Civil Service
Full-Time Employee Handbook

This Employee Handbook is for informational purposes for members of the Lehman College staff holding Classified or 220 Civil Service titles. The handbook is intended to give employees an overview of the personnel policies, 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 Lehman College, what you can expect from Lehman, and what Lehman 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) 960-8181.

Your first responsibility as a Lehman 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, fellow employees and others whom the College serves, and how you accept direction can affect your success and the success of your department. In turn, the performance of one department can impact the entire service offered by Lehman 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 Lehman 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 Lehman 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 Lehman College.

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

We hope you will use this handbook as a reference and refer to it often. It is for informational purposes and does not constitute a contract with Lehman College.

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CUNY Civil Service Employees are classified in one of the following CUNY title categories: White Collar, Blue Collar, or 220/Skilled Trades (see “List of Unions” for a listing of titles used at Lehman College). 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 (NYCERS) 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 full﷓time employee with an annual salary or part﷓time as an hourly employee. Unless otherwise specified, the benefits described in this Manual apply only to full﷓time 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.

Full-Time Employees
Thirty-five (35) hours a week is considered the minimum full-time work week. For some titles, the full-time work week equals forty (40) hours. 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 “What Does it Take to Get on Payroll” for information on placing an appointee on payroll.

Part-Time Employees
An employee who works less than thirty-five (35) hours a week is considered a part﷓time 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 working 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 Department of Human Resources before the Payroll Office accepts any materials to put the "appointee" on payroll. Such approval will be granted only when all necessary paperwork and required fees are received. For a review of the paperwork required, see “What Does it Take to Get on Payroll”.

Temporary Employees
From time to time, Lehman 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
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
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
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
Transfers fall within two categories: within the college and 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.

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Coverage or benefits that you and your family may receive under Lehman 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
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
Official bulletins boards are our way of keeping the Lehman 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, Shuster Hall, Room 230 or distributed through the college mail. Job postings are also available for review in the Affirmative Action Office, Shuster Hall, Room 352. Only authorized personnel are permitted to post, remove, or alter any notice on the official bulletin boards.

Confidential Information
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 Lehman College's records, reports or documents without prior management approval.

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

Employment Verifications
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
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, Travelers Express money order or American Express 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
Depending on the position you apply for, your employment at Lehman College may be contingent upon passing medical and/or drug tests at The City University's expense. Medical and/or drug tests will be required for the following reasons:

The titles that require physical exams for appointment to title are:

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

Identification Cards
When you become a Lehman College employee, you should report to the Department of Human Resources, Shuster Hall, Room 230 to obtain a verification form for your photo identification card. The identification cards are made at the ID Desk in the basement of the Old Gym Building. 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 Public Safety Office at (718) 960-8593 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
We maintain a copy of the job description for every CUNY civil service position at Lehman College. If you wish to see your job description, please contact the Department of Human Resources.

Outside Employment
If you are employed by Lehman College in a full﷓time position, Lehman 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 Lehman College. There are also conditions and limits to be adhered to if you are appointed to multiple positions at Lehman 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
Federal regulations require that before becoming employed:

The intent of this policy is to openly communicate The College’s standards of conduct, performance, and attendance, particularly conduct considered undesirable, to all employees as a means of avoiding their occurrence. Lehman College believes that such policies and procedures are necessary for the orderly operation of our business, and for the protection and fair treatment of all employees. Employees are therefore urged to use reasonable judgment at all times, and to seek supervisory advice in any doubtful situation.

To insure the equitable processing of disciplinary actions, the Director of Human Resources will be responsible for the proper handling of such matters, including the assurance that employee rights are protected, and that appropriate action is taken when circumstances warrant. Supervisory personnel should therefore consult with the Director of Human Resources prior to the implementation of discipline. The employee has the right to have Union representation (Shop Steward) at any level of the progressive discipline process.

As a matter of policy, Lehman College seeks to resolve conduct, performance, and attendance problems in the most informal and positive manner possible, through counseling, training, evaluation and supervision. However, under those circumstances when disciplinary action, up to and including termination, becomes a necessary means of modifying undesirable situations, the College has established conditions, steps and procedures it follows.

