CUNY Civil Service Employee Handbook

 

 

 

Introduction
General Policies


Employment Classifications


Employment Policies


Work Hours, Attendance,andTimekeeping

Time & Leave

Types of Leaves

Fringe Benefits

Payroll/Paycheck Deductions


Career Training and Development


Security

List of Unions

 

 

 

 

INTRODUCTION (TOP)

 

 

 

This Employee Handbook is for informational purposes for members of Bronx Community College staff holding Classified or 220 Civil Service titles.  The handbook is intended to give employees an overview of the personnel polices, procedures and guidelines by which we work.  They are based upon collective bargaining agreements, CUNY Board of Trustees Bylaws, and the CUNY Personnel Rules and Regulations.  It describes conditions of employment, services of the Department of Human Resources, benefits and training opportunities.   Most of the information in this handbook is summarized for general guidance and may not cover every item which may be of interest to you.  It is designed to answer many of your questions about the practices and policies of Bronx Community College, what you can expect from Bronx Community College, and what Bronx Community College expects from you.   Your immediate supervisor will be happy to help you in those areas in which you may have questions.  If you still have questions, please call the Department of Human Resources at (718)289-5119.

Your first responsibility as a Bronx Community College employee is to know your own duties and how to execute them effectively, efficiently and pleasantly.  Secondly, you are expected to cooperate with management and your fellow employees and maintain a good team attitude.  How you interact with students, your fellow employees and those whom the College serves, and how you accept direction can affect the success of your department.  In turn, the performance of one department can impact the entire service offered by Bronx Community College.  Consequently, whatever your position, you have an important assignment: perform every task to the very best of your ability. The result will be better performance for the College overall, and personal satisfaction for you.

You are encouraged to take advantage of opportunities for personal development that are offered to you. This Handbook offers insight on how you can positively perform duties to the best of your ability to meet and exceed Bronx Community College's expectations.

We strongly believe you should have the right to make your own choices in matters that concern and control your life.  We believe in direct access to administration, and we are dedicated to making Bronx Community College a place of employment where you can communicate with your supervisor, or any member of administration, to discuss any problem or question.  We expect you to voice your opinions and contribute your suggestions to improve the quality of work life at Bronx Community College.

Employment with Bronx Community College is entered into voluntarily and an employee is free to resign at any time.

We hope you will read this handbook carefully and retain it at your work station for future reference.  Periodically, you will receive updated materials for the handbook.  Please place them in your handbook to keep it current.

 

 

 

 EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION POLICY (TOP)

 

 

 

Bronx Community College of New York is an Equal Opportunity and Affirmative Action Institution.  The College does not discriminate on the basis of age, sex, sexual orientation, alienage or citizenship, religion, race, color, national or ethnic origin, disability, marital status, or status as a disabled or Vietnam era veteran, in its student admissions, employment, access to programs, and administration of educational policies.

In order to ensure equal opportunity for all qualified persons in deed as well as intent, the College will continue to engage in a positive and on-going compliance with the requirements of Federal Executive Order 11246, as amended by 11375 and 12086, and The Equal Pay Act of 1963, Titles VII and IX of the Civil Rights Act of 1964, The Age Discrimination in Employment Act of 1967, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA) of 1990 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974 as well as with the policies of the Board of Trustees with respect to affirmative action for equal employment in The City University of New York.  The Affirmative Action program is designed to increase the employment opportunities at the College for all the designated groups, and to assure the more effective realization and utilization of their talents and skills.

Pursuant to the Chancellor's mandate of 1976, Italian-Americans are also designated as an affirmative action category in CUNY.

As an employer acting in conformity with federal legislation and as an educational institution, Bronx Community College believes in a policy on nondiscrimination and recognizes its obligation to maintain an environment free of sexual harassment for its students, faculty, and staff.

The College Affirmative Action Officer is Sahana Gupter, Located in Language Hall on the 2nd floor. The phone number is (718) 289-5157.

