University Resources, Operations and Policies

 

Staff

Acceptable Use of Information Technology Resources

These rules are in place to ensure an optimal learning and working environment, and the assurance of freedom in academic pursuit.

 

Acceptance of Gifts of Real Property

Provides guidelines for accepting and valuing gifts of real property.

 

Access to Campus

University faculty, staff and employees have the right to access and use campus facilities during specified times.

 

Access to Personnel Files

Employees who wish access to their personnel files must contact the Office of Human Resources at least 24 hours in advance requesting to review their files.

 

Account Policy

Provides direction in creating and maintaining accounts on computerized information systems operated by or on behalf of Adelphi University.

 

Adoption Leave

The University is committed to supporting best practice in relation to adoption leave to enable working parents to balance the needs of work and family life. The University recognizes that parents appreciate flexibility in how they provide care for their children and makes provision to support this.

 

Advances Policy

Standards and procedures to enable appropriate stewardship of its assets, cost-effective business practices, and accurate financial reporting.

 

Advertising for Employment

The University is required by law to follow certain guidelines such as the Equal Employment Opportunity when seeking candidates to fill university positions.

 

Affirmative Action / Equal Employment Opportunity Statement

Adelphi University is committed to a policy of equal opportunity and non-discrimination regarding all educational, student programs and employment actions and further commits not to discriminate against any individual on the basis of an individual’s race, creed, color, national origin, ethnicity, gender, gender identity, sexual orientation, disability, genetic predisposition or carrier status, age, religion, marital status, veteran status, or any other basis protected by applicable local, state or federal laws.

 

Air Quality / Mold Testing

Adelphi University is committed to providing each employee a safe place of employment. AU will take actions to keep the workplace free of recognized hazards that cause, or are likely to cause, death or serious physical harm and, when available, will employ feasible means that will eliminate or materially reduce the recognized workplace hazard.

 

All-Gender Accessible Restroom Policy and Procedures for All Adelphi University Buildings

Guidelines and procedures related to the implementation of inclusive facilities in all Adelphi University buildings.

 

Americans with Disabilities Act (ADA)

It is the policy of Adelphi University to provide reasonable accommodations or academic adjustments when necessary.

 

Animal Care and Use 

This policy outlines the principles that govern the humane conduct of activities involving live animals.

 

Annual and Special Giving

These policies and procedures are intended to assist and guide the activities of personnel who are involved in annual and special giving to Adelphi.

 

Annual Security and Fire Safety Report

The University is committed to ensuring, as far as is reasonable and practicable, the security and safety of all students, staff, visitors and contractors whilst using and accessing the University campus.

 

Anti-Violence

University employees, students, affiliates, and visitors who engage in prohibited behavior shall be held accountable under University policy and local, state, and federal law. Any employee or student who commits prohibited behavior may be subject to disciplinary action, up to and including, dismissal or expulsion, as well as arrest and prosecution.

 

Appearance

University employees should dress appropriately to their duties, with no negative impact on the University’s image – and whenever possible, with a positive impact on that image.

 

Appointment Letters

Each applicant who is offered a part-time (non-faculty) or full-time position and has accepted employment with the University must, at the time of appointment, receive a letter of appointment. The letter of appointment must be prepared on University stationery.

 

Asbestos Management Program

It is the policy of Adelphi University to maintain a safe and healthy work environment for employees, faculty, students, contractors and visitors.

 

At Will Employment

All employees of Adelphi University, except for those exceptions described below, are employed on an “at will” basis.

 

Attendance and Punctuality

It is the policy of the University that employees report for duty at the assigned time and place, remain on duty during scheduled work hours, and accurately report hours worked and leave taken in accordance with State and Federal law.

 

Auctions

Guidelines regarding the University’s responsibilities for conducting auctions to the public.

 

Background Check

The University is committed to maintaining a safe and secure environment for the campus community. The University can better promote safety and security by obtaining information produced by background checks. Federal, state, and local regulations may also require background checks for specific individuals and/or positions covered under this policy.