Generally speaking, we expect each person to act in a mature and responsible way at all times. However, to avoid any possible confusion, some of the more obvious unacceptable activities are noted below. Your avoidance of these activities will be to your benefit as well as the benefit of Lehman College. If you have any questions concerning any work or safety rule, or any of the unacceptable activities listed, please see your supervisor for an explanation.

Occurrences of any of the following violations, as well as violations of any Lehman College Policies and Procedures, CUNY Personnel Rules and Regulations, CUNY Bylaws, and Collective Bargaining Agreements, may be subject to disciplinary action. This list is not all-inclusive and may be revised by management.

Unacceptable Activities:

A. CONDUCT

• Willful or negligent violation of Lehman College Policies and Procedures, Personnel Rules and Regulations and CUNY Bylaws.

• Failure to carry out a direct order from a supervisor, except where the employee's safety may reasonably be jeopardized by the order.

• Knowingly falsifying, removing, or destroying information related to employment, payroll, or work-related records or reports.

• Engaging in a conflict of interest activity.

•  Violation or neglect of safety rules, or contributing to hazardous conditions.

• Unauthorized removal or use of any college property.

• Discourteous treatment of the public or other employees, including harassing, coercing, threatening,
  or intimidating others.

• Any act or conduct that is discriminatory in nature toward another person's race, creed, color, national origin, sex (including sexual harassment), sexual orientation, age, religious beliefs or political affiliations.

• Conduct that causes potential injury to persons or property or unreasonable disruption of college operations.

• Insubordination, including refusal or failure to perform assigned work.

• Possessing or being under the influence of alcohol, narcotics, or drugs on college property.

• Gambling on college property.

• Sleeping while on duty.

• Fighting on college property.

• Making malicious, false, or derogatory statements that may damage the integrity or reputation of the college or its employees.

• Possession, display, or use of explosives, firearms, or other dangerous weapons while on duty or on college property.

• Failure to wear and properly maintain the uniform provided by the college or maintain a neat and clean appearance.

• Leaving the work area during work hours without permission from the supervisor.

• Loitering on campus before or after working hours.
   

B. PERFORMANCE

• Inefficiency, incompetence, or negligence in the performance of duties.

• Refusal or inability to improve job performance in accordance with written or verbal direction.

• Refusal to accept reasonable and proper assignments from an authorized supervisor.

• Intoxication or incapacity on duty due to the use of alcohol or drugs.

• Careless, negligent, or improper use of college property, equipment or funds.

• Insubordination, including refusal or failure to perform assigned work.
   

C. ATTENDANCE

• Improper or unauthorized use or abuse of paid leave.

• Being absent without authorized leave (AWOL).

• Unauthorized punching or signing of another employee's time card or recording the time of another employee. Falsifying time records.

• Irregular attendance: repeated tardiness, unreported or unexcused absence, abuse of sick leave, overstaying a leave of absence without written authorization, excessive absenteeism and/or excessive lateness.

• Abuse of break times and lunch periods.

Disciplinary Actions

Unacceptable behavior, i.e., misconduct and/or incompetence, will be dealt with in the following manner:

1st infraction - Verbal Counseling Session
2nd infraction - Verbal Warning
3rd infraction - Written Warning

If behavior has not improved or continues to be unacceptable, the immediate supervisor will meet with the Department Head to recommend formal charges be preferred against the employee after investigation and consultation with the Department of Human Resources. A written recommendation for formal charges will be made by the Department to the Director of Human Resources.

A Step I Disciplinary Hearing will be scheduled by the Department of Human Resources if formal charges are warranted. The employee will be formally notified in writing of the charges, specifications and possible penalties, at least ten days prior to the scheduled date, time and place for the first step hearing at the college. An informational copy will be sent to the respective Union. The employee has the right to Union and/or legal representation at the hearing.

After a Step I Hearing, the Hearing Officer will issue a written decision with regard to the charges and shall state the disciplinary penalty, if any, within seven working days of the hearing. The College may implement a penalty other than termination immediately. The decision may be accepted by the employee or appealed for a Step II Hearing within ten days of the receipt of the Step I Decision.

