Employee Handbook and Policies
Guidelines, Policies and Procedures for Pace Employees
Table of Contents
(Last revised February 29, 2016)
PACE UNIVERSITY-GETTING TO KNOW US
DEFINITION OF EMPLOYEE STATUS
EMPLOYMENT POLICIES AND STATEMENTS
- Affirmative Action I Equal Employment Opportunity
- Americans with Disabilities Act
- Disabilities Accommodations
- Family and Medical Leave Act
- Blood Donation Leave
- Leave of Absence for Military Spouses
- Paid Leave for Bone Marrow Donors
- Policy and Procedure - Discrimination, Non-Sex Based Harassment and Retaliation
- Sex-Based Misconduct Policy and Procedure
- Staff Grievance
- Hate/Bias-Related Crime Policy
- Ethics Reporting Hotline
- Drug and Alcohol
- Flexible Work Arrangement
- Nepotism Policy
- Rights of Nursing Mothers
- Appropriate Use Policy for Information Technology
- Conflict of Interest
- Gifts and Gratuities
- Solicitation and Distribution
- Off Cycle Payroll Payment
- Overpayment Recovery
- Time Reporting
- OSHA Statement
- Confidentiality Statement
- Hiring Foreign Nationals
- Background Check Policy
- Student Employment
- NYC Earned Sick Leave Act
STANDARDS OF CONDUCT AT PACE UNIVERSITY
- Guiding Principles of Conduct
- Attendance and Punctuality
- Reporting Absences
- University Property
- Meeting University Standards and Performance Appraisals
- Employee Files
- Release of Employment Information
- Emergency Closing
- Safety and Security
- Separation from Employment
- Crediting of University Service
CLASSIFICATION AND COMPENSATION
BENEFITS AND SERVICES
- Personal Leave of Absence
- Military Reserve Leave
- Short-Term Disability
- Long Term Disability
- Maternity Leave
- Jury Duty
- Vacation Days
- Personal Days
OTHER EMPLOYMENT PRACTICES
THE RIGHT TO CHANGE POLICY
Pace University reserves the sole right to interpret, add, delete, or modify all provisions contained in this handbook. Revisions and updated information concerning changes in policy will be available online through the MyPace Portal.
Employees should refer any questions to their immediate or departmental supervisors and/or an authorized member of Human Resources for any assistance with the interpretation of such policies. Copies of the Employee Handbook are available online through the Human Resources website, the Human Resources department, and in campus libraries.
GETTING TO KNOW PACE UNIVERSITY
UNIVERSITY MISSION STATEMENT
Our mission is Opportunitas. Pace University provides to its undergraduates a powerful combination of knowledge in the professions, real-world experience, and a rigorous liberal arts curriculum, giving them the skills and habits of mind to realize their full potential. We impart to our graduate students a deep knowledge of their discipline and connection to its community. This unique approach has been firmly rooted since our founding and is essential to preparing our graduates to be innovative thinkers who will make positive contributions to the world of the future.
We educate those who aspire to excellence and leadership in their professions, their lives, and their communities. Through teaching, scholarship, and creative pursuits, our faculty foster a vibrant environment of knowledge creation and application. Faculty engage students in shared discovery and are committed to guiding students in their education, providing them with a strong foundation for leading meaningful and productive lives.
We embrace a culture of quality improvement and shared values to ensure an informed, responsive, caring, and effective community empowered to build and sustain a great University. Together, faculty, administrators, and staff pursue innovation in academic programs and administrative services. We operate with integrity, following through on our commitments to students and each other, holding ourselves accountable for our decisions and actions. We embody an ethos of respect for, and celebration of, our diversity, creating an inclusive and welcoming environment where every person is encouraged to freely and respectfully contribute to the life of the University
Pace is a University whose resources have played an essential role in the realization of individual dreams of achievement, and whose mission is voiced in the motto: Opportunitas.
Founded in 1906 by the Pace brothers, Pace Institute was a business school for men and women who aspired to a better life. Homer and Charles Pace borrowed $600 to rent a classroom and office in the old tribune building in lower Manhattan to teach 10 men and three women the principles of accounting and business law. That building once stood where the Pace Plaza building stands today.
Two years later, because of the overwhelming success of the Pace School of Accountancy, the Pace brothers had no choice but to relocate classes to the nearby Hudson Terminal complex. Another move to the Transportation Building at 225 Broadway took place in 1927 in response to continued growth.
In 1948, the Board of Regents approved Pace Institute for college status. At last, the Bachelor of Business Administration degree could be awarded! Academic expansion forced yet another move to 41 Park Row in 1951, and two years later Pace College received authorization from the State Education Department to grant the Bachelor of Arts degree.
Classes began on the Pleasantville campus in 1963. The year before the Marks Hall building was signed over to the College by Pace Trustee Wayne Marks, President of General Foods, and his wife, Helen. Soon after, Dyson Hall was constructed, named in honor of alumnus, Trustee and benefactor, Charles Dyson. Willcox Hall was named for Trustee and benefactor Byron Willcox.
In 1965, the Undergraduate School of Business Administration, the School of Arts and Sciences and the School of Education were established. The year following, the School of Nursing was founded and was later named after alumnus, Trustee and benefactor Gustav Lienhard. In December 1966, at the groundbreaking ceremony for the Civic Center building, Vice President Hubert Humphrey promised to teach at Pace and conducted a Scholar-in-Residence seminar at the New York City campus.
Finally in 1973, the State Education Department approved Pace College petition for university status. Two years later, the College of White Plains consolidated with Pace University and the School of Law was established in 1976. The assets of Briarcliff College were acquired in 1977. In the years following, IBM Corporation opened an international education center, NYNEX opened a center and the Hastings Center moved its operations to the Briarcliff site.
In 1953, the School of Computer Science and Information Systems was established as its own entity.
In 1997, Pace purchased the World Trade institute, a leading-edge provider of international training programs located on the 55th floor of the World Trade Center in New York City.
Pace University today is a diverse institution with nearly 14,000 students. For over years, bright, motivated and talented men and women have walked out of Pace’s many doors, degrees in hand and have ventured into the world prepared for the challenges of each passing decade. Every year curriculum offerings in the schools and colleges are modified to meet the changing needs of ambitious and knowledgeable students.
Throughout the years since 1906, Pace has grown along with the talents of those who comprise what is affectionately known as the Pace Community. The Pace tradition is something in which we can all take pride.
AS A PACE EMPLOYEE
The people of Pace are the institution’s most valuable resource. The University is committed to being a leading comprehensive institution in the greater New York area. Commitments to ongoing improvement and to the fostering of an environment of trust and respect will enable the University to be a viable, versatile institution in the 21 century. There are many qualities and competencies that identify the Pace employee. Each employee must demonstrate these attributes.
Each employee is required:
- To work to further the University’s mission and Strategic Plan.
- To be well-informed and educated in performing their jobs.
- To promote an inclusive environment that is accepting and respectful of all people regardless of their sex, gender or gender identity; race; color; national origin; religion; creed; age; disability; citizenship; marital or domestic partnership status; sexual orientation or affectional status; genetic predisposition or carrier status; military or veteran status; status as a victim of domestic violence, sex offenses or stalking; or any other characteristic protected by law federal, state or local law, rule or regulation.• To provide accurate, thorough, and professional work consistent with University and department expectations and goals.
- To assume responsibility for their actions and decisions.
- To be present and punctual for their job and to meet required deadlines.
- To maintain a high standard of business and personal ethics, including discretion and confidentiality.
- To understand his or her role in determining the needs of the workplace.
- To be student-centered.
- To be a team player.
- To communicate accurately, clearly, and positively, both verbally and in writing.
- To listen attentively and respond responsibly.
- To demonstrate trust and respect for all people and ideas.
- To pursue opportunities for personal growth and development.
- To be informed and understand University and department policies and procedures.
- To continuously strive for excellence.
- To serve as an ambassador and steward of the University.
PURPOSE OF THE EMPLOYEE HANDBOOK
The Employee Handbook has been prepared to acquaint you with the policies, procedures, and philosophy of Pace University.
This handbook is intended to provide you with information about some of the University’s employment policies, benefits, and other general information. Please understand that this handbook only highlights the University’s policies, practices, and benefits for your personal education.
DEFINITION OF EMPLOYEE STATUS
STATEMENT OF AT-WILL EMPLOYMENT
Employment with Pace University is on an at-will basis. The employee may leave the job, and the University may terminate the employee at any time, for any non-discriminatory reason or for no reason. The provisions of the following Policies are not intended to create a contract of employment, and no agreement or promise regarding an employee’s terms or conditions of employment is binding on the University. The provisions of these Policies supersede any conflicting statements made by supervisors, and the University has the right to change the policies at any time without prior notice.
EMPLOYMENT POLICIES AND STATEMENTS
Pace University is committed to achieving full equal opportunity in all aspects of University life. Pursuant to this commitment, the University does not discriminate on the basis of sex, gender or gender identity; race; color; national origin; religion; creed; age; disability; citizenship; marital or domestic partnership status; sexual orientation or affectional status; genetic predisposition or carrier status; military or veteran status; status as a victim of domestic violence, sex offenses or stalking; or any other characteristic protected by law federal, state or local law, rule or regulation.
In line with its commitment to equal opportunity, the University will take affirmative action to recruit, hire, promote, and educate minorities, women, persons with disabilities, and Vietnam-era veterans.
Pace University fully complies with all federal and state legislation and regulations regarding discrimination.
THE AMERICANS WITH DISABILITIES ACT (ADA)
In keeping with Pace University’s commitment to equal educational and employment opportunity, the University is in full compliance with the Americans with Disabilities Act (ADA) and section 504 of the Rehabilitation Act of 1973. Pace provides reasonable accommodations to assure that no otherwise qualified individual will be excluded from employment or any program, service, or activity provided by the University on the basis of a mental or physical disability.
In order to assess the need for accommodation, the University requires either a detailed reference letter or a diagnostic report from a certified healthcare professional explaining the disability and providing recommendations for accommodations.
Questions regarding the ADA and its interpretation can be directed to the Human Resources department, the Affirmative Action Officer, or the Coordinator of Disability Services.
Pace University is committed to providing equal access and opportunities to job applicants, faculty and staff members with qualified disabilities, and prohibits discrimination on the basis of disability in the application process and the employment relationship. It is the policy and practice of the University to comply with the Rehabilitation Act, the Americans with Disabilities Act, as well as with applicable state and local laws prohibiting discrimination on the basis of a disability.
Applicants, faculty and staff members with a disability recognized by law are entitled to a reasonable accommodation if one is needed to enable the person to apply for a job, perform the essential elements of a job, or to enjoy the benefits offered to other applicants, faculty and staff members. In general, a disability is defined as a physical, mental, medical, or psychological impairment that substantially limits a major life activity or that prevents the exercise of a normal bodily function, a record of such impairment, or a condition regarded by others as such an impairment.
A reasonable accommodation includes, but is not limited to, adjustments such as providing an accessible workplace, acquiring or modifying equipment, job restructuring, modifying work schedules, modifying examinations and training materials, reassigning to a vacant position, and providing qualified readers or interpreters for the vision and hearing impaired. Reasonable accommodations do not include lower performance standards or items for personal use or convenience. The University is obligated to provide a “reasonable” accommodation, which may not be the one requested. The process of identifying and providing a reasonable accommodation is an interactive one. The University is not obligated to provide an accommodation if it would impose an undue hardship on it, or if the person requesting the accommodation poses a direct threat to the safety of self or to others.
An individual who has requested a reasonable accommodation must provide certain information to the University from an appropriate health care professional. In general, the information provided must be sufficient to substantiate that the individual has a disability and requires a reasonable accommodation. The information provided must describe, among other things, the nature, severity and duration of the impairment; the activity or activities the impairment limits; the extent to which the impairment limits the individual’s ability to perform the activity or activities; and, substantiate why the requested reasonable accommodation is needed. The cost of obtaining and providing this information to the University is the responsibility of the faculty or staff member.
If the individual provides incomplete or inadequate information to substantiate that he or she has a disability and/or needs the reasonable accommodation requested, the University may, at its discretion, require the faculty or staff member to provide the additional information at his or her expense, or submit to an examination by an appropriate health care provider selected by the University and at the University’s expense.
The need for a reasonable accommodation may, and often does, change. Therefore, a faculty or staff member who receives a reasonable accommodation may be required to establish his or eligibility for an accommodation annually or more frequently as may be appropriate.
Standardized forms to assist a faculty or staff member with establishing eligibility for consideration of a reasonable accommodation are available on the Human Resources website.
Reasonable Accommodation Process
Step 1 To request a reasonable accommodation, a faculty or staff member with a disability should first contact his or her immediate supervisor, chairperson or Dean. If the need for a reasonable accommodation or the form of the accommodation cannot be resolved at this level, the individual should contact their campus Employee & Labor Relations Manager (NYC or West).
An applicant who seeks a reasonable accommodation for the interview process should contact their campus Employee & Labor Relations Manager (NYC or West).
Step 2 The faculty or staff member must provide certain information from an appropriate health care professional demonstrating that he or she is eligible for a reasonable accommodation. (See Establishing Eligibility above.)
Step 3 The request for a reasonable accommodation (including supporting documentation and information) will be reviewed by the campus Employee & Labor Relations Manager (NYC or West). In order to evaluate the information provided by the faculty or staff member and/or his or her health care provider, the University may, to the extent permitted by law, consult with the individual’s health care providers as well as the University’s own medical professionals and such other University personnel as may be necessary. At reasonable intervals, and in order to further the interactive process, the University will apprise the individual of the status of the review of his or her request for a reasonable accommodation.
Step 4 If accommodations other than the one requested by the faculty or staff member are determined by the University to be reasonable, the University will, as may be appropriate, consider the faculty or staff member’s preference. The ultimate selection of the reasonable accommodation to be implemented, however, will be made by the University.
Confidential information obtained, reviewed and/or prepared in connection with a request for a reasonable accommodation will be maintained separately from the faculty or staff member’s other employment records. Information about such things as an individual’s impairment, disability, medical condition and status, request for a reasonable accommodation and the University’s response to the request shall be maintained as confidential information. Confidential information shall not be disclosed to any individual except on a need to know basis.
A staff member who believes he or she has been discriminated against on the basis of a disability, should consult the discrimination complaint/grievance procedures set forth on the Affirmative Action website and in the Pace University Employee Handbook. The discrimination grievance procedure for faculty is set forth in the 2013 Pace University Faculty Handbook.
In addition, faculty and staff members who have questions or concerns about possible discrimination on the basis of a disability may contact:
University Affirmative Action Officer
New York City Campus: One Pace Plaza, Birnbaum Library, 2nd Floor, Room #208 Phone: 212-346-1310
Briarcliff Campus: West Hall, Room #117 Phone: 914-923-2610
FAMILY AND MEDICAL LEAVE ACT
Employees who have worked for the University for at least twelve (12) months and at least one thousand two hundred and fifty (1250) hours during the twelve (12) month period preceding the commencement of leave are eligible for unpaid, job protected family or medical leave under the Family and Medical Leave Act of 1993 (“FMLA”) as amended, under the terms described in the following policy.
1. Eligible employees may take up to twelve (12) workweeks of unpaid, job-protected leave during a rolling twelve (12) month period measured backward from the date an employee uses any FMLA leave for one or more of the following reasons:
(i) the birth of a child;
(ii) the placement of a child for adoption or foster care;
(iii) to care for the employee’s spouse, child, or parent who has a serious health condition;
(iv) a serious health condition that makes the employee unable to work; or
(v) any qualifying exigency arising out of the fact that an immediate family member (spouse, child, or parent) is on active duty (or has been notified of an impending call or order to active duty) in the National Guard or Reserves in support of a contingency operation, or if the individual is called to active duty and is a retired member of the Regular Armed Forces or Reserves.
An employee whose immediate family member is on active duty or called to active duty status in support of a contingency operation as a member of the Regular Armed Forces is not eligible to take leave because of a qualifying exigency.
Leave for birth of a child, or placement of a child for adoption or foster care, must conclude within twelve (12) months of the birth or placement of the child.
In the event that both spouses are employed by the University and are eligible for FMLA leave, they are limited in the amount of leave they may take for the birth of a child, placement of a child for adoption or foster care, or to care for a parent who has a serious health condition to a combined total of twelve (12) weeks.
2. Eligible employees may take up to twenty-six (26) workweeks of unpaid, job protected leave to care for an immediate family member (spouse/domestic partner, child, parent, sibling, step-parent, step-grandparent, step-children and step-sibling) or next of kin (nearest blood relative) who is a covered service member. For purposes of this policy, a “covered service member” is a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. As used in this paragraph only, a “serious injury or illness” is one suffered while on active duty that may render a member medically unfit to perform the duties of the member’s office, grade, rank or rating. The leave described in this paragraph shall only be available during a single twelve (12) month period.