 

 

 

RIGHT TO KNOW (TOP)

 

 

 

According to law, your employer must inform you of the health effects and hazards of toxic substances at your worksite.  Bronx Community College has an Occupational Safety and Health Officer to oversee environmental and safety issues and compliance with related regulations.  The Office of Safety and Health addresses issues regarding asbestos concerns, indoor air quality, chemical, biological and radiation safety, laboratory safety, biological and chemical waste handling, etc.  The office conducts OSHA mandated training including Right to Know, laboratory safety, handling of infectious body fluids, and other programs for employees involved in hazardous operations.  The OSHA Officer is Prof. Martin Pulver located in  Meister Hall room 714 and may be contacted at (718) 289-5555.

 

 

 

  SEXUAL HARASSMENT (TOP)

 

 

 

Sexual harassment is against the law and is not tolerated at Bronx Community College.  The college has responsibility for investigating complaints of sexual harassment brought by students or employees on campus or at field placement assignments outside of the college's premises.  Student or employee complaints should be directed to the Sexual Harassment Officer, VP Brenda Scranton located in Loew Hall, Room 201, telephone number (718) 289-5869.  The City University of New York issued an updated policy in 1995 that prohibits sexual harassment of faculty, staff, and students as stated below:

"It is the policy of The City University of New York to promote a cooperative work and academic environment in which there exists mutual respect for all University students, faculty, and staff.  Harassment of employees or students based upon sex is inconsistent with this objective and contrary to the University policy of equal employment and academic opportunity without regard to age, sex, sexual orientation, alienage or citizenship, religion, race, color, national or ethnic origin, handicap, and veteran or marital status.  Sexual harassment is illegal under Federal, State, and City laws, and will not be tolerated within the University.

"The University, through its colleges, will disseminate this policy and take other steps to educate the University community 1bout sexual harassment.  The University will establish procedures to ensure that investigations of allegations of sexual harassment are conducted in a manner that is prompt, fair, thorough, and as confidential as possible under the circumstances, and that appropriate corrective and/or disciplinary action is taken as warranted by the circumstances when sexual harassment is determined to have occurred.  Members of the University community who believe themselves to be aggrieved under this policy are strongly encouraged to report allegations of sexual harassment as promptly as possible.  Delay in making a complaint of sexual harassment may make it more difficult for the college to investigate the allegations.

A.   Prohibited Conduct

It is a violation of University policy for any member of the University community to engage in sexual harassment or to retaliate against any member of the University community for raising an allegation of sexual harassment, for filing a complaint alleging sexual harassment, or for participating in any proceeding to determine if sexual harassment has occurred.

B.   Definition of Sexual Harassment

For purposes of this policy, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other oral or written communications or physical conduct of a sexual nature when:

1. submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic standing; 

2. submission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting such individual; or

3. such conduct has the purpose or effect of unreasonably interfering with an individual's  work or academic performance, or creating an intimidating, hostile, or abusive work or academic environment.

Sexual harassment can occur between individuals of different sexes or of the same sex.  Although sexual harassment most often exploits a relationship between individuals of unequal power (such as between faculty/staff member and student, supervisor and employee, or tenured and untenured faculty members), it may also occur between fellow students or co-workers), or in some circumstances even where it appears that the harasser has less power than the individual harassed (for example, a student sexually harassing a faculty member).  A lack of intent to harass may be relevant to, but will not be determinative of, whether sexual harassment has occurred.

C.   Examples of Sexual Harassment

Sexual harassment may take different forms.  Using a person's response to a request for sexual favors as a basis for an academic or employment decision is one form of sexual harassment.  Examples of this type of sexual harassment (known as quid pro quo harassment) include, but are not limited to, the following:

-  requesting or demanding sexual favors in exchange for employment or academic opportunities (such as hiring, promotions, grades, or recommendations);

-  submitting unfair or inaccurate job or academic evaluations or grades, or denying training, promotion,   or access to any other employment or academic opportunity, because sexual advances have been    rejected.