If found guilty of formal charges, the form of discipline shall include, but not be limited to:
 

• a written reprimand

• a fine not to exceed $200

• a demotion in title

• a suspension without pay for up to sixty (60) work days

• termination of services

In exceptional situations requiring immediate action, such as, but not necessarily limited to, those involving potential injury to persons or property or unreasonable disruption of College operations, an employee may be immediately suspended without pay by the Director of Human Resources for a period up to thirty work days.

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LEHMAN COLLEGE DEPARTMENT OF HUMAN RESOURCES
 

This Progressive Discipline Model is applicable for all Civil Service Titles; Blue Collar, White Collar and 220 Skilled Trades. All penalties imposed upon the employee by the Hearing Officer after a Step I Hearing may be appealed by the Union representing the employee.



NOTE: C.C.C. = CUNY Civil Service Commission
A.A.A. = American Arbitration Association

 

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Grievances may be filed against The College for: disputes concerning the application or interpretation of the terms of the collective bargaining agreement; a violation, misinterpretation or misapplication of the rules and regulations of the University; performing duties that are essentially different from those specified in the job title or for the improper holding of an open competitive rather than a promotional examination.

Filing
Grievances may be filed by an employee or by the employee’s union within 120 calendar days of the date that the grievance arose. Grievances should be presented in writing, on a grievance form used by the Union, to the Director of Human Resources. They should cite the section of the contract, rule or regulation violated and they may state the remedy requested.

Grievance Steps
Employees may informally discuss a matter which has the potential to become a grievance with their supervisor at any time. If this is not done, or if the results are unsatisfactory, the employee may present the grievance to the Director of Human Resources. A Step I Grievance Hearing will be scheduled by the Department of Human Resources with a decision in writing to the grievant and the union within seven days of the hearing.

If the Step I decision is unsatisfactory, the grievant or the union may appeal in writing within seven working days of the receipt of the Step I decision to the Chancellor’s designee at CUNY for a Step II hearing. A decision will be issued in writing, within ten days after the Step II hearing, to the party filing the appeal.

An appeal from an unsatisfactory Step II decision can only be brought by the union for impartial arbitration to the American Arbitration Association within fifteen days of the receipt of the Step II decision, with a copy to the Chancellor’s Designee sent by certified mail, return receipt requested.

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• Regular business hours for most employees are from 9 am to 5 pm, Monday through Friday. Your particular hours of work and the scheduling of your meal break, will be determined and assigned by your supervisor or department head, based on your title and the needs of the college. You are required by New York State Law to take a one-half (½) hour unpaid meal break after five consecutive hours of work. Please understand that you may not “work through your meal break” in order to arrive late, leave early, or to work extra time.
   

• Starting time is the time scheduled by the supervisor with the approval of the Director of Human Resources for the commencement of the work week. Any change in this schedule requires the prior written approval of the Director of Human Resources.
   

• Days and shifts are assigned to meet College needs and may be reassigned by The College. The normal work week for full-time White Collar titles is 35 hours. Blue collar titles are assigned a 40 hour work week. Skilled Trades/220 titles vary between 35-40 hours per week. You will be assigned to a shift by your supervisor.

Each employee is required to sign or swipe in at the beginning of the work day, and sign or swipe out at the end of the work day. Time records must be maintained on a daily basis. The practice of completing time records at the end of the work week or having a co-worker make the entry is prohibited. Time records are official College documents and the basis for salary payments. Any employee who knowingly falsifies time and leave records shall be subject to disciplinary action, including dismissal for cause. Any supervisor who knowingly approves a falsified time and leave record shall be subject to disciplinary action, including dismissal for cause. Blue Collar titles and Skilled Trades titles in Physical Plant Services must use the time clock procedure as follows:
 

1. You must personally clock/swipe in by the start of your shift and personally clock/swipe out when you finish your shift each day.
    

2. You must only clock/swipe your own time or ID card. You must not clock/swipe another employee's time card in or out, or otherwise falsify a time record. It is a serious offense which can result in termination.
    