3. During the single twelve (12) month period described in Paragraph 2 above, an eligible employee shall be entitled to a combined total of twenty-six (26) workweeks of leave under Paragraphs 1 and 2 above. Nothing in this paragraph shall be construed to limit the availability of leave under Paragraph 1 during any other twelve (12) month period.
In the event that both spouses are employed by the University and are eligible for FMLA leave, they are limited in the amount of leave to a combined total of twenty-six (26) weeks of leave during the single twelve (12) month period described in Paragraph 2 if:
A. the leave is taken to care for a covered service member with a serious injury or illness; or
B. if a combination of leave is taken to care for a covered service member and for the birth of a child, placement of a child for adoption or foster care or to care for a parent who has a serious health condition.
4. For purposes of this policy, “serious health condition” is an illness, injury, impairment or physical or mental condition that involves:
A. any period of incapacity or treatment in connection with or consequent to inpatient care (i.e., an overnight stay in a hospital, hospice or residential medical care facility);
B. any period of incapacity requiring absence from work, school or other regular daily activities of more than three (3) consecutive calendar days, and any subsequent treatment or period of incapacity relating to the same condition, that also involves:
(1) treatment two (2) or more times by a health care provider within thirty (30) days of the first day of incapacity (unless extenuating circumstances exist); or
(2) treatment by a health care provider on at least one (1) occasion which results in a regimen of continuing treatment under the supervision of the health care provider. The first treatment visit must take place within seven (7) days of the first day of incapacity.
C. any period of incapacity or treatment for such incapacity due to a chronic serious health condition that requires periodic visits for treatment by a health care provider (at least two (2) visits per year), continues over an extended period of time, and may cause episodic incapacity.
D. any period of incapacity due to pregnancy or prenatal care.
E. any period of permanent or long term incapacity due to a condition for which treatment may not be effective, and requiring the continuing supervision of a health care provider.
F. any period of absence to receive multiple treatments for:
(1) restorative surgery after an accident or injury; or
(2) an injury or condition which would result in incapacity of more than three (3) consecutive calendar days if left untreated.
Ordinarily, unless complications arise, the common cold, flu, ear aches, upset stomach, ulcers, headaches other than migraines, routine dental problems, etc. do not qualify as serious health conditions. In addition, routine medical examinations are not considered serious health conditions, and neither are voluntary cosmetic treatments, unless inpatient care is required or complications develop.
5. For purposes of this policy, a qualifying exigency may include:
- Short-notice deployment (of up to seven (7) days of leave) for a period of seven (7) calendar days from the date of notification;
- Attending certain military events and related activities;
- Arranging for alternative childcare and attending certain school meetings;
- Addressing certain financial and legal arrangements;
- Spending time with a covered service member who is on short-term rest and recuperation leave (up to five (5) days of leave);
- Attending certain counseling sessions;
- Attending post-deployment activities that occur up to ninety (90) days after the termination of the covered service member’s active duty status; and addressing issues arising from the death of a covered military member
- Other activities arising out of the service member’s active duty or call to active duty status which is agreed upon by the University and the employee.
The University contracts with a third party, CIGNA, to administer its FMLA program for all eligible employees.
Eligible employees may apply for FMLA and/or Short-Term Disability by calling CIGNA’s toll-free number at 1-888-842-4462. For Spanish speaking customers, call 1-866-568-8421. You may also create a leave request via www.myCIGNA.com by following registration instructions.
When an eligible employee contacts CIGNA to apply for FMLA or Short-Term Disability, a CIGNA Intake Specialist will request the necessary information, instruct the employee on follow-up and grant provisional approval (in writing) of the FMLA leave. CIGNA will also send the medical certification form to the employee for completion by their health care provider (please see Medical Certification below for additional details).
For foreseeable FMLA leaves based on prearranged medical treatment, the employee must consult with his or her supervisor and make a reasonable effort to schedule the leave so as not to disrupt his or her department’s operations. Respectfully, the University requires the employee to give his or her supervisor at least 30 days written notice of the need for a leave unless emergency circumstances warrant shorter notice. The University recognizes that unexpected emergencies can arise where it is not possible to provide thirty (30) days’ notice of the intended leave. In such situations, employees are expected to provide as much advance notice as is practicable. If no advance notice is possible, notice is required as early as practicable. If an employee fails to give thirty (30) days’ notice for foreseeable leaves with no reasonable excuse for delay, the University may delay the taking of the FMLA leave until thirty (30) days after the date the employee provides notice to the University of the need for the leave.
Failure to provide the University with requested information and necessary paperwork may result in delay or denial of FMLA leave.
In cases where an employee is requesting a medical leave because of the employee’s own serious health condition or that of a spouse, child or parent, appropriate medical certification as requested by the University must be provided to CIGNA in a timely manner. The University, at its own expense, may require the employee to receive a second opinion from a health care provider designated and approved by the University. If this opinion conflicts with the first opinion, the University, again at its own expense, may request a third opinion from a health care provider mutually agreed upon by both the University and the employee. The third opinion will be binding on both parties.
When the employee requests leave, a CIGNA Intake Specialist will request the necessary information, instruct the employee on follow-up and grant provisional approval (in writing) of the FMLA leave. CIGNA will also send the certification form to the employee for completion by their health care provider (please see Medical Certification below for additional details). The University will notify the employee of the requirement for certification which is due no later than five (5) business days after the employee requests leave. Failure to provide requested certification within fifteen (15) days, unless it is not practicable to do so despite the employee’s diligent, good faith efforts, may result in the delay of further leave until it is provided.
Failure to provide requested certification in a timely manner may result in denial of leave until it is provided.
It is the employee’s responsibility to provide complete, sufficient and timely certification when requested. In the event that the certification is deficient, the University shall advise the employee in writing what additional information is necessary to make the certification complete and sufficient and give the employee seven (7) calendar days (unless not practicable despite the employee’s diligent, good faith efforts) to cure any such deficiency. If the deficiencies are not cured in the resubmitted certification, the University may deny the taking of FMLA leave.
A. Employee’s Own Medical Condition:
For the employee’s own medical leave, the certification must include the following information from the employee’s attending physician:
1. the date on which the serious health condition began;
2. the probable duration of the serious health condition;
3. a description of the medical facts regarding and treatment of the serious health condition; and
4. a statement that the employee is unable to perform the essential functions of his or her position.
B. Medical Leave to Care for Family Member:
If the leave is being requested to care for a spouse, child, or parent with a serious health condition, the written certification must include the following information from the family member’s attending physician:
1. the date on which the serious health condition began;
2. the probable duration of the serious health condition;
3. the appropriate medical facts regarding the condition; and
4. a statement that the employee is needed to care for the spouse, child, or parent, with an estimate of the amount of time that the care will require.
Certification for Military Family Leave
If an employee is requesting leave because of a Qualifying Exigency or to care for a Covered Service Member, the employee must contact CIGNA by calling their toll-free number at 1-888-842-4462. For Spanish speaking customers, call 1-866-568-8421. You may also create a leave request via www.myCIGNA.com by following registration instructions.
When an eligible employee contacts CIGNA to apply for Military FMLA, a CIGNA Intake Specialist will request the necessary information, instruct the employee on follow-up and grant provisional approval (in writing) of the FMLA leave. CIGNA will also send the necessary certification forms to the employee for completion by the designated military health care provider.
When the employee requests leave, the University will notify the employee of the requirement for certification and that it is due no later than five (5) business days after the employee requests leave. Failure to provide requested certification within fifteen (15) days, unless it is not practicable to do so despite the employee’s diligent, good faith efforts, may result in the delay of further leave until it is provided.
Failure to provide requested certification in a timely manner may result in denial of leave until it is provided.
It is the employee’s responsibility to provide complete, sufficient and timely certification when requested. In the event that the certification is deficient, the University shall advise the employee in writing what additional information is necessary to make the certification complete and sufficient and give the employee seven (7) calendar days (unless not practicable despite the employee’s diligent, good faith efforts) to cure any such deficiency. If the deficiencies are not cured in the resubmitted certification, the University may deny the taking of FMLA leave.
Employees who are on a leave because of their own serious health condition or to take care of a spouse, child or parent with a serious health condition may be required to submit to the University a medical recertification of the need to remain on the leave when the University, in its discretion, deems recertification is warranted and where permissible. The University may request medical re-certification as every 30 days, and sooner in connection with an employee’s absence when:
- Circumstances in the original certification have changed significantly (e.g. the employee is absent more frequently than certification indicated);
- The University receives information that casts doubt about the continuing validity of the certification; or
- An employee asks for an extension of his/her leave during the leave period that was expected to last a specific length of time.
The employee is financially responsible for the cost of all re-certifications not covered by the employee’s insurance. Failure to provide requested certification within fifteen (15) days, unless it is not practicable to do so despite the employee’s diligent, good faith efforts, may result in the delay of further leave until it is provided.
Substitution of Paid Leave
An employee taking leave pursuant to the FMLA shall be required to use any accrued paid leave (e.g., vacation and personal days) as appropriate for the particular type of leave concurrently during the FMLA leave. Such paid leave time shall count toward the maximum of twelve (12) work weeks, or twenty-six (26) work weeks of leave as described in Paragraph 2 above under Leave Entitlement, of leave permitted by this Policy. The remainder of the leave, if any, will be unpaid. The employee will be notified in writing of any leave days that will be counted towards the maximum twelve (12) weeks (or twenty-six (26) work weeks of leave as described in Paragraph 2 above under Leave Entitlement) of FMLA leave.
Employees who are on a leave of absence that is covered by payments such as disability benefits or Workers’ Compensation benefits will not be required to substitute accrued paid leave while receiving these benefit payments. However, the University and the employee may agree to have accrued paid leave supplement the disability or Workers’ Compensation benefits, to the extent permitted by state law. Any leave of absence taken pursuant to an applicable disability law or Workers’ Compensation law shall run concurrently with FMLA leave.
Any unpaid leave available under other University policies must also be used concurrently and will be counted towards an employee’s FMLA entitlement.
Intermittent and Reduced Schedule Leave
FMLA leave time may be taken intermittently (or on a reduced schedule basis in one hour increments in conformance with University Time Off Policy) whenever the leave is medically necessary due to the serious health condition of a covered family member or the employee, or the serious injury or illness of a covered service member. FMLA leave time may also be taken intermittently (or on a reduced schedule basis) by an employee when necessary for a qualifying exigency. Leave may not be taken on an intermittent basis or on a reduced work schedule for the birth or placement of a child without the University’s approval.
If the need for intermittent leave is foreseeable, based on planned medical treatment, the employee is responsible for scheduling the treatment in a manner that does not unduly disrupt the University’s operations, subject only to the approval of the health care provider.
When an employee requests intermittent leave or reduced schedule leave, the University reserves the right to transfer the employee temporarily to an alternative position which better accommodates recurring periods of absence. The position to which the employee is transferred will be equivalent in pay and benefits to the one that the employee held prior to the transfer.
Status of Benefits While on Leave
While an employee is on medical or family leave pursuant to this Policy, he/she will continue to be covered under the University’s insurance plans in effect at the time and so chosen by the employee, so long as the employee continues to pay whatever employee portion of the premium costs is required under University policy. If paid leave is used for any portion of the family or medical leave, employee premiums will be deducted from the leave payments in accordance with the practice applicable to an employee not on leave. Therefore, those employees using vacation or other paid days toward their FMLA entitlement will maintain the benefit coverage in place for those employees using such days for a non-FMLA purpose.
At the time an employee begins unpaid family or medical leave, he/she shall receive written instructions detailing the time and manner in which the employee premiums, if any, are to be paid. Failure to pay any required premiums by the end of the grace period stated in the written instructions shall result in the loss of insurance coverage.
An employee who fails to return to work for at least thirty (30) calendar days following the expiration of the family or medical leave shall be required to reimburse the University for the portion of the health care premiums paid by the University during the leave unless the employee can establish that the failure to return was due to the continuation, recurrence or onset of a serious health condition, or a serious injury or illness of a covered service member, which meets the criteria for leave under this Policy or was due to other circumstances beyond the employee’s control.
Restoration of Position and Benefits
The employee on family or medical leave is not entitled to the accrual of any seniority or employment benefits during any period of unpaid FMLA leave except as expressly stated herein or by law. Prior to the exhaustion of FMLA leave, employees will be responsible for notifying the Human Resources Department, in writing, of their intention to return to work. At the conclusion of an employee’s medical or family leave, the employee will be returned to the position that the employee held prior to taking the leave. If that position is not available, the employee will be placed in a position that is equivalent in pay, conditions and other terms of employment to the employee’s prior position. When the employee returns to active work following the family or medical leave, any benefits that have lapsed during the leave shall be reinstated as if the employee had remained actively employed during the leave, except that the employee shall not accrue any additional benefits or seniority during the time of the unpaid FMLA leave.
Under certain circumstances the University may deny job restoration to key employees. A key employee is a salaried employee eligible to take leave under this Policy who is among the highest paid ten percent (10%) of all the employees (both salaried and non-salaried, eligible and ineligible under this Policy) who are employed by the University. Unless otherwise prohibited by applicable law, the University may refuse to reinstate key employees after using FMLA leave if it determines that substantial and grievous economic injury would result from reinstatement. If this determination is made, the employee will be notified in writing and given an opportunity to end the leave and return to work. If the employee remains on leave, he/ she will not have a right to be restored to employment.
Reservation of Rights
The University will comply with all legal requirements for providing family and medical leave to eligible employees. To the extent the law permits employer discretion, the University hereby expressly reserves the right to modify, change or eliminate any provision of this policy subject to applicable law with respect to any employee or group of employees and does not intend to create a contractual commitment to any employee by issuing this policy.
In accordance with federal law, the University shall post a notice summarizing the main provisions of the FMLA, including enforcement of the law. To view the notice online, click here.
BLOOD DONATION LEAVE
Employees who work an average of twenty (20) or more hours per week are entitled to three (3) hours of unpaid leave per twelve (12) month period for the purpose of donating blood. You are permitted to use accumulated paid time in order to receive pay for these hours. You must provide three (3) working days' notice of the need for blood donation leave, and you may be required to show sufficient proof of blood donations.
The University shall not retaliate against an employee for requesting or obtaining a leave of absence for the purpose of donating blood. Employees who believe they have been the victim of such retaliation must immediately report the incident to the Employee Relations Manager.
LEAVE OF ABSENCE FOR MILITARY SPOUSES
The University intends to comply with applicable law with respect to a leave of absence for a military spouse. State law currently provides for an unpaid leave of absence of up to ten (10) days for an employee who works an average of twenty (20) or more hours per week and who is the spouse of a member of the armed forces of the United States, or the National Guard or Reserves deployed during a period of military conflict to a combat theater or combat zone of operations. Such leave shall only be used when such person’s spouse is on leave from the armed forces of the United States, National Guard or Reserves while deployed during a period of military conflict to a combat theater or combat zone of operations.
The University will not retaliate against any employee who requests or obtains a leave of absence as a military spouse.
PAID LEAVE FOR BONE MARROW DONORS
Full-time employees, reduced load full-time employees, and part-time employees may take up to twenty-four (24) hours of paid leave without charge to their leave accruals to undergo a medical procedure to donate bone marrow.
You must give at least fourteen (14) days prior written notice to your supervisor of your intention to use this leave, unless there is a medical emergency attested to by a physician that requires you to undergo the medical procedure for which leave is sought within fourteen (14) days.
This leave is available each time an employee serves as a bone marrow donor and is in addition to any other leave allowed; can be used for either full or partial days while serving as a bone marrow donor or recovering from the medical procedures involved in such donation; includes any necessary travel time, as well as any medical testing or other procedures to determine bone marrow donation compatibility. You are not entitled to such leave if you undergo bone marrow donation outside of your regular work schedule. Leave time will not be applied in addition to any holiday pay you would otherwise be entitled to if a holiday falls during your leave time.
You are required to provide your physician’s verification regarding the purpose and length of each leave.
The University shall not retaliate against an employee for requesting or obtaining a leave of absence for the purpose of undergoing a medical procedure to donate bone marrow.
POLICY AND PROCEDURE - DISCRIMINATION, NON SEX-BASED HARASSMENT AND RETALIATION
The entire Policy can be found in full on the Affirmative Action website: http://www.pace.edu/human-resources/affirmative-action/complaint-procedures.
SEX-BASED MISCONDUCT POLICY AND PROCEDURE
Pace University is committed to providing a safe environment for every member of its community and to ensuring that no student, faculty or staff memberis excluded from participation in or denied the benefits of any University program or activity on the basis of sex. Click here to read the entire policy.