  Other types of unwelcome conduct of a sexual nature can also constitute sexual harassment, if sufficiently severe or pervasive that the target does find, and a reasonable person would find, that an intimidating, hostile or abusive work or academic environment has been created.  Examples of this kind of sexual harassment (known as hostile environment harassment) include, but are not limited to, the following:

-  sexual comments, teasing, or jokes;
-  sexual slurs, demeaning epithets, derogatory statements, or other verbal abuse;
-  graphic or sexually suggestive comments about an individual's attire or body;
-  inquiries or discussions about sexual activities; 
-  pressure to accept social invitations, to meet privately, to date, or to have sexual relations;
-  sexually suggestive letters or other written materials;
- sexual touching, brushing up against another in a sexual manner, graphic or sexually suggestive gestures, cornering, pinching, grabbing, kissing, or fondling;
-  coerced sexual intercourse or sexual assault.

D.   Consensual Relationships
Amorous dating or sexual relationships that might be appropriate in other circumstances have inherent dangers when they occur between a faculty member, supervisor, or other member of the University community and any person for whom he or she has a professional responsibility.  These dangers can include; that a student or employee may feel coerced into an unwanted relationship because he or she fears that refusal to enter into the relationship will adversely affect his or her education or employment; that conflicts of interest may arise when a faculty member, supervisor, or other member of the University community is required to evaluate the work or make personnel or academic decisions with respect to an individual with whom he or she is having a romantic relationship; that students or employees may perceive that a fellow student or co-worker who is involved in a romantic relationship will receive an unfair advantage; and that if the relationship ends in a way that is not amicable, either or both of the parties may wish to take action to injure the other party. 

Faculty members, supervisors, and other members of the University community who have professional responsibility for other individuals, accordingly, should be aware that any romantic or sexual involvement with a student or employee for whom they have such a responsibility may raise questions as to the mutuality of the relationship and may lead to charges of sexual harassment.  For the reasons stated above, such relationships are strongly discouraged.

For purposes of this section, an individual has "professional responsibility' for another individual at the University if he or she performs functions including, but not limited to, teaching, counseling, grading, advising, evaluating, hiring, supervising, or making decisions or recommendations that confer benefits such as promotions, financial aid or awards or other remuneration, or that may impact upon other academic or employment opportunities. 

E.   Academic Freedom
This policy shall not be interpreted so as to constitute interference with academic freedom.

F.   False and Malicious Accusations
Members of the University community who make false and malicious complaints of sexual harassment, as opposed to complaints which, even if erroneous, are made in good faith, will be subject to disciplinary actions.

G.   Procedures
The University shall develop procedures to implement this policy.  The President of each constituent college of the University, the Deputy Chancellor at the Central Office, and the Dean of the Law School shall have ultimate responsibility for overseeing compliance with this policy at his or her respective unit of the University.  In addition, each dean, director, department chairperson, executive officer, administrator, or other person with supervisory responsibility shall be required to report any complaint of sexual harassment to an individual or individuals to be designated in the procedures.  All members of the University community are required to cooperate in any investigation of a sexual harassment complaint.

H.   Enforcement
There is a range of corrective actions and penalties available to the University for violations of this policy.  Students, faculty, or staff who are found, following applicable disciplinary proceedings, to have violated this Policy are subject to various penalties, including termination of employment and permanent dismissal.

Any student or employee of the College may contact members of the Sexual Harassment Panel or the Affirmative Action Officer to discuss complaints of harassment or for information about procedures for informal and formal resolutions of the problem.  Information about the Panel is available from members of the Panel and in the following places:

Affirmative Action Office,

President’s Office, Language Hall , Room 27, (718) 289-5151

Department of Human Resources, South Hall, Room 106 (718) 289-5119

 

 

 

 

 

NO SMOKING POLICY (TOP)

 

 

 

General Statement:

The Surgeon General of the United States has determined that smoking is the largest preventable cause of illness and premature death in the United States.  Smoking is associated with the unnecessary death of more than 350,000 Americans a year.  Moreover, research findings now indicate that exposure to Environmental Tobacco Smoke (ETS), also known as second-hand smoke and officially classified as an EPA Group A carcinogen, is linked to a variety of negative health consequences and is responsible for approximately 3,000 lung cancer deaths annually among non-smokers in the United States.