3. You must be prepared to begin work at the start of your shift.
    

4. You should not clock/swipe in more than 15 minutes early without permission from the Administrative Superintendent of Campus Buildings and Grounds, or his Designee. You may not loiter on Campus before or after working hours.
    

5. If you fail to clock/swipe your time or ID card in or out, you must notify your immediate supervisor. Only the Administrative Superintendent or those he authorizes may make adjustments on your time record.

COFFEE BREAKS

• One break per day of not more than 15 minutes is authorized by the White and Blue Collar contracts. “Coffee breaks” may NOT be accumulated, added to your lunch hour, or taken at the end of the day for the purpose of leaving early. Breaks are scheduled by the Supervisor.

MEAL BREAK

• An unpaid meal break is to be observed. No extended meal break is allowed unless it is approved by the Supervisor and appropriately noted on the time records. Staff members should NOT be permitted to eat at their work location and then take a “meal break.” Moreover, staff members may NOT forego a meal break to leave early. Meal breaks are to be taken during the time period authorized by the department head, who will schedule your assigned meal break.

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ANNUAL LEAVE

The annual leave period is from September 1st through August 31st

A full month's credit for sick and annual leave earnings shall be given to an employee who has been in full pay status for at least 15 calendar days during that month. Annual leave may be accrued to two times (2x) the maximum annual leave allowance up to fifty-four (54) days. All excess annual leave above the maximum on August 31st will be converted to sick leave as of September 1st of each year. Employees are given an annual statement of their leave balances by June 1st.

Effective 7/1/91, the annual leave accrual rates for full-time White Collar and Blue Collar employees are:

1. Approved Annual Leave may be used for a minimum of one (1) hour. Any employee who has completed four (4) months of service may be permitted to take approved annual leave as it accrues.
    

2. Request for “vacation” i.e., annual leave, must be submitted in writing on a Department Request Form at least 7 business days in advance
    

3. Vacations are scheduled by the department as follows:
   
   • The use of Annual Leave is subject to the prior approval of the unit head who is authorized to schedule vacations based upon the needs of The College.
   • Leave for one or more days must be requested at least 7 days in advance on a Department Request Form. The form must note the dates and type of leave requested. The Department Head or his Designee has the right to deny requests for time off or to require documentation for “Emergency” requests. The form signed by the Department Head or Designee should be returned to the employee.
   • Employees who take time off without prior notification and approval are considered to be Away Without Leave (AWOL) and subject to disciplinary procedures.
    

4. Please note that you are paid for approved time off only if you have enough accrued annual leave to cover your absence. If not, you may request a leave without pay, subject to approval by your Department Head and the Department of Human Resources.

NOTE: SKILLED TRADES/220 Titled employees vary in the amount of annual, sick, holiday leave and compensatory time they may accrue. Employees in these titles should check with the Department of Human Resources to determine what they are entitled to.

SICK LEAVE

The Sick Leave allowance for all Blue and White Collar employees accrues at the rate of one (1) day per month for a total of twelve (12) days per year. The number of Sick Leave days permitted to accumulate is unlimited for Blue and White Collar employees. 220 employees may accumulate a maximum of 200 sick days. New employees accumulate 1 day of sick leave a month after working for one (1) full month for a total of 12 days per year.

1. Approved Sick Leave may be used for a minimum of one (1) hour. Approved Sick Leave may be used as it accrues.
    

2. Sick leave shall be used only for personal illness of the employee. Use of sick leave must be approved by the Department and the Department of Human Resources. Proof of disability may be required regardless of the length of an absence.
    

3. Any employee who anticipates a series of three (3) or more medical appointments, which will require a repeated use of sick leave in units of one day or less, must submit medical documentation indicating the nature of the condition and the anticipated schedule of treatment. Proof of disability must be submitted if you request sick leave for more than three (3) consecutive work days or you may be subject to disciplinary action.
    

4. If you are in jeopardy, which is undocumented use of sick leave more than five times (or more than four times on days before or after a weekend or holiday) in any specified six-month period, you must submit medical documentation for every occasion you are out sick during the next six-month period. The six-month periods are from January 1 to June 30 and from July 1 to December 31 of each year.
    