STAFF GRIEVANCE PROCEDURE
It is the purpose of these provisions to secure proper and equitable solutions to the grievances of staff members. The management system, with the President as Chief Executive Officer, provides the channels and authority for review of complaints and misunderstandings between subordinates and supervisors.
If a supervisor is unable to resolve a problem in a manner that seems fair to a member of the staff, the staff member may seek a review at sequentially higher levels through the management line described in the organizational chart.
If the grievance arises from or concerns the actions of the staff member’s immediate supervisor and\or the supervisor’s supervisor, the staff member may first bring the complaint to the Employee Relations department of the Human Resources office.
Final appeal may be made to the President, who will render a final decision.
This Grievance Procedure does not apply to claims relating to discrimination, non sex-based harassment and retaliation, which are subject to the University’s Policy and Procedure - Discrimination, Non Sex-Based Harassment and Retaliation (available online at http://www.pace.edu/human-resources/affirmative-action/complaint-procedures); or to claims relating to Sex-Based Misconduct (including sexual assault sexual harassment, gender-based harassment, dating violence, domestic\intimate partner violence, sexual exploitation, and stalking, which is subject to the University’s Sex-Based Misconduct Policy and Procedure (available online at http://www.pace.edu/sexual_assault_policy).
Procedures Regarding Grievances:
1. Discuss the problem with the following persons:
b) Supervisor’s supervisor
c) Employee Relations
d) Up through successive levels of management to the Officer of the area or, in the absence of said officer, to the President.
2. Final appeal to the President.
Appeal to the President may only be made following completion of the review process in subdivision “1” above.
If an issue of discrimination or sex-based misconduct arises at any time during the course of the Staff Grievance Procedure, the Grievance Procedure shall be suspended pending resolution of the discrimination or sex-based misconduct issue(s) pursuant to the University’s Policy and Procedure - Discrimination, Non Sex-Based Harassment and Retaliation or the Sex-Based Misconduct Policy and Procedure, as applicable. As soon as practicable after an issue of discrimination or sex-based misconduct arises, the University Supervisor, Employee Relations representative or Officer before whom the grievance is pending, shall refer the matter to the University’s Affirmative Action\Title IX Officer for investigation pursuant to the University’s Policy and Procedure - Discrimination, Non Sex-Based Harassment and Retaliation or the Sex-Based Misconduct Policy and Procedure.
1. Miscellaneous General Provisions:
Time Limits: All time limits contained in the foregoing procedures may be extended by the University Supervisor, Employee Relations representative or Officer before whom the grievance is pending, Confidentiality of Proceedings: The University shall take all reasonable steps to ensure the confidentiality of all proceedings, hearings, and the records produced therefrom. However, should any matter developed during the course of the proceedings become public knowledge, the University reserves the right to issue appropriate statements.
HATE/BIAS-RELATED CRIME POLICY
The New York State Legislature found and determined that “criminal acts involving violence, intimidation, and destruction of property based upon bias and prejudice have become more prevalent in New York State in recent years. The intolerable truth is that in these crimes, commonly and justly referred to as “hate crimes,” victims are intentionally selected, in whole or in part, because of their race, color, national origin, ancestry, gender, religion, religious practice, age, disability, or sexual orientation. Hate crimes do more than threaten the safety and welfare of all citizens. They inflict on victims, incalculable, physical and emotional damage and tear at the very fabric of free society. Crimes motivated by invidious hatred toward particular groups not only harm individual victims but send a powerful message of intolerance and discrimination to all members of the group to which the victims belongs. Hate crimes can and do intimidate and disrupt entire communities and vitiate the civility that is essential to healthy democratic process. In a democratic society, citizens cannot be required to approve of the beliefs and practices of others, but must never commit criminal acts on account of them.
Pace University’s Guiding Principles of Conduct clearly and unequivocally states that “membership in the University community is accompanied by the responsibility to maintain and foster an environment characterized by freedom of expression, inquiry and exchange of ideas and respect for the dignity and uniqueness of each individual.” In addition, the University has established standards of behavior to ensure the safety of all members of the University community. For more information regarding the Hate/Bias-Related Crime Policy, please refer to the following link: http://www.pace.edu/student-handbook/hatebias-related-crime-policy.
ETHICS REPORTING HOTLINE
Maintaining ethical standards is the responsibility of every member of the Pace community. Those ethical standards are embodied in the University’s Guiding Principles of Conduct and other policies as well as federal, state and local laws. Pace University employees are expected to adhere to high standards of professional and ethical conduct in carrying out their duties. This includes avoiding conflicts of interest and commitment, appropriately accounting for financial transactions, properly using University property and resources, adhering to internal control protocols, complying with internal and external audit requirements and complying with intercollegiate athletics rules. The University believes that early identification and timely investigation and resolution of possible violations of ethical standards are critical to maintaining a sound and ethical business and educational environment. Members of the University community have many options within Pace for reporting violations of University policies and federal, state or local laws. For more information regarding the Ethics Reporting Hotline, please refer to the following link: http://www.pace.edu/finance-planning/office-of-internal-audit/ethics-reporting-hotline.
DRUG AND ALCOHOL
The University seeks to promote individual wellness in as many ways as possible. Accordingly, in summary, the Policy prohibits the unlawful use, possession, sale, distribution, or manufacture of controlled substances, and generally prohibits the consumption of alcohol, on University property or at University-sponsored programs and activities.
Problems with alcohol and drug abuse are addressed most effectively through the coordinated efforts of peers, family members, counselors, and the University. To these ends, the University has identified several University departments with highly trained staff to assist students and employees. These services are provided at no cost to faculty and staff. The contact numbers for these departments, as well as additional off-campus resources, can be found under the “Counseling and Treatment” portion of the policy. We encourage you to read the Policy and its appendices carefully and thoroughly.
Should you have any related questions, please contact the University’s Employee and Labor Relations office at 212-346-1869 in New York or 914-923-2781 in Westchester.
- Pace University's Full Drug and Alcohol Policy
- Information regarding the Uses and Effects of Drugs of Abuse is located at: http://www.dea.gov/druginfo/factsheets.shtml
- Information regarding Federal Trafficking Penalties is located at: http://www.dea.gov/druginfo/ftp3.shtml
- Information regarding related New York State Drivers’ License Penalties is located at: http://dmv.ny.gov/org/tickets/penalties-alcohol-or-drug-related-violations
- Appendix A – Substance Abuse Treatment Facilities additional substance abuse treatment facilities are available at https://findtreatment.samhsa.gov/
Pace University is committed to the improvement of the health and safety of students and employees. Smoking is not permitted in any building, shelter, indoor and outdoor athletic facility, indoor and outdoor seating area including and not limited to athletic fields, at open-air presentations or performances, outdoor dining areas, and University owned or operated transportation.
Pace University prohibits smoking or carrying of any ignited tobacco containing products, within a 50 foot perimeter, to all facilities owned, operated or leased by Pace University, at any University-sponsored event or program, or in any vehicle owned, operated or leased by Pace University.
Anyone who exercises his or rights, or attempts to exercise his or her rights, pursuant to this Smoke-Free Policy, shall not be retaliated against by Pace University.
For faculty and staff, complaints concerning violations of this policy should be directed to the Employee Relations department in the Division of Human Resources. For students, complaints concerning violation of this policy should be directed to the Dean for Students. Complaints about smoking in Residence Halls should be directed to the Resident Assistant or Residence Hall Director in that building.
Compliance with the smoke-free workplace policy is mandated for all employees and persons visiting the University, and is not negotiable. Anyone who violates this policy is subject to discipline in accordance with the applicable disciplinary procedure.
All deans, directors, chairs, and department heads are responsible to enforce this Smoke-Free Policy and app existing disciplinary policies as appropriate.
FLEXIBLE WORK ARRANGEMENT
The University has a policy for flexibility in the workplace, as a way to recognize and manage challenges that employees may face in balancing personal and professional responsibilities.
Deans and Vice Presidents must authorize flexible work arrangements, to include tele-working or flextime, provided all eligibility and guidelines are met.
All full-time and part-time individual staff members are eligible for consideration of flexible work arrangements.
Deans or Vice Presidents must authorize requests for flexible work arrangements when:
- An employee has demonstrated sustained high performance, and when the supervisor believes that the employee demonstrates a work ethic that can maintain the expected quantity and quality of work while on a flexible work arrangement.
- Quality of service can be maintained for students, faculty, and other members of the University community.
- A new employee has completed his/her 3-month Orientation and Training period. This provision gives the new employee the opportunity to get to know the expectations of the job and their supervisor the opportunity to observe the employee’s work style and productivity, thus allowing each to be better able to evaluate the feasibility of a flexible work arrangement.
Requests for a flexible work arrangement should not be considered when:
- The nature of the job requires the employee's physical presence (e.g. Tele-working may not be appropriate where the employee is to be in the front line or must supervise the work of other employees in the front line to provide customer service to students and others), or efficiency is compromised when the employee is not present.
- The employee's performance evaluations or productivity levels do not indicate sustained high performance, or are problematic, or the employee has received disciplinary action, or has a demonstrated attendance problem.
The following guidelines apply to flexible work arrangements:
Pilot Period and Regular Reviews
All flexible work arrangements are granted on a temporary and revocable basis, subject to an initial three-month pilot period, during which the effectiveness of the arrangement will be evaluated. Either the employee or the University can decide to discontinue the work arrangement upon completion of the three month pilot, or at any time prior to three months, if it is determined to be against the best interests of the University.
Periodic reviews of ongoing flexible work arrangements must be conducted to evaluate whether the arrangement continues to meet the needs of the population being serviced (i.e.: students, parents, alumni, department, University employees, etc.). The schedule for periodic reviews is established by the supervisor, but should be conducted after 3 months and, thereafter, it is recommended to occur on a quarterly basis.
In the event that the division/school/University’s goals and/or the position’s scope of duties and responsibilities change, it is at the discretion of the supervisor to modify or terminate the flexible work arrangement.
Failure to fulfill work requirements may be cause for termination of the flexible work arrangement and/or further disciplinary action.
Termination of Flexible Work Arrangement
If the flexible work arrangement becomes unfeasible at any time, it may be terminated at the discretion of either the employee or the University, with reasonable notice thereof. Normally, two weeks’ notice is recommended.
All flexible work arrangements must conform to the overtime, recordkeeping, and meal break provisions of the Federal Fair Labor Standards Act (FLSA) and New York State labor law for employees covered by those provisions, as seen in the Time Reporting Policy located in the Employee Handbook and Policies section of the HR website.
Proposal Request and Approval Process
Proposal requests for flexible work arrangements are considered on a case-by-case basis and determinations are made in accordance with the needs, requirements, and constraints of both the department and employee. Employee and supervisor must complete a Flexible Work Arrangement Agreement form specific to the type of arrangement being requested.
Initiation of a flexible work arrangement can be at the request of either the University or the employee.
Employees who wish to propose a flexible work arrangement must first discuss the request with their department supervisor, who must support the request.
The Dean or Vice President of the school or division, respectively, is the only one authorized to approve flexible work arrangements.
Human Resources must be notified of all work schedule changes at least one month prior to change.
If any element of the agreement does not comply with the University policy on flexible work arrangements, the agreement shall not be valid.
If there are any further questions and guidance needed regarding this policy, please consult with your supervisor or the Employee Relations Department at 914-923-2645.
Scope: This flexible scheduling arrangement permits variations in daily beginning and ending times, but does not alter the total number of hours worked in a day and in a work week. For example, an employee whose normal hours of work are from 9:00 a.m. to 5:00 p.m. may request to work 9:30 a.m. to 5:30 p.m. instead.
Considerations: Flextime scheduling may be useful to improve coverage in a department, enhance recruitment, extend service hours, and enhance staff morale. However, not all jobs are well suited for flextime, and the decision to accommodate a request lies with the University.
Requirements: The work schedule that is agreed to should be put in writing so that both the University and the employee have a mutual understanding of the work arrangement. Any modifications to the schedule must be approved in writing by the supervisor. The timing for periodic reviews of the work arrangement should be established.
Scope: This type of flexible work arrangement allows an employee to work at home or at another off-site location for a specified number of hours per week. A combination of onsite and off-site work may also be arranged under this option. Permission to tele-work is dependent upon the employee having a suitable work location at the off-site premises, and in compliance with the requirements set forth below.
Considerations: When considering a tele-working arrangement, supervisors should weigh the following:
Requirements: To ensure that the employee and the University have a mutual understanding of the terms of the flexible work arrangement, clear expectations should be agreed to in writing in advance. Examples of criteria that should be addressed specifically include, but are not limited to:
Benefits: For full-time employees the status of benefits will not be affected by participation in a tele-working work arrangement, unless the hours per week are reduced. Reduction in hours below 28 puts the employee in a part-time status, and therefore, eliminates certain benefits. Please visit the benefits section on the Human Resources website for more information.
New York Tax Policy on Nonresident Employees:
State income taxes will be paid based on the employee division’s primary facility on University premises. The handling of federal taxes remains the same.
Employees may wish to consult their tax advisor and the University with respect to inter-state tax consequences, such as a conflict between New York and New Hampshire. Depending on the state from which the employee is engaged in a tele-work arrangement, taxes may be shared between New York State and the state of the employee’s primary work site.
Guidelines for a Safe Home Work Environment
Tele-workers are responsible for maintaining a safe and functional home work environment and follow common safety practices. Below are links to guidelines for maintaining a safe and productive work setting at home:
At the division’s sole discretion, select, ergonomic friendly equipment may be provided by and paid for by the employee's division. Should the employee’s department supervisor agree and decide to allow his/her direct report to use their own equipment, such as computers, internet access from home, office furniture, and telephone lines, the employee must refer to the ITS Appropriate Use Policy, which outlines the responsibility of the employee to maintain full confidentiality of University information and data during access of the University network.
In select instances, equipment provided on loan by the University, including a desktop or laptop computer, remain the property of the University while on loan, and must be returned upon termination of the tele-working arrangement or employment.
When University equipment is provided, each piece of equipment must be listed with its serial number when the employee takes possession.
Employees must return the equipment in the same condition in which it was originally received, less normal wear and tear and any defects acknowledged and recorded by the University prior to the actual loan of equipment. Employees are personally liable for missing or damaged University equipment, as well as any compromise of confidential University data and information.
The University assumes no liability for injuries occurring in the employee's approved alternate worksite outside of work hours.
Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. In addition to the University’s theft policy, for the employee's protection, employees are required to have their homeowners/tenants liability policy endorsed to cover bodily injury, property damage or theft, and the business use of University and personal equipment to all parties arising out of or relating to the business use of their approved alternate worksite.
Employees who live in rented property should be aware that their lease may not permit business use of the premises.
Live business meetings are prohibited in the approved alternate worksite. The University is not responsible for business meetings conducted at the employee’s home or on non-university property. Tele-working employees should follow proper ergonomic standards for creating a safe, secure, and productive work space. Such employees should take measure to ensure proper, stringent methods to protect confidential information.
This Nepotism Policy applies when members of the same family are employed by the University and assigned to positions in which a non-faculty employee ("Staff") has supervisory or managerial authority over the other family member.  In such cases, the supervision by one family member of another, including with respect to hiring, promotion, salary, performance evaluation and other staffing decisions may create an apparent, actual or potential conflict of interest (collectively, “Conflicts of Interest”).
For the purpose of this Policy, family member is defined as a spouse, domestic partner, romantic partner, children, parents, siblings, nieces, nephews, grandparents, grandchildren, aunts, uncles, first cousins, and corresponding in-law or step relationships (collectively, “Family Member”).
The University prohibits discrimination on the basis of family relationships, and such relationships shall not be used as a basis for denying rights, privileges, or benefits of employment. Concurrently, however, it is the intent of the University to minimize Conflicts of Interest, which may be created when Staff:
In order to avoid Conflicts of Interests, Staff may not participate in the initial appointment, promotion and/or other staffing decisions affecting the status of a Family Member (whether in a faculty or staff position). Further, Staff may not be assigned or transferred to a position, where they would supervise or be supervised by a Family Member.
Exceptions to this Policy are expected to be very rare and shall be based on the need to hire and retain individuals who are most qualified for certain positions. Before an employee is assigned or transferred to a department where they would supervise or be supervised by a Family Member, the supervisor proposing the assignment or transfer shall send a written request to the Vice President for Human Resources (“Vice President”) for approval of the assignment or transfer. The Vice President or his or her designee, shall consult with the supervisor and other University administrators (including, without limitation, academic administrators) as may be appropriate in a particular case, to determine whether measures can be implemented to avoid a Conflict of Interest.
 A separate Nepotism Policy applies when a faculty member supervises a Family Member. That Policy may be found in the 2013 Pace UniversityFaculty Handbook.
