vice President for Student and
Community Affairs. He/She (or designee) will then gather the data from
the knowledgeable source and release such if appropriate.
2. All data releases will conform to all students' rights to privacy regulations.
______________________________________________________________________________
top 5.7 Reference No.: 5.7
Procedure: Copying-Printing-
Duplication
Cross Reference:
Policy 1.2
Authority: College President
Approved: Executive Council
11/27/90
______________________________________________________________________________
1. General Guidelines:
The College's Copy Center provides copying, duplicating and printing services
for classroom instructional purposes and for administrative/support purposes.
2. User Responsibility:
It will be the responsibility of the user to guarantee that all copyright
regulations are adhered to prior to Copy Center requests.
3. General Practice:
A. It will be the general practice of the Center to function in a cost
effective, environmentally responsible way.
· Use of white recycleable paper over color paper.
· Use of both sides of a sheet of paper wherever possible.
· Use of most cost effective paper quality for general purposes.
B. Non-classroom duplicating requests will require the approval of a
Chair/Director or supervisor.
C. Requests for work unrelated to College business will not be honored.
D. Requests for manuals, texts, or any bound text-like work for use by
students in the classroom will not generally be honored. Such texts
represent expenses which should legitimately be borne by the students
and can be published "on campus" by The College Bookstore and sold to
students.
______________________________________________________________________________
top 5.8 Reference No.: 5.8
Procedure: Communications
Cross Reference:
Policy 1.2
Authority: College President
Approved: Executive Council
11/27/90
______________________________________________________________________________
1. General Guidelines:
With the exception of the summer semester and some holiday periods, the
College publishes a weekly newsletter for all employees: Focus. The
newsletter is a publication of the College administration and is designed
primarily to inform all employees of policy and procedural matters and to
allow various campus offices and individuals to communicate notices and
items of interest to each other.
2. Secondary Purpose:
The campus newsletter also exists to discourage campus employees from
sending out individual notices, announcements, thank yous, etc., etc.
A secondary purpose of the newsletter is to reduce the expensive volume of
paper sent amongst offices.
The Copy Center will attempt to direct all such notices to the Focus for
inclusion in the newsletter.
3. Editor
The Publications Center Director is the editor of the Focus and will arrange
for the publication of submitted items. He/She might edit for space
limitation purposes; all other editorial concerns will be brought to the
Director's supervisor for consideration.
______________________________________________________________________________
top 5.9 Reference No.: 5.9
Procedure: Media Communications/
Marketing/Advertising
Cross Reference:
Policy 1.2
Authority: College President
Approved: Executive Council
11/27/90
______________________________________________________________________________
General Guidelines:
1. All official College media communications (press releases, press conferences,
official statements, etc.) are the responsibility of the Vice President for
Student and Community Affairs.
He/She, in consultation with the College President, will engage in all
necessary media relations and be the College spokesperson for official
College business.
2. Any campus office or program wishing media coverage of an event or some
newsworthy information should contact the VPSCA. Student and
Community Affairs will then design the best approach to attract media
attention.
3. To ensure a uniform College marketing/advertising effort, all such projects
are to be initiated through Student and Community Affairs. Such projects
include media advertising and "career day" type activities.
______________________________________________________________________________
top 5.9.1 Reference No.: 5.9.1
Procedure: Use of Campus Wide E-Mail
Authority: College President
Cross Reference: Policy 1.3
Approved: Executive Council 04/19/05
1. Campus-wide
notifications should be posted with the BCC Focus Newsletter.
2. Campus
notifications which do not meet the BCC Focus deadlines, and may
be considered urgent, must be forwarded to the appropriate Vice
President for possible individual "entire campus" mailing.
3. The Vice
President will determine if the e-mail should be sent or if an
alternative posting method should be used.
______________________________________________________________________________
top 5.10 Reference No.: 5.10
Procedure: Publications Center
Cross Reference:
Policy 1.2
Authority: College President
Approved: Executive Council
11/27/90
______________________________________________________________________________
General Guidelines:
1. The College's Publications Center exists primarily to manage the College's
publications aimed at external audiences:
General Catalog - Semester Schedules
Community Education Schedules
Viewbook
Program and Office Brochures
(and display advertising designs)
2. The Center also produces routine campus wide materials: the newsletter,
telephone directories, special event signage, etc.
3. The Center also provides some expertise in assisting instructors in projects
that require a graphics component.
______________________________________________________________________________
top 5.11 Reference No.: 5.11
Procedure: Sponsored Programs
Cross Reference:
Policy 1.1
Authority: College President
Approved: Executive Council
11/27/90
______________________________________________________________________________
General Guidelines:
1. All requests from the professional staff to pursue grant funding must begin in
the Office for Sponsored Programs. Individuals are not to seek funding for any
programs, from any sources, without first meeting with the Director of
Sponsored Programs and completing a "Request to Seek Funding" form.