It is the intent of this policy to promote a more healthful environment for all members of Bronx Community College community at all locations, and concomitantly, to protect the health of non-smokers.  The implementation of this policy signifies our full compliance with the New York State and New York City Clean Indoor Air Acts and the Smoking Policy of The City University of New York.

Definition:

Smoking includes the inhaling, exhaling and carrying of any lighted cigarettes, cigars, or pipes.

Policy:

As of November 18, 1993, smoking is prohibited inside all facilities or vehicles owned, leased, or operated by The City University of New York.

Responsibility & Enforcement:

While responsibility for the implementation and effectiveness of the policy lies with all Bronx Community College faculty, staff, students and guests, ultimate administrative responsibility to achieve college-wide compliance rests with deans, directors, and senior staff member in charge of the various divisions, units, offices and facilities.  To effect adherence, members of Bronx Community College community must be willing to directly and politely inform those unaware of the policy, and remind those who disregard it.  If this approach and effort is unsuccessful, the individual in violation of this policy will be brought to the attention of the dean, director, senior staff member or other person in charge for further discussion and progressive counseling.  Those who still do not comply will face corrective action consistent with the nature and seriousness of the continuing violation.

Disputes arising under this policy involving employees covered by collective bargaining agreements shall be resolved under the complaints and grievance procedures of their respective collective bargaining agreements.  Complaints and disputes involving excluded employees shall be resolved under The City University of New York Smoking Dispute and Complaint Resolution Procedure.

 

 

 

EMPLOYMENT  CLASSIFICATIONS (TOP)

 

 

 

CUNY Civil Service Employees are classified in one of the following CUNY title categories: White Collar, Blue Collar, or 220/Skilled Trades (see pages 40-42 for a listing of titles).  All CUNY Classified Civil Service titles are represented by unions and subject to agency shop fee deductions.  CUNY's Civil Service System is a separate system from the New York City Civil Service system, therefore seniority and accrued personal time is not transferable.  Pension contributions to the NYC Employee's Retirement System are transferable.  CUNY is not a Mayoral Agency. 

No appointment will be made until the Department of Human Resources has completed all pre-appointment paperwork and approval to hire is granted.  This includes completion of all paperwork, receipt of work authorization documents and the payment of all hiring fees.  At the time you are hired, you are classified as either a fulltime employee with an annual salary or parttime as an hourly employee.  Unless otherwise specified, the benefits described in this Manual apply only to fulltime employees.  If you are unsure as to which job classification your position fits into, please ask your supervisor or check with the Department of Human Resources.

FullTime Employees (TOP)

Thirty-five (35) hours a week is considered the minimum full-time work week.  The appointment of a full time employee requires prior approval and a starting date from the Department of Human Resources before the Payroll Office accepts any materials to put the "appointee" on payroll.  Such approval will be granted only when we have received all necessary paperwork and required fees.  See pg. 31 for information on placing an appointee on payroll.

PartTime Employees (TOP)

An employee who works less than thirty-five (35) hours a week is considered a parttime employee. In some situations, employees may work thirty-five (35) hours a week but are considered "hourly" employees i.e., employees working in the title of College Assistant/Tutor.  An "hourly" appointment may not exceed 1040 hours during the appointment year.  If the College Assistant/Tutor has multiple appointments, the combined hours worked cannot exceed 1040 hours during the appointment year, which is July 1st through June 30th.

An initial appointment of a College Assistant/Tutor requires prior approval from the Human Resources Department before the Payroll Office accepts any materials to put the "appointee" on payroll.  Such approval will be granted only when we have received all necessary paperwork and required fees. 