RIGHTS OF NURSING MOTHERS
Pace University has adopted this policy in accordance with New York State Law and the Federal Fair Labor Standards Act, to ensure that nursing mothers in its employ are provided the opportunity to express milk at appropriate locations during reasonable break times during the workday. Additionally, it is the policy of Pace University that discrimination against and/or harassment of employees, who exercise their rights under this policy, is prohibited.
Upon return to work, any employee who is nursing is eligible for up to three (3) years following the birth of a child. Eligible employees wishing to express milk in the workplace must contact their supervisor and the Employee Relations Manager prior to returning to work following the birth of a child to discuss appropriate arrangements including, but not limited to location, and work scheduling. The Employee Relations Manager and the employee’s supervisor will work with the employee to help ensure that all appropriate needs are met while at the same time ensuring that the disruption to the University’s operations will be kept to a minimum. The University will make a reasonable effort to provide a private room or other location (other than a bathroom) that is shielded from view and free from intrusion from coworkers and the public; within a close proximity of the employee’s work station for the purpose of expression of milk.
Employees shall be provided sufficient unpaid break time to allow the employee to express milk. Generally, these breaks shall be twenty to thirty minutes in duration. If an employee believes she has not been provided sufficient time, she should immediately inform her Supervisor or the Employee Relations Manager. An employee is also permitted to use her normal meal period and/or scheduled break times to express milk. Under certain circumstances an employee may be permitted to work before or after her normal shift to make up the amount of time used during the unpaid break time(s). An employee may be required to postpone a scheduled break to express milk for a reasonable period of up to thirty (30) minutes if she cannot be spared her duties until appropriate coverage arrives.
The University will not discriminate in any way against an employee who chooses to express breast milk in the workplace. The University also strictly prohibits any form of discrimination, retaliation or harassment against an employee requesting or obtaining leave for expression of breast milk. Any person who believes she has been the victim of such discrimination, retaliation or harassment must immediately report the incident to the Employee Relations Manager.
Please contact an Employee Relations Manager if you have questions about this policy or need location information for campus nursing locations.
APPROPRIATE USE POLICY FOR INFORMATION TECHNOLOGY
Information Technology (I.T.) at Pace University encompasses the use of all campuses’ computing, telecommunications, document services, educational media, and management information systems technologies. These I.T. resources support the instructional, research, and administrative activities of the University.
Users of these services and facilities have access to valuable University resources, sensitive data, and external networks. Consequently, it is important for all users to behave in a responsible, ethical, and legal manner. In general, appropriate use means understanding the intended use for Pace I.T. (and making certain that one’s use complies), respecting the rights of other Pace information technology users, maintaining the integrity of the physical facilities, and obeying all pertinent license and contractual agreements.
It is the responsibility of each Pace employee to read and abide by the terms of the Appropriate Use Policy for I.T. For a full explanation of the policy, refer to Pace University Appropriate Use Policy for Information Technology
E-mail has become an important vehicle for sharing information throughout the University. For assistance with e-mail, or any other IT Service, please contact the ITS Help Desk at Ext. 33648, http://help.pace.edu, or send an email to firstname.lastname@example.org. ITS also provides online self-help guides on using Outlook. For further information on using e-mail, look for the Organizational Learning and Development program, Outlook Exchange E-mail and Calendar Overview. For the University’s policy on the proper use of e-mail, refer to Pace University’s Appropriate Use Policy for Information Technology.
Voice Mail System:
Pace University’s Voice Mail System enhances voice communications with a backup for busy or unanswered calls. It allows the members of the Pace community to receive phone messages in their confidential mailboxes, each of which is passcode protected. Mailboxes can be created or customized to meet specific individual/departmental needs. Contact the ITS Help Desk at Ext. 33648, http://help.pace.edu, or send an email to email@example.com for more information. For the University’s policy on the proper use of the Voice Mail System, refer to Pace University’s Appropriate Use Policy for Information Technology.
Emergency Notification System:
PaceAlert is Pace University’s emergency notification system for Pace students, faculty, and staff. This system delivers time-sensitive emergency notifications via telephone (cellular or landline), e-mail, and text messaging to all members of the Pace community who have signed up and provided their information. This system is used when there is a campus closing, severe, uncontained threat to public safety and health of the campus community, and when immediate action is required on the part of the recipient group (e.g.; chemical spills, tornado warnings, etc.) To register, visit http://alert.pace.edu.
CONFLICT OF INTEREST
Employees of Pace University have an obligation to avoid activities or situations that may result in a conflict of interest or the appearance of a conflict of interest. Employees must not use their University positions to influence outside organizations or individuals for the direct financial, personal, or professional benefit of themselves, members of their families, or others with whom there is a personal relationship.
Employees should not accept employment outside the University if it interferes with satisfactory job performance in a University position, or if there is a conflict of interest or the appearance of a conflict of interest as a result of the outside employment.
The potential for conflict of interest exists across a wide range of activities in all areas of the University. Circumstances surrounding actions and decisions may be complex, and judgments on whether a conflict exists may be difficult to make.
All employees have an affirmative obligation to examine carefully any situation where there is potential for conflict of interest or the appearance of conflict of interest. Failure to do so may result in disciplinary action. Employees, who are concerned that a conflict may exist, or who are uncertain as to the effect or appearance of their activities, should always consult with their supervisor or Human Resources prior to engaging in the activity.
GIFTS AND GRATUITIES
Employees are prohibited from soliciting or accepting gifts from a vendor or contractor. Gifts valued in excess of $25 or of an undetermined value should be returned immediately. Gifts of promotional items without significant value that are routinely distributed by vendors to clients are acceptable. Ordinary business courtesies, such as payment for a modest lunch or dinner, are also acceptable. Gratuities or gifts of money, whatever the amount, cannot be accepted at any time, and should be returned immediately.
GIFTS AND GRATUITIES POLICY FOR OFFICERS AND DEANS
University employees are prohibited from soliciting or accepting cash gifts or gratuities of any amount from any person or entity doing (or proposing to do) business with the University. Furthermore, unless specifically excepted by this policy, University employees are also prohibited from accepting non-cash gifts of any type, including materials, services, travel, and attendance at a charitable or similar event as a guest and entertainment at no cost or at unreasonably discounted prices from persons or entities doing (or proposing to do) business with the University. Excepted from this prohibition are usual and customary:
All unpermitted gifts must be immediately declined, returned or discarded. Employees must report to their supervisors and the Vice President for Human Resources at the end of each month regarding all gifts received during the month (including those permitted by this policy). Notice of this Gifts and Gratuities Policy will be given to all University vendors and prospective vendors (Form to be developed). Any proposed exceptions from this policy must be approved in advance, with respect to the President, by the Chairman of the Board of Trustees, with respect to other University Officers, by the President, with respect to Deans, by the Provost and the President, with respect to Department Chairs and faculty, by the School’s Dean and the Provost, and with respect to other employees, by the Dean or Vice President who is in charge of the employee’s administrative unit. If you have any question concerning this policy, consult with the University Counsel.
SOLICITATION AND DISTRIBUTION
The solicitation of goods or services by one staff member to another during regularly scheduled work time is prohibited. Selling commercial goods and distributing promotional information and handbills in regular work areas are also prohibited. Exceptions to this policy are made for University-sponsored activities and, at the discretion of the supervisor, for charitable sales in the workplace.
OFF CYCLE PAYROLL PAYMENT
The purpose of this policy is to establish the guidelines for requesting an off-cycle payroll payment (manual check) for a Pace University employee.
Off-cycle check requests are typically requested when an individual, paid through University payroll, was not paid or not paid correctly on the regularly scheduled pay period. In most cases, an “off-cycle” check is issued to the employee before the next scheduled pay date.
Note: The off-cycle paycheck provision is not intended to be used as an alternative to submitting payroll/human resources information in a timely and efficient manner.
Manual payroll checks are a very time consuming and costly administrative correction. Therefore, managers are encouraged to request off-cycle payroll payments in limited financial hardship situations only. Below are some general criteria for consideration:
1. The employee received no money at all on the regular pay day.
2. The employee is missing a significant portion of their semi-monthly check and needs to be made financially “whole”.
3. The employee's job is being involuntarily terminated.
Exceptions: Off-cycle checks for ADDITIONAL PAY (compensation which is earned in addition to base pay) to an employee will not be issued. Payments for additional pay will be included in the next scheduled pay cycle.
Federal and state law requires that employees are paid on a “regular payday” designated in advance by the employer. This is accomplished through timely preparation and submission of complete authorized payroll and human resource documents.
In situations where a payment was not processed due to missing or incomplete department, payroll or human resource documentation, an off-cycle check request will only be considered for payment after the following documents have been received from the home/requesting department:
Processing Time and Distribution
An approved off-cycle paycheck will normally be available for the employee within three business days of requesting it. The employee or requesting department will be notified when the off-cycle check is ready for pick-up.
Black-out Dates: Off-cycle checks will not be issued during the processing of the normal payroll cycle. A black-out period is defined as the time interval between the date Payroll begins processing pay data for a designated pay period and the date Payroll concludes processing pay data for a designated pay period. During this period of time, the ability of the end user to request changes to an employee record is temporarily suspended or restricted. Any necessary adjustments or corrections to an employee pay record will be made after the Blackout Period. Please view Blackout dates on the HR Payroll Calendar posted on the HR website.
* NOTE * Direct deposit is not available for off-cycle payments!
The University requires all Time Approvers and/or Department Timekeepers to review and approve work time, leave time and overtime in accordance with the University’s semi-monthly Payroll Calendar posted on the HR website.
The VP of Human Resources may request; at any time, a manual check report. This report will indicate all Employee Names and Department Names who have used the manual check process in previous months. Managers who regularly request payroll transaction corrections as a result of insufficient administrative processing may be subject to disciplinary action.
Human Resources Information Systems
To establish University policy and procedures for identifying, correcting, and recovering salary overpayments to University employees.
Reason for Policy
Due to errors in processing an employee’s leave time or salary earnings, a Pace University employee may be paid more than is owed to them. Overpayments, as a legal debt, must be promptly repaid to the University regardless of the origin of error. This policy is intended to identify the appropriate procedure to seek collection of excess wage and salary payments.
“Overpayment” is defined as compensation paid to an employee in excess of the amount owed to them. For the purposes of this policy, overpayments also include voluntary and involuntary deductions. “Repayment” is the process by which an employee or former employee returns the excess funds to the University.
Overpayments can result from inaccurate processing or delays in processing of pay-related information, inaccurate accrual payments upon termination, system failures, and human error. Regardless of the origin of error, there is a shared responsibility among the employee, Budget Representatives, Human Resources and Payroll to correct the errors and recover the funds in a timely manner.
Employees are expected to review their salary payments each pay period for accuracy and promptly report any discrepancies to their supervisor. When overpayments have been identified, employees will work with Payroll to promptly repay the University the debt.
Budget Representatives are responsible for managing financial and related resources, including monitoring of salary matters for their respective departments. To that end, Budget Representatives are provided with a Payroll Report to assist in reconciliation and verification of salary payments. When a salary overpayment occurs, Budget Representatives are expected to fully cooperate with and assist Human Resources and Payroll in efforts to recover funds in a timely manner.
Human Resources will manage the recovery process, including: correspondence, repayment arrangements, and initiation of collection processes when necessary. In particular, HRIS is responsible for providing the overpayment information to Payroll, and making necessary adjustments, when authorization is obtained, to recoup funds from upcoming pay. The Director, HR Initiatives will oversee communications with the employee, and direct the matter to the Director, Employee Relations, if/when necessary for further follow-up.
Payroll is responsible for making timely and accurate salary payments to University employees. When an overpayment is identified, Payroll will review system records to determine the source of the error and calculate the net overpayment amount, accounting for taxes and withholdings. (Note - The employee is only required to repay the net amount if repayment is recouped within the same tax year. By federal regulation, if repayment crosses tax years, the full gross amount must be repaid less Social Security, Medicare, retirement, and long-term disability variances.) Payroll will credit the department after overpayment is recovered, and will also complete and mail an amended W-2 or W-2C, if applicable.
Stage 1: Discovery of Overpayment
All notifications of overpayments where the department is seeking recovery via payroll deduction must be made within eight (8) weeks of the overpayment. Notice should be sent to HRIS and the Director of HR Initiatives – this may include notifications from Budget Representatives, Faculty Load Representatives, Payroll or any other area of University on notice of the overpayment occurrence.
If the overpayment is less than or equal to 12.5% of employee’s gross wages, the overpayment may be recovered by deduction in the next available pay period, in full. (This requires at least 3 days’ notice to employee). If the overpayment exceeds 12.5% of employee’s gross wages, it may be recovered by deduction over a number of pay periods. (This requires at least 3 weeks’ notice to employee.)
In such cases where the entire overpayment is less than or equal to the net wages earned after other permissible deductions in the next wage payment, the employer may recover the entire amount of such overpayment in that next wage payment.
The overpayment recoupment process may not begin after 8 weeks. No overpayment may be sought if the deduction reduces the effective hourly wage below the statutory state minimum hourly wage.
Stage 2: Notice and communication with Employee/Former Employee – within 8 weeks of overpayment
For active employees where overpayment is to be recouped via deduction(s):
For separated/separating employees:
An active employee may elect to repay the University in one of the following ways:
1. Personal check made payable to Pace University.
2. Payment Plan agreed upon by Pace University – through a series of payroll deductions for a period not to exceed six (6) months or June 30 of the following calendar year in which the overpayment occurred, whichever comes first. An exception request can be submitted in writing to the Director of Employee Relations and will be reviewed on a case-by-case basis. When establishing a payment plan, keep in mind that the total deduction amount cannot bring the employee’s semi-monthly gross hourly wage amount below minimum wage. All employees who elect to repay the debt through payroll deductions must provide Payroll with written approval to deduct such amounts.
Once full repayment is received, the funds are returned to the department and updates are made to the employee’s gross pay, taxes, deductions, and benefit records. If required, Payroll will issue an amended W-2 or W-2C Form.
Separated employees may opt to repay the debt through personal check or on a Personal Payment Plan agreed upon by Pace University not to exceed six (6) months or June 30 of the following calendar year in which the overpayment occurred, whichever comes first.
The Human Resources Division has established the above guidelines to ensure that a policy and process is in place for salary overpayments. The University is mindful that issues around monetary compensation can pose a hardship for employees and may be difficult to address. Notification and recovery of all overpayment funds should be undertaken with discretion and in a matter that preserves the employee’s dignity.
Violations of this policy by active employees may result in disciplinary action, up to and including termination. The University reserves the right to take additional steps to recover overpayments, including filing the claim with a collection agency.
For further information, please contact the Director, HR Initiatives.
It is the University’s policy to ensure: all employees are paid in an accurate and timely manner, in accordance with federal, state, and local laws, and the required reporting records and supporting documentation are managed and accessible for review as prescribed by the Fair Labor Standards Act (“FLSA”).
The purpose of this policy is to formalize existing time and record keeping practices to accurately account for all hours worked and leave time used, to ensure compliance with the overtime and recordkeeping requirements of the FLSA.
The “real-time” labor information captured in Kronos allows employees, managers and administrators to review pay data on a daily basis to proactively monitor regulatory compliance and ensure consistent application of pay policies across the university. The integrity of the data in the system depends upon the extent to which employees, timekeepers and time approvers comply with the guidelines set forth in this policy as follows:
• Employees are expected to comply with the Semi-Monthly Payroll Time Reporting guidelines.
• Timekeepers/Time Approvers are responsible for assuring department compliance with both the university guidelines and the general provisions of the FLSA.
Payroll Time Reporting Policy
The University utilizes a Kronos Time Management System to:
• Collect, view, edit, calculate and approve employee time
• Create schedules
• Track accruals (leave time, example: vacation and personal time)
• Maintain the required reporting documentation for compliance with all governmental regulations
• Generate reports
All Pace University full-time, part-time, staff and student employees are required to use the Kronos Time and Attendance System regardless of their FLSA exempt/non-exempt status. Employees and Timekeepers can access the system through Internet Explorer at the following web link https://timesheets.pace.edu.
Non-exempt Employees are required to record hours worked each scheduled workday. The system also records absences from work (paid and unpaid), pre-approved additional work time and any leave taken or accrued. It is the employee’s responsibility to ensure that individual time and attendance information is reported accurately and the electronic timecard is completed within the designated timeframe. Employees should not clock in early or stay beyond the end of their shift unless previously authorized by their supervisor. Time spent at work by the employee beyond normal shift assignment (that is, for the convenience of the employee) is not considered time worked, providing the employee did not perform any work.
Exempt Employees who are full time are typically paid for 75.83 hours per semi-monthly pay period, unless they move into an unpaid leave or disciplinary status in accordance with University Policy. Exempt employees must record any full or half-day absences, and leave usages per University Policy.
Student Employees are required to record hours worked each scheduled workday. Student employees are not permitted to work more than 20 hours in any given week.
