Administration Policy

• Policy 001: Presence of Pets/Animals in the Workplace
• Policy 002: Skateboarding on Campus
• Policy 003: Fredonia Fee Waiver Policy
• Policy 004: Payroll Deduction for the Collection of Parking Fines
• Policy 005: Fredonia Cell Phone Policy
• Policy 006: Fredonia Desk Telephone Policy
• Policy 007: The Burning of Candles in Buildings On Campus
• Policy 008: Fredonia Food Service Policy
• Policy 009: Allocation of Secretary II Titles
• Policy 012: Alcohol & Controlled Substances in the Workplace

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

I. REASON FOR POLICY

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

II. POLICY STATEMENT

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

III. AUTHORITY FOR POLICY

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

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Title: Skateboarding on Campus
POLICY NUMBER: 002

I. REASON FOR POLICY

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

II. POLICY STATEMENT

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

Penalties for violation are as follows:

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

III. AUTHORITY FOR POLICY

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

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Title: Fredonia Fee Waiver Policy
POLICY NUMBER: 003

I. REASON FOR POLICY

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

II. POLICY STATEMENT

Standard Waivers

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

• Fredonia students studying abroad. The fee reduction forms are available through the Office of International Education, LoGrasso Hall, 716-673-3171, and must be completed at the time of formal application for the study abroad experience.
• Students exclusively enrolled in SUNY Learning Network courses offered by Fredonia. SUNY Learning Network students will be sent the fee reduction form by the Office of Internship/International Education.
• Full-time students at another SUNY campus who are taking one SUNY Learning Network course offered by Fredonia. SUNY Learning Network students will be sent the fee reduction form by the Office of Internship/International Education.

Extraordinary Waivers

Students in these three categories who have a significant reason for requesting a reduction of more than 50%, and any other student who has special circumstances that warrant a fee reduction, may petition through the following procedure:

• Complete an application for fee reduction, available in the Office of Student Affairs.
• Within a week of receipt of the application, a 3-person panel, composed of two campus designees and one student, will review the petition and make a determination to either grant the request, grant a partial request, or deny the request.
• The student will be notified immediately in writing of the panel's decision and the reason for the decision.

III. AUTHORITY FOR POLICY

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

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

I. REASON FOR POLICY

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

II. POLICY STATEMENT

It is the policy of Fredonia that administrative fines assessed for the violation of University parking regulations may be deducted from the salary and wages of University employees if such fines are not paid voluntarily.

Prior to resorting to the payroll deduction process for the collection of parking fines, every effort is made to encourage an employee to make payment voluntarily. This collection effort includes the parking ticket itself, and follow-up letters sent from the Office of Student Accounts, parking unit.

When the above efforts have failed to result in payment of outstanding fines, such fines may be deducted from the salary or wages of the person. This is accomplished based on the following guidelines:

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

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

The procedure for deducting from payroll checks is as follows:

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

III. AUTHORITY FOR POLICY

SUNY Administrative Procedures Manual Section 152

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

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TITLE: Fredonia Cell Phone Policy

POLICY NUMBER: 005

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

PROCEDURE FOR RECORDING CELLULAR REIMBURSEMENTS

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

CELLULAR TELEPHONE USE WHILE DRIVING

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

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

Revision Approved August 10, 2011

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Title: Fredonia Desk Telephone Policy
POLICY NUMBER: 006

I. REASON FOR POLICY

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

II. POLICY STATEMENT

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

1. Each employee assigned a desk telephone must sign an acknowledgement of the Desk Telephone Policy (see attachment 1), which is to be maintained in the employee's personnel file.
2. A monthly usage bill will be provided to each employee assigned a desk telephone. The employee must reimburse Fredonia for all personal calls and non-state business calls. Fredonia reserves the right to question and decide which calls are official state purpose calls.
3. Upon hire, each employee is given two PIN numbers for use with their desk phone. One PIN is to be used for long distance business calls only. The other PIN number is to be used for long distance personal calls only. Each employee will be billed personally for each call made using their personal PIN number. If an employee accidentally uses their business PIN number to make a personal call, they should immediately notify their supervisor and make a note of the occurrence so they may pay for the call at the end of the month.
4. Any employee assigned a desk telephone who fails to comply with Fredonia's desk telephone policy may have their telephone privileges suspended or revoked and may be subject to disciplinary action.