 

Benefit Insurance Plans

The University offers eligible employees, retirees, and dependents a diversified suite of benefit plans (“Benefit Plans”) from which they may elect coverage.

 

Bereavement (Funeral) Leave

University employees are provided with paid time off for making arrangements, settling family affairs, bereavement, and/or attending the funeral or memorial service of a member of the immediate family.

 

Bleacher Inspection Safety

Adelphi University bleachers must be inspected in order to ensure safety at university events.

 

Budget Preparation

Each department must carefully prepare and monitor its approved budget in detail on at least a monthly basis.

 

Budgeting Policy for Sponsored Program Awards

Guidance for development of sponsored program budgets that are in compliance with sponsor requirements and University policy.

 

Campus Protest and Free Speech

An atmosphere of mutual trust, respect and responsibility is vital to the University’s existence and the achievement of its objectives.

 

Campus Security Authority (Clery Act)

According to a federal law known as the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act , Adelphi University is required to disclose “statistics concerning the occurrence of certain criminal offenses reported to local law enforcement agencies or any official of the institution who is defined as a “Campus Security Authority.”

 

Capital Assets, Purchasing and Initiating a Purchase

University purchasing policies and procedures apply uniformly to all funds administered by the University, whether they are unrestricted or restricted funds.

 

Capitalization Policy

Provides consistent and accurate capitalization of all assets held by the University.

 

Cash Receipts

Procedures for determining when and how the university will advance its financial resources and collect, or otherwise clear, these advances.

 

Change Management

Governs changes to the University’s IT environment to ensure appropriate considerations are given before changes are made.

 

Changing an Employee’s Classification

The University is committed to fostering the growth and development of its employees.

 

Classification of Employees

This policy describes the various classifications of positions in terms of Fair Labor Standards Act employment designations (exempt or nonexempt) and employee status definition.

 

Code of Ethics

We are individually responsible to each other for exhibiting in our own actions the highest ethical standards.

 

Commercial Driver License (Bus Drivers)

Most University bus drivers are required to have a Commercial Driver License.

 

Compliance Statement

Core principles and standards with respect to compliance at Adelphi University.

 

Comprehensive/Capital Campaigns

Sets forth the structure and process for comprehensive and/or capital campaigns.

 

Constituent Fundraising

Insures that the receipt of gifts advances the University’s mission and is done in accordance with applicable local, state, and federal statutes.

 

Consultant Services

Process for approving and managing service or consulting agreements that faculty undertake under the auspices of Adelphi University.

 

Copyrights

Equitable remuneration resulting from copyrighted works where ownership is retained by the University, as well as the conditions under which ownership would be retained.

 

Costing Policy

Guidance to PI’s and their staff for monitoring costs that are in compliance with sponsor requirements and University policy.

 

Credit Card Acceptance and Processing

Rquirements for the acceptance and processing of credit card payments and for the protection of Cardholder Data in accordance with the Payment Card Industry Data Security Standards.

 

Credit Hour Policy

Each course at Adelphi University is assigned a number of credit hours, based on the traditional Carnegie Unit, as the unit of measure of the course’s level of instruction, academic rigor, and time requirements. The Office of the Provost bears responsibility for University compliance with federal and state regulations regarding credit hours, as well as compliance with the Credit Hour Policy of the Middle States Commission on Higher Education.

 

Crowdfunding

Provides a standardized and consistent approach to crowdfunding that protects our good relationships with the many alumni, friends, corporations, foundations, and others who benefit Adelphi through philanthropy.

 

Dangerous Weapons

All members of the University community, as well as visitors, are prohibited from possessing firearms, explosives or weapons (hereafter referred to as “weapons”) on the premises of the University without the explicit advance authorization of the University, regardless of whether a federal or state license to possess the same has been issued to the possessor.