*Note -All KRONOS time records require approval, including exempt employees.
All Kronos Users
Employees are required to record individual time and attendance information by logging into the system using their “My Pace Portal Credential” Log-in. The employee’s network identification or “My Pace Portal Credential” Log-in is his/her “electronic signature”. By approving the time card with an electronic signature the employee certifies that the entries reported for the designated pay period are accurate and complete.
Employees are not to alter the time record (or, if applicable, punch the time-clock) of another employee or permit their own time record to be punched or altered by another employee. Such conduct is grounds for dismissal.
Important FLSA Considerations
In order to accurately record hours of work and approve compensation, Timekeepers/Time Approvers and Supervisors must have a working knowledge of the provisions of the federal and state regulations affecting pay and hours worked. Below is a brief summary of some key factors influencing time reporting and compensation:
New York State Labor Law entitles employees to a noon-hour break of at least 30 minutes after six hours of work. It is the policy of Pace University to provide most employees with a one-hour unpaid meal period for each 8-hour workday. Meal periods are unpaid time and as such, employees must be completely relieved of duty for the purpose of eating lunch. You and your supervisor must arrange these times to ensure adequate coverage throughout the day. Under the FLSA regulations, if the employee is engaged in any kind of work activity during the meal observance period, it is considered “time worked” and the employee must be paid for it. Employees may not forego the meal period in order to shorten the work day.
Generally, daily commute to and from work is not work time. However, the following situations are considered work time:
Note: An exempt staff employee is not subject to the travel provisions of the FLSA. Since an exempt staff employee is not paid per hour, he/she does not receive additional pay for travel time.
All training time is work time if it occurs during an employee’s regular shift or if it is required by the employer. Training time need not be counted as work time only if all four of the following conditions are met:
Rate of Pay
The FLSA mandates that non-exempt employees receive time and one-half their regular rate for all hours worked in excess of 40 hours per week. At Pace, full-time employees who are in non-exempt positions, and who are authorized to work overtime, will receive 1½ their regular rate for all hours worked in excess of 35 hours per week (please note, sick hours are not considered to be hours worked for overtime determination). However, the employee’s supervisor should approve all such overtime, generally in advance (as there are strict rules concerning compensatory time off in lieu of overtime for non-exempt employees, Human Resources should be consulted before any such compensatory time is granted).
Part-time employees who are non-exempt will receive 1½ their regular rate for all hours worked in excess of 40 hours in a particular workweek.
Supervisors are responsible for scheduling staff and approving overtime based upon the operational needs of the University. Supervisors are encouraged to explore all options before approving overtime (changing work priorities, reassigning work, off-setting additional hours in one day with a reduction of hours in another day in the same workweek, etc).
All employees who work overtime, regardless of approval, will be compensated for the hours as stipulated by the Fair Labor Standards Act. Employees who work overtime without the appropriate approval from their supervisor are in violation of this policy and may be disciplined.
For more information regarding the FLSA please visit: http://www.dol.gov/compliance/laws/compflsa.htm
“Time Keepers and Time Approvers” Responsibilities
Timekeepers and Time Approvers are responsible for ensuring that work and leave time is reported accurately and reflects each employee’s work activity for the designated pay period. To accomplish this, Timekeepers/Time Approvers edit and review missing time records, employee sick leave, vacation and other absences on a daily basis. A Timekeeper Proxy is a person who has been designated by the Departmental Manager to assume payroll reporting responsibilities for a designated department or group prior to the processing of payroll. In all cases, Timekeepers/Time Approvers must be persons with knowledge of employee schedules and hours worked for those which they review. Approvers are responsible for approving and finalizing time in the Kronos system.
Falsification by an employee of any attendance and leave record may be grounds for dismissal.
Timekeepers/Time Approvers or payroll processors who intentionally or knowingly approve false records or who repeatedly fail to comply with their obligation to review, approve and correct time records in a timely and accurate manner are subject to disciplinary action, up to and including termination.
For questions regarding the KRONOS system, please contact Financial Information Systems at 914-923-2899.
For Payroll related questions, please contact firstname.lastname@example.org, or call 914-923-2898.
For FLSA related questions, please contact the Compensation Department at 914-923-2765.
Pace University is committed to providing all employees with a safe and healthy working environment that is free of recognizable hazards. Furthermore, it is the policy of the University to comply with all applicable state and federal codes and regulations including those promulgated by the Occupational Safety and Health Administration (OSHA). OSHA requires employers to maintain a log that details workers’ job-related illnesses or injuries, and to provide employees with a working environment that is free from safety hazards. If you have emergency involving hazardous chemicals, or a question about anything you feel is creating an unsafe work environment, please contact your supervisor, campus Security, or campus Building and Grounds office. For the University Emergency Protocol policy regarding Hazardous chemicals, please refer to the Emergency Response Plan
The local Buildings and Grounds department, Safety and Security department, Mail Services, and Science departments maintain a binder with Material Safety Data Sheets (MSDS) for all products known to be in non- academic use (cleaning and maintenance) at each campus. Materials for instructional use are the responsibility of the academic department using them.
As an employee of Pace University, you may encounter a variety of confidential matters regarding other employees, faculty, staff, students, clients, donors, and research. When doing so, it is your responsibility to maintain the highest level of privacy for your fellow employees and other members of the Pace community.
HIRING FOREIGN NATIONALS
For purposes of this policy, foreign nationals do not include those who hold permanent resident status (green card holders) or those who have been granted employment authorization documents by U.S. Citizenship & Immigration Services.
The process for hiring foreign nationals differs significantly from hiring U.S. citizens. This policy is intended to provide guidance on the hiring of foreign nationals and to ensure that all foreign hires are in compliance with federal and state laws regarding nonimmigrant employment in the United States.
In general, hiring foreign nationals is a significant commitment and requires the University to designate both financial and administrative resources to the process. To that end, The Human Resources Staffing and Recruitment Team will work directly with hiring managers to ensure that the University maintains compliance in all aspects of the recruitment, hiring and sponsorship process. Below are some general recruitment guidelines to be followed:
Due to the significant financial commitment associated with employer-sponsored immigration petitions, the University restricts the hiring of foreign nationals to full-time faculty and professional administrative positions. With written request, part-time positions may be reviewed on a case-by-case basis.
Hiring departments are responsible for paying for all employment visa fees, as well as any associated legal fees, for foreign national employees.
As an equal employment and affirmative action employer, Pace University considers carefully the methods used for advertising open positions. Hiring managers who anticipate hiring a foreign national and later sponsoring the individual for permanent residency should be aware that certain advertisement requirements exist. It is important to note that if a foreign national is being considered for a position and the hiring manager requires an in-person interview, the time to fill the position may be longer than expected. If a visitor visa is required to bring a foreign candidate to the U.S. for an interview, the time it takes to obtain the visa will vary based on the location of the U.S. embassy and the appointment schedules.
The U.S. Department of Labor issues guidelines for determining the prevailing wage (average wage paid to similarly employed workers in a specific occupation in the area of intended employment) for positions. So as to not adversely affect the wages and working conditions of other Pace University employees, the University is required to pay H-1B visa holders the higher of either the actual wage paid to similarly skilled/experienced employees or the prevailing wage.
Hiring a foreign national requires a coordination of resources and expertise. It is expected that departments will partner with Human Resources at the beginning of the recruitment process. Preparation and coordination of responsibilities will help to ensure that foreign nationals who are hired to work at Pace will obtain and maintain lawful status while at the University.
Determining the Appropriate Visa Category
The federal Immigration Reform & Control Act requires all employers to verify that workers are legally entitled to work in the U.S. The Human Resources Office will review the documents of all new hires to verify (1) employee’s identity and (2) employment eligibility.
Foreign nationals who are offered employment at Pace University must obtain employment authorization in the form of an employment-based visa before they begin work in the U.S. There are several different types of visas depending on the position and the length of the assignment. Below is a grid that identifies the visa categories that will most commonly be used to hire/pay international employees holding staff or faculty positions at Pace University.
After the Hire
Within three business days of the employee’s start date, Human Resources will meet with the employee to ensure that the correct visa status and expiration date are recorded accurately on the I-9 Employment Eligibility Verification form.
Sponsoring departments are required to closely monitor the status of all visa holders and promptly communicate any changes in employment assignment, funding, employee address changes, name changes, etc. that may affect visa status.
For additional information regarding hiring foreign nationals visit http://www.uscis.gov or contact University Staffing and Recruitment at 914-923-2730.
The University endeavors to provide a safe environment for all members of the University Community. An important part of those efforts is the University’s process for screening candidates for employment and when appropriate, for reviewing employees for continuation of employment. This process includes inquiring about an applicant’s conviction record and pending arrests (and performing criminal history and related background checks) after the otherwise qualified applicant has been given a conditional offer of employment; and also when conducting post-hire re-checks under appropriate circumstances.
Convictions and the existence of pending criminal proceedings (a “Criminal Record”) disclosed or discovered through these background checks may influence the hiring of an individual who has been conditionally offered employment (or the continuation of a current employee) when the facts related to the criminal activity reasonably bring into question whether the individual can be relied upon to safely and honestly perform his or her job duties. Likewise, the failure of an individual to be forthcoming about his or her Criminal Record or any misrepresentation of education or work history may also influence decisions regarding the hiring of an individual who has been conditionally offered employment or the continuation of an employee.
When performing Criminal Record background checks, the University (as a New York State and New York City employer) must comply with applicable law, including Article 23-A of the New York Correction Law (“Article 23-A”) and New York City Administrative Code, Chapter 1, § 8-107 Subdivisions 10 and 11. Article 23-A prohibits arbitrary and discriminatory treatment of persons with a Criminal Record. In compliance with Article 23-A, in each case the University will conduct an individualized review to determine whether: (1) there is a direct relationship (a direct bearing on the individual’s fitness or ability) between one or more of the previous criminal offenses and the employment sought or held by the individual; and/or (2) the granting or continuation of employment would involve an unreasonable risk to property or to the safety or welfare of one or more members of the University community or the general public. In compliance with the New York City Administrative Code in New York City, and voluntarily at its Westchester campuses, the University will not inquire about criminal convictions and pending arrests (or conduct a Criminal Record background check) until it has conditionally offered employment to a candidate.
This Policy is intended to establish the parameters for the University’s performance of Criminal Record and related inquiries and background checks.
Requirements for Background Checks
Background checks are required for all new prospective full and part-time University employees, trainees and volunteers.
Updated background checks may also be performed when an employee assumes a new staff or administrative position; or assumes new job responsibilities involving financial or fiduciary responsibility or supervision of minors; or when the University is required to certify that an employee providing contract or grant funded services on behalf of the University has no Criminal or other disqualifying Record.
Annual updates may be required as a condition of employment for certain positions (e.g., drivers of University vehicles who are required to have Commercial Driver’s Licenses).
Background checks will not be updated as part of the faculty post-employment tenure and promotion review process.
Background Checks for Rehires
Individuals who incur a break in service of twelve months or greater are required to undergo a new criminal background check. Those who are rehired within less than a year following the termination date for whom the University did not previously perform a criminal background check, will also be required to undergo a new background check. Sabbaticals and other leaves of absence granted to faculty members pursuant to the Faculty Handbook are not deemed breaks in service for the purposes of this Policy.
Information Obtained as Part of the Background Check
Each background check will, consist of:
- Social Security Number Trace Search
- Criminal Record Search (Federal and County Level – Felony and misdemeanor convictions and pending felony and misdemeanor criminal charges – but not violations.)
- Sexual Offender Database Search
- Education verification - Professional licensure and/or certification may also be requested. With respect to faculty, such requests will be coordinated with the appropriate College or School.
A Motor Vehicle Violation report may be requested for individuals being hired to drive University Vehicles and/or who are authorized to drive their own vehicles to transport students in connection with University activities. In accordance with applicable law, credit and other financial background checks may be requested for individuals being hired to positions involving the handling of University funds and\or finances. To maintain University compliance with regulations of the Office of Foreign Assets Control (OFAC) of the US Treasury Department, the University may request a search to confirm that individuals being hired are not listed in the OFAC/Terrorist Watch List. The University may request a FACIS® (Fraud and Abuse Control Information System) Report to identify whether a licensed professional being hired in the College of Health Professions, Health Care Unit, Center for Psychological Counseling, Student Counseling Centers and\or similar units has engaged in wrongful action in the health care field. Other background checks may be required by grant funding agencies, government agencies, vendors and University affiliates as a condition for University personnel to participate in particular programs, projects and\or activities.
Access and Privacy
Participants in the Review of the Background Check Result
Human Resources will receive and retain the results of completed background checks.
In connection with hiring: If there is no Criminal Record or other issues of concern revealed in the background check, Human Resources will notify the department to finalize the hiring process and proceed with the on-boarding process. If a Criminal Record or other issues of concern are revealed in the background check, Human Resources will notify the hiring manager, review the results with him or her, and collectively make a final determination regarding the suitability of the candidate for the offered position, in consultation with appropriate University administrators and University Counsel.
In connection with post-employment updates: If a Criminal Record or other issues of concern are revealed in the background check, Human Resources will notify the department manager and review the results with him or her. Collectively, Human Resources and the department manager will make a final determination regarding the suitability of continuing the employee in his or her position, in consultation with appropriate University administrators and University Counsel.
Both in connection with hiring and post-employment updates, the individual’s post-rejection response/explanation of extenuating circumstances will be reviewed before a final decision is made. In the case of a faculty search or post-employment update, if the candidate or faculty member is found to have a Criminal Record, Human Resources shall include respectively, the chair of the search committee or the applicable Department Chair, among the University administrators to be consulted before a final decision is made.
Confidentiality: All persons reviewing records produced in connection with a background check will be required to keep confidential all information relating to the candidate’s or employee’s Criminal Record, the University’s consideration of such Record as part of the hiring process (or employment continuation review) and the final employment decision. If a candidate’s offer of employment is rescinded or a decision is made to terminate an individual’s employment as a result of consideration of information disclosed by the Criminal background check, Human Resources will notify the candidate or employee in writing in accordance with applicable law.
Protecting an Individual’s Privacy
Pace University conducts background checks through a third party vendor (“Vendor”). Human Resources will serve as the Office of Record for all background check results and will strive to maintain confidentiality. Departments will not receive any details of a background check, except as otherwise provided by this Policy. Pace University prohibits its employees, contractors and agents from seeking out, using, or disclosing background check information except within the scope of assigned duties and this Policy, and/or as allowed or required by applicable laws.
Maintenance of Background Check Information
If the individual is hired as an employee, the background check results will be filed in and become a permanent part of the employee file in Human Resources. These are maintained in a secure electronic database, accessible only to authorized University representatives. Background check results will be maintained with the individual’s application in Human Resources. The background check results are also stored in the Vendor’s database. The initial background check information must be maintained for a period of seven years after the position has been filled. All background check results may be accessed only on a need-to-know basis or as allowed or required by applicable law. The Human Resources Division will provide an annual report to the Faculty Councils, by the end of February, indicating the total number of faculty background re-checks post-hire that were conducted during the preceding calendar year.
Issues in Hiring due to background check information
Completion of Background Check as Condition of Employment/New Responsibilities
A completed background report that has been reviewed and determined to be satisfactory is a condition of employment for prospective new hires. It is also a condition for appointment of current employees to new staff or administrative positions or current employees’ assumption of new job duties or assumption of new job responsibilities in accordance with Section 02 of this Policy. All offers of employment will be extended with the understanding that commencement of employment (or commencement of the new position or job responsibilities) is dependent upon acceptable results with respect to the background check.
Criminal Conviction’s Effect on Employment/Reclassification or Promotion
In compliance with Article 23-A, when a Criminal Record is revealed in the background check, Human Resources and the manager will review the results and make the final determination regarding the individual’s suitability for (or continuation of) employment in the position. In some instances, Human Resources may recommend additional controls that a department would need to implement before employing, promoting, or reclassifying a person with a Criminal Record. In accordance with Article 23-A consideration will be given only to relevant factors, including but not limited to:
- The public policy of New York State to encourage the employment of persons previously convicted of one or more criminal offenses.
- The specific duties and responsibilities necessarily related to the employment.
- The bearing, if any, the criminal offense(s) for which the person was previously convicted will have on his fitness or ability to perform one or more such duties or responsibilities.
- The time which has elapsed since the occurrence of the criminal offense(s).
- The age of the person at the time of occurrence of the criminal offense(s).
- The seriousness of the offense(s).
- Any information produced by the person, or produced on his behalf, in regard to his rehabilitation and good conduct.
- Whether a certificate of relief from disabilities or a certificate of good conduct has been issued to the individual, which creates a presumption of rehabilitation in regard to the specified offense(s).
- Whether the Criminal Record was disclosed during the application process.
