Appendix: Change Log

SUNY Cortland 2026-2027 Handbook Change Log

This change log describes the section-by-section changes made to the 2025-2026 SUNY Cortland Handbook in order to publish the 2026-2027 SUNY Cortland Handbook. Changes are gathered throughout the year and published at the start of the fall semester. If edits were minor, they are described in simple terms below. If changes were substantial or a new policy was added, it is included below in its entirety. All past handbooks are archived. We make every effort to be accurate in these changes; please write [email protected] if you believe you have found a discrepancy or omission.

 

Introduction

Minor updates to letter from President

Added prevailing policy language: “SUNY Cortland reserves the right to update policy at any time without prior announcement due to SUNY, state, or federal mandates, budgetary shifts, or compliance updates from the SUNY Board of Trustees.  If a local, departmental, or campus-specific guideline is found to conflict with a broader university policy, state law, or federal statute, the higher-level regulation may prevail.” 

Updated organization charts

Part 1

No changes

Part 2 Guidelines for Faculty

210.04 Registrar’s Office Calendar was updated to reflect operational changes made in prior years but not changed in handbook; “Week Prior to Start of the Semester” header was removed and the action “Students de-registered for non-payment of tuition and/or not confirming attendance.” was moved to “First Week of the Semester”

Final Exam Week was changed to Final Week and Final Examinations Period was changed to Finals Week Period to parallel changes to Final Week policy

210.06 Employment Separation Policy updated to read “Resignation and Separation Policy” and to add language on vacating offices and addressing any outstanding monies due (e.g., travel advances, parking violations, etc.)

220.02 Responsibility of Faculty, Office Hours, first two sentences changed

From “Within the first two weeks of classes faculty should post their office hours for students and submit them to their department chair who will send a copy to the dean of the school. Many faculty also list their office hours on course syllabi.”

To “Before the first week of classes, faculty will post their office hours outside their office door and in the learning management system; submit their office hours schedule to their department chair who will send a copy to the dean of the school; and include their office hours on their course syllabi.”  

220.06 Policies and Procedures of the Academic Faculty for Renewal of Term Appointment, Granting of Continuing Appointment and Promotion updated to include significant changes drafted and approved by Faculty Senate in 2025-2026. 

1. SUNY Cortland’s Academic Faculty has established these procedures and policies governing personnel actions to create and maintain a clear and transparent system of faculty review.

1. These policies and procedures seek:
   1. to ensure that candidates are treated fairly,
   2. to provide maximum departmental autonomy in the development of policies and criteria on personnel matters.
   3. to guarantee that the standards established by the Board of Trustees are upheld.
2. These policies and procedures are in accordance with:
   1. the current Policies of the Board of Trustees;
   2. the current Agreement between UUP and the State of New York; and
   3. the current Compilation of Codes, Rules and Regulations, State of New York.
3. These policies and procedures create a clear and transparent system to guarantee the essential right of due process, used here to mean a system of clear and orderly procedures in which the full disclosure of basic decisions and the specific reasons for those decisions are made at every stage of the process.
4. These policies and procedures are intended to serve the best interests of the University by providing the President with the maximum amount of information with which to make decisions while at the same time protecting the basic rights of the individual faculty member by assuring a fair hearing on those matters relating to professional life.
5. These policies and procedures supersede all other faculty policies and procedures dealing with renewal of term appointment, granting of continuing appointment and promotion. If a conflict occurs between these policies and the Policies of the Board of Trustees and Agreement, the Board of Trustees Policies and Agreement takes precedence.

 

2. Definitions

In this document, the following definitions shall be used:

1. “Candidate” refers to the faculty member undergoing the personnel review process.
2. "Criteria" means the standards established for evaluating cases of renewal of term appointment, continuing appointment, or promotion.
3. “Official File” refers to each faculty member’s file maintained in the Provost’s Office. The Official File shall be maintained in accordance with Article 31 of the Agreement between UUP and the State of New York. Copes of this file (except confidential materials, such as counseling memos) may be maintained in the appropriate dean’s office and the faculty member’s department.
4. “Portfolio” refers to the compilation of work assembled by the candidate and used in the personnel review process.
5. “Policies” refers to the rules governing the decision-making process.
6. “Procedures” refers to the process by which action is taken.
7. “Recommendation” refers to a written statement conveying a decision concerning a personnel matter that includes a description of the evidence and other pertinent data used in arriving at the recommended action.
8. “Recommender” refers to the person or committee obligated by these policies and procedures to provide a personnel recommendation.

3. General Guidelines for Academic Due Process

1. Recommendations on personnel matters, including renewal of term appointment, continuing appointment, and promotion shall be based on the overall record of the candidate’s scholarship, teaching, and service, and other relevant experiences and achievements in their academic field and related areas.
2. Reviewers shall be guided by the policies and criteria stated in both the SUNY Cortland Handbook and department personnel policies and guidelines.
3. Criteria for librarian personnel procedures appear in the Library Personnel Committee Policies and Procedures. For specific criteria, see the SUNY Cortland Handbook Chapter 220.07.
4. Candidates shall submit an electronic portfolio of evidence which will be used at all levels of review. (Faculty hired prior to August 15, 2026 have the option of submitting a hard copy portfolio.) This portfolio is distinct from the Official File maintained in the Provost’s Office, as well as the copies of the personnel file which may be maintained in the deans’ and departmental offices. The contents of the Official File may include confidential materials (such as counseling memos) not contained in the portfolio. The Official File may be used for review only at the levels of the dean, provost, and president.
5. A personnel committee shall operate under a rule of confidentiality
   1. Personnel committee members shall only discuss a candidate’s portfolio with members of the committee. Once a committee has voted on a candidate, committee members, when asked to do so, may testify about a candidate and their case before the Academic Faculty Affairs Committee, an administrator, or a grievance official.
   2. During the period of a committee’s review, the committee chair may discuss a candidate’s case with the Academic Faculty Affairs Committee at the specific direction of the personnel committee and in accordance with these policies and guidelines.
6. Department chairs and members of all personnel committees shall function as independent evaluators. They shall make their decisions in accordance with the highest professional and academic principles, free from departmental, personal, or administrative pressures.
7. Department chairs and members of all personnel committees shall only use materials from the candidate’s portfolio, and shall make no use of private, secret files in the personnel process. Moreover, reviewers shall not undertake their own research on candidates (for example, by contacting co-authors, investigating journals or professional associations, contacting a candidate’s current or former students, etc.). Recommendations shall be based on the merits of the individual portfolio as presented; reviewers shall not evaluate a candidate in relation to other candidates or to other faculty in the department or school. Reviewers shall weigh the evidence in a candidate’s portfolio in accordance with the candidate’s department’s personnel policies and criteria. Notwithstanding the above, candidates have a responsibility to provide sufficient evidence to substantiate claims made in the portfolio (i.e., copies or links to their publications/creative works, contracts, confirming letters from editors/curators, letters from committee chairs attesting to their service contributions, etc.). A lack of clear and convincing evidence can be noted by reviewers and can be the basis for a reviewer's negative recommendation.
8. Recommendations for or against continuing appointment, renewal of term appointment, or promotion should be clear as to the outcome being recommended. For promotion and continuing appointment, voting shall be to recommend or to not recommend. For renewal of appointment, voting shall be to recommend a term of one or two years, or to not recommend.
9. A recommendation against continuing appointment, renewal of term appointment, or promotion shall be based mainly on an assessment of the candidate’s activities during the period of their employment at SUNY Cortland.
10. The deans, the director of libraries, the associate vice president and chief information officer for information resources, the provost, and the president shall make all personnel decisions in accordance with the principles of due process.
11. At each level of review from the dean upward, solicited, or unsolicited documents may be used in the personnel review process, as specified in section H.6 below.

4. Rights and Responsibilities of Candidates for Continuing Appointment, Renewal of Term Appointment, and Promotion

1. Candidates are responsible for compiling a portfolio of materials to be considered in the personnel review process in accordance with the prescribed dates outlined in the SUNY Cortland Handbook Chapter 210.
2. Promotion is by self-nomination. A faculty member may choose to apply for both continuing appointment and promotion with the same portfolio. In this case, the candidate shall indicate clearly in their portfolio materials that they are also seeking promotion. Recommenders shall render two decisions (one for continuing appointment and one for promotion). The recommendation shall clearly indicate the vote for each decision and the specific reasons for it,
3. The portfolio is the exclusive property of the candidate.
   1. Only the candidate may add to the portfolio materials they wish to have considered in the personnel review process, with the following exceptions:
      1. All candidates must include a completed Personnel Action Form
      2. Candidates for renewal of term appointment and continuing appointment are expected to include all recommendations from prior rounds of review.
   2. If a candidate adds materials to their portfolio at any time after the portfolio has been submitted to the department personnel committee, the addition must be documented in a dated memo included in the portfolio and accessible to subsequent levels of review. The memo shall give reasons for the addition.
   3. Once the portfolio is submitted to the DPC, no documents may be removed from the portfolio. In listing activities and accomplishments in the portfolio, the candidate shall adhere to the Code of Ethics contained in the SUNY Cortland Handbook, Chapter 220.11, and give credit where credit is due.
4. The candidate shall be notified in writing (by the personnel committee chair, the department chair, and the school or sub-school personnel chair) at least five working days before their qualifications are to be reviewed and be given an opportunity to appear before the committee or department chair, or to send a campus colleague to speak for them.
5. The candidate shall be provided with a copy of all recommendations at each stage of personnel review.
6. Candidates shall refrain from exerting pressure on department chairs and personnel committee members. Similarly, faculty members shall not exert pressure on department chairs and personnel committee members regarding the personnel process.
7. Any candidate having questions regarding the review process or problems deriving from it may seek clarification or resolution from their department chair, DPC chair or the chair of the Academic Faculty Affairs Committee. Should a candidate believe a violation of policy and procedures occurred during the personnel review process, they may request the assistance of the Academic Faculty Affairs Committee, or the UUP Grievance Chair, as appropriate. Candidates should consult the SUNY Cortland Handbook Chapter 150.04.VI.B.3.b.
8. The candidate has the right to respond in writing to personnel recommendations. Such responses take the form of a memo addressed to the next higher level of review.