2. All such Requests will be forwarded to the Vice President for Academic Affairs
and presented to the College President for approval. Approval at that time,
means that the Director of Sponsored Programs and the interested party(ies)
may proceed in grant application.
The Director will also consult with the Budget Officer and, when appropriate,
with the Human Resources Officer in preparing the grant application.
3. If a grant request is accepted by the funding agency, the Director prepares a
statement of such for presentation to the BCC Board of Trustees via the
VPAA. Upon approval by the Trustees, BCC may accept funds and begin
program operations.
4. More detailed and thorough procedures for sponsored program activity can be
found by reference to the Sponsored Programs Handbook.
______________________________________________________________________________
top 5.12 Reference No.: 5.12
Procedure: Signs - Campus
Postings - Handbills
Cross Reference:
Authority: College President Policy 1.2, 1.3
Approved: June 21, 1995
______________________________________________________________________________
1. All postings for college sponsored activity placed on campus bulletin boards must
carry an approval stamp issued by the Student Activities Office. Student Activities
will have the responsibility to simply verify that signs or notices are being issued
by College clubs, organizations or BCC affiliated individuals. The Director of
Student Activities may disapprove any postings that he/she considers detrimental
to the conduct of college affairs. (If approval for posting is denied by the Director,
the applicant may appeal to the Vice President for Student and Community Affairs
whose decision is final.)
2. Class cancellation notices and notices carrying the sponsorship of a college
administrative office do not require an approval stamp, but must show the name of
the responsible administrative office.
3. To avoid clutter and aesthetic pollution and to ensure safety (blocked view on glass
doors), all campus signs are to be placed only on the available bulletin boards.
Signs located elsewhere (glass doors, finished walls, etc.) will be removed.
4. Signs or notices by any non-profit organization are also appropriate, but must
adhere to Item #1 and #3 above.
5. Signs or notices by profit making organizations or by individuals not affiliated with
the College are allowed only on Student Center bulletin boards, but must adhere to
Item #1 and #3 above.
6. The person, group, club, office, etc. that places all posters is responsible for
removing them once they are out of date.
7. Handbills
· All handbills must adhere to the same procedures as those listed above for
postings.
· Handbills are defined as material personally distributed or left on car
windshields or other places for pick-up.
______________________________________________________________________________
top 5.12.1
Procedure: Credit Card Marketing Reference No.: 5.12.1
Authority: College President Cross Reference: Policy 1.2, 1.3
Approved: January 27, 2005
Broome Community College prohibits the advertising, marketing or merchandising
of credit cards on campus.
____________________________________________________________________________________
top 5.13 Reference No.: 5.13
Procedure: Teleconferencing
Authority: College President Cross Reference: 1.2
Approved: Executive Council
6/3/93
____________________________________________________________________________________
These are the procedures to be followed when scheduling an on campus
teleconference. (The procedures are different depending on the sponsor.)
A - On Campus Users (initiated by a Chairperson or Director)
B - Community Education
C - Off Campus Users
__________
A. On Campus Users (requires a Chairperson or office manager approval)
1. Verify through the Media Services Coordinator (MSC) that LRC can provide
the teleconference at the requested time.
2. Once the Media Services Coordinator identifies the appropriate site for the
teleconference the host department will book space with the LRC or with
the Registrar's Office as appropriate.
3. Host department purchases the license (if required) directly from the agency
providing the teleconference.
4. Host department fills out the BCC Teleconference Intake Form with the
LRC Media Services Coordinator and provides a copy of the license or
purchase order request, as early as possible.
5. Miscellaneous
All room arrangement requests are made by the host department directly
to the maintenance department.
Food service requests are made by the host department directly to the
Food Services Director.
Interactive telephone service is available in some rooms only if there is an
800 toll free number associated with the teleconference.
If an office or department is co-sponsoring an event with an off campus
group, the above same procedures apply.
B. Community Education
Same as A, except everything is managed and funded directly by Community
Education. Procedure includes co-sponsored events.
C. Off Campus Users
1. All requests for teleconferences by off campus users must be coordinated
through the office of Student and Community Affairs. Calls directed to the
LRC will go first to SCA to determine requestor's eligibility to use BCC
campus facilities. User (through SCA) verifies that the LRC can provide the
teleconference at the requested time.
2. User books space through SCA at campus rates plus any other fees - i.e.
technician, maintenance, security, special AV equipment, etc.
3. User provides all room rental material to SCA including copy of license,
Insurance Certificate and BCC Teleconference Intake Form.
4. SCA will act as liaison between all campus offices (including the LRC
Media Services Coordinator) and user.
SCA will provide LRC with copy of license and BCC Teleconference Intake
Form.
SCA will prepare set up request to Maintenance Dept.
User will deal directly with Food Services Manager for food service.
SCA will forward bill (Rental Form) to Finance Office.
Interactive telephone service is available in some rooms only if there is an
800 toll free number associated with the teleconference.
__________
Videotaping
Off campus user - If the teleconference license grants the user permission to video
tape the LRC will do so. Off campus users (license holder) must provide all
necessary blank tapes and one copy will be produced.