Temporary Employees (TOP)

From time to time, Bronx Community College may hire employees for specific periods of time or for the completion of a specific project. An employee hired under these conditions will be considered a temporary employee. The job assignment, work schedule, and duration of the position will be determined on an individual basis and may be full or part-time.  Normally, a temporary position will not exceed three (3) months in duration, unless specifically extended by a written agreement.  If you are a temporary employee, please understand that you are not eligible for benefits described in this Manual, except as granted on occasion, or to the extent required by provision of state and federal laws.

CUNY Civil Service Appointment (TOP)

A CUNY Civil Service appointment occurs when an employee passes a qualifying CUNY civil service examination is selected from a civil service list and satisfactorily completes a probationary period.  The employee must serve a one year probationary period and is evaluated quarterly by his/her supervisor(s) during that time.  During this period of initial employment, each employee is to receive supervision, instruction, review of work, and any other guidance that is supportive of the employee's opportunity for success on the job.  If, during this period, your work habits, attitude, attendance or performance are not satisfactory, you will fail your probation and your appointment may be terminated.  Following successful completion of the probationary period, formal written evaluations are to be completed at least once a year to evaluate performance, attendance and work habits.

Permanent Status (TOP)

Following satisfactory completion of the probationary period, the employee is granted permanent status.  When an employee obtains permanent status he/she will be eligible for the following considerations:

*Seniority
*Promotion
*Transfers (within CUNY)
*Leaves of Absence

Provisional Status (TOP)

A provisional appointment is made if there is no civil service list available for a specific title.  Employees may serve as a provisional until an examination in their title is scheduled and a list is established. Provisional employees are subject to replacement by a qualified candidate from any CUNY Civil Service list, i.e., open competitive, promotional, transfer or preferred.  Provisional employees earn disciplinary rights after two (2) years of continuous service.

Transfers (TOP)

Transfers fall within two categories: within The College or from one CUNY college to another.  If you wish to transfer from one department to another you may contact the Department of Human Resources to find out if there are any openings.  Gittlesons should fill out the "Intra-College Transfer Request" form available in the Department of Human Resources.  Requests for transfer are subject to availability and needs of The College and are granted at the discretion of the Director of Human Resources.

If you wish to transfer to another CUNY college, there are certain procedures that must be met.  First, you must have permanent status with two or more years of continuous service in your title.  Secondly, you must notify the Department of Human Resources that you wish to be placed on a transfer roster to another school.  At that time, you will be given a "Request for Placement on Transfer Roster" form to complete which you must then submit to the CUNY Personnel Office, your union, and the Department of Human Resources.   Your name will then be placed on the CUNY-wide transfer list for your title.

 

 

 

EMPLOYMENT  POLICIES (TOP)

 

 

Your Human Resources File (TOP)

Keeping your human resources file uptodate can be important to you with regard to pay, deductions, benefits, and other matters. If you have a change in any of the following items, please be sure to notify your supervisor and Department of Human Resources as soon as possible to complete a "Change of Information" form:

*Legal name                                *Home address
*Home telephone number          *Person to call in case of       emergency
*Number of dependents              *Marital status
*Change of beneficiary               *Military or draft status
*Degree                                        *License (Driver's/Technical)

Coverage or benefits that you and your family may receive under Bronx Community College's benefits package could be seriously affected if the information in your personnel file is not updated.

Since we refer to your human resources file when we need to make decisions in connection with promotions, transfers, layoffs and recalls, it is to your benefit to make sure that your Human Resources file includes information about completion of educational or training courses, outside civic activities, skills, and areas of interest that may not be part of your current position here.

Information which is kept in your own Human Resources file may be reviewed upon request, and you may request and receive copies of all documents you have signed. You must, however, contact the Department of Human Resources to schedule an appointment to do so.  You may review your file annually.