Departmental Personnel Committees 

1. Formation of Personnel Policies.
   1. Each department has the responsibility to develop personnel policies, procedures and criteria on personnel matters consistent with the policies of the Board of Trustees, the UUP Agreement, and the SUNY Cortland Handbook.
   2. Department personnel policies and procedures shall be approved by a vote of the faculty of academic rank using a department-approved voting procedure.
   3. Department personnel policies and procedures shall be reaffirmed or revised at least once every three years by the department-approved voting procedures.
   4. Following approval by the department, the department shall submit such revisions to the Academic Faculty Affairs Committee for its review and approval. Approval shall be by majority vote of the Academic Faculty Affairs Committee. The AFAC chair shall inform the department chair of the committee’s decision and shall keep on file all records pertaining to the matter.
   5. If the Academic Faculty Affairs Committee finds a department’s personnel policies to be in violation of the SUNY Cortland Handbook, the Policies of the Board of Trustees, or the UUP Agreement, the AFAC shall indicate the specific points of violation after which the department shall review its personnel policies and resubmit them to AFAC for approval.
   6. The department chair shall share AFAC-approved department personnel policies with all members of the department, the dean, the provost, and the president. The dean (or library director) shall ensure that all members of the school/sub school personnel committee have a copy of the department’s personnel policies when candidates from that department are undergoing personnel review.
   7. Department personnel policies shall be kept on file in the office of the appropriate dean and the provost.
2. Establishing Minimum Standards for Personnel Review.
   1. Academic Departments shall develop personnel policies and procedures that establish clear standards and guidelines to assist candidates and reviewers when participating in the personnel review process. These standards and guidelines shall reflect a due regard for the character and needs of the University and department and shall be offered as indicative and descriptive rather than narrowly binding.
   2. The department shall address the follow matters in their personnel policies:
      1. The department’s minimum expectations for scholarship, teaching, and service for continuing appointment and promotion to associate professor and professor, within the general criteria stated in the SUNY Cortland Handbook Article 220.07. In particular, the department shall define the University’s minimum scholarship expectation (“three peer-reviewed works”) for continuing appointment.
      2. The department’s personnel policies should provide a list of recommended materials to be included in a candidate’s portfolio to afford the candidate the opportunity to submit materials and supporting evidence that would be expected by the departmental committee during its review.
      3. The department shall identify how it evaluates academic advising, either as a component of teaching or service, or as a stand-alone category for purposes of personnel review.
      4. For faculty seeking promotion to professor, who fall under the requirement for external review, the department shall prescribe how many external letters (at least one but no more than three) are required to be part of a candidate’s portfolio.
   3. Composition of Department Personnel Committees
      1. Academic departments are encouraged to constitute their department personnel committees by the final day of classes each May (but no later than September 1 of the next academic year) to ensure the committee is in place prior to personnel review during the fall semester. Department chairs may not serve on department personnel committees.
      2. Academic departments are encouraged to constitute their department personnel committees by the final day of classes each May (but no later than September 1 of the next academic year) to ensure the committee is in place prior to personnel review during the fall semester. Department chairs may not serve on department personnel committees.
      3. Only full-time academic faculty members with academic rank may serve on department personnel committees.
      4. By vote of the department, a department with seven or fewer full-time members has the option of operating as a personnel committee consisting of all full-time faculty with academic rank (excluding the department chair). When choosing to act in this manner, those department members may also serve on the school or sub-school personnel committees.
      5. A department with eight or more faculty members of academic rank has the option of operating as a personnel committee consisting of all the full-time faculty of academic rank. The department shall define this committee composition process in its personnel policies.
      6. In departments with eight or more faculty members, the department’s school (or sub-school) personnel committee representative may not also serve on the department personnel committee.
   4. Alternate Departmental Promotion Criteria
      1. If in the judgment of the department the criteria adopted by the Faculty Senate for rank-to-rank promotion (see Section 220.07.E) do not meet the unique needs of the department, the department may follow this procedure:
         1. The department may submit its own criteria to the Academic Faculty Affairs Committee as an exception to the faculty criteria, taking care to provide documentation and justification warranting the granting of an exception.
         2. The Academic Faculty Affairs Committee shall consider the criteria as an exception to the faculty criteria (Section 220.07.E) and shall submit the alternate criteria to the Faculty Senate for consideration.
         3. By majority vote, the Faculty Senate may recommend that the president accept the department's criteria as a necessary and comparable substitute for the faculty criteria for rank-to-rank promotion.
         4. The president will meet with representatives of the department in question (as well as anyone else they deem necessary) and discuss the reasons for the alternate criteria. If the president should decide to accept the department's alternate criteria for promotion, they should so inform the Senate. These alternative criteria would then become the basis for all recommendations on rank-to-rank promotions for all members of the department at all levels of review.

E. Composition of the School or Sub-School Personnel Committee

1. 1. 1. Members of school personnel committees shall serve as representatives of the interests of their departments, schools, and the university.
      2. The Personnel Committee of the School of Professional Studies shall consist of one representative from each department within the school.
      3. The Personnel Committee of the School of Education shall consist of one representative from each department within the school.
      4. The Sub-School Personnel Committees of the School of Arts and Sciences (grouped according to department alignment in 150.03, Article VI, Section A, No. 2 a., b., and c. and No. 3 a. and b.) shall consist of one member from each department.
      5. Membership of school personnel committees shall be limited to full-time tenured academic faculty with unqualified academic rank.
      6. School and sub-school committee members shall take office by October 15
      7. School and sub-school personnel committee members shall serve in staggered two-year terms. They may not serve two consecutive terms unless no alternative is available.
      8. Department chairs, acting/interim department chairs, deans, assistant/associate deans shall not be eligible for election or appointment to the school or sub-school personnel committee.

F. Steps in the Personnel Review Process

1. 1. 1. The personnel review process for teaching faculty follows these steps:
         1. 1. Candidate prepares portfolio and Personnel Action Form
            2. Review by Department Personnel Committee
            3. Review by Department Chair
            4. Review by the School or Sub-School Personnel Committee
            5. Review by the Dean
            6. Review by the Provost
            7. Review by the President

G. Procedures for Personnel Review

1. 1. 1. Personnel review for renewal of term appointment, continuing appointment and promotion follows the timeline prescribed in the SUNY Cortland Handbook Chapter 210. The list of faculty requiring personnel review during the current academic year shall be distributed to deans and chairs by the provost no later than the end of the first week of the fall semester.
      2. Candidates requiring review or seeking promotion shall compile a portfolio and complete the Personnel Action Form, both of which shall be submitted to the department personnel committee by the appropriate deadline.
      3. The department personnel committee shall review the candidate’s portfolio and make a recommendation.
         1. The chair of the DPC (or designee from the committee) shall prepare the committee’s recommendation, which takes the form of a memo addressed to the department chair (or in the case of librarians to the Director of Libraries). The recommendation shall include a record of the vote, a description of the voting procedures used by the committee, and the specific reasons for the recommendation. The committee shall take care that the recommendation is clear as to the portfolio’s strengths and deficiencies and shall note areas, if any, where insufficient evidence was provided to justify a positive recommendation in one or more areas of teaching, scholarship, or service.
         2. Where a unanimous decision has not been reached by the committee, the recommendation shall reflect areas of concern raised by committee members to explain the divided vote.
         3. Committee members may not abstain from the voting and recommendation process except in cases when they (or their spouse) are under review, in which case they must recuse themselves.
         4. The chair of the DPC shall forward the committee’s recommendation, the candidate’s portfolio, and Personnel Action Form to the department chair (or Director of Libraries). At the same time, a copy of the recommendation shall be provided to the candidate.
      4. The chair of the department or Director of Libraries shall review the candidate’s portfolio, the Personnel Action Form and the DPC’s recommendation and make a recommendation.
         1. The chair’s/director’s recommendation takes the form of a memo addressed to the School (or Sub-School, or in the case of librarians to the Associate Vice Provost for Information Resources). The chair/director shall take care that the recommendation is clear as to the portfolio’s strengths and deficiencies and shall note areas, if any, where insufficient evidence was provided to justify a positive recommendation in one or more areas of teaching, scholarship, or service.
         2. The chair shall forward their recommendation, the DPC recommendation, the candidate’s portfolio, and Personnel Action Form to the School/Sub-School Committee. At the same time, a copy of the recommendation shall be provided to the candidate and to the chair of the DPC who shall share it with the members of the department personnel committee.
      5. The School, or Sub-School Personnel Committee shall review the candidate’s portfolio, the Personnel Action Form, and recommendations from prior levels of review and make a recommendation.
         1. 1. Decisions on recommendations shall be made by secret ballot and majority vote within a reasonable interval of at least one day, but not to exceed one week, following the committee’s deliberation to permit each committee member judicious consideration of all factors pertinent to their own decision.
            2. The School Personnel Committee’s recommendation takes the form of a memo addressed to the Dean of the school. The committee shall take care that the recommendation is clear as to the portfolio’s strengths and deficiencies and shall note areas, if any, where insufficient evidence was provided to justify a positive recommendation in one or more areas of teaching, scholarship, or service.
            3. The committee’s chair shall forward the committee’s recommendation, the chair’s recommendation, and the DPC recommendation along with the candidate’s portfolio and Personnel Action Form to the dean. At the same time, a copy of the committee’s recommendation shall be sent to the candidate, the department chair, and to the chair of the DPC who shall share it with the members of the department personnel committee.
      6. Following the school review, the dean, director of libraries, associate vice provost for information resources, provost and president shall, in turn, review the candidate’s portfolio, Personnel Action Form and recommendations from prior levels of review and make a recommendation.
         1. 1. Recommendations, addressed to the next appropriate level of review, shall be clear as to the recommendation and the reasons for it.
            2. Copies of the recommendation shall be sent to the candidate and to prior levels of review, including the chairs of department and school personnel committees (who shall share recommendations with members of those committees) and to the department chair.
            3. Should the dean, director of libraries, associate vice provost of information resources, provost, or president make use of a solicited document not used at a previous level of evaluation they shall inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it, when feasible, before making a recommendation. The dean, director of libraries, associate vice provost of information resources, provost, or president may choose whether to reveal the names of authors of solicited documents
            4. Should the dean, director of libraries, associate vice provost of information resources, provost, or president make use of an unsolicited document, not used at a previous level of evaluation, they shall inform the candidate of any new information contained in that document and allow the candidate reasonable time to reply to it, when feasible, before making a recommendation. The dean, director of libraries, associate vice provost of information resources, provost, or president must reveal the names of authors of unsolicited documents.
            5. The dean or director of libraries, associate vice provost for information resources, provost, and president shall in all cases act in accordance with Article 31 of the Agreement between UUP and the State of New York.

[Revised and approved by Faculty Senate on May 5, 2026] 

220.08 Personnel Policies and Procedures for Full-Time Lecturers was updated to remove “diskettes” as an obsolete technology.

240.02 Structure of Consultative Committees updated to include processes for Director-level search committees

250.03 Levels of Curricular Change was updated to reflect current name of Registrar’s Office.

260.02 Comprehensive Teaching Evaluation System updated to include significant changes drafted and approved by Faculty Senate in 2025-2026

Policies and Procedures (Approved by President Clark, Jan. 10, 1983; amended by Faculty Senate, 2026)

The following sections I, III, and IV are from the complete manual published in Fall 1987 and updated in 2002 and 2025, available in the Provost's Office.

1. 1. General Recommendations
      1. All faculty and administrators should be evaluated on a regular basis. Part of the evaluation of faculty should be the regular systematic collection of information from colleagues and students as the basis for judgments about their teaching effectiveness. Part of the evaluation of administrators should include the regular, systematic collection of information from faculty and students as the basis for judgments about their administrative effectiveness. Information sought about administrators should concern their effectiveness of administration, leadership ability, responsiveness to relevant constituencies, innovative programs, competency, and soundness of judgment.
      2. The evaluation of teaching effectiveness is based on materials including: (a) the administration of a Course Teacher Evaluation (CTE) form, and (b) information submitted by the instructor according to their respective Department Personnel Committee policies and procedures. For details on the evidence presented as part of personnel decisions, including reappointment, promotion, and continuing appointment, see Handbook Chapter 220.06-08. SUNY Cortland recognizes that CTE responses may vary based on instructor characteristics, and this potential bias should be considered when interpreting CTE scores.
      3. Instructors must administer the standard CTE form, at minimum, at least once every third time they teach a particular course; courses taught during the winter and summer terms are also subject to the minimum requirement for the evaluation of teaching.