On campus users - If the teleconference license grants the host department
permission to make a tape the LRC will. The tape will then be reviewed by the
LRC Director to determine if the teleconference has campus wide value. If so it
will be added to the Learning Resources Center collections. If not (due to poor
technical quality or if the subject is so narrowly focused to be of value only to the
host department) it will be given to that department head.
______________________________________________________________________________
top 5.14 Reference No.: 5.14
Procedure: Investment Procedure
Authority: Finance & Facilities Cross Reference:
Committee, Board of Trustees Policy 1.23
College President
Approved: September 22, 1993
______________________________________________________________________________
GUIDELINES AND PROCEDURES:
1. Funds To Be Invested
To the extent the Treasurer has in his/her possession funds beyond that which
are necessary to meet payment of current obligations of the College or for
disbursements otherwise required, such funds shall be invested by said
Treasurer in acceptable investment instruments. Every effort shall be made
to minimize idle cash by depositing and maintaining funds in interest-bearing
accounts or investments in a timely manner.
2. Acceptable Investment Instruments
Acceptable investment instruments for the investment of monies by the
Treasurer are as follows:
A. Certificates of Deposit issued by a bank or trust company located and
authorized to do business in New York State.
B. Time Deposit Accounts in a bank or trust company located and
authorized to do business in New York State.
C. Repurchase Agreements involving the purchase and sale of direct
obligations of the United States.
D. Obligations of the United States of America.
E. Obligations guaranteed by agencies of the United States of America
where the payment of principal and interest are guaranteed by the
United States of America.
F. Obligations of the State of New York.
G. Other instrument(s) as approved by the Finance & Facilities Committee
of the Board of Trustees and authorized by General Municipal Law
(Sections 10 and 11).
3. Timing of investments
The Treasurer shall maintain a portfolio of short and long term investments
when possible. Investments made by the Treasurer shall generally mature or
otherwise be available for sale or redemption without penalty at such times as
funds invested are required for disbursement.
4. Collateral requirements
Certificates of Deposit and Time Deposit Accounts shall be fully secured by
insurance of the Federal Deposit Insurance Corporation, an eligible surety
bond, or by obligations of federal agencies the principal and interest of which
are guaranteed by the United States, obligations of any municipal corporation,
school district or district corporation of the State of New York, obligations of
a public authority of the State of New York or by obligation of a public housing
authority of the State of New York.
Collateral shall be physically delivered to an held by the Treasurer in a safe
and secure place or shall be deliver to a custodial bank or trust company with
which the College has a custodial agreement. Said custodial institution shall
provide written confirmation to the Treasurer the obligations held in such
institution as collateral for investments of the college.
The market value of collateral held shall at all times equal or exceed the
principal of the certificate of deposit plus accumulated interest or time deposit
for which such collateral is being held. Market value shall mean the bid or
closing price as quoted in the Wall Street Journal or a quote by another
recognized pricing service.
With the approval of the Treasurer obligations which are acceptable collateral
as described above may be substituted by the bank or trust company from
which an investment instrument was acquired for obligations held as collateral
for such investment instrument, provided the market value of the substituted
collateral continues to exceed the principal of the investment instrument for
which the collateral is being held. Written confirmation of such substitutions
shall be made by the custodial institution to the Treasurer.
5. Payment for delivery of obligations of Certificates of Deposit purchased
In instances when the Treasurer has purchased obligations pursuant to a
Repurchase Agreement, payment shall be made to the seller only upon the
seller's deliver of obligations to the custodial bank or trust company designated
by the Treasurer, or in the case of a book entry transaction, when the
obligations are credited to the custodian's Federal Reserve Bank account. A
Repurchase Agreement is for specific obligations and the seller shall not be
entitled to substitute obligations for the obligations originally purchased.
In instances when the Treasurer has otherwise purchased obligations or has
purchased certificates of deposit, payment shall be made upon the deliver
thereof to the Treasurer or to a custodial bank or trust company designated by
the Treasurer in the case of a book-entry transaction, when the obligations are
credited to the custodian's Federal Reserve Bank account.
Whenever obligations owned by the College are held by a custodian, such
custodian shall confirm all transactions in writing to insure that the College
ownership of such obligations is properly reflected on the records of the
custodian. Such custodian shall not transfer obligations without prior written
authorization of the Treasurer.
6. Contracts required
Written contracts shall be required for:
A. The purchase and sale of obligations through Repurchase Agreements.
B. The purchase of Certificates of Deposit.
C. Custodial Agreements.
All such contracts shall be executed by the Treasurer of the College and duly
recorded by the Finance and Facilities Committee of the Board of Trustees at
an official meeting. Upon request of the Treasurer, the county Attorney shall
review such contracts and offer such legal advice relative to the form and
content of such contracts.