5. If you are required to document your illness, you must submit the original documentation to the Department of Human Resources. You will receive a salary deduction if that documentation is not received within 5 working days of your return to duty. This requirement for documentation will continue until you have worked a complete six month "sick leave period" without being on sick leave more than two (2) times. Failure to comply may result in disciplinary action.
    

6. If you are absent due to illness for more than 3 days, or the College has reason to believe there is a serious medical condition, proof of ability to return to duty must be provided before you will be permitted to work. You can apply for Family Medical Leave (see pg. 25) by submitting the “Application For Leave” and “Medical Certification Form.” which are available from the Department of Human Resources. In order to return to work, a “Certification Of Fitness to Return to Work” form must be completed by your physician and submitted to the Department of Human Resources.

NOTE: SKILLED TRADES/220 Titled employees vary in the amount of annual, sick, holiday leave and compensatory time they may accrue. Employees in these titles should check with the Department of Human Resources to determine what they are entitled to.

COMPENSATORY TIME
Employees may earn up to 240 hours per year in compensatory time. Work performed which earns compensatory time is scheduled by the supervisor. The compensatory time must be used within 90 days of being earned, or it will be added to the sick leave balance. There is no carry-over of compensatory time from year to year.

LATENESS

1. Starting time is the time scheduled by your supervisor for you to begin the work day.
    

2. Lateness of more than 6 minutes at starting time, or on return from meals or break, will be deducted from annual leave as shown in the section on lateness penalties.
    

3. Lateness penalties are deducted from annual leave. If you have no accrued annual leave, a payroll deduction will be made.
    

4. If you are less than 7 minutes late, the time is not deducted from your annual leave, but you are still considered late. You may be subject to further disciplinary action.

• A grace period of 1/10 of an hour (6 minutes of unpenalized lateness) per day will be allowed
  from starting time to allow for transit delays, elevator delays, extreme weather conditions, etc.
  Note this does not change the starting time. Lateness of more than 6 minutes shall be deducted
  from annual leave as follows:
   

• An employee who swipes or signs in after the scheduled starting time five or more times a month, or who leaves the job before the scheduled end of the shift, may be subject to penalties and disciplinary action. This standard is not intended to preclude action where other patterns of lateness prevail.

• Lateness caused by a verified major failure of public transportation, such as a widespread or total power failure of significant duration or other catastrophe of similar severity, shall be excused at the discretion of the University. Verified lateness caused by less severe transportation difficulties may be excused at the sole discretion of the Director of Human Resources.

• In accordance with the procedure of each college or unit, employees are required to record their time upon arrival and departure from work. Employees may be required to record their time upon leaving for lunch and returning from lunch. Failure to record time as required may be excused only by the Director of Human Resources. Such approval will be indicated by the Director of Human Resources’ making and initialing the appropriate time entries.

HOLIDAY SCHEDULE

The number of regular holidays and unscheduled days, which are contractually agreed upon in lieu of scheduled holidays, are subject to change from year to year. Please refer to the Employee Holiday Schedule issued yearly by the University Personnel Officer for your title.

Holiday Leave - Blue and White Collar Titles

1. A “Holiday Leave Bank” is established for each employee and credited with holiday leave time as each holiday occurs. The total accumulation of holiday leave cannot exceed 128 hours/16 days per year. The Holiday Schedule for the leave year starting July 1 and ending June 30 is distributed yearly. All holiday leave must be taken within the Holiday Leave Year.
    

2. If a Holiday falls on a day that is not your regularly scheduled work day, you will be given another day off with the approval of your supervisor.
    

3. If any Holiday falls on a Saturday or Sunday, it may be observed on the Friday immediately preceding, the Monday immediately following, or used as an unscheduled holiday with the approval of your supervisor.
    

4. Any employee required to work on a Holiday which is the employee's regularly scheduled day off may choose:
   
   1. Compensation of fifty percent (50% cash premium) and compensatory time for actual hours worked, or;
   2. Overtime pursuant to Article VII of the Collective Bargaining Agreement.
   
   An employee cannot receive both 1) 50% cash premium plus compensatory time and 2) overtime pay for the same hours worked.
    