III. CTE Component of the Teaching Evaluation System

1. 1. Standard CTE forms that have been approved by the Faculty Senate are available through the electronic course evaluation system.
   2. CTE forms should not be unreasonably long. The items include, at a minimum, the Amended CTE Criterion (approved by President Bitterbaum, May 2021):

• • • Organization (preparation and planning; explains objectives, materials, assignments, etc., well)
    • Clear communication (clarity in verbal and written communication)
    • Availability (accessible to students outside of the classroom)
    • Developing analytic skills (provides opportunities to stimulate thinking within the discipline)
    • Providing feedback (provides valuable verbal or written feedback)
    • Social awareness (respectful and welcoming attitude toward students)
    • Foundational knowledge (presentation of core concepts in the discipline)
    • Engagement (holds student interest)
    • Accessible learning (use of varied course materials and formats)

1. 3. The form used by the instructor must include the following Amended CTE Items (approved by President Bitterbaum, May 2021):

• • • Course materials (e.g., resources, exams, assignments) were organized and aligned with stated course goals.
    • The course content was clearly presented.
    • The instructor was available for consultation (e.g., office hours, online platforms, etc.)
    • This course required me to think carefully about concepts and ideas in the subject area.
    • Regular, timely, and clear feedback about my performance or work in the class was provided.
    • A respectful, fair, and inclusive attitude toward all students was demonstrated.
    • The content covered in this course increased my knowledge in the subject area.
    • This course was taught in an engaging manner.
    • The course was taught using methods and materials that met my learning needs.

1. 4. Instructors are free to add additional questions from the Purdue Cafeteria System CTE items.
   5. The CTE forms are administered sometime during the last three weeks of scheduled classes in a term. Faculty and Course Administrators can set custom time windows for administering CTEs within the last three weeks of scheduled classes in a term, ranging from very short periods to the full evaluation window.
   6. Instructors should not attempt to influence student answers when completing CTEs. An instructor may have another individual oversee completion of the CTEs, however this is not mandatory when using the electronic course evaluation system.

IV. Course Materials

1. The course materials to be submitted for evaluation should include the following:

• • • course syllabus, including either a course outline or a list of course objectives;
    • assignments, examinations, and other materials that are provided for the students; and
    • any other materials the teacher wishes to submit (e.g., information on advisement, the teacher's role in involving students in research, attendance at professional meetings, the teacher's role in assisting students with career plans, or examples of graded papers and exams).

1. 2. Optionally, the teacher may provide a written description of the course including observations about the students in the course. Such a description might include: a general description of the level of the course, the student composition in terms of class year and major, information as to whether the course is required or not, and a general comment on the teacher's perceptions of the motivation and general intellectual level of the students in the course.

260.09 Military Leaves updated to comply with NY State Law

270.01 Hiring Policy – Student Employment changed to Student Assistant Policy and updated significantly

Student Assistant Policy

The purpose of this policy is to ensure equal opportunity, nondiscrimination, equity and fairness in the recruitment and appointment of student assistants at SUNY Cortland.

Student assistant positions are established for the purpose of giving financial support to University students while at the same time accomplishing necessary work for the campus.  Student assistants remain first and foremost students. All appointments of this type are made to the title of ‘student assistant’ and are appointed through Student Employment Services (SES).

Appointment Eligibility

• • Must be a regularly enrolled SUNY (including community college) student equating to at least half time, which means:
    • During the academic year, students must be actively enrolled (minimum of six undergraduate credit hours or four-and-a-half graduate credit hours per semester) during the full course of their employment.
    • During the summer session or winter session, students must be accepted by the university and eligible/anticipated to enroll, as defined above, for summer classes or for the upcoming term.
    • The hiring of SUNY students will be based on the following priority:
    • SUNY Cortland students are first priority.
    • All other SUNY units, including community colleges, are second priority and are only hired for winter and summer sessions.
  • Ineligible candidates
    • Students that do NOT attend either a SUNY or SUNY Community College are NOT eligible for student employment.
    • A student holding a graduate assistantship (GA) is not eligible for appointment as a student assistant. (See related Graduate Assistantship Policy)

**Over winter and summer break, a GA, if otherwise eligible, can apply and be hired into a student assistant position as long as they are not on GA payroll. **

• • If a student cannot register for classes due to a “hold” on their account, the student is not eligible for student employment until the “hold” is cleared.
  • As soon as a student graduates, or otherwise loses student status, the student is no longer eligible to be appointed or to remain on student assistant payroll. Spring graduate eligibility ends May 31 and fall graduate eligibility ends December 31. Mid-semester students who lose student status at any other time lose eligibility immediately.

Appointment Procedures

Advertising/Posting Procedures

• • The hiring office must complete and submit an online position requisition using the on- campus student employment hiring system Applicant Tracking System (ATS).
  • Vacancy announcements must be posted in ATS and with SES for at least three business days. Additional alternate advertising is encouraged, e.g., class announcements, bulletin boards, email list serves, etc.
    • Re-hiring returning students or extending current student assistants do not require advertising.
    • No new appointments shall be made without having had the position advertised/posted. Failure to follow this process may result in the student being ineligible to continue working in that department, or the department may lose funding for the position for one semester.
    • Once postings have expired or the minimum posting time has been met, the supervisor can begin review of applications and commence interviews. It is highly recommended that at least three students are interviewed. The interview process itself is an educational opportunity for students.

Initial Appointment Procedures

• • After candidates have been interviewed and a student has been selected, the selected candidate information must be completed in ATS. Student hiring proposals must be submitted at least three days prior to the student’s start date, and approval by Payroll is required before an applicant is considered hired.
    • Payroll approval can be verified in ATS under the specific job posting’s hiring proposal tab. The status will say ‘Hire Approved’ beside each student.
  • Students will receive an email with instructions on how and where to complete paperwork. All documents for students to complete are in the SES office within Career Services, Van Hoesen Hall, Room B-5. Students do not need to bring paperwork with them other than identification to complete the Form I-9 as described below.
    • The appointed student must complete Form I-9 within three calendar days of the start date, preferably prior. Failure to process these documents within the timeframe outlined by the Department of Homeland Security is noted as non-compliance and may result in extensive fines for the University.
      • To complete the Form I-9, the student will be required to show certain original documents to verify identity and employment eligibility. A full list of acceptable documents can be found here.
      • Students who fail to complete this step on time will be required to stop engaging in work activities immediately until the Form I-9 is complete. Notification of this will be made to the supervisor and compliance is mandatory. No exceptions.
      • It is recommended that students make an appointment to complete their paperwork. Walk-ins are welcome; however, paperwork cannot be completed unless required identity and employment eligibility documents are presented. Appointments can be made by calling 607-753-4715 or 607-753-2223.  
    • When completing their paperwork, students will be asked to provide the name of the department in which they are working and the name of their supervisor. This allows SES to complete the email confirmation step.
    • Student supervisors must receive email confirmation from SES indicating that the student has properly completed all employment paperwork before a student can be added to a work schedule. SES staff will send email confirmations no later than the end of day (4:30 p.m. during the semester, 4 p.m. during breaks) on the day a student completes the required paperwork.
  • All student assistants must be paid the higher of the federal or state minimum wage.
  • Student assistants are paid on an hourly basis. Occasionally, stipends or other forms of payment may be appropriate, such as the case with resident assistants. All payments, other than hourly, must be preapproved by the Human Resources Office prior to advertising.

Re-appointment/Change of Appointment Procedures

• • A Student Assistant Assignment/Action Form must be completed and submitted to the Payroll Office for the following actions:
    • A reappointment to the same previously held position; or
    • Extension of an existing appointment; or
    • A change in employment, such as a salary increase.
  • This form must be received by the Payroll Office prior to the student commencing the action represented in the form.

Work Hour Limitations

• • During the academic year, student assistant employment should not exceed 20 hours per week. This maximum for international students is strictly enforced as it is a term and condition of their visa status.
  • During breaks, intercession and over the summer, student assistant employment shall not exceed 29 hours per week.
  • ALL hours worked on campus, excluding Cortland Auxiliary Services employment, are included in the student assistant work hour maximums. These include, but are not limited to, work study positions, resident assistant responsibilities, assistant coaching, adjunct teaching, summer sport camps and Research Foundation of SUNY positions.
  • If a student has multiple positions on campus and collectively the hours worked would result in exceeding the limits of this policy, the student will be required to choose which position to forfeit.

Early Termination Procedure

• • If a student assistant stops working for any reason or is terminated from their position prior to the anticipated end date listed on the appointment form, notification must be provided to the Payroll Office using a Student Assistant Assignment/Action Form. This form must be completed and submitted (electronic submission via email is acceptable) as soon as possible.
  • If a student assistant paid on an hourly basis does not submit a time sheet in three consecutive pay periods, the Payroll Office will automatically terminate the student assistant’s commitment. However, this should not be a routine practice by the supervisor as a means of communicating an early termination.

Student Assistant Employment Policies

Benefits

Student assistants do not qualify for benefits except as follows:

1. 1. Student assistants are eligible to enroll in the New York State Employees’ Retirement System. Enrollment currently requires a 3% contribution to the retirement system. The equivalent of 10 years of full-time service is needed to be eligible for pension benefits.
   2. Student assistants injured during the performance of their duties are covered by New York State’s Workers’ Compensation Law.

Family Members and Consensual Relationships

The university prohibits its student employees from being placed under the supervision of a member of their family or in the same office/department as a member of their family, regardless of a supervisory/evaluative relationship.

Jury Duty

If a student assistant is required to participate in jury duty on a normally scheduled workday, the student is entitled to their normal pay for that day up to $40.00 a day for the first three days of jury duty which conflict with the employee's regular work schedule. Proof that such absences are required must be submitted.

Meal Breaks

A 30-minute meal break of unpaid time must be taken when a student assistant works more than six consecutive hours. This unpaid break must be recorded on the   time sheet.

Military Leave

Student assistants are eligible for military leave under Section 242 of the New York State Military

Student Time and Attendance (TAS)

Student assistants are required to complete on-line biweekly time sheets through SUNY’s Time and Attendance System (TAS) for each job (commitment) they are working. Students should certify the time record and submit it to the supervisor for final approval on the last Wednesday of each two-week pay period. For example, if a payroll period ends on Wednesday, July 13, then all hours worked during that payroll period should be submitted no later than Wednesday, July 13. Please refer to the Student Payroll Schedule for current dates and deadlines.

Supervisor Approval in Time and Attendance (TAS)

Supervisors will receive daily notification until the student time record is approved. Time records must be approved no later than Friday following the end of a payroll period. For example, if a payroll period ends on Wednesday, July 13, approval of a student’s submitted time record should be completed by Friday, July 15. Please refer to the Student Payroll Schedule for current dates and deadlines.

• • Important Note: If a student’s submitted time record is not approved within two days, the supervisor’s supervisor will receive notification for approval of the time record.  If unforeseen delays do occur, the final day for any approvals submitted by supervisors will be on Monday, immediately following the due date. Using the example above, this would be Monday, July 18.
  • If payroll deadlines are not met, delays in receiving paychecks on a timely basis may occur.

 

Part 3 Guidelines for Students

380.04 Current Local Address, Local Phone Number and Valid Email Address was updated from Student Registration and Records Services to reflect current name of Registrar’s Office

 

Part 4 General Policies and Procedures

Throughout Part 4, links to prior catalog were updated.

415.03 Examination Policies section title updated to Final Week Policies and adapted to adopt significant revisions approved by Faculty Senate in 2025-2026; the guiding principles for these changes were

1. Compliance with NYSED and SUNY policies;
2. Faculty autonomy in the use of the Final Week to extend beyond traditional examinations models;
3. Reduced need for alternate exam requests; and
4. Ensuring a distinctive final week schedule that offers appropriate meeting times and structure for a range of education experiences.

Two key revisions to the policy regarding scheduling for the final week of the semester are the following:

1. The final week schedule will rotate each semester
2. Alternate class times will be assigned on one day during the final week

To that end, the Registrar’s Office has developed four new final week schedules. These schedules will rotate each semester. To allow for the final week schedule to be available well in advance of the semester, the schedules will be on a two-year rotational basis, i.e. Fall of even years will be remain constant, such that the Fall 2028 schedule will be the same as the Fall 2026 schedule. All four rotating schedules are now available on the Registrar’s website.

