1. Human Resources Home
2. Department of Human Resources
3. Employee Benefits
4. Environmental Health and Safety
5. Emergency Guidelines
6. Jobs

Department of Human Resources

Hot Topics for November 2009

>  November Training

> Winter 2009/2010 Schedule

> AFT Memorandum of Agreement  

> CWA and IFPTE Memoranda of Agreement  

> Required Furlough Days for Managers

> Revised PES rating cycle for classified staff

> Distribution or Posting of Campaign Materials

> Compensatory Time Recording for "NL" (No Limit) Employees 

> Health Benefits Dependent Eligibility Verification Audit 

November Training and Learning Opportunities

 Human Resources is sponsoring the following programs for faculty and staff this month:

 FINANCIAL RESOURCES/PERSONAL BUDGETING

 A presentation from ING regarding Personal Budgeting:  This seminar will offer budgeting tips that can help you make ends meet and better prepare you for the future.  The presentation will be given by Jeanne Weaver, CFP, ING Representative.

 ESTATE PLANNING WORKSHOP

 A presentation from Bette Chamberlin, Pollack Financial Group Representative regarding estate planning:  This workshop entitled “The Family Love Letter:  Key to the Execution of Your Estate Plan” will help you to create a more open atmosphere about family plans, needs and goals. One-on-One counseling will be offered from 9am-11am in the HR conference room.  To schedule a counseling session please email: eharm@ramapo.edu or call ext. 7498

 FERPA TRAINING FOR EMPLOYEES

 The Office of the Registrar will be offering FERPA familiarization:  What is FERPA?  FERPA stands for Family Educational Rights and Privacy Act (also know as the Buckley Amendment).  Any employee accessing student records should attend one of these training sessions presented by our Registrar, Cynthia Brennan. 

 SAFETY TRAINING FOR EMPLOYEES

 The Office of Public Safety will be offering training on how faculty and staff can help prevent and react to a violent situation on campus.  If you did not attend this training in October, please plan to attend this session.  The program consists of two presentations: “Flash Point – Recognizing & Preventing Violence in the Workplace,” which examines how to identify signs of potential problems; and “Shots Fired – When Lightening Strikes,” which offers guidelines for surviving a violent incident. Facilitated by Vincent Markowski, Director of Public Safety.  .

 ELDER LAW WORKSHOP

 A presentation from Daniel Jurkovic, Elder Law Attorney:  This workshop will offer plans for the preservation of property in the event of disability or long-term care using tradition estate planning devices such as Wills, Trusts, and Durable Powers of Attorney, Guardianships or Conservatorships, Advanced Directives for Health Care and Living Wills, and Probating Estates 

 If you wish to register for any of these programs please contact Elaine Harm - email:  eharm@ramapo.edu or call ext. 7498.   

 Back to top

Winter 2009/2010 Schedule

Most College offices will be closed Friday, December 25, 2009 through Sunday, January 3, 2010.

The Friday after Thanksgiving will be a designated furlough day.

The week of January 4, 2010 will be a Flex/Energy Savings week.

Please see all the details at College Office Hours/Work Schedule Calendars

Back to top

 AFT MEMORANDUM OF AGREEMENT 

A.  3.5% Across the board salary increase deferred until first full Pay Period after 1/1/2011

B.  7 unpaid furlough days taken prior to 7/1/2010 
- Day after Thanksgiving = unpaid leave except for those required to work, who would utilize an alternate unpaid furlough day 
- Plus 6 self-directed unpaid leave days – faculty propose to Dean, professional staff propose to supervisor, proposed by October 1, 2009 and answered by October 30, 2009; otherwise assigned    by Dean or supervisor
- Furlough days before and after holiday = paid
- Issues of extended leaves of absence resolved with OER
- No diminution of pension benefits for those in PERS or TPAF (no negative impact on ABP if earn at least 50% of base salary in one pay period – 8% State match based on 2010 salary without deduction of furlough days)
- If furlough in violation of agreement, no loss of compensation (person paid even if did not come in)