- The legitimate interest of a private employer in protecting property, and the safety and welfare of one or more members of the University or the general public.
Convictions That Will Generally Preclude Hiring a Candidate
Consistent with Article 23-A, in each instance, a thorough analysis will be conducted by Human Resources and others specified in this Policy, in consultation with appropriate administrators and University Counsel.
Hiring Process & Forms
Once the Hiring Manager identifies a finalist, the Manager will then notify the University Staffing & Recruitment Department. This must take place prior to extending a conditional offer of employment. A Staffing representative (or an authorized designee) will then contact the finalist to extend a conditional offer of employment and inform them of the next steps in the process (which will include alerting the candidate that they will be receiving an invitation to complete a criminal background check from the University’s screening Vendor).
Forms and Documents
Candidates who have been conditionally offered employment must complete a Disclosure and Authorization Form that informs the candidate that Pace University will be utilizing the services of its Vendor to conduct the background check. This form requests specific biographical information necessary to complete a background screening. In addition, the candidate must be given a copy of A Summary of Your Rights under the Fair Credit Reporting Act. New York State residents will be given a copy of New York Correction Law Article 23-A. These documents will be sent to the candidate via email by the Vendor or by University Staffing and Recruitment.
Employee and Supervisor Self-Disclosure Requirements1
Employees have an ongoing responsibility to disclose any post-employment criminal convictions and/or criminal charges filed against them. Employees shall disclose such information to their Supervisor and/or an Employee Relations Representative from the Human Resources department within three business days following the event. Supervisors notified of a post-employment criminal conviction and/or felony or misdemeanor criminal charges have an obligation to report it to Employee Relations. Supervisors who fail to report the information may be subject to disciplinary action, up to and including termination.
Employment Action Based on Discovered or Self-Disclosed Criminal Background Information
Upon discovery or receipt of criminal background information from any source, the University reserves the right to take any actions it deems appropriate regarding employment, up to and including termination. Before Taking any employment action based on criminal background information, the University will analyze the facts as required by Article 23-A of the New York Correction Law.2
1This section of the Policy is applicable to all officers, academic and non-academic administrators and non-faculty staff.
2Any termination of a tenured faculty member or non-tenured full-time faculty member prior to the expiration of a contract of appointment shall be subject to the Academic Dismissal Policy set forth in the Faculty Handbook.
The basis for student employment is to help meet the needs of the university, provide university students with financial support in pursuit of their academic goals, and provide opportunities for academic or business-related job experience. The job duties and responsibilities of students vary widely and may or may not be related to their field of study. A student employee is defined as an individual who is:
The university maintains a distinction between student employment and regular staff employment. These distinctions may include but are not limited to nature of work, rate of pay, and benefit eligibility. Student employees are employed at will and serve at the discretion of the employing unit.
There are three different kinds of Pace University Student Employment groups: Federal Work Study Student Employment, Non Work Study Student Employment and Graduate Assistantship.
Employment of International students is subject to federal regulations, and special restrictions may apply. Contact the Office of International Students and Scholars for more information.
Federal Work Study Student Employees
The Federal Work Study Program (FWS) is a need-based program which provides jobs for graduate and undergraduate students with financial need, allowing them to earn money to help pay educational expenses. The money earned by working will be paid directly to the student employee, and is not directed to their student account. Thus, the FWS listed in the financial aid package is not a grant going toward the student’s tuition. Instead it is a work assistance program.
Students are not “placed” into a job; rather, they must apply for a job based on their interests, skills and schedule. Applying for jobs is a fast and simple process. Log on to the Human Resources website for instructions on how to apply for an on-campus student employment job.
Since most college students successfully carry a normal academic course load of 12 to 18 credit hours per term while working on a part-time basis, on-campus FWS is both necessary and desirable for many students. Students find they are better able to manage their time as they fit their part-time work schedule into classes, studying and personal commitments.
Eligible students are awarded FWS when they complete their Free Application for Federal Student Aid (FAFSA). FWS is only good for one academic year, beginning July 1 and ending June 30. It is important to know that the FWS earnings will not be counted against eligibility on next year’s FAFSA. When completing the FAFSA, indicate the FWS earnings on the appropriate line so it can be excluded from the earned income. FWS wages are, however, taxable by the Internal Revenue Service.
Non Work Study Student Employees
Student employment is a significant way for students to enhance their academic experience by applying practical learning on the job in a supportive and challenging setting. Pace University is committed to providing part-time, on-campus employment to benefit both the departments of the University and the students they employ. The number of available positions is limited and applicants are not guaranteed employment. For more information, please see the Financial Aid website.
Graduate Assistants (GA) are enrolled students whose primary association with Pace is directed toward advance degree completion. Satisfactory progress is a condition of maintaining the assistantship. Graduate Assistants are paid a stipend and are exempt from overtime compensation. They are subject to the terms of their appointments, policies and eligible guidelines administered by the Graduate School.
Federal law prohibits the university from employing GA’s with F-1 or J-1 visa status more than 20 hours per week (50%) during scheduled class periods and finals weeks. Exceptions exist for GA’s who have been authorized for “practical or academic training”.
New Employment Eligibility Information
The Immigration Reform and Control Act of 1986 created a national employment verification system that places responsibility for verification of the identity and employment eligibility of all employees on the employer. Effective June 1, 1987, the law requires employers to request and examine documentation of the identity and employment eligibility of all newly hired and rehired employees, including students. All United States citizens, permanent residents, and non-immigrant visa holders must submit documentation.
All student employees must present original unexpired documents such as a U.S. Passport or a driver’s license and social security card to a representative in Human Resources and complete Section 1 of the federal form I-9 on or before their first day of work. See the List of Acceptable Documents. After an authorized representative of the Human Resources Division has reviewed the documentation and completeness of the form, the employees must sign the eligibility verification form I-9 in the presence of the authorized representative. All employees who accept an offer of employment with Pace must complete the process within three days of their hire date.
Break Requirements/Hours per Week
Student employees are not permitted to work more than 20 hours per week during the academic year, and no more than 35 hours per week during the summer and semester breaks. These hourly restrictions must be followed regardless of the number of student employment jobs held by the student. Note: students cannot work as both a Pace University employee (classified or unclassified, full-time or part-time) and a student employee at the same time – concurrent employee status is prohibited.
Student employees are to have the following breaks and meal period based on hours of work:
|Consecutive Hours Worked||Break Required|
|6 hours||One 30 minute unpaid meal period|
|More than 8 hours||Two 15 minute unpaid breaks and a 30 minute unpaid meal period|
If a student employee accepts a job on campus, in most cases, they are making a commitment for at least a semester. The following is expected of all student employees:
It is imperative that the student employee accurately reports their hours in KRONOS. For a student to be paid, the timesheet must be completed, signed and electronically approved by the supervisor or proxy of the supervisor according to the payroll schedule. Deliberate falsification of a timesheet by any student employee is grounds for dismissal.
NOTE: If a student timesheet is approved after the KRONOS deadline, payment will be delayed. It is important that the student employee logs their time before the due date and confirms that their supervisor has signed off on the timesheet.
Pay period dates, manager sign off deadlines, and check dates are listed on the HR website under Payroll Calendars.
Every student employee is covered during working hours by Workers’ Compensation insurance. The coverage provides medical care to a student employee who experiences a job-related injury or illness. It is essential that employees immediately report any job-related accident or illness to the hiring department, which needs to report the information to the Benefits Office and the Security Department.
STANDARDS OF CONDUCT AT PACE UNIVERSITY
In order for Pace University to successfully achieve its mission and strategic goals it must have an experienced, skillful, and cooperative staff. The University is committed to enhancing the learning process, increasing student retention, promoting a high performing work environment, and ensuring that systems and processes reinforce its mission.
The manner in which you do your job may well be the basis upon which others form their opinion of the University and may bear directly on efforts to strengthen our institutional reputation and compete successfully for talented students, faculty, and staff.
GUIDING PRINCIPLES OF CONDUCT
The primary functions of an institution of higher learning are teaching, learning, scholarship and service. Each member of the University community is required to cooperate with the University in its endeavors to foster and maintain the freedom of expression and exchange of ideas necessary to achieve excellence in teaching, learning, scholarship and service. The University strives to protect the rights of its students and employees (including faculty members) to publicize opinions through written and oral communications; to organize and join political associations; to convene and conduct meetings; and to advocate, demonstrate and picket in an orderly fashion. Further, members of the University community are responsible for fostering and maintaining respect for the dignity and uniqueness of one another.
In order to preserve an atmosphere in which a free exchange of ideas may flourish, and to ensure the dignity and safety of all members of the University community as well as the unimpeded operation of the University (and as required by federal, state and local laws including, without limitation, N.Y. Educ. Law § 6430), the University has adopted the Guiding Principles of Conduct. The Guiding Principles of Conduct applies to all members of the University community including, among others, employees, faculty members, students, applicants for academic admission and employment, visitors, guests, vendors, contractors, and other third parties while they are on University premises or at University-sponsored activities. References to “University premises” in these Guiding Principles of Conduct apply to premises either owned or leased by the University.
The Guiding Principles of Conduct are not exhaustive and include, but are not limited to, the following:
1. Students and other persons participating in a class or activity related to a class (such as, for example, internships and field trips) must comply with a faculty member’s reasonable standards of behavior for the class and/or related activities.
2. Theft, willful destruction or damage to or misuse of any University property or property owned by any member of the University community is prohibited.
3. The sale, purchase, possession or use of incendiary devices, explosives or dangerous weapons (including any item or material which could be used to inflict injury or harm or to intimidate) on University premises or at University-sponsored events is prohibited.
4. The unlawful use, possession, sale, distribution or manufacture of controlled substances and drug paraphernalia on University premises or at University-sponsored events is prohibited. (Further information may be found in the University’s Drug and Alcohol Policy.)
5. Obstruction of or interference with the normal operations and processes essential to the University is prohibited.
6. Interference with academic freedom (including speech in the classroom and by University-approved guest speakers) is prohibited.
7. Strict compliance with the University’s policies and procedures concerning demonstrations and rallies is required.
8. Strict compliance with the University’s policies and procedures concerning the appropriate use of information technology is required.
9. Deliberate actions that cause, or might reasonably be expected to cause, injury, either physical or mental, to any member of the University community are prohibited. Such actions may include, for example, violence or threats of violence.
10. Members of the University community are required to comply with the instructions of a University administrator, or other duly authorized agent of the University, to, for example, display or present identification. Members of the University community are also required to evacuate University premises and University-sponsored events when directed to do so by authorized personnel or a mechanical device (such as a fire alarm).
11. Any action or situation which recklessly or intentionally endangers the safety or mental or physical health of any member of the University community or involves the forced consumption of alcohol or drugs for the purpose of initiation into or affiliation with any organization is prohibited on University premises and at University-sponsored events. In addition, such conduct by students and employees (including faculty), whether on or off University premises or at University-sponsored events, also is prohibited.
12. Engaging in violence or intimidation against another person and destroying property because of bias or prejudice while on University premises or at University-sponsored events violates the University’s Hate/Bias-Related Policy and is prohibited. Such conduct exhibited by students and employees (including faculty), whether on or off campus or at a University-sponsored event, is also prohibited.
13. Members of the University community are required to timely satisfy their financial obligations to the University, including, but not limited to, amounts due to the Office of Student Assistance, the University bookstore, the University library, University housing, the Student Development Office, and Security.
14. Consumption of alcohol by any member of the University community who is under the age of twenty-one is illegal and prohibited on University premises and at University-sponsored events. Supplying alcohol in any quantity to a member of the University community who is under the age of twenty-one is illegal and prohibited. (Further information may be found in the University’s Drug and Alcohol Policy.)
15. Even though its possession or consumption may otherwise be lawful, alcohol, except in limited circumstances, is not permitted on University premises or at University-sponsored events. Members of the University community are not permitted to be intoxicated, or to become intoxicated, while on University premises or at a University-sponsored event.
16. Gambling is not permitted on University premises or at any event sponsored by a student group or organization.
17. Solicitation by students, student clubs and student organizations including, but not limited to, fund raising, on University premises or in connection with a University-sponsored event is prohibited without the prior approval of the Director of Student Development and Campus Activities or the Dean for Students.
18. “The solicitation of goods or services by one staff member to another during regularly scheduled work time is prohibited. Selling commercial goods and distributing promotional information and handbills in regular work areas is also prohibited.” (A copy of the Solicitation and Distribution policy may be found in the Pace University Employee Handbook.)
19. Other members of the University community, such as applicants for academic admission and employment, visitors, guests, vendors, contractors and other third parties, are prohibited from soliciting and distributing on University premises or in connection with University-sponsored events without prior approval from the Director of Security.
20. Prior approval from the appropriate University administrator must be obtained before any materials or documents may be posted or distributed on University premises or at University-sponsored events.
21. The falsification of University documents is prohibited.
22. While on University premises or at University-sponsored events, members of the University community must not dress or conduct themselves in a manner that would be considered lewd or indecent by the University.
23. Conduct on or off campus in a manner the University determines reflects adversely on the good name and reputation of the University is prohibited.
24. Conduct by students and employees (including faculty) on or off campus that violates local, state or federal laws may also constitute a basis for disciplinary action by the University.
25. Without appropriate prior authorization, video recording devices, including, but not limited to, cell phones equipped with a camera, may not be used on University premises or at University-sponsored events, other than in an emergency, in any area or circumstances where the recording of images reasonably would be considered to be inappropriate.
26. Strict compliance with all rules, policies and practices promulgated and/or adopted by the University is required.
Any member of the University community who violates the University’s rules, policies or practices, including, among others, the Guiding Principles of Conduct, may be subject to disciplinary action (including without limitation immediate ejection from University premises and/or University-sponsored events) and/or to legal actions. Similarly, any recognized club or organization that violates its constitution and/or by-laws, or authorizes conduct prohibited by the University’s rules, policies or practices may be subject to disciplinary action (including without limitation rescission of approval for that club or organization to operate on University premises or at University-sponsored events, whether on or off University premises). As may be necessary, the University may request the assistance of law enforcement agencies to maintain order and/or may seek injunctive relief.
A professional appearance suitable for conducting business in a university environment, and that provides a model for students to follow, is expected of all our employees. Both dress and demeanor must be maintained accordingly to meet these standards.
ATTENDANCE AND PUNCTUALITY
Pace depends upon the regular attendance of its employees and hence does not allot a fixed number of days to be taken for illness. Your supervisor will be as helpful as possible when illness occurs. If you are absent for more than three consecutive days, a statement from your physician may be required. If you are out for eight consecutive days (including the weekend) you will be considered as having a temporary disability. In that event, your supervisor will arrange to have Human Resources supply you and your physician with the appropriate forms to complete. Restoration of your position will be provided upon your return from a medically verified period of temporary disability.
A pattern of sporadic absences will result in an inquiry from your supervisor, who may require substantiation of the illness in each case.
Excessive tardiness and unexcused or sporadic absences may lead to disciplinary action up to and including termination of employment.
Employees are not paid for absences during their first three months of employment.
If you are going to be out all day or will be in late, you must notify your supervisor or designee within one hour of your scheduled start time. If you experience difficulty reaching your supervisor, contact Human Resources for assistance. If you are absent for three consecutive days without reporting, it will be understood that you have voluntarily resigned.
All employees are expected to exercise due care in his or her use of University property and to utilize such property only for authorized purposes. The removal of University property from the premises or its conversion for personal use is prohibited.
The name, insignia, seal, and address of the University are considered University Property, and may only be used for legitimate University purposes.
University property issued to an employee must be returned to the University at the time he or she terminates employment or when requested by the supervisor.
The University assumes no responsibility for loss or damage to the personal property of an employee.
MEETING UNIVERSITY STANDARDS AND PERFORMANCE REVIEWS
In order for Pace University to successfully achieve its mission and strategic goals it must have an experienced, skillful, and cooperative staff. The University is committed to enhancing the learning process, increasing student retention, promoting a high performing work environment, and ensuring that systems and processes reinforce its mission.
The manner in which you do your job may well be the basis upon which others form their opinion of the University and may bear directly on efforts to strengthen our institutional reputation and compete successfully for talented students, faculty, and staff.
The formal and informal evaluation of your performance is an ongoing process. For new employees, an initialmeeting with the supervisor to check performance progress should occur within the first month of employment. After 3 months, another meeting to provide performance feedback and to set performance objectives for the rest of the fiscal year should occur.
More informally, you should be meeting with your supervisor on a regular basis to discuss progress against your performance goals. These sessions are an opportunity to talk openly with your supervisor in order to get a clear understanding of what is expected of you.