415.04 Missed Final Examination, Make-Up Examination language was eliminated and will instead be left to individual faculty/course policy in syllabus

415.30 Posthumous Degree Policy updated to align with SUNY-wide guidelines

430.05 Event Creation and Management for Important Dates changed to reflect Marketing and Communications Office (vs Marketing Office and Communications Office)

439.02 Definitions updated to reflect Marketing and Communications Office (vs Marketing Office and Communications Office)

440.07 Facility Use Terms and Conditions updated to reflect usage guidelines for murals and wall wraps

460.13 How to Obtain Records updated to reflect change in Records Access Officer from Communications Coordinator to Chief of Staff

481.06 Solicitation renamed to Vendor Solicitation of Employees, minor edits made

490.01 Emergency Closing Policies updated to clarify Governor and New York State authority and to further describe SUNY Cortland communications and operations in the event of severe weather or other emergent conditions, including shifts to remote operations.  

When severe weather, utility failures, or other emergencies force the closing of the SUNY Cortland campus or the modification of university operations, the president will contact the cabinet and the Associate Vice President for Marketing and Communications to disseminate information about the closing or modification to both the internal and external publics.

The State of New York has a number of personnel policies that are put into effect during emergency situations.  Such situations include but are not limited to severe weather, hazardous travel, a breakdown in plant operations, or other emergency condition. It is important that SUNY Cortland employees are aware of these policies so that they know what is expected of them in terms of continuity operations, reporting for work, conducting classes, leaving early, and accounting for leave time.

The following information concerning state regulations applies to members of the classified staff, professional and teaching staff, and management confidential. Faculty members should particularly note the reference to class scheduling in item number six.

1. 1. The only person authorized to close New York State facilities and offices, including SUNY Cortland, is the Governor of New York State. Therefore, it will be an extreme condition before the University will be officially “closed”.  However, decisions concerning modifications to SUNY Cortland operations (i.e.: cancellation of classes or activities, changes in class delivery, or changes to business and office operations) due to an emergency, severe weather, or hazardous travel conditions, rest with the President of the University or their designee. Additionally:
      1.  Individual building administrators are not authorized to close buildings under such conditions.
      2. A declaration of emergency, even by the Governor, does not automatically mean closure of state offices or facilities. If there is to be closure of state offices or facilities in such a situation, that determination would result from a separate action by the Governor. Certainly, employees as citizens are expected to abide by civil authority. Nevertheless, even in such situations, absence is the employee's responsibility, and employees will be expected to charge their absence to appropriate leave accruals.
      3. Although pursuant to New York State Executive Law, Article 2-B, a Chief Executive of a County, City or Village may declare a state of emergency, such declaration has no authority over the closure of state offices or facilities. In the event of such a declaration, the closure or non-closure of state offices or facilities is determined only by the Governor.
   2. If an employee is unable to report to work because of an emergency, severe weather, or hazardous travel conditions, the time off must be charged to leave accruals, even though ordinances regarding travel may be enacted.
      1. Those employees who have been designated as “essential personnel” should make every effort to report.  Accordingly, essential personnel are required to either:
         • Remain at work until their shift is over (or later if directed)
         • Report to work at their scheduled time (or earlier if directed)
   3. Hazardous conditions such as an emergency, severe weather, or hazardous travel before or during the working day may cause some employees to request permission from supervisors to stay home or seek early departure. Supervisors, however, are responsible for the continued functioning of offices and departments unless the president or their designee authorizes otherwise.
      1. If approved, such leave or early departure must be charged to employee leave accruals (vacation, personal leave or compensatory time). For early departure, the accrual charge slips should be made out before departure.
   4. On rare occasions for emergencies, severe weather or hazardous conditions, and if not done preemptively by the Governor, the President may request the Governor to close the University. If authorization is obtained and employees are then directed to leave or not report to work, the employee is not required to charge the absence to leave accruals.
   5. There may be instances of planned utility shutdowns for Facilities Operations and Services purposes such as major electrical, heating plant, or water system repairs.
      1. Personnel affected by this work will be given proper advance notification via the President or their designee. Employees will be invited to use appropriate accruals, be relocated, or be given accommodation to work remotely.
   6. With the increase in online offerings at SUNY Cortland along with the availability of various technological tools to deliver course content, virtual instruction, and remote office work it is unlikely that classes or office operations would be canceled or suspended because of weather conditions, hazardous travel, or small-scale emergencies. Instead, when such conditions exist, SUNY Cortland may take steps to move to “remote operations”. 
      1. “Remote Operations” means a move to remote instruction for all in-person classes and remote work for non-essential employees and office operations
         • Non-essential employees who do not need to be physically present to perform their jobs, may work remotely with supervisory approval.  Examples include employees whose work does not require in-person service delivery or constituent interaction.
         • Determinations as to which job functions are eligible for “remote work” are subject to supervisory discretion.
         • Supervisors are responsible for the continued functioning of offices and departments.
      2. If “remote operations” are instituted:
         • Online classes will continue as scheduled.
         • Remote work and office operations will follow normal business hours and professional obligations.
         • Announcements of this move will be made through campus email, the university’s website, and the SUNY Cortland Alert system.

 (Approved by President's Cabinet, November 2001 and minor revision to weather emergency notification approved by President Bitterbaum, Nov. 30, 2009; updated by Human Resources Office, November 2014; updated by President's Cabinet, August 2024; updated by Provost’s Cabinet and Emergency Management Office in Fall 2025; approved President’s Cabinet February 2026.)

495.01 Policies on Harassment and Violence updated to add language on Workplace Violence

Workplace Violence

The State University of New York College at Cortland (the University) is committed to providing a safe work environment for all employees. This policy sets forth standards for employee conduct and guidelines for reasonable precautions.  The accompanying procedures outline protocol for response to threats or violence should they occur in the workplace.

SUNY Cortland community members deserve freedom from fear of harassment and/or physical abuse. The University has established a Zero Tolerance Standard with respect to acts of workplace violence.  Any acts of violence directed against individuals based on race, religion, ethnicity, gender or sexual orientation are especially intolerable and will be subject to the strictest disciplinary actions.  Threats, acts of violence, and acts of aggression by employees or against employees by coworkers, students, members of the public or others will be responded to promptly. It is, therefore, campus policy that any violations of this policy will not be tolerated and may be subject to disciplinary action, up to and including immediate termination, consistent with the appropriate collective bargaining agreement, and, if appropriate, shall be prosecuted to the full extent of the law.   Additionally, any individual who makes a substantial threat, exhibits threatening behavior or engages in violent acts on University property shall be subject to removal from the premises as quickly as safety permits.  An investigation will subsequently be conducted as promptly as possible. 

Definitions

Workplace violence is any physical assault or acts of aggressive behavior occurring where an employee performs any work-related duty during the course of employment including but not limited to:

1. 1. Any attempt or threat, whether verbal or physical, to inflict physical injury upon an employee;
   2. Any intentional display of force which would give an employee reason to fear or expect bodily harm;
   3. Intentional and wrongful physical contact with a person without consent that entails some injury; and
   4. Stalking an employee with the intent of causing fear of material harm to the physical safety and health of such employee when such stalking has arisen through and in the course of employment.

Retaliation

Taking retaliatory (negative) action against anyone acting in good faith who has made a complaint of workplace violence, who has reported witnessing workplace violence, or who has been involved in reporting, investigating, or responding to workplace violence is a violation of this policy.  Those found responsible for retaliatory action may be subject to discipline, up to and including immediate termination, consistent with the respective collective bargaining agreement.

Policy Reporting Procedures

Incidents of workplace violence, threats of workplace violence (either explicit or implied), or observations of workplace violence are not to be ignored by any member of the University community. Workplace violence or threats of workplace violence must be promptly reported to the appropriate University official as noted in the following reporting procedures.  Additionally, to maintain a safe working and learning environment, all members of the University community are encouraged to report behavior that they reasonably believe poses a potential for workplace violence.  Protocol for reporting workplace violence is summarized as follows:  

1. 1. Any person experiencing or witnessing imminent danger, personal injury from violence, violence involving weapons, or actual violence should call the University Police Department (607-753-2111) or 911 immediately.
   2. Any person who is the subject of workplace violence involving situations without weapons or personal injury, or is a witness to such situations, should report the incident to their next-in-line supervisor who is not party to the alleged action. If a student is the suspected perpetrator, notify the Student Conduct Office, Corey Union, Room 405 (607-753-4725), or in lieu thereof, the University Police Department (607-753-2111).
   3. Any supervisor, manager or other person in authority who receives a report of a suspected violation of this policy shall consult with the Human Resources Office (607-753-2302). Any emergency, perceived emergency, or suspected criminal conduct must be immediately reported to the University Police Department (607-753-2111).

Reporting Through the Silent Witness Program

It is recognized that some individuals may fear reporting any behavior they believe may be criminal in nature and/or a violation of this policy.  SUNY Cortland has a Silent Witness Program that was developed so that members of the community can report criminal activity, suspicious activity or tips and remain anonymous. The information is transmitted to the University Police Department for follow up. All information will be kept confidential. The Silent Witness Reporting page is located on the University Police Department’s website.

Policy Responsibility

Employees’ Responsibilities

1. 1. All employees are responsible for helping to maintain a safe work and educational environment and are urged to take reasonable precautions to prevent violence and other unsafe conditions in the workplace and report indicators of risk of violent behavior. Indicators of violent behavior can include:
      • Direct or veiled threats of harm;
      • Intimidating, belligerent, harassing, bullying, or other inappropriate and aggressive behavior;
      • Numerous conflicts with supervisors and other employees;
      • Bringing a weapon to the workplace, brandishing a weapon in the workplace, making inappropriate references to guns, or fascination with weapons;
      • Statements showing fascination with incidents of workplace violence, statements indicating approval of the use of violence to resolve a problem, or statements indicating identification with perpetrators of workplace homicides;
      • Statements indicating desperation over family, financial, and other personal problems to the point of contemplating suicide;
      • Drug/alcohol abuse; and
      • Extreme changes in behavior.

Precautions to help prevent workplace violence include:

• • • Do not release information about coworkers’ schedules, home telephone numbers, or other personal information.
    • Request the credentials of any stranger who enters your office to do repair or other service work. If necessary, verify the Work Request with the building administrator or through the Facilities Operations and Service Center (607-753-2100), if appropriate.
    • Never leave money, credit card travel documents or anything else of value in an unlocked desk or cabinet.
    • Report stolen items to University Police immediately.

B. Notify the University Police Department whenever an order of protection is granted which mentions University property or involves a University employee or a person working at or attending the University. Additionally, provide a copy of the order. Appropriate efforts will be made to protect the privacy and sensitivity of the information provided.  Employees should also notify their supervisor. 

C. Victims of domestic violence who believe the violence may extend into the workplace, or employees who believe that domestic or other personal matters may result in their being subject to violence extending into the workplace, are encouraged to notify their supervisor or the University Police Department. Confidentiality will be maintained to the extent possible. SUNY Cortland’s Domestic Violence and the Workplace Policy.

D. All employees have an obligation to immediately report any incidents of violence and/or threats of violence to:  their next-in-line supervisor who is not party to the alleged violation; the Human Resources Office; or to the University Police Department.   If the incident of violence and/or inappropriate conduct or behavior is by a student, immediately report the incident to the Student Conduct Office at 607-753-4725 or to the University Police Department at 607-753-2111.

E. Any employee or representative of employees who believes that a violation of the Workplace Violence Prevention Program exists, or that an imminent danger exists, must contact the University Police Department at 607-753-2111 or 911 immediately.