7. Custodial Institutions
The Treasurer shall from time to time enter into contracts with banks or trust
companies licensed to do business in the State of New York to act as custodian
of obligations owned by the College or of obligations pledged as collateral for
certificates of deposit or time deposit accounts. Custodians must be member
banks of the Federal Reserve Bank or maintain accounts with member banks.
A custodial contract shall not be entered into for the holding of an investment
instrument with the same party from which such investment instrument is
acquired, provided that a custodial contract may be entered into with the Trust
Department of the seller of the instrument provided that the Trust
Department is a separate corporate entity. At the request of the Treasurer,
custodial institutions shall verify obligations held on behalf of the College as
property of the College or as collateral for an investment instrument of the
College.
8. Financial Strength of Institutions
The financial statements of all trading partners, banks and trust companies
with which the College transacts investment business shall be reviewed at
least annually by the Treasurer to determine the financial strength and/or
credit worthiness of the institution.
9. Special Provisions relating to Repurchase Agreements
Repurchase Agreement shall be for a term of thirty (30) days or less.
All repurchase agreements must be entered into subject to a Master
Repurchase Agreement.
Trading partners are limited to banks or trust companies authorized to do
business in New York State and primary reporting dealers.
Obligations shall be limited to obligations of the United States of America and
obligations guaranteed by agencies of the United Stated of America.
No substitution of securities will be allowed.
The custodian shall be a party other than the trading partner.
10. Competition for Acquisition and Sale of Investment Instruments
The Treasurer, on behalf of the College, shall encourage the acquisition or sale
of investment instruments, except for the direct purchase of obligations,
through a competitive process. The Treasurer shall endeavor to insure
competition amongst all interested eligible institutions for the acquisition or
sale of investment instruments and shall make every reasonable effort to
solicit by telephone at least three quotations for every investment transaction
except for the acquisition of an investment instrument of $100,000 or less with
a maturity date less than or equal to 90 days from the date of acquisition for
which competition shall be at the discretion of the Treasurer. Unless an
institution submitting a quotation is unable to meet the requirements of this
policy or such other reasonable written requirement as the Treasurer
prescribed, the acquisition of an investment instrument shall be from the
institution whose quotation will result in the highest yield or return to the
College on funds invested, or in the case of a sale of an investment instrument,
such sale shall be to the institution whose quotation shall produce the largest
net proceeds from sale. All costs associated with wiring of funds and/or the
procuring of the investment shall also be accounted for in determining the
winning bid.
The Treasurer shall tabulate all quotations and shall make the results of all
quotations available to any interested institution submitting a quotation.
11. Investment Records to be Kept
In addition to documentation of competitive quotations for the acquisition and
sale of investment instruments, the Treasurer shall maintain a proper records
of each investment sufficient to manger the investment portfolio and provide
a complete audit trail including, but not limited to:
A. The institution the investment instrument was acquired from.
B. The type of investment.
C. Yield and maturity date for the investment instrument.
D. The custodial institution holding the investment instrument or the
collateral for such instrument and the type of obligations held as
collateral.
12. Report to be provided
The Treasurer shall prepare a monthly report to the Finance and Facilities
Committee of the Board of Trustees reflecting, as of the last day of such
month, an inventory of investment instruments and a statement of investment
income earned for the given month and cumulative total interest earned since
the beginning of the current College fiscal year.
13. Internal Controls to be maintained
The Treasurer shall establish, document and maintain within his/her office a
system of internal controls which provides for segregation of duties with
respect to investment activities, cash receipts and accounting.
14. Audit of Policy compliance and initiation of Corrective Action
The College's independent Auditor, shall audit the records of the Treasurer to
determine compliance with the provisions of this policy as part of its regular
audit engagement. The College's Independent Auditor shall include any audit
findings in its reporting to the Board of Trustees.
15. Clarification of Policy
Any questions relative to the intent of this policy or any requests for
clarification of this policy shall be subject to a determination of the Finance
and Facilities Committee of the Board of Trustees.
______________________________________________________________________________
top 5.15 Reference No.: 5.15
Procedure: Copyrighted Material
Duplication
Authority: College President Cross Reference:
Policy 1.24
Approved: August, 1993
______________________________________________________________________________
The College procedures related to copying copyrighted material are all contained in
the College publication: "Your Right to Copy: A Handbook." Copies of such are
available from academic deans and office supervisors.
______________________________________________________________________________
top 5.16 Reference No.: 5.16
Procedure: Bookstore: Textbook
Orders
Authority: College President Cross Reference: 1.3
Approved: Executive Council
10/19/94; amended 4/7/97
______________________________________________________________________________
All textbooks used for Broome Community College courses should be
submitted to the F-SA operated College Bookstore. This will ensure the
availability of required texts at an on campus facility.
However, the Bookstore is not guaranteed exclusive distribution rights and
faculty should also make their choices available to other vendors if requested.
______________________________________________________________________________
top 5.17 Reference No.: 5.17
Procedure: Parking Regulations
Authority: College President Cross Ref.: Policy 1.3
Approval: 9/23/98
______________________________________________________________________________
The general procedures, regulations, and enforcement details pertaining to
parking and motor vehicle regulations are found in "Parking Regulations," a
brochure published yearly for staff and students.