The formal annual Performance Management and Development Process (PMDP) is scheduled towards the end of the fiscal year for the benefit of both the supervisor and the staff member. The primary purpose of such meetings is to review accomplishments from the previous fiscal year period and highlight areas in which performance can be strengthened. In addition, the PMDP goal setting meetings serve as the vehicle for planning the following period’s performance objectives. These performance goals are based on your department’s goals and objectives as well as on your personal plans for development. If you do not receive a PMDP review, you should notify the Human Resources department.
Your supervisor should also explore with you your potential for advancement and the developmental opportunities that are available to you at Pace. An important consideration will be how well you have exhibited the Pace core competencies into your performance on the job.
When an experienced staff member does not maintain a satisfactory performance level (i.e. that which is required to fulfill the responsibilities of the position), the supervisor may schedule a meeting with the employee to discuss the situation and to make suggestions for improvement.
Although a supervisor is not required to follow any specific procedure and may bypass any or all the steps below, he or she may decide that corrective action is necessary. The following is one example of a procedure the supervisor may wish to follow:
1. The supervisor explains what aspect(s) of job performance is below standard, pointing out the improvements that must be made and the time in which the change must take place. At this time, the staff member may inform the supervisor of any extraordinary circumstances that may have contributed to his or her unsatisfactory performance.
2. Thereafter, if the supervisor decides that the employee has exhibited insufficient improvement, he or she may give the employee a Performance Improvement Plan indicating what must be done by the employee, within a specified period of time, to correct the situation. The employee can sign a copy of this plan to indicate that he or she has agreed with it. A copy of the Performance Improvement Plan can then be sent to the Employee Relations department.
3. If the employee has not made sustained satisfactory improvement by the end of the allotted time period, the supervisor will make the decision as to whether the deficiency warrants further action up to and including termination of employment.
The Human Resources department maintains a confidential personnel file for each employee. It is your responsibility to notify Human Resources immediately via the Pace Portal’s Personal Information link (Staff or Faculty tab) when any change occurs in your personal status, such as change of name, address, telephone number, marital status, or emergency contact. Forms for indicating these changes can also be obtained from the Human Resources Offices in Briarcliff or New York, or click here to download the form and send it to the HRIS Department, Dow Hall, Briarcliff. Some of the aforementioned changes may also affect your benefits. Please call the Benefits Office to identify how these changes will affect you.
The employee file and its contents are the property of Pace University. Pace University is not obligated to provide copies of the files to the employee. Information on work record or employment history will be provided to supervisors on a need-to-know basis. Pace University is required to provide job-related information upon receipt of a subpoena, warrant or court order.
Active employees who wish to review their own file can contact Human Resources to schedule an appointment with a Human Resources Representative. Once you have separated from the University, you will not be permitted to review your file.
RELEASE OF EMPLOYMENT INFORMATION
It is the policy of Pace University to secure the right to confidentiality and privacy of its current and former employees. Responsibility for maintaining information about current and former employees rests with Human Resources. Requests for employment information initiated by federal, state, and local agencies will be provided by Human Resources via www.theworknumber.com, as required by law, without the use of a release form.
Employment verification requests are completed by an authorized vendor which will provide current (or last) position title, dates of employment, and status (active or inactive).
There are several ways in which you can find current Pace news and more information about the University’s programs, special initiatives, resources and the people with whom you work.
Administrative Staff Councils:
There are two councils for employees and they are located in Pleasantville/Briarcliff and New York. The purpose of the Councils is to provide a forum in which administration and staff may discuss University issues and make recommendations concerning such issues to the President. The council also facilitates communications between members, faculty, students, and colleagues on other campuses and fosters and supports the personal and professional development of its members.
E-mail is an important vehicle for sharing information throughout the University and the skilled use of this technology is crucial for good communications. For further information on using the Pace email system contact, ITS for training in Outlook Exchange, E-Mail and Calendar Overview, register for this course through the ITS registration system at Home/About Us/Administration/ITS/Getting Help/I.T. Training/Training Topics. For the University’s policy on the proper use of e-mail, refer to Pace University’s Appropriate Use Policy for Information Technology.
Pace’s website is managed by the Marketing and Communications Department in the Office of University Relations. The home page contains up-to-the-minute information on events and news at Pace. The Faculty and Staff site features information specific to Pace employees. You can contact the online communications team at email@example.com.
Accessible through the Pace home page, MyPace Portal is an integrated system which can be reached by faculty, staff, and students who are using this centralized system to access employee and student information and provides employees with the ability to view their pay advice online, check status of and follow up on purchase orders online, update benefits enrollment, and update personal status such as change of name, address, telephone number, or emergency contact. It can be accessed at https://portal8.pace.edu/cp/home/displaylogin.
Voice Mail System
Pace University’s Voice Mail System enhances voice communications with a backup for busy or unanswered calls. It allows the members of the Pace community to receive phone messages in their confidential mailboxes, each of which is passcode protected. Mailboxes can be created or customized to meet specific individual/departmental needs by contacting the Voice Mail Coordinator at ext. 22692. For the University’s policy on the proper use of the Voice Mail System, refer to Pace University’s Appropriate Use Policy for Information Technology.
PACE Magazine is published by the Marketing and Communications Department in the Office of University Relations on a semi-annual basis and is mailed to Pace alumni and to parents and families of current students. It is also sent to all Pace employees via inter-office mail. . You can contact the PACE Magazine editorial staff at: firstname.lastname@example.org.
Faculty and Staff eNewsletter
Opportunitas is the e-newsletter for Pace faculty and staff and is produced by the Marketing and Communications Department in the Office of University Relations. Opportunitas is published monthly and emailed to all faculty and staff and features stories of general interest to Pace faculty and staff. If you would like to suggest story ideas for this publication, please email email@example.com. Back issues are archived at http://opportunitas.blogs.pace.edu/.
Pulse is a weekly e-newsletter that is distributed via email to all faculty, students and staff. It features events happening in and around each of the Pace campuses. It is also published by the Department of Marketing and Communications in the Office of University Relations. Back issues are archived at http://thepulse.blogs.pace.edu/. Please submit events to be featured at firstname.lastname@example.org.
In response to unusual conditions such as inclement weather or unanticipated occurrences, the University may officially close its operations in whole or in part. The authority to cancel classes and/or close operations is vested and restricted to the Provost and Executive Vice President for Academic Affairs, and the Senior Vice President and Chief Operating Officer for the Westchester Campuses.
When an early morning decision is made to cancel or delay classes on a given campus due to emergency conditions, all offices will be subject to the same closure or delay. The time of such opening or closure will be specified in an announcement on Pace website’s homepage and via electronic mail.
Employees are encouraged to sign up for the Pace University Emergency Alert System to receive a phone call, text message and emails regarding emergency notifications,from the following link: http://www.pace.edu/general-services/safety-security/emergency-closing-weather-alert-notification.
In addition to the Emergency Alert System, the following radio and television stations will make periodic announcements between 6:00 a.m. and 9:00 a.m. on:
|WFAS – FM -103.9||WINS – AM - 1010|
|WVIP- FM – 93.5||WOR – AM – 710|
|WSTC – AM – 1400||WCBS – AM – 880|
|WGCH – AM - 1490||WBLI – FM – 106.1|
|WNLK – AM – 1350||WBAB – FM – 102.3|
|WEBE – FM - 108||WCBS – TV|
|WICC – AM – 600|
|WLAD – AM – 800|
|WHUD – FM – 100.7|
|NEWS12 Westchester – TV|
|Journal News Home Page|
The above radio and television stations are the only stations authorized to announce University closings and delayed openings. Closing information will also be posted on the Pace University home page at http://www.pace.edu.
When the University is open and a mid-day decision is made to cancel afternoon or evening classes, all offices will be notified on Pace website’s homepage, via electronic mail and through Pace’s emergency alert system.
When a closing on a given campus is effected, all employees shall be released from reporting to work on that campus and shall be compensated at their regular rate of pay for such a period.
Those individuals required to report to work during such emergency closings are designated as essential services personnel. Non-exempt essential services employees shall be compensated for the extra hours worked at a rate of time and one-half of their regular rates of pay.
As a general rule, essential services include, but are not necessarily limited to:
Staff employees who have taken paid time off or are not at work for any reason when the University is closed for an emergency are not entitled to additional paid time off. When the University is open, all staff employees are expected to report to work. If an employee does not report to work on such a day and does not charge the absence to vacation or personal time, the employee will not be compensated.
SAFETY AND SECURITY
The primary responsibility of the Security department is to ensure the safety and security of students, faculty, staff, and visitors to the University. The Pace Security department audits the University safety program and ensures that the University is in compliance with all applicable codes and standards from regulatory agencies. All employees must comply with all policies and procedures that have been developed to ensure safety at the University. All employees should report safety hazards to the Security department immediately. A procedure is in place with regards to safety hazards to take immediate precautionary steps and to notify Buildings and Grounds for corrective action. All accidents/incidents that occur on campus must be reported to your supervisor and the Security department immediately. An investigation will be conducted and a report will be prepared.
Services Provided By the Safety and Security Department:
The Security department provides the following services to the University community:
Consistent with legal requirements, members of the Pace community will be advised on a timely basis regarding crimes on campus. In the event that a crime is committed on campus, special security notices will be prepared and distributed throughout the University. These notices provide the facts related to the incident and alert members of the community in order to prevent future incidents from occurring. All incidents that occur on campus should be reported to the Security department immediately. For victims of sexual assault, Pace University offers emotional support and access to legal information. All University services and procedures provided to sexual assault victims are confidential. For a complete guide of what to do and who to call in the event of a sexual assault, refer to the Sexual Misconduct Policy.
Lost And Found:
Pace assumes no responsibility for personal property missing from or lost on University premises. You should exercise care for all personal property including apparel, wallets, briefcases, books, and equipment. Missing property should be reported to the Security department, which will make every effort to recover it. Anyone finding unidentified property should bring it to the campus security office immediately.
All vehicles brought on campus must be registered with the University. To obtain an annual parking decal, current vehicle registration and a valid Pace I.D. must be presented to Security. Special permits are available for individuals with unique needs or disabilities. Parking is permitted in designated areas only and prohibited in crosswalks, fire lanes, bus stops, unpaved areas, spaces reserved for the disabled and other areas designated as no parking areas. Pace University assumes no responsibility for theft or damage to any vehicle. Complete parking and traffic regulations are available in campus security offices.
Employees should be aware of the emergency evacuation plans for their buildings. Elevators should not be used if a fire alarm sounds. You should close your door, walk to the nearest exit, and proceed immediately to the street. For the full fire emergency policy, refer to the Emergency Response Plan.
All employees are issued University identification cards. These cards are issued at the time of hire and are validated annually. All students, faculty and staff members must have in their possession a Pace issued Identification Card while on Pace University property and be prepared to present the card upon request by any Security Officer or other University official.
In addition to security purposes, I.D. cards also serve as University library cards and as proof of identity for a 10% bookstore discounton all merchandise except textbooks. The I.D. cards also allow employees to attend University sponsored events at reduced rates and offer access to University facilities, such as the art gallery and Goldstein Fitness Center if a member. Contact Auxiliary Services or the ID office on your campus for more information.
SEPARATION FROM EMPLOYMENT
The separation date is normally defined as the last day of active work. Holidays, vacation, and personal days cannot be used as a separation date.
Employees separating from the University are responsible for returning library materials to the library, settling any outstanding loans with the University, and for returning keys, computer materials, Pace identification cards, purchase cards and other University property to their immediate supervisor before or on their last day of employment. Computing and e-mail accounts are cancelled on the last day of employment
Exceptions for identification cards and e-mail accounts apply only to qualified retirees and individuals on long term disability.
Upon receipt of an online Separation Form from an employee’s supervisor, Human Resources will ask the employee to complete the Exit Online Survey. The link to the Exit Online Survey will be sent directly to the employee in an email. If the employee would like to schedule a personal interview, please contact the Employee Relations department at 914-923-2645 directly. A letter explaining the employee’s rights to continue certain insurances and information about accrued and unused vacation and personal time will be mailed to the employee by the Employee Relations department.
Please refer to the time off/vacation days section of the employee handbook for further information about separation pay.
The employee’s final paycheck will be available within 30 days of their separation. Direct deposit is not available for the final paycheck. Accrued vacation and personal days, if any, will be paid out through a manual check that will be mailed to the employee.
Rehire occurs when an individual who has separated from the University applies and is selected for the same or a different position. The individual must have been an employee in good standing at the time of separation, must meet the requirements of the position for which they are applying, and must participate in the normal employment process in order to be considered for vacancies at the University. Employees who are rehired may be eligible for the crediting of prior University service.
CREDITING OF UNIVERSITY SERVICE
University service is the length of time that an individual has been continuously employed by the University on a full-time or part-time basis, including authorized leaves of absence. However, when a former employee is rehired or recalled crediting of prior service may occur.
If an individual separates from the University after at least one year of service, and is rehired within 6 months, there will be no break in continuous service and no loss in fringe benefits.
If an individual separates from the University after at least one year of service, and is rehired within 7 to 12 months, after having been employed by the University for at least one year, and works at least one year after the date of rehire, service dates will be bridged, and there will be no break in continuous service
An individual rehired after 12 months of separation will be treated as a newly hired employee. However, after the fifth year of re-employment, the previous service will be added to current continuous service for determination of future benefits.
For purposes of determining years of service, 2 years of part-time service is the equivalent of 1 year of full-time service. Excluded from this calculation is an employee’s eligibility to join certain benefit plans. Different rules may apply, according to an employee’s date of hire. For more information, please contact Human Resources.
CLASSIFICATION AND COMPENSATION
Pace University is committed to having compensation programs that will attract, reward, and retain the qualified staff it needs to be a premier educational institution. Furthermore, it is important to administer such programs in a fair and equitable manner for all employees. Pace reviews its compensation practices and ranges regularly to ensure that these goals are being met.
Your salary, as an employee at Pace, is determined by several factors, including salaries for similar positions in the educational field and local marketplace. At Pace, jobs with similar responsibilities, duties, or characteristics are grouped together and assigned a salary range that is externally competitive and that will allow the employee potential salary and career growth. As with other aspects of University salary programs, Human Resources reviews these ranges on an ongoing basis to determine that they remain externally competitive and internally equitable.
Salary Ranges (Salary Structure)
Salary ranges are used by many organizations to help distinguish among groups of jobs that share comparable criteria, duties and responsibilities, and that are weighed relatively the same within a specific industry (such as higher education). Ranges help to cluster similar jobs within the same classification internally and within similar competitive salary structures externally so that comparable positions fall within equivalent salary ranges, from the minimum that can be offered to the maximum salary a position should be compensated.
The minimum of the salary range normally represents the salary that a person with required training, skills and experience would command in filling a designated position. The midpoint has a salary level that is generally considered the market average of the competitive survey group to which an institution compares itself. Finally, the maximum of a range represents the top salary that a particular function should be paid, and is reserved for the most experienced and/or top performing individuals within a function.
Administering salaries equitably is a shared responsibility between supervisors and the Human Resources department.
Just as importantly, managers and supervisors have the responsibility to communicate to their employees’ decisions concerning their pay, performance, job responsibilities and career progression. This process begins when the staff member is hired, progresses through the training and orientation process, and continues throughout the employee’s service with the University.
Pace University complies with all federal, state, and local laws governing the classification and payment of employees, including minimum wage, overtime, breaks and working conditions. The Fair Labor Standards Act (FLSA), sometimes referred to as the Wage and Hour Law, is the primary federal statute covering employee pay issues, and there are also statutes at the state and local level as well.
As part of the Wage and Hour Law, certain categories of jobs are covered by the regulations (those considered non-exempt from its provisions) while others are exempt from the overtime and other requirements of the Act.
It is important to note that, at Pace, positions are evaluated individually based on job duties and responsibilities to determine whether they are exempt or non-exempt from the requirements of the FLSA, regardless of the grade level assigned.
The FLSA mandates that non-exempt employees receive time and one-half their regular rate for all hours worked in excess of 40 hours per week.
At Pace, full-time employees who are in non-exempt positions, and who are authorized to work overtime, will receive 1½ their regular rate for all hours worked in excess of 35 hours per week. However, the employee’s supervisor should approve all such overtime, generally in advance. Part-time employees who are non-exempt will receive 1½ their regular rate for all hours worked in excess of 40 hours in a particular workweek.
Additional information on pay and hours worked can be obtained in the Time Reporting Policy and Procedure.
SALARY REVIEWS AND INCREASES
Each year, a merit budget is considered for salary increases at the University. The total budget is based on the financial resources projected to be available and also what the University, based on information provided by Human Resources through market surveys, feels is necessary to keep employee salaries and the institution’s salary ranges competitive.
If a merit budget is approved, the Human Resources Department issues guidelines for such increases. Department managers may then proceed to make recommendations, based on performance reviews under the Performance Management Development Process (PMDP), on individual merit increases for their full and part-time employees. These distribution guidelines help insure comparability of merit increase amounts across the University for employees receiving similar performance ratings. All increases must be approved by the respective executive officer of the area.