Supervisors’ Responsibilities

1. 1. Each dean, director, department chairperson, executive officer, administrator, or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within their area of jurisdiction for the implementation of this policy.
   2. Supervisors are required to contact the University Police Department immediately (607-753-2111) in the event of imminent or actual violence involving weapons or potential physical injuries.
   3. Supervisors must report to the University Police Department any complaint or incident of workplace violence of which they become aware or reasonably believe to exist. Supervisors are expected to inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed and resolved. After reporting such complaints or incidents to the University Police Department and immediate supervisor, the supervisor should keep it confidential and disclose it only as necessary during the investigation process and/or subsequent proceedings.
   4. Every supervisor is required to report any knowledge of workplace violence to the Human Resources Office immediately (607i-753-2302). Failure of a supervisor to initiate appropriate action may result in corrective or disciplinary action.  

 

University Police Department Responsibilities

1. 1. The University Police Department is responsible for responding to, intervening in, and documenting all incidents of violence in the workplace. The University Police Department will immediately log all incidents of workplace violence and will notify the affected supervisor of an incident involving their employee and notify the appropriate University official of an incident involving a student. 
   2. The University Police Department will maintain an internal tracking system of all threats and incidents of violence. Annual reports will be submitted to the president detailing the number and description of workplace violence incidents, the disposition of the incidents, and recommended policy, training issues, or security procedures that were or should be implemented to maintain a safe working and learning environment.
   3. The University Police Department officers will be trained in workplace violence awareness and prevention, non-violent crises intervention, conflict management, and dispute resolution.
   4. When informed, the University Police Department will maintain a record of any orders of protection and will provide escort service to members of the University community within its geographical confines, when sufficient personnel are available. Such services are to be extended at the discretion of the chief of police or designee.  Only the president, or designee in their absence, can authorize escort service outside of the geographical confines of the college.

 Human Resources Office Responsibilities

1. 1. The Human Resource Office will assist the University Police Department and supervisors in responding to workplace violence.
   2. The office will facilitate appropriate responses to reported incidents of workplace violence.
   3. Human Resources will notify the University Police Department of workplace violence incidents reported to Human Resources.
   4. The Human Resources Office will consult with, as necessary, counseling services to secure professional intervention.
   5. The office will arrange crisis counseling, if warranted.
   6. New employees or employees transferred to the University will be provided with a copy of the Workplace Violence Prevention Policy and Procedure and employees will receive appropriate training pursuant to NYS Labor Law §27b.
   7. The Human Resources Office will disseminate this policy to all employees on an annual basis. The policy will be posted throughout the campus and on the College’s website, as appropriate.
   8. Risk factors will be disseminated to employees.
   9. The Human Resources Office will coordinate with University Police to:
      • Conduct risk assessments of the workplace to determine the presence of factors or situations that might place employees at risk of workplace violence;
      • Assess the campus’ readiness for dealing with workplace violence; and
      • Assess the potential problem of workplace violence.
   10. Human Resources will review the annual summary of campus incidents and make preventative recommendations as appropriate.
   11. The annual summary will be shared with the campus bargaining units.
   12. The on-line workplace violence prevention training module will be reviewed, and the Human Resources Office will make recommendations/revisions as appropriate.

Employee Assistance

Everyone deserves an environment that is nonviolent and that promotes well-being both on and off-the-job.  The University’s Employee Assistance Program (EAP) is a service to help state employees and their families who are facing a problem in their lives. It might be a marital problem, alcoholism, drug abuse, financial strain, or perhaps a legal problem. EAP is designed to help the employee handle the problem before it affects his or her job.  The campus EAP coordinator can be contacted confidentially at 607-753-5777.  Additional information on the EAP website.

 

Part 5 Information Resources

518.04 Mobile Communication Devices Policy was added in September 2026 by Cabinet approval to align with SUNY financial, benefit, and audit policies; elimination of allowance provided for personal mobile devices and alternative devices will be provided by SUNY Cortland Business Office.

Mobile Communication Devices Policy

The State University of New York at Cortland (SUNY Cortland) recognizes that the performance of certain job responsibilities may be facilitated by the use of various mobile communication devices. The university accommodates employees with a valid business need for mobile communication devices and related services by issuing either a department managed or a centrally managed mobile communication device. This technology must be used for the benefit of the university in the performance of university business.

To be eligible for consideration of a department managed or a centrally managed mobile communication device, the employee must have a valid business need for required or essential business communication resulting from:

• • The need to be readily accessible
  • The need to receive or initiate communication in emergency or time-sensitive situations
  • Safety requirements while traveling on the road or to off-campus locations
  • Frequent and regular travel, with a travel plan as part of job responsibilities
  • Work locations in the field where access to electronic and telecommunication devices is not readily available.
  • Other job-specific rationales validated and approved by appropriate dean or vice president, or designee.

Department Managed or Centrally Managed Mobile Communication Devices

In the case of department managed devices, the department determines the appropriate communication device and service plan for each employee based on business need. Departments retain ownership, maintain inventory controls over the device, and administer the service plan.

In the case of centrally managed devices, the SUNY Cortland Business Office determines the appropriate communication device and service plan in collaboration with the area dean or vice president. Through the Business Office, the University retains ownership, maintains inventory controls over the device, and administers the service plan in accordance with SUNY-wide telecommunications contracts.

Procuring and Updating a Centrally Managed Mobile Communication Device

When an employee is deemed eligible for a state-owned mobile phone, the Business Office provides a listing of available devices available through SUNY’s current contracts. The default provision is for, first, the lowest cost device and plan, then the newest model device available from current contracts, with the understanding that it must support the basic business functions necessary for that employee’s position. There needs to be a written rationale by the relevant dean or vice president for any other level or type of device.

Replacement cycles on department managed or centrally managed devices follow the same guidelines as other technologies. Employees should enable routine software updates on their devices.  When a device has reached the end of its useful life, the Business Office will use the same process to procure a new device.

If an employee is going to be traveling internationally, the Business Office can provide and activate temporary hotspots to avoid unnecessary carrier surcharges.   

Individuals to whom devices are assigned are responsible for the security and maintenance of the phones and must promptly report any damage or theft to their appropriate supervisor or department head.

These devices are the property of the department and the university and must be returned to the university if changes in responsibility no longer require the employee to have a device or upon the employee’s departure or termination from the unit or university.

 

Department Managed or Centrally Managed Mobile Communication Device Usage Guidelines

Employees are expected to conduct solely university business on devices purchased and maintained by departments or by the university.

Under New York State law, an individual cannot use a hand-held mobile telephone or portable electronic device to talk, text, or email while driving. If a portable electronic device is used while driving (except to call 911 or to contact medical, fire, or police personnel about an emergency), the driver can receive a traffic ticket and be subject to a fine, surcharge, and point assessment. Fines are the responsibility of the employee and will not be reimbursed by the university. Use of a mobile communication device while operating a motor vehicle is strongly discouraged, even when a hands-free accessory is available.

The university has the right to monitor telephone usage to determine if misuse or abuse exists.

Safeguarding Information and Devices

The university standard for securing devices and information includes both university and personally owned mobile communication devices. Employees must safeguard mobile communication devices and protect the data stored on the devices. While these devices can be used to view university business data, employees must not download this data to the device. Mobile communication devices that are used to access restricted data must use university logins to access and protect the data.

Pursuant to law and State University of New York (SUNY) policy, whenever the university reasonably anticipates that litigation legal proceeding (e.g., lawsuit, audit, investigation, Freedom of Information Law (FOIL) request) has been or will be commenced, it must take actions to preserve all electronically stored information that may be relevant. This requires the university to suspend the deletion, overriding, or other destruction or alteration of electronic information relevant to the proceeding. This preservation obligation includes all forms of electronic communications (e.g., email, word processing, calendars, text messages, voice messages, videos, photographs) wherever stored, including on a mobile communication device. This electronic information must be preserved so that it can be retrieved at a later time in connection with the legal proceeding. Mobile communication devices used to conduct university business, whether owned by the university or the individual, are subject to these preservation requirements and employees using such devices to conduct university business must comply with preservation and production notices.

Freedom of Information Law (FOIL)

The NYS Information Security Breach and Notification Act requires the university to disclose any breach of the data to New York residents. (State entities must also notify non-residents; see the NYS Information Security Policy.)

Individuals who access, process, store, or in any other way handle restricted data must implement controls and security measures as required by relevant laws, regulations, and university policy. In instances where laws and/or regulations conflict with university policy, the more restrictive policy, law or regulation governs.

Restricted data includes university data protected by state and federal regulations. This includes Family Educational Rights and Privacy Act (FERPA)-protected student records and electronic records that are specifically exempt from disclosure by the NYS FOIL.

Private data must be protected in order to ensure that they are only disclosed as required by law, including FOIL. Decisions about disclosure must be made by the SUNY Cortland FOIL Records Access Officer, the Chief of Staff in the President’s Office.

Previous Allowance for Personally Owned Mobile Communication Device and Related Services

Prior to January 1, 2027, select university employees were granted an allowance for a personally owned mobile communication device that was used for business purposes.  To adhere to changes in SUNY business practice, these employees have been offered centrally managed devices as an alternative.    Otherwise, allowances for personally owned mobile devices have been discontinued, effective January 1, 2027.

530.02 Software Support Policy was updated to include link to SUNY Cortland’s Information Resources Help Center

 

Part 6 General Policies and Procedures for Enrollment

640.03 SUNY Cortland Advisement Philosophy and Guidelines updated with link to current catalog

 

Part 7 Specialized Service Operations

Chapter 725 Campus Child Care Center removed to reflect dissolution of external partnership, inclusive of 725.01 Objectives and Function of the Campus Child Care Center and 725.02 Campus Child Care Center Philosophy.

775.02 Communications updated to reflect new office name, Marketing and Communications, combined with 775.03

775.03 Marketing updated to reflect new office name, Marketing and Communications, combined with 775.02

Part 8 The Affirmative Action Program

Chapter 850 Renamed “Former Complaint Procedure for the Review of Allegations of Unlawful Discrimination (October 2020 to Aug. 14, 2026)” and kept as a reference for any open cases from that time period.

Chapters 860 and 870 were updated to align with SUNY-wide Discrimination Complaint Procedure that became effective August 15, 2026.

Office locations and phone numbers updated as needed.

END September 2026

2024-25 Handbook Edits Change Log

Introduction

Updated introduction letter from President

Updated org chart 5/24

Part 1

Chapter 110

110.02 Removed number of trustees

110.04 Added reference to BoT  Policies, updated with BoT definitions

130.08 Standing Committees (https://www2.cortland.edu/offices/publications/handbook/part-one/)

1. Removed Affirmative Action Committee (no longer active)
2. Updated charge to the Academic Calendar Committee
3. Removed Cortland Intercollegiate Athletics Board (no longer active)

130.09 Interdisciplinary Centers – changed “Dean’s Council” to deans

Chapter 150 – Faculty Senate Bylaws updated with new language from FS resolution

Part 2 Guidelines for Faculty

210.04 Registrar’s Office Calendar Updated

210.08 Updated timing for positing summer/winter session

220.02 Office Hours – this was changed last year to mirror the most recent approved language

Added Advising section:

“Advising

Advising is a critical component of student success at SUNY Cortland.  All tenure-track/tenured faculty are expected to advise students in their academic programs. In departments where the advising load is below the university average, faculty may be assigned advisees from other programs/departments.

 Advisors recognize that students come to SUNY Cortland with a range of backgrounds, experiences, strengths, and potential for growth. Advisors collaborate with their advisees to assist in understanding and navigating:

degree and major requirements and academic policy and procedures (e.g., registration)

development of an academic plan and monitoring of degree progress

exploration of academic and career goals relevant to their degree

academic challenges and strategies, tools, and support resources,

opportunities that supplement the curriculum (e.g., undergraduate research, internships, study abroad)

 Advisors should be available during office hours and by appointment to meet with advisees, and provide sufficient time and availability during critical periods such as registration and drop/add.  Additional information on SUNY Cortland’s Advisement Philosophy and Guidelines is available in section A.02 of the Policy section of the Undergraduate Catalog.”