______________________________________________________________________________
top 5.18 Discrimination Complaint Procedure
Commitment
Broome Community College is committed to maintaining a learning and work environment that is free from discrimination and harassment. As such, Broome Community College does not discriminate on the basis of race, sex, color, religion, age, national origin, disability, marital status, sexual orientation, or veteran status in the recruitment of students, in the recruitment and employment of faculty and staff, or in the operation of any of its programs and activities. State and federal laws apply where relevant.
Discrimination Complaint Procedure
In accordance with Broome Community College's non-discrimination commitment and applicable law, Broome Community College maintains a Discrimination Complaint Procedure. This procedure provides for prompt investigation and resolution of allegations of discrimination, including allegations of sexual harassment which federal law defines as a form of discrimination based on sex. The Discrimination Complaint Procedure is non-adversarial and fact-finding in nature. It does not supplant any other complaint or grievance procedures provided for by collective bargaining agreement or the student code of conduct.
A complainant using this procedure retains the right to file a complaint with the appropriate state and/or federal agency in accordance with their respective filing requirements and deadlines. The complainant is not required to pursue the Broome Community College procedure before filing a complaint with a State or Federal agency. Further, if the complainant chooses to pursue the Broome Community College procedure, the complainant is free to file a complaint with the appropriate state or federal agency at any point during the process. Upon filing with an external agency, however, the Broome Community College internal complaint procedure will be terminated and the matter referred to the Broome County Law Department for review, defense or, if deemed appropriate by counsel, involvement in mediation, conciliation or settlement with the external agency where the complaint was filed, or such other actions as may be in the interests of the College.
Retaliation
Complainants and those persons who assist in or cooperate in the investigation of a complaint will not be subject to retaliation by any member of the college community for submitting and pursuing a complaint under this procedure.
Confidentiality
To the extent possible, the complaint procedure will respect the confidentiality of the parties involved. A discussion concerning potential discrimination may remain confidential with no action being taken when an individual wishes only to make an inquiry and does not disclose any identifying information about herself or himself or about the other party (ex: name, department, and unit). However, even in the absence of a written complaint, the College may be legally obligated to take some action once it has reason to believe that discrimination may be occurring.
Scope
The Discrimination Complaint Procedure may be used by Broome Community College students, faculty, staff, campus organizations, and other individuals who believe they have been victims of discrimination in violation of federal, state, or local laws, or in violation of BCC's non-discrimination commitment. The procedure will be published in the Employee Information booklet and in the Student Handbook.
The Affirmative Action Officer is a resource person for information concerning discrimination and for people who believe they have been subjected to discrimination. Information about the Affirmative Action Office will be posted in each campus building along with the name, office location, and phone number of the Affirmative Action Officer. Additionally, people who have been subjected to discrimination should feel free to contact and seek the assistance of, among others, chairs, deans, and supervisors.
Definitions
Informal Complaint - An informal complaint may take the form of an inquiry or discussion with the
Affirmative Action Officer or another college representative. An informal complaint need not be
in written form. It may or may not involve the complainant disclosing identifying information about
him or herself or about a respondent.
Formal Complaint -A formal complaint is a written, dated, and signed document which alleges a
violation of federal, state, or local anti-discrimination laws or regulations, or of BCC's non-
discrimination commitment, and details the facts that the complainant believes support that
complaint.
Complainant - An individual or organization that submits a complaint under this procedure.
Respondent - The respondent is the person the complainant claims is responsible for violations alleged in a complaint. The term may be used to designate persons with direct responsibility for a particular action, or persons with supervisory responsibility for procedures and policies in the areas covered in the complaint.
Affirmative Action Officer - A resource person for those who believe they have been subjected to
discrimination. The Affirmative Action Officer is charged with making recommendations to the
President to insure that BCC complies with federal, state, and local anti-discrimination laws and
with BCC's non-discrimination commitment.
College representative - A counselor or someone who works in an administrative or supervisory
capacity at the college, such as a department chair, a dean, or a supervisor.
Day - A business day, i.e., a day when the college is officially open.
Discrimination Complaint Procedure for Review of Allegations of Unlawful Discrimination
Informal Complaint
Anyone may seek advice, information, or assistance in dealing with matters related to discrimination without having to file a formal complaint. Such matters frequently can be resolved on an informal basis.
Persons who feel they are being subjected to discrimination, or who are uncertain as to whether what they are experiencing is discrimination, are encouraged to talk to the Affirmative Action Officer, to another college representative, such as a counselor, or someone who works in an administrative or supervisory capacity at the college, to the Human Resources Officer, a director, a department chair, a dean, or a supervisor. A college representative who receives an informal complaint should seek the assistance of the Affirmative Action Officer in responding to an informal complaint.
The aim of informal complaint resolution is to ensure that the alleged offending behavior ceases and that the matter is resolved as expeditiously as possible. During the informal resolution process, the person seeking information and advice will be counseled as to the options for action available to her or him.