Annual Performance Evaluations (TOP)

Annual reports of each employee's performance during the preceding year are to be completed by his/her supervisor and discussed with the department head prior to presentation to the employee.  The rating supervisor will provide the employee with a copy of the evaluation report at the time of discussion with the employee.  The evaluation should be signed by both the supervisor and employee.  A completed, signed, and dated copy will then be submitted to the Department of Human Resources for placement in the employee's Human Resources file.  Please keep in mind that your signature indicates that you have reviewed and received a copy of your evaluations. It does not mean that you agree with the statements made.  If you have a rebuttal, you may submit it in writing to the Department of Human Resources, with a copy to your supervisor, and have it attached to the evaluation submitted by your rating supervisor. 

Bulletin Boards (TOP)

Official bulletins boards are our way of keeping Bronx Community College Community informed about new policies, health benefits, job openings, and special events and discounts.  Information of general interest is posted regularly on the bulletin boards.  Please form the habit of reading the bulletins boards on a regular basis.  They are located throughout the college.  Information regarding job openings and health benefits is located in the Department of Human Resources, SouthHall, Room 106 or distributed through the college mail. 

Confidential Information (TOP)

Employee data is confidential.  If you are questioned by someone and you are concerned about the appropriateness of giving them certain information, remember that you are not required to answer, and that we do not wish you to do so. Instead, as politely as possible, refer the request to your supervisor or Department of Human Resources.

No one is permitted to remove or make copies of any of Bronx Community College's records, reports or documents without prior management approval.

Because of its seriousness, disclosure of confidential information could lead to dismissal.

Employment Verifications (TOP)

All offers of employment are contingent upon verification of your experience and education.  Any falsified statement on your application for employment or any paperwork submitted, is considered sufficient cause for dismissal. 

Fingerprints & Fees (TOP)

All Civil Service employees are required to pay processing and fingerprinting fees.  The fingerprinting fee is made payable to "New York State Division of Criminal Justice Services".  Processing fees vary, depending on your title and salary.  All fees are to paid by a postal money order only.  

If you apply for more than one civil service position you will be required to pay a processing fee for each position.  If you have fingerprints on file, you will not have to have pay an additional fee for fingerprints provided there is no break in service of more than thirty (30) days.

Health Examinations (TOP)

Depending on the position you apply for, your employment at Bronx Community College may be contingent upon passing a physical/health examination at The City University's expense.  The titles that require physical exams for appointment to title are:

Assistant College Security Director
Campus Peace Officer
Campus Security Officer
City Custodial Assistant
City Laborer
College Security Director
College Security Specialist
Deputy University Security Director
Motor Vehicle Operator
University Security Director

Identification Cards (TOP)

When you become a Bronx Community College employee, you should report to the Department of Human Resources, South Hall, Room 106 to obtain a verification form for your photo identification card.  The identification cards are made in the ID room in Colston Hall.  This card should be kept on your person at all times.  It is used for purposes of identification and for picking up and cashing your check.  Call the ID Office at (718) 289-5009 for their hours of operation.  In addition to the verification form from Human Resources, you should have two (2) pieces of identification, one of which should include your photograph and social security number.  

If you lose your ID card you will be required to pay the Bursar $5.00 for a replacement card.

Job Descriptions (TOP)

We maintain a copy of the job description for every CUNY civil service position at Bronx Community College.  If you wish to see your job description, please contact the Department of Human Resources.

Outside Employment (TOP)

If you are employed by Bronx Community College in a fulltime position, Bronx Community College will expect that your position here is your primary employment. Any outside activity must not interfere with your ability to properly perform your job duties at Bronx Community College.  There are also conditions and limits to be adhered to if you are appointed to multiple positions at Bronx Community College.  You must check with the Department of Human Resources to determine the condition and limits involved.

Proof Of U.S. Citizenship And/Or Right To Work (TOP)

Federal regulations require that before becoming employed:

1.All applicants must complete and sign Federal Form I9, Employment Eligibility Verification Form.

2.All applicants who are hired must present documentation of identity and eligibility to work in the United States.