 220.05 Appointment of Faculty – changed Institutional Advancement in last paragraph to Communications

220.07 See Faculty Senate resolution for summary of changes including amended language

220.14 Changed maximum gift amount to $1million

260.02 updated titles, changed College Research Committee to Faculty Research Committee

270.06 – 270.10 These are all quotes from laws, so the text was removed and replaced with links to the laws.

Part 3 Guidelines for Students

 340.02.3.B Added Generative AI as per Faculty Senate resolution

360.06 Off-campus housing – new numbering

The university does not inspect or supervise private off-campus housing facilities. SUNY Cortland is not a party to any lease or contract between a student and an operator of private housing facilities. 

Chapter 370 Policy on HIV – remove, this is covered in the non-discrimination policy

Chapter 370 – Place Freedom of Expression SUNY Policy here

380.01 Replace text with:

380.01 Rules and Regulations 

 Every student in full-time attendance at a state-operated unit of SUNY, other than married students or students residing with parents or guardians, are required to live in university-operated housing maintained and operated by such unit or to have permission under such provisions as may be made therefore by the chief administrative officer of such unit to live off-campus. 

 Rules regarding on-campus housing are found on Residence Life and Housing Website.  

380.02-380.05 – remove and insert a link to the website for the most current information

380.07 Limitations on separate programs – remove, covered in non-discrimination policy

380.08 Guest Room Use Policy – new text

SUNY Cortland provides limited guest accommodations for official guests of the university.    

Accommodations are also available for parents or immediate family of students involved in emergency or crisis situations and for campus personnel during a time of campus or community emergency. 

Information regarding charges and availability can be secured through the Residence Life and Housing Office. 

Part 4 General Policies and Procedures

410.01 New admissions description

“410.01 Admission Policy

SUNY Cortland welcomes applications from all individuals who meet the university's admission standards. Due to limited teaching and physical resources, a competitive selection process is necessary.

Applicants can use admissions information, including web resources, to determine whether SUNY Cortland offers programs that meet their needs. The university provides a broad range of major programs for undergraduate students, as well as a variety of graduate programs in teacher education, arts and sciences, and professional studies. Approximately 10% of the university's entering undergraduate students have not decided upon a major at enrollment, and typically, it is not necessary to decide upon a major until the end of the sophomore year.”

410.02 Moved this policy to the College Catalog

415.17 Emergency Administrative Withdrawal Policy – removed and replaced with a link to the SUNY policy that is now in place

415.19 Student Leave of Absence - Removed text and replaced with link to the Catalog

415.20 Voluntary Medical and Psychological Leaves updated text to:

“All students requesting a medical leave of absence or a medical withdrawal for documented medical reasons will have their paperwork processed through the Student Health Service. This process can be initiated by any Student Health Service clinician, but must be approved by the Student Health Service Director.

Students requesting a medical leave of absence or a medical withdrawal for documented mental health reasons will have their paperwork processed through the Counseling Center. This process can be initiated by any mental health provider but must be approved by the Director of Conley Counseling and Wellness Services or their designee.

 All students receiving a medical leave of absence or a medical withdrawal will have the differences between these two options explained to them and will have a chance to ask questions regarding these options. Once a decision is made, students will be asked to sign a statement agreeing to the conditions, if any, of their leave or withdrawal.”

415.25 Honorary Degree – this is directly quoted from SUNY policy, so remove text and replace with a link to the current SUNY policy.

415.29 C2 change as per Faculty Senate resolution

425.02 Fee and Payment Deferment –Changed mid-December to early-January, changed semester bills from print date to creation date, removed part of last sentence in paragraph 5, added American Express, changed payment plan from 5 installments to 4, removed withholding of transcripts

425.04 Room Deposit – removed first sentence

425.06 College Fee – changed to $50 and $25

425.07 Student Health Insurance Fee – removed text about option

425.08 Program Service Charge – Added definitions for Student Life Fee and Transcript

Student Life Fee:  Funds a variety of student life experiences and provides additional support for the campus recreation program.

Transcript:  All enrolled students are charged a $5 per semester transcript fee.  All current and former students will receive unlimited official transcripts as a lifetime service.

425.12 Special or Optional Fees and Fines – removed A (towel and locker charge) and B (Teaching certificate fee)

425.13 Removed date reference

430.04  Program Service Charge – refundable at the same rate as tuition

435.06 Added new SUNY policy on ID cards

430.07 Remove A (towel and locker fee) and B (linen service charge)

435.07 Business Cards – remove

435.08 Payroll – remove

435.09 Purchasing and Accounts Payable Office – remove last sentence of first paragraph and replace with a link to the Purchasing and Accounts Payable website

435.10 Minority/women-owned businesses – removed and re-numbered

435.11 Guidelines for Payment of Consultants – text replaced with a link to the Purchasing and Accounts Payable website

435.12 Added a link to the Purchasing and Accounts Payable website

435.13 Added a link to the Purchasing and Accounts Payable website

439.03 Event Management/Electronic Calendar – updated text defining the calendar

439.04 Changed from “Featured Events” to “Important Dates”

439.05 Event Creation  -New text needs cabinet approval

439.05 Event Creation and Management for Important Dates

Events submitted to the Communications Office will be considered for inclusion in Important Dates upon review by Communications Office staff.

Event postings must comply with SUNY Cortland guidelines provided in student, faculty and staff handbooks, the Brand Identity Guide, relevant university policies, and state and federal laws and regulations.

The director of communications, the director of marketing or the web and digital services manager reserve the right to deny event listings that do not meet the above guidelines.

(Approved by President's Cabinet June 25, 2012.)

440.07 Facility Use Terms and Conditions  - added new SUNY Posting and link to Campus signage policy approved by Cabinet in May

440.11 – removed last two sentences and replaced with new text from CEM, added mailing address to #2, removed “Estimate of charges” sentence, changed VP for finance to a representative from CEM, added “or a committee decision of departments” to the last sentence

440.13 Major Events – added locations (Arena field house, gyms), added note that student organizations must consult Campus Activities

440.14 Added note that Student groups must consult Campus Activities and club sports/intramurals must consult Campus Rec

440.18 Stadium Complex – added “or directly to the director of Campus Event Management”

440.19 Use of the Student Life Center – See new text:

The Student Life Center at SUNY Cortland has adopted policies and procedures applicable to all campus personnel, buildings, programs, or other settings. These policies are in force and effect at Campus Recreation Department (CRD) facilities and by entering such facilities, students, faculty and any other Authorized Users agree to be bound by such policies. 

Policies 

Access to the Student Life Center is limited to Authorized Users, who are required to provide a student or staff ID card or other accepted form of identification.  

The CRD reserves the right to eject anyone whose behavior is unruly or illegal in nature. Membership privileges will be revoked without a refund and the individual(s) will be escorted from the facility. The University Police Department (UPD) may be contacted.   

All users must sign the Student Life Center Acknowledgement of Risk, Waiver and Release of Liability prior to using the Student Life Center.  

CRD takes seriously its obligations under the University’s Child Protection Policy. Any authorized minor under the age of eighteen (18) must be accompanied by a parent or guardian at all times in the Student Life Center, with the exception of single occupancy restrooms or single stall toilets. Under no circumstances should an authorized minor ever be unaccompanied without a parent or guardian in the swimming pool or locker room areas (again, with the exception of single occupancy restrooms or single stall toilets). 

Photography and videotaping of any kind is strictly prohibited in restroom and locker room areas.   

Authorized Users must follow all posted guidance on use of the facilities, e.g., running directions on the indoor track, use of swimming lanes, acceptable court footwear, availability of equipment or areas. Parents and guardians are responsible for ensuring that authorized minors follow such guidance.  

All fitness equipment should be used consistent with posted CRD or manufacturer’s guidance on proper use, including with regard to age, fitness, and proper usage technique. Parents and guardians are responsible for ensuring that authorized minors follow such guidance.  

All Authorized Users under the age of eleven (11) are strictly prohibited from utilizing cardiovascular fitness machines and weight training equipment and must follow all posted restrictions. If a higher minimum age is posted for a particular piece of equipment or equipment category, that minimum age should be followed. 

CRD reserves the right to eject anyone for any unsafe use of equipment, or any other behavior or activity that poses a danger to the health or safety of authorized users or CRD staff, or to the personal property of CRD.  

Personal training or other instruction for pay or trade by outside entities is strictly prohibited and could jeopardize membership privileges for all parties involved.  Personal training and instruction is limited to CRD staff. 

All bags or other personal items should be stored in lockers or cubbies. Any unattended items not stored in lockers or cubbies will be collected and brought to the lost & found area. Unclaimed items will be handled consistent with state law.  

For inquiries about Authorized User qualifications, operating hours, and fees, go to the Student Life Center webpage or call Campus Recreation at 607-753-5585.  

440.20 Summer Sports Camp – Clarify the role of Campus Event Management as responsible for assisting with scheduling.  Sponsoring group or organization is responsible for staffing, promotion, etc.

440.25 Duties of a Building Administrator – removed responsibility for fire drills

440.28 Added new SUNY policy on Freedom of Expression

Chapter 470 Rules for the Maintenance of Public Order – changed this from original Education law (6430) to current SUNY Policy

Chapter 475 Changed “Education Law Compliance” to “Campus Safety and Fire Security Report”

Chapter 481 Fundraising and Solicitation

481.01 General – removed reference to President’s Advisory Committee on Development, changed the Cortland Fund to Annual Giving in last paragraph

481.05 Campus Advertising Policy – Added Groups and organizations looking to table on campus must work through CEM, removed VP for Finance from 2nd sentence

481.07 Solicitation - changed director of Corey Union to VP for Finance and Management

Chapter 482 Access to Counsel – updated titles

Chapter 490 Emergency Closing Procedures https://www2.cortland.edu/offices/publications/handbook/part-four/

Updated to reflect that the President notifies Cabinet, removed reference to emergency ID card, and removed the following text:

“The provost is responsible for contacting a) the university police, b) the campus switchboard and c) the Child Care Center. 

The communications director will send an email to inform the campus community. Cancellation of classes held on campus also applies to online classes.

The director of communications is responsible for contacting the Central New York media. The following radio and television stations will be notified:

• Cortland: WSUC
• Homer: WXHC
• Ithaca: WHCU, WYXL, WQNY, WNYY, WIII
• Norwich: WCHN, WKXZ, WZOZ, WBKT
• Owego: WEBO
• Syracuse: WSYR, WHEN, WYYY, WBBS, WWHT, WPHR, WNDR, WNTQ, WSEN, WFBL, WSTM-TV Ch. 3, WTVH-TV Ch.5, WSYR-TV Ch. 9
• Waterloo: WNYR, WGVA, WLLW, WAUB, WSFW, WCGR, WFLR
• Binghamton: WNBF, WHWK, WWYL, WAAL, WSKG, WSQX, WBNG, WBXI

The director of communications will be responsible for posting an alert message on the SUNY Cortland official website. The content of that message will be pre-approved by the president. In addition to the director of communications, the message may be posted by the director of marketing or the assistant director of web and digital marketing.

In the case of weather-related campus closing, the director of communications will activate the Everbridge mass notification. An alert will be disseminated via text message and campus email to those students, faculty and staff who have registered their contact information. The university police may activate the system in the absence of the director of communications.