5. Unscheduled Holidays are to be requested on the Department Request Form at least seven (7) days in advance and must be approved by your supervisor. Unscheduled Holidays may not be carried over. They must be used before August 31 of the current year or they are forfeited. There is no carry over permissible for unused unscheduled holidays.

NOTE: SKILLED TRADES/220 Titled employees vary in the amount of annual, sick, holiday leave and compensatory time they may accrue. Employees in these titles should check with the Department of Human Resources to determine what they are entitled to.
 

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TYPES OF LEAVES

1. Unpaid leave of absences for “permanent” full or part-time employees may be granted for an aggregate of no more than one year by the College Appointing Officer. An aggregate of an additional year may be granted by the President of the College. A third and final year may be approved by the Vice Chancellor for Faculty and Staff Relations upon submission by the College of satisfactory evidence that such an extension of leave would be in the interest of the University. Time spent in an unpaid leave status will not count toward eligibility for additional vacation credits.
    

2. An employee who requests a leave of absence without pay, must sign a statement, each year, to the effect that he/she understands the impact this leave will have on his/her benefits.
    

3. These provisions do not apply to unpaid leaves of absence when taken for child care or in order to accept a position in a different University title.

AUTHORIZED LEAVE

•  Authorized leaves of absence without pay may be permitted under special circumstances, in order to facilitate the recovery and/or return to duty of provisional employees affected by personal illness or disability, if a position is available and offered.
   

• A provisional employee who meets the following requirements shall be permitted a leave of absence without pay (not to exceed 4 months within any 12-month period) resulting in the continuation of health insurance benefits coverage during a period of personal illness or disability of the employee.

Requirements:

BEREAVEMENT LEAVE

1.  When a death in an employee's immediate family occurs, such time is excused as bereavement leave. The immediate family is defined as spouse, domestic partner, natural, foster or step parent; mother-in-law, father-in-law, natural, foster or step brother; natural, foster or step sister; natural, foster or step child or any other relative residing in the same household. Bereavement leave may not exceed four (4) days.
    

2. When you return to work, you must bring documentation within 5 working days of your return, which indicates your relationship to the deceased and the date of death, in order to be paid for your time off as bereavement leave.

CHILD CARE LEAVE

This leave is granted without pay to any employee who becomes the parent (either though natural child birth or by adoption of an infant child up to four years of age). This leave may be extended to a maximum of four years. Pregnant employees must exhaust sick and annual leave balances before child care leave can be granted. Provisional employees may also apply for child care leaves. The necessary forms can be obtained from the Department of Human Resources. You must notify the Department of Human Resources before your begin your leave and indicate when you plan to return.

FAMILY MEDICAL LEAVE ACT (FMLA)

The Family Medical Leave Act (FMLA) requires Lehman College to provide up to 12 weeks of job-protected leave to eligible employees for certain family and medical reasons. You are eligible for Family Medical Leave if you have worked at a CUNY college for at least twelve (12) months, and for at least 1,250 hours during the year preceding the leave.

Reasons for Taking Leave

Family Medical Leave is granted for any of the following reasons:

• To care for the employee's child after birth
   

• Placement with the employee of a child for adoption or foster care
   

• To care for the employee's spouse, son or daughter, or parent who has a serious health condition
   

• For a serious health condition that makes the employee unable to perform the employee's job.
   

Advance Notice and Medical Certification

The employee may be required to provide advance leave notice and medical certification and leave requests may be denied if requirements are not met.

• The employee must provide 30 days advance notice when the leave is “foreseeable”.
   

• Lehman College may require medical certification to support a request for leave because of a serious health condition, and may require second or third opinions (at the employer's expense) and a fitness for duty report in order to return to work.

Job Benefits and Protection

• For the duration of FMLA leave, the employer must maintain the employee's health coverage under any “group health plan”.
   

• Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.
   

• The use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave.

Upon approval of leave by Lehman College Department of Human Resources, paid leave accruals must be used prior to granting of unpaid leave. Both paid and unpaid FMLA leave are counted collectively as part of the maximum twelve (12) week entitlement within the September 1 - August 31 FMLA leave year. For FMLA forms and more information on this act, see the Benefits Officer in the Department of Human Resources.