C.  No layoffs pledge until January 1, 2011.  No campus closures

D.  Paid Leave Bank - 3 days paid leave
- One Paid Leave Bank day earned for every two unpaid furlough days selected other than day after Thanksgiving or its substitute
- By end of FY2010, all employees who utilize total of 7 unpaid furlough days will have accrued 3 PLB days
- PLB days maintained separate and apart from other paid leaves
- No limitations on carryover
- Beginning 7/1/10, for duration of employment, may use PLB days subject to operational needs 
- For those not entitled to vacation credit (faculty), PLB used in same manner as sick – can be used for personal illness or injury or as paid family leave
- At separation from College, PLB paid out

F.  State College and University Committee
- Report to Governor, Commission on HE, and unions re: comparative tuition and fees; faculty/student ratio; administrator/faculty/student ratio; ratio full-time to part-time/adjunct faculty; ratio of support personnel to students/full-time faculty; special and regular admit numbers; applications versus acceptance rate; graduation rates @ 4 and 6 years; state support compared to other institutions; compensation for in-unit and non-unit employees
- Report to union: how federal stimulus funds as part of FY 2010 state appropriation will be used on campus

FREQUENTLY ASKED QUESTIONS REGARDING AFT MOA 

Mandatory Furlough Days – Furlough time must be taken in full days, not hours

Scheduling Mandatory Unpaid Furlough Days – Faculty proposes dates to Dean; professional staff propose furlough dates to supervisor

Summer Flex Schedule – Mandatory furlough day is 7 hours for AFT staff.  Time beyond must be charged to available leave balances (vacation, compensatory time, voluntary furlough, with prior approval, dock, or sick with documentation), or can be worked.  Full week of mandatory furlough (4 extended days) during summer flex schedule equals five (5) mandatory furlough days and permitted if employee requests and operationally feasible (please see Multiple Furlough Days below).

Retroactivity – May not convert unpaid time already taken to mandatory furlough day; may change time off already requested to mandatory furlough day with supervisor approval

Sick Time – Designated mandatory furlough day may not be converted to sick time after the fact

Multiple Furlough Days – Permitted, if employee requests and operationally feasible, but may have impact on health and dental benefit deductions if taken for an entire pay period, or pension if earning less than 50% of base salary in a pay period

Holiday – If furlough day taken before or after holiday, employee eligible for holiday pay

Vacation Days – For AFT staff, maximum of one year may be carried forward to the next year if unable to be utilized because of furlough days.  Faculty not entitled to vacation days

Paid Leave Bank – Same as vacation time for AFT staff – can be carried forward and paid out at separation from College; same as sick time for faculty to be used for personal illness or injury or as paid family leave – paid out at separation from College

Grant-Funded Positions – Source of funding is not relevant – employees in grant-funded positions must take seven (7) mandated furlough days

Ten-Month Employees – Must take seven (7) mandated furlough days

Part-Time Employees – Must take seven (7) pro-rated mandated furlough days

New Employees – Depends on date of hire – please consult with HR

Separating Employees – Depends on date of separation – please consult with HR

Employees on Leave of Absence – Case-specific – please consult with HR

Sabbatical – Mandatory furlough days apply

Back to top

CWA AND IFPTE MEMORANDA OF AGREEMENT 

CWA and IFPTE chapter representatives are in possession of the source documents ratified by the respective memberships and should be consulted for clarification of the respective agreements.  Below is a brief overview of the two agreements which are comparable, as well as a summary of questions and issues raised regarding implementation of the agreements.

SUMMARY OF AGREEMENTS

Supervisors and employees should meet as soon as possible to schedule mandatory furlough days.

FREQUENTLY ASKED QUESTIONS 

Overtime – Must work a minimum of 35 hours for 35-hour workweek employees or 40 hours for 40-hour workweek employees to be eligible for overtime rate of compensation

Mandatory Furlough Days – Furlough time must be taken in full days, not hours

Scheduling Mandatory Unpaid Furlough Days - same procedure as requesting vacation leave.  Employee requests, supervisor approves if operationally feasible

Summer Flex Schedule – Mandatory furlough day is either 7 hours for 35-hour workweek employees or 8 hours for 40-hour workweek employees.  Time beyond must be charged to available leave balances (vacation, compensatory time, voluntary furlough, with prior approval, dock, or sick with documentation), or can be worked.  Full week of mandatory furlough during summer flex schedule equals five (5) mandatory furlough days.