For all non-weather-related emergencies, the university police will activate the Everbridge system. In those instances, the modes of distribution, depending upon the type of emergency, may extend to include cellphone calls and the use of a campus-wide loudspeaker and siren system.”

Added the following text:

“Since SUNY Cortland is a largely residential campus, it is unlikely that classes would be canceled because of weather conditions. However, when severe weather causes dangerous traveling conditions, SUNY Cortland may take steps to cancel classes and appropriate announcements will be made through a number of radio stations in the Cortland-Homer-Ithaca-Syracuse-Waterloo-Binghamton-Norwich area.

If classes are not cancelled, faculty should make every effort to meet with their classes but need to use discretion and be mindful of safety issues both for themselves and for their students. If safety concerns due to weather are an issue, faculty should consult with their chair about moving the class online as well as be flexible with students who aren’t able to access a class due to the weather conditions.”

Part 5 Information Resources

510.04 Library Services

Additional Services:

1. Computers are available on the second floor in the Interactive Reference Area (IRA) and Computer Applications Program (CAP) computer lab. Access to networked printing services is available throughout the library.  Laptops are available to faculty for loan for up to two weeks.  Students can borrow laptops for the day within the library. 
2. There are 36 open research carrels available for students and faculty. The keys can be checked out at the circulation desk on a first-come, first-served basis. They are for day rentals only.

• Media Services - Second paragraph changed to:

Media Services records and distributes video from supported programs to a variety of distribution points from campus. Conversion of DVD video content to the campus video streaming/content management system is supported in conjunction with the Library’s Instructional Technologies and Design Services after copyright compliance guidelines have been met.

Chapter 517: Information Systems and Security

1. Renamed System Administration and Web Service to Information Systems and Security
2. Added a row for 517.06, which was Administrative Computing and is now Information Systems.

517.05 Programming and Integrations

Programming and Integrations develops custom Web applications that integrate systems and help users to be productive. The unit also administers several enterprise applications including the campus portal, (myRedDragon), DotCMS, and OnBase.

Chapter 530.01: Procurement and Ownership of Technology Equipment

For additional details on the policy, please see the Procurement, Ownership, and Disposal of Technology Equipment Policy.

Chapter 530.02: Software Support Policy

For additional details on the policy, please go here:  https://www2.cortland.edu/offices/information-resources/pdf/policies/computer/Software_Support_Policy.pdf

Chapter 530.03: Re-assigned Technology Equipment Policy

For additional details on the policy, please see the Procurement, Ownership, and Disposal of Technology Equipment Policy.

Chapter 530.04: Server Policy 

Minor changes to the description and added a line to the policy with web link:

This policy concerning server systems and the users of those systems is intended to maintain consistency, assure availability, facilitate disaster-recovery, coordinate technical operations and apply sound security and management practices consistently. The purpose of a server must be documented by the designated departmental technical contact and Information Systems & Security (IS&S) technical support contact and kept current by the departmental technical contact to reflect any changes. The server shall only be used for the documented purpose, and changes in purpose need to be agreed to by both parties, the IS&S director and the department head. The purpose(s) of the server must integrate with the overall campus network and server design.

All servers must be housed in the Information Resources data center. Each server must have a designated departmental technical contact. Departmental servers shall not run prohibited services, such as: IMAP, POP3, SMTP, DNS, WINS, DHCP, or any service which Networking and Telecommunications Services or SAWS deems detrimental to the server or network infrastructure. “Root” access to servers must be established for IS&S support staff use. This may be in the form of a single, shared user account. All servers will be part of the Active Directory Domain, and all Domain Administrators will have access to the server, via remote services and physical console access. All servers must adhere to all Information Resources security policies and Information Resources security best practices. All servers will be routinely scanned for necessary configurations. Routine scans are also conducted to search for sensitive data; reports are reviewed by the information security officer and the deputy security officers. Violations of this policy and/or other Information Resources policies may result in the server being removed from service.

For additional details on the policy, please go here: Server Policy and Procedures Guide

Chapter 530.05: Email Policy

For additional details on the policy, please see the Official Email Account for Communication. 

Chapter 530.06: Acceptable Use Policy

For additional details on the policy,  please go here: Acceptable Use Policy

Chapter 530.07: Blackboard Policies

This policy can be removed, no longer relevant now that the campus has moved to Brightspace, no policy needed for Brightspace, only procedures, they have been  moved to a web page.

Chapter 530.08: Data Classification Policy  à Should now be 530.07

For additional details on the policy, please see the Data Classification Policy.

Part 6 General Policies and Procedures for Enrollment

630.01 Summer/Winter session numbers updated

640.02 Added “early alert outreach”

650.01 Office description updated to:

“The SUNY Cortland Financial Aid Office exists to support the financial success of Cortland's students.  Each student has an assigned financial aid advisor who is responsible for coordinating the student's financial aid package, processing the student's awards, and providing financial advice and counseling. Students with financial difficulties or processing questions are encouraged to set an appointment with their advisor. The Financial Aid Office processes application data, collects and analyzes documentation, determines eligibility, and communicates with outside agencies to ensure the timely arrival of financial aid funds while ensuring compliance with all federal and state rules and regulations.” 

Part 7 Specialized Service Operations

Chapter 745 – Change name to Student Affairs

745.01 Change General Function to Mission and insert new text

745.02 Update office description

745.03 Update office description

745.05 Remove last two sentences of first paragraph

745.06 Remove – comes under 745.02

745.07 Remove – comes under 745.02

770.02-770.19 Parking – move all of this to the website

775.12 Physical Space and/or Facilities and Plaque Policy and Procedures – changes to titles and roles

 Part 8 The Affirmative Action Program

Update phone numbers

Introduction

No changes.

Part One

• 130.08 Standing Committees Advisory to the President
  
  • Section VIII Information Resources Advisory Council: Made changes to membership roster and changed office names to reflect updates. Added an expanded function of the council.
  • Section X Information Resources Security Advisory Council: Added a new council.
• 150.04 Bylaws of the SUNY Cortland Graduate Faculty
  • Article IV, Section B: Elections and Term of Office: Added a new third item to the list that reflects the process for filling open seats.
• 180 Cortland Student Governance: Removed an outdated link to the Student Government Association constitution and replaced it with a link to the SGA website.

Part Two

• 210.03 Leave of Absence: Changed "February" and "September" titles to "spring semester leave of absence" and "fall semester leave of absence," respectively.
• 220.02 Responsibility of Faculty: Changed "Office Hours" to reflect the language of a policy agreed to by UUP and President Clark in 1994.
• 270.04 Smoking regulations. Section removed as it is now covered by Chapter 496: Tobacco- and Nicotine-Free Campus Policy.

Part Three

• 390 SUNY Cortland Recognition of Fraternities and Sororities
  
  • 390.02 GPA Requirements: Modified language to note that grade verification will be done by Campus Activities and the Corey Union Office.
  • 390.03 Incoming Transfer Policy: Section renamed from "Transfer Pledge Policy." Revises language on how documentation should be submitted to Campus Activities and the Corey Union Office.
  • 390.04: Affiliation with Banned and/or Underground Groups: Heading renamed from "Affiliation with Banned Greek Organizations."

Part Four

• 410: Admission and Registrar's Office Policies: Removed all references to the office's prior title: "Student Registration and Records Services."
• 410.03 Educational Opportunity Program Students: Removed outdated eligibility information and added a link to current information on SUNY.edu.
• 439.05 Event Creation and Management for Featured Events: Removed a line that had split responsibilities for event consideration between the Marketing and Communications offices.
• 440 Policies for the Use of University Facilities
  • 440.01 Priority in the Use of University Facilities: Added language to reflect Spring Fling and the Recreation Conference as examples.
  • 440.02 Appropriate Use of University Facilities: Removed language about the intent of the policy and the primary purpose of the university.
  • 440.04 Administrative Policy on Conferences: Responsibilities have been changed to reflect new roles for the director of Campus Event Management. Removed a charge of $1 per paid registrant for non-faculty, staff and students for department or office-initiated events.
  • 440.12 Responsibilities of Sponsoring Department: Reflects responsibilities for the director of Campus Event Management.
  • 440.13 Major Events: Reflects responsibilities for the director of Campus Event Management.
  • 440.14 Guidelines for Sponsoring Events that Require Extraordinary Security Arrangements: Removed a requirement for event sponsors to be members of the SUNY Cortland community.
  • 440.19 Use of the Student Life Center: Changed the age limit for faculty/staff dependent college students from 24 to 26.
  • 440.20 Summer Sports Camp: Reflects responsibilities for the director of Campus Event Management.
  • 440.24 Late Night Programming: Reflects responsibilities for the assistant director of Campus Activities.
  • 420.26 Use of Facilities by Third Parties for Free Speech: Removed references to outdated dining facility names and pro football training camp. Reflects responsibilities for the director of Campus Event Management.
  • 440.27 SUNY Cortland Registered Student Organization Procedures: Removed references to "conferences" in sections III.1 and VII.
• 441 Facilities Historical Preservation Committee: Section removed as committee structure no longer exists.
• 460.13 How to Obtain Records: Reflected the change of responsibilities to the President's Office from the Communications Office.
• 485.01 Military Access to Campus: Noted that the request for access be made to the director of Campus Event Management.

Part Five

• 500.02 The Help Center. The section has been relocated to section 515.02.
• 510 Library
  • 510.02 Character of the Collection: Updated the current size of the collection.
  • 510.03 Materials Selection: Changed the title of "bibliographer" to "librarian."
  • 510.05 Loan Policy: Added language to reflect "borrowers" in addition to "faculty." Clarified language about fine/replacement fees for faculty.
  • 510.07 Reserve Section/Course Reserves: Added a short term loan period of three hours or three days.
  • 510.09 Design Help: Changed title from "Instructional Design Help."
• 515 Campus Technology Services
  • 515.02 The Help Center. Section relocated from 500.02. Numbering has changed for the sections that follow: PC and Mac Services is now 515.03; Academic Technology Services is now 515.05; Media Services is now 515.05; Technology and Training Services is 515.06).
• 517 Information Systems and Security.
  • Section renamed from "Systems Administration and Web Services."
  • 517.05 Programming and Integrations. Section renamed from "Web Services and System Administration."
  • 517.06 Information Systems. Section renamed from "Administrative Computing Services." Added a line that reflects that the office is responsible for "the planning, design, integration, implementation, security maintenance and administration of Banner and Oracle databases."
  • 517.07 Enterprise Application Services. Section removed.

Part Six

• 625: Registrar's Office: Removed usage of the office's former name.
• 640.03 SUNY Cortland Advisement Philosophy and Guidelines: Moved to Undergraduate Catalog Academic Policy A.02.
• 645.03 Academic Policy Regarding Study Abroad: Moved to Undergraduate Catalog and Graduate Catalog study abroad pages. 

Part Seven

• 745 Student Development Services
  • 745.02 Conley Counseling and Wellness Services. Office renamed "Prevention Education" from "Substance Abuse Prevention and Education."
  • 745.04 Disability Resources Office. Added a hyphen to "self-advocates."
  • 745.05 Career Services. Section has been rewritten to reflect an expanded scope of general functions and includes a list of linked policies related to the office.
• 775 Division of Institutional Advancement
  • 775.02 Communications. Edits reflect records access moving to the President's Office; the current length of Columns; the name change from Moments to Red Dragon Tales; and responsibilities for social media and the visual messaging system.
  • 775.03 Marketing. Changes reflect an expanded definition of the office's responsibilities and functions.
  • 775.04 Sports Information. Removed outdated information about a sports results hotline and added updates on the office's work and function.

Part Eight

No changes.