There are several ways of resolving a matter informally. For example, the Affirmative Action Officer or the college representative working with the person bringing an informal complaint might offer advice on how the individual might resolve the matter directly with the other party, or might serve as an informal mediator, working with both parties to assure that the offending behavior stops.
The college representative responding to an informal complaint should maintain a file about the situation and the outcome of the informal complaint.
Formal Complaint
- Any party who chooses to file a formal complaint alleging unlawful discrimination or discrimination in violation of BCC non-discrimination commitment shall file the complaint with the Affirmative Action Officer. Formal complaints are written, dated and signed by the complainant (Broome Community College Discrimination Complaint form, Appendix A). The Affirmative Action Officer shall provide assistance to any complainant needing help to prepare his/her complaint. The Affirmative Action Officer shall also inform the complainant of those additional internal and external avenues through which a complaint may be filed, including the applicable time limits for filing with each agency.
- Within 2 days after receiving a formal complaint, the Affirmative Action Officer shall give a copy of the complaint to the respondent.
- The Affirmative Action Officer shall seek to resolve the complaint through informal mediation. She/he shall have the right to conduct an investigation and shall have access to all information relevant to the case. If within 20 days from the date of the filing of the complaint, the Affirmative Action Officer is able to resolve the complaint by this process, she or he shall close the case, sending a written notice to the complainant and respondent.
- If the evidence supports a finding that there is no basis for a complaint alleging discrimination, the Affirmative Action Officer shall recommend, in writing, to the President, the complainant, and the respondent that the case be closed. The President may accept that finding and may direct the Affirmative Action Officer to close the case. If the complainant is dissatisfied with a decision to close a case, the complainant may file a formal complaint with the appropriate state or federal agency in accordance with the agency’s filing deadlines.
- After investigating the case and in consultation with the Human Resources Officer and the college attorney, the Affirmative Action Officer shall make a recommendation to the President as to the resolution of the case. The recommendation shall include a synopsis of the case and evidence collected with an analysis of such evidence and rationale for the recommendation.
- Within 20 days after receiving the complaint, the President shall make his or her determination as to whether or not unlawful discrimination or discrimination in violation of the College's non-discrimination commitment occurred. The President shall send a letter to the complainant and the respondent with his or her decision. The Affirmative Action Officer will receive a copy of the letter.
- If the complainant is dissatisfied with the President's response, the complainant may file a formal complaint with the appropriate state or federal agency, in accordance with agency filing requirements.
Employees may seek relief through the following:
- Equal Employment Opportunity Commission, NY District Office, 33 Whitehall Street, New York, NY 10004
- New York State Division of Human Rights, 44 Hawley Street, Room 603, Binghamton, NY 13901
- Court action
Students may seek relief through the following:
- U.S. Department of Education, Office for Civil Rights, 32 Old Slip, 26th Floor, New York, NY 10005
- New York State Division of Human Rights, 44 Hawley Street, Room 603, Binghamton, NY 13901
- Court action
Further Provisions for Formal Complaint Procedure
- Time limits in each step of the procedure may be extended by mutual written agreement of the complainant and respondent.
- If the Affirmative Action Officer or the President fails to review or respond within the time limits provided, the complainant may proceed to the next step.
- If the complainant fails to pursue an action within the time limits provided, the complaint shall be deemed to have been withdrawn, unless evidence is provided to the Affirmative Action Officer to show good cause for the delay.
- The statute of limitations for filing with the Equal Employment Opportunity Commission (EEOC) is 300 calendar days, with the Office for Civil Rights of the U.S. Department of Education is 180 calendar days, and with the New York State Division of Human Rights is 365 calendar days from the date of the alleged discriminatory behavior.
- In the event that the complaint is against the President of the College, the Affirmative Action Officer will contact the Chairperson of the Broome Community College Board of Trustees to discuss the situation. In consultation with the Board of Trustees and/or the college attorney, an external hearing officer may be appointed. The external hearing officer will perform the actions of the Affirmative Action Officer. The external hearing officer shall make his or her recommendation to the Chairperson of the Board of Trustees. The President will not be involved in any aspect of the case, except as respondent.
- In the event that the complaint is against the Affirmative Action Officer, the complainant should contact the President, who will then appoint an external hearing officer. The external hearing officer will facilitate the complaint through this complaint procedure, performing all of the functions of the Affirmative Action Officer. The Affirmative Action Officer will not be involved in any aspect of the complaint, except as respondent.
Appendix A
Broome Community College
Discrimination Complaint
This form is to be used by students, faculty, staff, organizations, and other individuals to file a formal complaint of discrimination based on race, sex (including sexual harassment), color, religion, age, national origin, disability, marital status, sexual orientation, or veteran status.