Performance Reviews – As the University is on a performance-based merit system, the importance of accurate and objective performance appraisals cannot be overstated. Not only do such reviews determine the individual employee merit increases each academic year, but they also serve as an opportunity for an honest dialogue between supervisors and employees on their careers, overall performance and future development.
A formal performance appraisal is required for all full and part-time employees eligible for merit increase consideration annually. The Organization Learning and Development section of Human Resources provides training each year on how to conduct and participate in the performance review process (PMDP). While one formal appraisal is required each year, managers are encouraged to hold frequent performance discussions with their employees throughout the year. In this way, not only will the employee receive useful and immediate performance feedback, but the manager will be able to summarize the staff member’s overall performance more completely when the formal performance review is done.
Pace University employees are compensated on a semi-monthly basis on the last working day closest to the 15 and end of the month. Scheduled payroll dates are announced at the beginning of the academic year.
Employees who elect direct deposit will receive their funds on the scheduled pay date. In the event that the option of direct deposit is not elected, employee’s paychecks will be mailed to their PR (Home Address) on file, via the US Postal Service.
Paychecks are mailed at least 3 days prior to the actual pay date, to allow the paycheck to arrive on the designated pay date.
All required federal, state, and local taxes and authorized voluntary deductions will be withheld from the employee’s paycheck. Employees should review their paycheck to ensure its accuracy. In the event of an error, please notify your supervisor.
BENEFITS AND SERVICES
Personal Leave of Absence
Employees who have at least one year of service may request a personal leave without pay for a maximum of 6 months. Personal leave may be granted for reasons such as:
Education or training
For leave periods due to serious health conditions or the birth or adoption of a child, or for other reasons that are covered by the Family Medical Leave Act, employees are required to exhaust their leave time under the University Family and Medical Leave Policy before requesting a personal leave of absence.
Requests for a personal leave must be made in writing to the supervisor at least 30 days in advance of the proposed leave date and should include the reasons for the request. When reviewing the request, supervisors will consider the department’s operating needs as well as the employee’s job performance and length of service.
For leaves of less than one calendar month, the University normally guarantees the individual a return to the same position. For leaves that extend beyond one calendar month, the University cannot guarantee that the employee will return to the same position. If it is necessary to fill the position permanently while the employee is on personal leave, the University will make a reasonable effort to assist the employee in locating another position at the University.
Military Reserve Leave
Pace University supports the rights and obligations of its employees to serve in the Armed Forces of the United States. The Uniform Services Employment and Reemployment Rights Act (USERRA) of 1994, provides for job and benefits protection for an individual who has left his or her job to enter service in the uniformed services of the United States. It also prohibits discrimination in the hiring, promotion, reemployment, termination and benefits of an individual on the basis of their membership in the uniformed services.
Full time and part time faculty and staff are eligible for military leave up to a maximum of 5 years.
To qualify for the benefits and rights governed under USERRA, employees should notify their supervisors and the University Benefits department, in writing, at least 4 weeks in advance of the leave, unless notice is precluded by military necessity or it is impossible or unreasonable to give such notice. Notice should be accompanied by the employee’s military orders for such leave.
A full time staff employee may use vacation or personal days accrued and unused prior to the commencement of military service. Effective January 1, 2003, for any leave taken for military service, an employee with more than one year of continued service at the University will be compensated for the difference between his or her regular University base pay and military pay while on military leave according to the following schedule:
1 to 2 years of continued University service
2 weeks’ pay differential
2 to 4 years of continued University service
Up to 4 weeks of pay differential
4 to 7 years of continued University service
Up to 6 weeks of pay differential
7 to 10 years of continued University service
Up to 9 weeks of pay differential
10 or more years of continued University service
Up to 12 weeks of pay differential
In order to receive a pay differential, the employee must present a certified government accounting of compensation to their campus Human Resources Services department within 14 days of returning to work.
Health and Dental (applicable to full time faculty and staff)
Full employee benefits will continue for a military leave that does not exceed thirty days. Employees are not required to pay more than the employee share, if any, for such coverage.
If the military leave time exceeds 30 days, your health and dental benefits will continue on month for every two years of continuous University service. The employee is not required to pay more than the employee share, if any, for such coverage.
Employees may then elect to continue coverage under Pace’s group medical and dental plan, at their own expense, for up to 24 months during a military leave. Employees on leave for more than 30 days will not pay more than 102% of the full premium under the plan if they wish to continue coverage under the group medical and dental plan.
Pace University will not make any contributions to your retirement plan while you are on military leave. However, once your return from military duty and are re-employed, your period of military duty will be counted as covered service for eligibility, vesting and benefit accrual purposes. If employee contributions are required, the employee has a period equal to three times the period of military duty or 5 years, whichever ends first, to make up the contributions. Pace University will then make contributions that would have been made if you had been employed during the period of military duty.
Eligibility for on-campus tuition remission benefits for a spouse/domestic partner and dependent children will continue based upon the following schedule:
Less than 2 years of continued University service
End of the current semester
2 to 5 years of continued University service
One additional academic year
5 to 10 years of continued University service
Two additional academic years
10 or more years of continued University service
Three additional academic years
An employee is responsible for seeking reemployment upon returning from military leave by contacting the Office of Human Resources and the employee’s immediate supervisor.
If military leave is less than 31 days, reemployment must be sought within the “first scheduled work day” following the completion of service.
Pace University reserves the right to request that an employee who is absent for a period of military service in excess of 30 days provide documentation showing:
Upon satisfactory completion of the above conditions, Pace University will reinstate eligible employees according to the reemployment requirements governed by USERRA.
There are certain exceptions to the requirement to re-employ a returning service member which include:
For further information, contact the University Benefits department at (914) 923-2828
For additional information about the Uniform Services Employment and Reemployment Rights Act (USERRA) of 1994, please visit www.dol.gov.
Short Term Disability
The purpose of this plan is to provide a steady income in the event that an employee is unable to perform the duties of his or her job due to illness, injury, or pregnancy. The employee’s short- term disability begins on the eighth day following the onset of a disability and continues through the end of the 26 week
If employed more than three (3) months, but less than one (1) year, you will receive full base salary for the first two months and one-half salary for up to 4 additional months with benefits continuation. If employed one year or longer, you receive full base salary for up to 6 months and benefits continuation.
Long Term Disability
The University also provides an insurance benefit to assist employees who are disabled more than 26 weeks. First Reliance Standard Life Insurance of New York also administers our long-term disability benefit. As a result of a combined managed disability program with one carrier, the transition from short-term disability to long-term disability will be seamless to the employee.
If approved for long-term disability, employees are entitled to the following benefits covered by this insurance:
Pace University provides the following additional benefits to supplement this insurance:
All active full-time faculty and staff who have completed one year of continuous full-time service are eligible for this benefit. You will be automatically enrolled after completing 1 year of full time continuous service. The University pays the entire cost of your coverage.
Maternity Disability shall be considered as falling within the category of leave for short-term disability and is deducted from the total maximum allowance of 26 weeks of salary and benefits continuation. A woman shall receive paid leave subject to verification by a physician for a period distributed in accordance with need before and/or after childbirth or miscarriage. This period is usually six weeks for a normal delivery and eight weeks for a cesarean section.
If someone dies in your family or in your spouse’s/domestic partner’s family, you may be paid for up to four days’ absence. Relationships that are included are parents, grandparents, siblings, children, and spouse/domestic partner.
If you receive a jury notice, you should advise your supervisor immediately. If the scheduled date falls within a peak time in your department, then you and your supervisor may decide that it is necessary to postpone the jury service. Because this is an important civic obligation, all full-time employees will be paid full wages for each day of jury service. Upon completion of your service, a jury receipt should be obtained and submitted to your supervisor. You should maintain daily contact with your supervisor while you are serving and if you are excused before noon, then you will be expected to come to work.
It is the policy of Pace University to provide a vacation allowance to regular full-time staff employees based on the employee’s FLSA exempt/nonexempt status, and length of continuous years of University service since the most recent date of regular employment. Part-time and temporary employees are not eligible to earn vacation benefits.
Pace University is committed to providing all full-time staff employees with vacation time each academic year. Vacation is intended to encourage and allow employees to engage in restful and recreational activities to renew physical and mental capabilities. It is desirable that employees make use of all available vacation time.
Accruing Vacation Time
Pace’s vacation accrual year is July 1 – June 30.
Vacation accrual for all staff employees will begin as of July 1 each year and employees will be fully accrued in their vacation allowance as of the following June 30th.
Newly hired full-time employees will receive pro-rated vacation days based upon their initial full-time date of employment, as indicated in their offer of employment. (NOTE: New employees must wait 3 months from their full-time date of hire to be paid for any absence (i.e. Vacation, Personal, Flexible Summer Days), as per the Attendance and Punctuality policy. Changes in employment may affect vacation entitlement, including any reduced work schedule. Accrual may also be impacted by periods of unpaid leave, dependent on the duration.
Vacation days will be earned on the following schedule:
# Full Years of Service as of June 30th
Exempt I – All exempt, full-time staff positions except those defined in Exempt II below.
Exempt II – Full-time staff positions with the following position titles: Dean, Associate/Assistant Dean, Department Director, Librarian, Chief Engineer, Psychologist, Counselor (Academic , Admissions, Placement)
Vacation accrued by date:
12/12 (Fully Accrued
Scheduling of Vacation Days
Supervisors have the responsibility of coordinating and approving vacation schedules of their employees. The amount and timing of vacation to be taken in any one period of time should be discussed well in advance with your supervisor in order to allow maximum opportunity to accommodate your request and to adequately staff the workplace. Vacation time requests may be made for ½ day (3 ½ hours) or full day increments only. Your request must be in writing and approved by your supervisor prior to making definitive plans.
While vacation days may be taken in advance of when they are actually accrued, employees should plan their vacation days carefully throughout the year, and particularly at the start of the accrual cycle. In the event of termination of employment, the employee is liable to reimburse the University for any vacation time taken that has not been accrued.
If a recognized Pace University holiday falls on a regular workday during an employee’s vacation, the day is paid as a holiday and not counted as a vacation day. Other Pace University closings deemed necessary (i.e. - emergency and snow closings) that fall on a regular work day during an employee’s vacation will be considered vacation days.
Illness during vacation is not typically counted as sick leave. However, if a serious accident or extensive illness occurs that would place the employee on short-term disability leave, the supervisor should discuss the matter with a Human Resources Benefits Representative to consider whether all or part of the vacation could be rescheduled.
Vacation days must be used in the year accrued, on a July 1 through June 30th schedule. Vacation carryovers are not permitted beyond this date. Vacation not used as of June 30th each year is forfeited (use it or lose it).
Vacation Pay for Separating Employees
A separating employee will be paid in full for accrued and unused vacation days. Vacation pay is based upon an employee’s straight time earnings. Any time taken that has not been accrued will be deducted from the employee’s final paycheck. Those separating from the University within three months of their initial employment date will not be paid for vacation days taken during that time period.
Employees: It is the employee’s responsibility to make vacation requests in writing in advance of finalizing plans.
Departments: Every supervisor is responsible for scheduling and documenting vacation time used by exempt and non-exempt employees in the KRONOS Time and Attendance System.
Human Resources Contact
For questions regarding this policy, please contact the Compensation & Benefits Department.
Personal days are provided to full-time employees to conduct personal activities that can be accomplished only on the workday involved. Up to a maximum of three (3) days per calendar year are granted.
Your supervisor must approve these days. As much advance notice as possible should be given for scheduling purposes. Personal day requests are made for ½ day (3 ½ hours) or full day increments. Full-time employees are paid for personal days taken.
Personal days cannot be carried over from prior calendar years. A separating employee is paid in full for earned and unused personal days.
Personal Day Entitlement/Accrual Schedule
|Date of Employment||Entitlement|
|January 1st – March 31st||3 days|
|April 1st – June 30th||2 days|
|July 1st – September 30th||1 day|
|October 1st – December 31st||0 days|
|January 1st – March 31st||0 days|
|April 1st – June 30th||1day|
|July 1st – September 30th||2 days|
|October 1st – December 31st||3 days|
Up to 15 paid holidays, including the break from Christmas Eve through New Year’s Day, per calendar year. Click here to view the University Holiday Calendar for the current year.
OTHER EMPLOYMENT PRACTICES
EMPLOYEE RECOGNITION PROGRAMS
The performance awards present an opportunity to link outstanding performance to the achievement of the University’s Vision, Mission and Strategic Goals; the service awards are recognizing employees for their length of service to Pace. The staff performance awards are given to those individuals who have excelled in all aspects of their responsibilities at the University. The awards are in six major categories:
President’s Extra Mile Award
This award will honor the staff or faculty member(s) who perform their day-to-day responsibilities by providing extraordinary service in helping others, on behalf of Pace University. The award recipient(s) may be a faculty or staff member who regularly demonstrates his/her commitment to the University and Pace pride is demonstrated in all they do. There will be one award recipient per location, New York City and Westchester.
Diversity Leadership Award
This is awarded to the academic or administrative unit that has demonstrated outstanding best practices and commitment to diversity that has resulted in enrichment of the learning or work environment during the academic year. Unlike the other award categories, academic or administrative unit heads or employees may self-nominate. Specific and quantifiable measures and assessment results should accompany the nomination.
President’s Award for Excellence:
Awarded to individuals or teams whose accomplishments have a significant and lasting impact on the University’s pursuit of excellence in achieving its mission and Strategic Plan. There will be one award recipient per location, New York City and Westchester.
Outstanding Contribution Awards:
Awarded to individuals or teams whose commitment to the Pace’s vision, mission and strategic goals has enhanced the University’s learning and working environment. The Achievement categories for this award are designed around the values that guide Pace’s specific goals and activities: Excellence and Continuous Innovation, Independent Thinking, Diversity, Professionalism and the highest standards in every aspect of University’s life and actions.
Full-time faculty and staff are recognized for their 5-year milestone anniversaries with a choice of gifts available through a database, for all honorees at each service level. These gifts are awarded at the Employee Recognition campus events held each year.
The celebration of 20, 30, 40, 45 and 50 year anniversaries for full-time and part-time faculty and staff is also held at the Anniversary Luncheon campus event each year.
The goal of the YES Award is to provide special recognition to Pace Staff Employees for simple achievements in their everyday roles. This is intended to be a customer generated recognition with minimal investment, which will improve both internal and external customer service. A random drawing will take place each month for four free movie tickets, both on the Westchester and New York City campuses. All nominees are recognized at the Employee Relations ceremonies held each year. In addition, the nomination committee will select three annual grand prize winners on the following campuses: Pleasantville/Briarcliff, White Plains and New York City.
Pace University supports your continued education and growth through our tuition remission program and a broad range of in-house training and development opportunities.
Organizational Learning and Development
The Organizational Learning and Development department is responsible for supporting the vision and 2010-2015 Strategic Plan of the University through training, development, and education of its staff. The department provides opportunities for staff to gain behavior, knowledge, and skill to achieve the University’s vision and strategy. Through the design and implementation of organizational learning and development processes and activities, the department focuses on building overall organizational capability and the return of the University’s investment in its people. The management and professional skills training curriculum includes programs designed to build management skills, interpersonal and communication skills, and Banner-related technology skills. All Pace University full- and part-time faculty and staff are encouraged to take courses from the management or professional skills curriculum. The Organizational Learning and Development training calendar and registration can be accessed through the Human Resources web site.
Job Posting Procedure
In the spirit of continuing to provide Opportunitas, the university is committed to providing support for continuing education, training, and career advancement. Our Internal job posting program provides information about available positions throughout the University that offer opportunities for career development or career change.
Available Staff positions with brief descriptions of the basic function and minimum qualifications for each job are posted online on the Human Resources web page. All internal Pace employees can view new postings on the MyPace Portal for 5 days before the position is posted to the external community. After six months in your current position you may be eligible to apply for a new position listed on the internal job posting if you meet the minimum qualifications. An updated Application for Employment and resume should be submitted to the posting via the university’s online job posting system.
In the commitment to encourage open dialogue any employee that applies for an available position should discuss this with his or her supervisor. If the employee decides not to notify the supervisor and wishes to keep the application confidential, then Human Resources will honor this request until the point at which the employee becomes a final candidate. When an employee is notified that he or she is a final candidate, the employee is expected to inform their supervisor and member of Staffing and Recruitment will contact the supervisor to obtain a reference. The feedback obtained from this reference is shared with the hiring manager in order to make a fully informed decision about the internal candidate. If an offer of employment is extended the employee is expected to give a minimum of two weeks’ notice to their current supervisor. Requests for exceptions should be discussed with Staffing and Recruitment.