Organizational Chart

• Human Resources now reports to the vice president for finance and management.
• Removed Special Events coordinator from reporting to the chief of staff. Added director of Campus Event Management, reporting to the vice president for finance and management.
• Changed reporting responsibilities in Institutional Advancement, with the executive director of Alumni Engagement reporting to the associate vice president.
• The Institute for Civic Engagement now reports to the assistant vice provost for student achievement rather than directly to the provost and vice president for Academic Affairs.
• The director of Corey Union and Campus Activities was moved to the box of directors reporting to the vice president for Student Affairs. The box for campus activities and sport facilities was removed.
• Changed the name of "Student Registration and Records Services" to "Registrar's Office."

Introduction

No changes.

Part One

• 150.03 SUNY Cortland Faculty Bylaws: Added Africana Studies Department to (VI)(A)(2)(b); updated name of Professional Faculty Affairs Committee and moved President’s Office from first to sixth bullet in (VII)(B)(1)(d).

Part Two

• 240.02 Structure of Consultative Committees: Replaced section “A. For the President of the University.” Previous editions had language approved by SUNY Board of Trustees 1997; updated to most recent version (2016).

Part Three

• 330 Student Conduct System: Updated links for Student Code of Conduct and Related Policies.
• 360.05 Other Drugs: Replaced “marijuana” with “cannabis.”

Part Four

• 410 Admission and Student Registration and Record Services Policies
  • 410.04 Advanced Placement and Credit for Equivalency Examinations: Moved to Undergraduate Catalog E.01: Sources of Transfer Credit.
  • 410.05 Moved to Undergraduate Catalog E.03: General Education Requirements and Waivers for Transfer Students.
  • 410.06 Credit Hour System: Moved to Undergraduate Catalog B.02 and Graduate Catalog P.04.
  • 410.07 Changed of Undergraduate Major: Moved to Undergraduate Catalog A.04 Change of Major and A.05 Changes in Degree Requirements.
  • 410.08 Eligibility for Student Teaching and Fieldwork: Moved to Undergraduate Catalog Section C Policies Related to Participation in Early Field Experiences, Student Teaching and Internships, and Graduate Catalog Section R Policies Related to Participation in Early Field Experiences, Student Teaching and Internships.
  • 410.09 Auditing Courses: Moved to Undergraduate Catalog B.09.
  • 410.10 Academic Credit from Other Colleges: Moved to Undergraduate Catalog E.01: Sources of Transfer Credit.
  • 410.11 Class Attendance for Students and Faculty: Part A: Students moved to Undergraduate Catalog B.04 Class Attendance. Parts B: Faculty and C: Class Attendance not affected.
  • 410.14 Course Schedule Changes: Moved to Undergraduate Catalog B.08 and Graduate Catalog P.06.
  • 410.16 Undergraduate Academic Course Reset Policy: Moved to Undergraduate Catalog F.05.
• 415 General Academic Policies and Regulations
  • 415.01 Grading System: Moved to Undergraduate Catalog Section I and Graduate Catalog Section S.
  • 415.02 Quality Points/Grade Point Average: Moved to Undergraduate Catalog D.07 and Graduate Catalog O.05.
  • 415.03 Examination Policies: Added paragraph at end about final examinations for online/hybrid courses.
  • 415.04 Missed Final Examination, Make-up Examination: Changed “dean” to “associate dean.”
  • 415.05 Reporting of Grades: Moved to Undergraduate Catalog D.04 and Graduate Catalog O.05.
  • 415.06 Retaking of Courses: Moved to Undergraduate Catalog B.11 and Graduate Catalog N.11.
  • 415.08 Dean’s List: Moved to Undergraduate Catalog D.08.
  • 415.09 President’s List: Moved to Undergraduate Catalog D.09.
  • 415.10 Part-Time Student Award for Academic Achievement: Moved to Undergraduate Catalog D.10.
  • 415.11 Academic Standards, Good Academic Standing, Probation and Dismissal: Moved to Undergraduate Catalog D.12 and Graduate Catalog O.02.
  • 415.12 Academic Probation Policy: Moved to Undergraduate Catalog D.12 and Graduate Catalog O.02.
  • 415.13 Class Year Determination:  Moved to Undergraduate Catalog B.01.
  • 415.14 Readmission: Moved to Undergraduate Catalog F.03.
  • 415.15 Academic Standards for Educational Opportunity Program (EOP) Students:  Moved to Undergraduate Catalog D.13.
  • 415.16 Withdrawal from SUY Cortland: Moved to Undergraduate Catalog F.01 and Graduate Catalog N.09.
  • 415.18: Transcripts of Record: Moved to Undergraduate Catalog A.08 and Graduate Catalog P.03.
  • 415.21: Moved to Undergraduate Catalog H.02.
  • 415.22 Graduation with Honors: Moved to Undergraduate Catalog H.01.
  • 415.23 Honors Convocation Awards: Moved to Undergraduate Catalog G.03.
  • 415.24 Residence Requirement for Graduation: Moved to Undergraduate Catalog E.02.
  • 415.26 Academic Nomenclature: Moved to Undergraduate Catalog Terminology Guide and Graduate Catalog Terminology Guide.
• 440.07 Facility Use Terms and Conditions: Expanded to address banners, free-standing displays, lawn signs, posters, decorations and advertisements. 
• 482.01 Access to Legal Council: Under Division of Student Affairs, replaced “assistant vice president” with “associate vice president” and “university physician” with “medical director.”

Part Five

• 500.01 General Purpose: Removed Administrative Computing Services.
• 500.03 Instruction Technologies and Design Services: Deleted (information is repeated in 510.09).
• 510.02 Character of the Collection: New paragraph added expanding description.
• 510.03 Materials Selection: New paragraph added expanding description.
• 510.04 Library Services: Multiple additions and deletions.
• 510.05 Loan Policy: New paragraph added expanding description.
• 510.07 Reserve Section: Title changed to “Reserve Section/Course Reserves” and new first sentence added.
• 510.08 Teaching Materials Center: Description expanded.
• 510.09 Instructional Technologies and Design Services: Description expanded.
• 515.04 Media Services: New for this edition.
• 515.05 Technology Training Services: New for this edition.
• 517 Administrative Computing Services: Combined with 518 Systems Administration and Web Services. Section 517 now called Systems Administration and Web Services.
• Chapter 519 Networking and Telecommunications Services: Renumbered to Chapter 518.

Part Six

• 640.03 SUNY Cortland Advisement Philosophy and Guidelines: Moved to Undergraduate Catalog Academic Policy A.02.
• 645.03 Academic Policy Regarding Study Abroad: Moved to Undergraduate Catalog and Graduate Catalog study abroad pages. 

Part Seven

No changes.

Part Eight

No changes.

Organizational Chart

• Director of the The Learning Center moved from Student Affairs to Academic Affairs reporting to the provost.
• Director of Athletics moved from Academic Affairs to Student Affairs reporting to the vice president.
• Director of Campus Recreation moving from reporting to the vice president for student affairs to the associate vice president.
• Student affairs case manager title changed to assistant director of outreach services.
• Substance Abuse and Prevention changed to Prevention Education.
• Title of Associate Provost, Academic Affairs changed to Vice Provost for Academic Affairs and Institutional Effectiveness.
• New position: Assistant Vice Provost for Student Achievement.
• Offices of Advisement and Transition, Extended Learning, International Programs, and Student Registration and Record Services moved to report to the Assistant Vice Provost for Student Achievement.

Overall

• Document name changed from College Handbook to SUNY Cortland Handbook.
• New section, Appendix: Change Log, added. 

Introduction

• Clarified audience, reflected document name change, added president's designee for approval.

Part One

• 150.03 SUNY Cortland Faculty Bylaws: Clarified that Faculty Senate Chair serves on the College Council and added the chief diversity and inclusion officer as an ex officio member of the Faculty Senate.

Part Two

• 220.03 Recruitment of Faculty (Selection and Appointment): Updated language to reflect current recruitment process for faculty, including reference check results, required interviews and use of the Applicant Tracking System.
• 220.04 Immigration and Visa Status: Updated language to reflect the U.S. Citizenship and Immigration Services.
• 220.05 Appointment of Faculty: Clarified that the president’s designee may send a formal offer of employment to faculty candidates.
• 220.07 Criteria for the Continuing Appointment and Promotion of Academic Faculty: Revised language to reflect the equal weighting of scholarship, teaching and service in the personnel review process for faculty. Also, revised ordering of sections.
• 220.15 Plan For Discretionary Performance-Based Adjustments to Basic Annual Salary of Professional Employees: Removed description of weighting of criteria for discretionary performance-based salary adjustments for professional employees, streamlined language in procedures to explain that guidelines for DSI will be published by the President’s Office each year.
• 235.02 Procedures (for Promotion of Professional Employees): Added explanation of SUNY Cortland’s procedure and timeline for salary and/or promotion requests.
• 240.02 Structure of Consultative Committees: Clarified that the Human Resources Office conducts faculty elections for consultative committees.
• 240.03 Process for Election and General Duties and Operating Procedures of Consultative Committees: Clarified that the Human Resources Office issues electronic calls for nomination and ballots for consultative committees.
• 270.01 Hiring Policy — Student Employment: Updated language to reflect hiring policy for student employees, added in policies for student assistant employment including qualification for benefits, jury duty, military leave and use of time and attendance system.

Part Three

No changes.

Part Four

• 410.12 Reporting Absences and Illnesses: Removed redundant section on Schedule Changes. This text is repeated verbatim in its own section, 410.14: Course Schedule Changes.
• 415.03 Examination Policies: Clarified the examination policies, including the course types in which are exempt from required final examinations.

Part Five

• 500.01 General Purpose (Information Resources): Updated language for the associate vice president for information resources.
• 510.02 The Help Center: Updated locations of where computers are available in the library.
• 510.09 Instructional Technologies and Design Services: Updated title of the Technology Training Coordinator.
• 515.03 Media Services: Deleted section. Academic Technology Services became 515.03 and language was updated to reflect current technologies.
• 517.01 General Purpose (Administrative Computing Services): Combined former 517.01 and 517.02 to reflect current functions of Administrative Computing Services and re-numbered remaining policy.
• 518.03 Campus Servers: Updated language to reflect current software.

Part Six

• 600 Undergraduate Admissions Office and 610 Graduate Admissions Office: Revised the descriptions of the purpose, services and functions of the two offices.
• 645 International Programs Office: Revised outdated language from Clark Center for Global Engagement to International Programs Office and reflected current programs and services. 

Part Seven

• 745.02 Conley Counseling and Wellness Services: Revised the description of Conley Counseling and Wellness Services.
• 745.04 Disability Resources Office: Revised the description of the office.
• 745.08 The Learning Center: Revised the description of The Learning Center.
• 775.09 Leadership and Major Gifts: Updated title of leadership giving to leadership and major gifts, clarified participation in President’s Circle.
• 785 Central Stores: Updated language to reflect current name of Facilities Operations and Services Complex.
• 795.01 Regulations of Mail Service: Deleted reference to sealing envelopes, update mailing addresses for incoming packages and mail.
• 795.02 Mail Delivery and Pickup Schedule: Updated mail delivery and pickup schedule.
• 796 Transportation Center: Clarified charges for using SUNY Cortland fleet vehicles.

Part Eight

No changes.

Organizational Chart

• Under Associate Vice President, Institutional Advancement, updated director titles, added Director of Development.
• Under Associate Provost, Academic Affairs, added Director, Writing Programs. Under Director of Writing Programs, added Coordinator, Writing Center. Deleted Coordinator, College Writing Program.
• Under President, updated Assistant Vice President, Human Resources to Associate Vice President.
• Under Provost and Vice President, Academic Affairs, updated Assistant Vice President, Information Resources to Associate Vice President.
• Under Associate Vice President, Information Resources, removed Project Manager.