Retroactivity – May not convert unpaid time already taken to mandatory furlough day; may change time off already requested to mandatory furlough day with supervisor approval

Sick Time – Designated mandatory furlough day may not be converted to sick time after the fact

Multiple Furlough Days – Permitted, if employee requests, but  may have impact on health and dental benefit deductions

Holiday – If furlough day taken before or after holiday, employee eligible for holiday pay

Vacation Days – A maximum of one year may be carried forward to the next year if unable to be utilized because of furlough days

Grant-Funded Positions – Source of funding is not relevant – employees in grant-funded positions must take ten (10) mandated furlough days

Ten-Month Employees – Must take ten (10) mandated furlough days

Part-Time Employees – Must take ten (10) pro-rated mandated furlough days

New Employees – Depends on date of hire – please consult with HR

Separating Employees – Depends on date of separation – please consult with HR

Employees on Leave of Absence – Case-specific – please consult with HR

 Back to top

Required Furlough Days for Managers

In order to comply with the language provisions contained in the FY2010 Appropriations Act, all managerial employees will be required to take three unpaid furlough days. One of the required furlough days will include the day after Thanksgiving. The other two days will be self directed. All furlough days must be taken by June 30, 2010. Each managerial employee will receive one day in a paid leave bank. The one day paid leave bank will be credited to leave balances once two of the three required furlough days have been taken. The paid leave bank day may be taken after June 30, 2010 or may be carried and paid out at the time of separation from the college.

Back to top

Revised PES rating cycle for classified staff

For some time now, the College has been in the process of aligning our planning, budgeting and assessment activities in support of the College’s strategic plan. Towards that effort, changes have been made to various processes, including adjusting the timeline for the reappointment and assessment of unclassified staff. Therefore, we are revising the rating cycle for the evaluation of classified staff so it is consistent with other personnel processes and assessment cycles.

Up to now, the rating cycle for classified staff has been based on the calendar year, with the Job Expectations for the year being developed in January, a mid-year evaluation being conducted in July, and a final rating submitted in December. We are moving to a September to August cycle for the assessment of classified staff.   Therefore, the Job Expectations for the year would be created in September, a mid-year evaluation would take place in March, and a final evaluation would be done in August.
 
Most interim evaluations for classified staff were submitted to HR in July 2009.  Final ratings would have been due in December. However, during the transition to a new cycle, another “interim” assessment should be done in December 2009 to provide necessary feedback to classified staff. A final evaluation would then be completed prior to August 30, 2010. Job Expectations for the following year would be completed in September 2010. The revised cycle was agreed to by CWA and IFPTE representatives.
 
Please remember, the Performance Evaluation System (PES) for classified staff is a contractual obligation; beyond this, it is a powerful management tool. The important work of the College is accomplished through individual and team efforts.  To do their best, employees need to understand the mission and goals of their department or division, and how their work fits into the overall organization.  They need to know that their efforts matter and make a difference, and that their supervisors and colleagues recognize and acknowledge them.  Overseeing performance and providing feedback is not an isolated event, but an ongoing process that takes place throughout the year.  The PES program is part of that communication process.  Staff should know what is expected of them and how they are doing.  Staff need ongoing feedback about their performance and progress towards the attainment of goals and objectives, as well as the opportunity to provide input.  Supervisors also have the responsibility to provide professional development for staff to enhance strengths and improve weaknesses.  Documentation is a critical part of the process as well.
 
The blank PES form and instructions are available on the HR web page.
http://ww2.ramapo.edu/facultystaff/hr/assessment.aspx
 
Please refer to these documents for guidance in conducting the evaluation conference and completing the form. Additional advice and assistance is available from the Department of Human Resources at extension 7498 or 7506.
 
If you have relatively new supervisors in your unit, or if you or others would like to participate in a PES workshop conducted by HR during the course of the fall semester, please let us know.
 