JURY DUTY

CUNY employees who serve on State or local juries in New York State will receive only a carfare reimbursement check. Employees shall be released, as necessary, from their regular duties in order to serve on jury duty. Full-time employees shall suffer no loss of pay nor reduction of leave credits for serving on jury duty. Part-time and hourly employees may be permitted, at the discretion of The College and consistent with the needs and resources of the college, to make up on another day those lost work hours spent serving on jury duty.

Procedures for New York State and Local Jury Duty Service

• Employees summoned to jury duty must notify their immediate supervisor and the Department of Human Resources, as soon as possible, that they have been summoned. A photocopy of the jury duty summons should be presented by the employee at this time.
   

• Employees should get a Jury Duty form (OFSR 521 (2/90), or a college developed variation, from the Department of Human Resources before departing for jury duty. This completed form should be given to the appropriate court clerk on the first day of service in order to facilitate adherence to the law.
   

• As an employee of Lehman College, you are considered a “State or local employee”. CUNY employees are to respond in the affirmative when asked this question by the appropriate court personnel.
   

• When returning from jury duty, you must submit a photocopy of the completed jury duty certificate to your immediate supervisor and the Department of Human Resources. A completed jury duty certificate will include the employee's name, dates of jury duty service, and the signature or stamp of the appropriate court clerk.
   

• When you receive the actual reimbursement check for carfare from the State, give a photocopy of the check, or a signed statement indicating that you have received only carfare reimbursement, to the Department of Human Resources.
   

• If the State inadvertently issues a check for the per diem jury duty service, you must reimburse the college for the full amount.

Procedures for Federal and Out-of State Jury Duty

• Employees summoned to jury duty must notify their immediate supervisor and the college Department of Human Resources that they have been summoned as soon as possible. A photocopy of the jury duty summons should be presented by the employee at this time.
   

• When returning from jury duty, the employee must submit a photocopy of the completed jury duty certificate to his/her immediate supervisor and the Department of Human Resources. A completed jury duty certificate will include the employee's name, dates of jury duty service, and the signature or stamp of the appropriate court clerk.
   

• Employees who receive a per-diem allowance payment from the federal or out-of-state governmental jurisdiction must reimburse the college by payment at the Bursar's office.
   

• A photocopy of the actual reimbursement check received from the State, or a signed statement indicating that only carfare reimbursement was received, must be presented to the Department of Human Resources.

1. Employees who serve on jury duty while on a regularly scheduled day off for which they are not receiving salary or wages, are entitled to receive the jury duty per diem allowance on such days off. For example, an employee regularly scheduled to work from Wednesday to Sunday serves on jury duty from Monday through Friday. Monday and Tuesday jury duty service will entitle the employee to the per diem allowance, but Wednesday, Thursday, and Friday jury duty service will not.
    

2. Employees who serve on jury duty while on paid annual leave or while on a paid leave of absence, are not entitled to receive the jury duty per diem allowance for jury duty service on such days.
    

3. Employees working the night shift who also serve on jury duty during daytime hours of the same day are not entitled to receive the jury duty per diem allowance.

MILITARY LEAVE

Requesting Military Leave
Employees requesting paid military leave, must submit a copy of their military orders to the Department of Human Resources. The orders should specify the dates of drills, maneuvers, etc. All employees, including hourly employees, summoned to active military service should be aware of the following CUNY policy:

Benefits Coverage:

• Employees while on Military Leave with full pay continue to receive benefits coverage.
   

• Employees on Military Leave without pay may receive health benefits through a Special Leave of Absence Coverage (SLOAC) up to a current maximum of four months per calendar year. Employees who receive military orders are encouraged to apply for and sign applications for SLOAC as soon as possible.

Returning from a Leave

• Employees who return from military duty, should submit a copy of certificate of attendance/payroll voucher to the Department of Human Resources. This document will verify the dates of attendance at drills, maneuvers, etc.
   

• A running tally is maintained, on a calendar year basis, for such paid absences for those employees concerned. After the thirty calendar days or twenty-two work days per calendar year allotment has been exhausted, additional time of