1. Name ___________________________________________ Phone No. ____________
’ Faculty ’ Staff ’ Student ’ Campus organization ’ Other __________________
Address __________________________________________________________________________
City _____________________________ State _____ Zip Code ___________________
2. Alleged Discrimination is based on (Please check all that apply):
’ Race or color ’ Religion ’ National Origin ’ Disability ’ Marital Status ’ Age
’ Veteran status ’ Disability ’ Sex (Sexual Harassment) ’ Sexual Orientation
3. Date(s) of occurrence (on or about)___________________________________________
(mm/dd/yyyy, if known; mm/yyyy if approximate; or if ongoing give date range)
4. Respondent(s) Name(s) __________________________________________________________________________
Title (if known) __________________________________________________________________________
5. Please check the appropriate box:
- I choose to utilize the informal complaint procedure as described in the Broome Community College DISCRIMINATION COMPLAINT PROCEDURE.
- I choose to utilize the formal complaint process as described in the Broome Community College DISCRIMINATION COMPLAINT PROCEDURE.
6. Have you filed a charge with a federal, state or local government agency? ’ Yes ’ No
If yes, with which agency? _____________________________________________________
7. Briefly describe the nature of the complaint. (Use additional sheet if necessary.)
8. I swear or affirm that I have read the above charge and that it is true to the best of my knowledge, information and belief.
Signature: _________________________________________Date:__________________
##
______________________________________________________________________________
top
|
Procedure: |
|
Reference
No.: 5.19 |
|
Authority: |
College
President |
Cross
Reference: Policy 1.3 |
|
Approved: |
Executive
Council
11/16/04 |
|
______________________________________________________________________________
top 5.20 Workplace Violence Prevention Procedures
The purpose of these procedures is to address the issue of potential workplace violence in our campus community, to prevent workplace violence from occurring to the fullest extent possible, and to set forth procedures to be followed should such violence occur.
Commitment
Broome Community College is committed to promoting a safe and secure academic environment and workplace to support its mission. All members of the College community – faculty, staff, and students – are expected to take part in maintaining a working and learning environment free from violence, from threats of violence, harassment, intimidation or coercion.
Broome Community College prohibits workplace violence, threats of violence, intimidation, harassment, coercion, or other threatening behavior towards people or property. Complaints of workplace violence will be given the serious attention they deserve. Persons who violate this commitment may be removed from College property and are subject to disciplinary and/or personnel action up to and including termination consistent with College policies, rules and collective bargaining agreements, and/or referral to law enforcement authorities for criminal prosecution.
It is the intent of this commitment to ensure that faculty, staff, students and visitors to the campus are not threatened by any employee’s actions or conduct.
Scope
In accordance with NYS Labor Law Section 27-b Broome Community College and its employees are responsible for complying with this program to maintain a workplace as safe from violence as reasonably possible.
Definitions
Workplace means any location away from an employee’s residence, permanent or temporary, where s/he performs any work-related duty in the course of his/her employment by the College.
Workplace violence refers to a range of inappropriate behaviors, specific or non-specific threats, verbal abuse, or physical assault occurring in the work setting. It may be verbal, psychological or physical intimidation, threats of violence, actual assault or other violence, or any other behavior that causes others to feel threatened, frightened or unsafe.
Threat means any verbal or physical conduct that threatens personal safety or property, or that reasonably could be interpreted as intent to cause harm.
Examples of prohibited workplace violence behaviors include, but are not limited to, the following:
- bullying
- sexual harassment
- following or stalking
- obscene or threatening phone calls, notes or e-mail
- an intimidating presence
- any unwanted physical contact such as pushing, hitting, throwing objects
- verbal abuse including swearing or shouting
- offensive comments regarding violent events and/or behaviors
- violating an order of protection or restraining order
- bomb threats
- carrying, possessing, or using weapons of any kind on college property unless properly authorized.
Responsibility
President – The President of the College shall be responsible for implementing these procedures. The responsibility includes distribution of these procedures to members of the college community, ensuring appropriate investigation and follow-up of reported incidents of workplace violence, assuring that administrators, managers and supervisors are aware of their responsibilities under these procedures through internal communication and training.
Campus Safety & Security Office – The Campus Safety & Security Office has performed a risk assessment of the workplace to determine the presence of factors or situations that might place employees at risk of workplace violence. Records review identified that employees have been harassed by irate students/clients and that assault/harassment has occurred among employees. Inspection of the workplace identified issues including shrubbery and landscaping, uncontrolled access to campus buildings including private work areas, inadequate lighting, furniture placement in client service areas that can impede employees’ exit in case of confrontation, and the presence of desktop objects that could be used as weapons (i.e., scissors, staplers, file racks, etc.).
Based on its review of work performed by employees, Campus Safety & Security identified the following which might place workers at risk of occupational assault incidents: exchange of money with the public, working alone or in small numbers, working late at night or early morning hours, guarding valuable property or possessions, working in community settings, and insufficient security staffing levels. Campus Safety & Security will recommend methods for the College to reduce or eliminate the risk of workplace violence focusing on the following: implementation of advanced security systems such as panic alarms, video surveillance and access measures as well as changes to landscaping and lighting, use of ID badges and visitor/contractor sign-in, and increased safety and security staffing.