We look forward to working with you in the development and assessment of classified staff. 

Back to top

Distribution or Posting of Campaign Materials

The posting of election campaign material in State offices or other workplaces is strictly prohibited. Equally, the distribution of election campaign material in State offices or other workplaces is also strictly prohibited. In general, no State employee may engage in any political activity during working hours. These prohibitions are found under the various State contracts, N.J.S.A. 11:2-23 and N.J.A.C. 4A:10-1.2. Therefore, State employees posting or distributing campaign material in State offices or other workplaces or otherwise engaging in political activities during working hours may be subject to discipline.

Back to top

Compensatory Time Recording for "NL" (No Limit) Employees

Currently it is the responsibility of Unit Heads to approve any extra time worked by “No Limit (NL)” staff in accordance with the College’s Compensatory Time Policy, and to maintain records of compensatory time balances earned.

These compensatory time balances are considered a financial liability and our auditors have recommended that we develop a process to ensure compensatory time balances are documented and recorded with our financial records.

As a result, we will be moving to centralize the maintenance of compensatory time records.  First, a process will be put in place to transfer current compensatory time balances from unit records to Human Resources (HR) records.  This will require completion of a form to be signed by the employee, supervisor, unit head and division head verifying the number of compensatory time hours to be recorded for the individual.  The hours carried forward must have been earned in accordance with the Compensatory Time Policy and must have been earned no earlier than in the previous calendar year for bargaining unit staff (time earned during 2008 and 2009 only) and no earlier than in the current fiscal year (July 1, 2008 – June 30, 2009) for managerial staff.  No compensatory time earned in prior years will be permitted to be carried forward. A maximum of 100 hours will be permitted to be carried forward. This information must be submitted to Human Resources via the form found at the link by Monday, June 22, 2009.

Then, once any previously-earned compensatory time hours are recorded in HR via the attached form, effective July 1, 2009, compensatory time worked is to be recorded on the Unit’s recap timesheets.  The signature of the employee and unit head on the recap timesheet will certify that the time worked was requested and approved in advance, and that the time was earned in accordance with the College’s Compensatory Time Policy. 

Specifically, the Compensatory Time Policy states that hour for hour compensatory time is earned when “NL” employees are required to work on a regularly scheduled day off, typically Saturday, Sunday or a holiday.  Compensatory time is not granted for work done as an extension of the regular work day except under extraordinary conditions and is not granted for work performed on Fridays during “flex” weeks.  For managers range D30 and above, compensatory time may be earned only for working on a State holiday.  All hours worked must be approved in advance.

Please be reminded any compensatory time earned must be used within one year from the time it is earned.

Please contact the Department of Human Resources at extension 7506 if you have a question about this.  Professional Staff (AFT) and Librarians may wish to contact Employee Relations at extension 7504.

Back to top

Health Benefits Dependent Eligibility Verification Audit 

The State Division of Pensions and Benefits in conjunction with Aon Consulting, has been conducting a dependent eligibility verification audit (DEVA) over the past several months. The August 21, 2009 deadline for employees to respond to the audit is quickly approaching. There are still a significant number of members who have not responded to multiple requests to submit the necessary documentation to prove the eligibility of their dependents. If you have not already done so, please submit the necessary documentation to Aon to avoid the termination of your dependent's coverage under the State Health Benefit Program (SHBP). The covered dependents of members who do not respond by the August 21 deadline will be terminated from coverage effective October 1, 2009. There are also a number of members who do not have their current address information on file and therefore have had their audit paperwork returned to Aon as undeliverable. Please note that every employee who covers a dependent should have received a verification packet. If you need a replacement packet or an initial packet, please call the SHBP Dependent Eligibility Verification Service Center at 1-866-641-5651, and enter employer code 8642 when prompted. Hours of operation are Monday through Friday, 8 am until 6 pm, except State holidays. Please be sure to respond to the audit no later than August 21 so as not to jeopardize enrollment of your dependent.

Please follow this link for Information from the Department of the Treasury Division of Pensions and Benefits 

Back to top