The Campus Safety & Security Office is responsible for responding to, intervening in, and documenting all incidents of violence in the workplace. The Campus Safety & Security Office will immediately log all incidents of workplace violence and will notify the respective supervisor of an incident with his/her employee, or notify the Office of Student Affairs of an incident with a student. All officers shall be knowledgeable of when law enforcement action may be appropriate.
Campus Safety & Security will maintain an internal tracking system of all threats and incidents of workplace violence. Annual reports will be submitted to the President (at the same time as the report noted below) detailing the number and description of incidents, the disposition of these incidents, policy recommendations, training issues and security procedures that have been or should be implemented to maintain a safe working and learning environment. Incidents will be reported consistent with the reporting requirements of Article 129A Subsection 6433 of the NYS Education Law (Regulation by Colleges of Conduct on Campuses and Other College Property for Educational Purposes).
Officers will be trained in and participate in training in workplace violence awareness and prevention, non-violent crisis intervention, conflict management, and dispute resolution. Officers will work closely with Human Resources when the possibility of workplace violence is heightened, as well as on the appropriate responses to workplace violence incidents within SUNY policies, rules and procedures, and applicable labor agreements, including appropriate disciplinary action up to and including termination.
When informed, Campus Safety & Security will maintain a record of any orders of protection or restraining orders for faculty, staff, and students listing college locations as protected areas. Confidentiality will be maintained to the extent possible concerning such orders.
Supervisors – Each dean, director, department chairperson, administrator, or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within his/her area of jurisdiction for implementing these procedures. Supervisors must report to Campus Safety & Security any complaint of workplace violence made to them and any other incidents of workplace violence of which they become aware or reasonably believe to exist. Supervisors are expected to inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed or resolved. The reporting supervisor should then keep the matter confidential without further disclosure, except as necessary during the investigation process and/or subsequent proceedings.
PLEASE NOTE: Threats or assaults that require immediate attention should be reported to Emergency Services/Broome Communications. Dial 9-911 from any campus office phone or 911 from any pay phone (pay phones do not require coins
to call 911).
Faculty and Staff – An employee who is threatened with or experiences workplace violence, or is aware of such should notify his/her supervisor. Faculty and staff who are advised or are aware that a student has been involved in a workplace violence incident must report this to Campus Safety & Security and the Office of Student Affairs.
PLEASE NOTE: Threats or assaults that require immediate attention should be reported to Emergency Services/Broome Communications. Dial 9-911 from any campus office phone or 911 from any pay phone (pay phones do not require coins
to call 911).
Employees who have obtained orders of protection or restraining orders are expected to notify their supervisors and Campus Safety & Security of any orders that list college locations as protected areas.
Victims of domestic violence who believe that the violence may extend into the workplace are encouraged to notify their supervisor and Campus Safety & Security. Confidentiality will be maintained to the extent possible.
Human Resources Office – The Human Resources Office is responsible for assisting Campus Safety & Security and supervisors in responding to workplace violence, facilitating appropriate responses to reported incidents, and notifying Campus Safety & Security of workplace violence incidents reported to it. Human Resources will also be responsible for disseminating workplace violence prevention procedures (as well as information regarding available Employee Assistance Program services) to all employees at the time of hire and annually thereafter, as well as posting the procedures on the college website.
Students – Students who witness violence, learn of threats, or are victims of violence by employees, students or others should report the incident immediately to Campus Safety & Security. Students will be provided with workplace violence awareness information (including information regarding available counseling services) upon registration each year.
Public Affairs Office – All communications to the college community and beyond regarding incidents of workplace violence will be made by the Public Affairs Office after consultation with the President, or his/her designee, and in conjunction with Campus Safety & Security.
Information and Training for Employees
The College will make the written workplace violence prevention procedures available, upon request, to its employees and their designated representatives. At the time of initial hire and annually thereafter the College will provide its employees information and training including the risk factors in their workplace, and the location and availability of the written procedures for workplace violence prevention. Training sessions will outline the measures employees can take to protect themselves from such risks, identify procedures the College has implemented to protect employees, as well as details of the written workplace violence prevention program the College has developed.
Retaliation
It is a violation of these procedures to retaliate against anyone acting in good faith who has made a complaint of workplace violence, who has reported witnessing workplace violence, or who has been involved in reporting, investigating, or responding to workplace violence. Those found responsible for retaliatory action will be subject to discipline up to and including termination.
False Reports
Anyone who makes a false report or complaint of workplace violence will be subject to disciplinary action up to and including termination of employment and/or referral to external authorities as appropriate. Campus Safety & Security can and will file charges in the case of a false report.
Confidentiality
The College will maintain confidentiality in investigations of workplace violence to the extent possible. The College will act on the basis of anonymous complaints where it has a reasonable basis to believe that there has been violation of these procedures and that the safety and well being of member of the College community would be served.