 

Demonstration Policy for Students

Principles and standards with respect to governing campus demonstrations at Adelphi University.

 

Distance Learning Policy

Guidelines to assure the highest educational quality for such distributed learning.

 

Donor Bill of Rights

Guidance to donors, explaining the rights they have when supporting Adelphi.

 

Email Policy

This policy outlines and defines acceptable use of the University’s email services.

 

Emergencies

This policy is intended to offer guidance in the event of an emergency condition or possible emergency condition.

 

Emergency Condition

This policy sets forth procedures for the closure of the University due to inclement weather and guiding protocols for emergencies.

 

Emergency Evacuation Procedures

Adelphi University has implemented evacuation procedures to ensure safety for all faculty, staff, students and visitors on campus.

 

Emergency Notification Policy

The University Mass Notification System enables the University to instantly broadcast urgent messages and delivery instructions to the campus community when necessary.

 

Employee Handbook

The Employee Handbook is a guide to the Human Resources policies and practices for employees of Adelphi University.

 

Endowments

It is the policy of Adelphi University to adopt and adhere to standards that are designed to ensure the proper management, administration and compliance of restricted endowment funds.

 

Exam/Assignment Absence Policy

The goal of this policy is to effectively balance religious holidays observed by members of the university with the regular academic schedule and requirements of faculty and students.

 

Federal Grant Subrecipient Monitoring Policy

Adelphi evaluates and monitors the financial and programmatic performance of Subrecipients, and assesses their capacity to properly manage a Subaward.

 

File Sharing/Download Policy

This policy outlines guidelines for all users when file sharing and downloading files on Adelphi’s network.

 

Final Annual and Special Giving Processes

The policies set forth herein are to guide the activities of Adelphi University personnel involved in annual and special giving to Adelphi.

 

Fire Safety

Adelphi University has long been committed to maintaining a comprehensive fire safety program for all members of the Adelphi community with the assistance of our students, faculty and staff, and through the cooperative efforts of the Garden City Fire Department, Nassau County Fire Marshal’s Office, and the New York State Office of Fire Prevention. Our fire safety program has contributed to what we believe is an excellent record of safety.

 

Fleet Management

The Finance Office monitors all maintenance on university vehicles.

 

Gift Announcement

To assure the accuracy and completeness of news that is released regarding gifts — both internally and externally — the University documents and records gifts fully and in compliance with the University’s gift acceptance policy prior to the release of any information about a gift.

 

Gift Solicitation, Acceptance, and Valuation

The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the planning, promotion, solicitation, application, receipt, acceptance, and disposition of gifts to Adelphi University.

 

Gifts of Cash, Checks, and Charge Cards

These policies provide a standardized approach to the University’s acceptance of gifts of cash, checks, and charge cards.

 

Gifts of Securities

The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the acceptance of gifts of securities to Adelphi.

 

Governance of Gifts and Donations

The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the planning, promotion, solicitation, application, receipt, acceptance, and disposition of gifts to Adelphi.

 

Grants and Award Management and Closeout

The policy provides requirements that are intended to facilitate the timely and accurate processing and recording of financial transactions and the management and closeout of sponsored projects.

 

Hate Crimes

Investigation of hate-motivated crimes and incidents are a priority at Adelphi University. The Department of Public Safety and Transportation’s response is necessary to assure the community that hate-motivated crimes and violence will not be tolerated, and that perpetrators of such crimes will be brought to justice.

 

Honorary Degree Policy

Adelphi University awards honorary degrees on a selective basis to distinguished individuals who merit special recognition for outstanding achievement or leadership in a field or activity consistent with the ideals and purposes of the University. This policy sets forth the following standards and procedures for granting honorary degrees.  

 

Human Resources Policies

Stay informed about University policies and procedures that help you make the most of your employment here at Adelphi.

 

Information Classification and Protection Policy

This policy ensures that the types of information that are in use by the University are identified and classified, and establishes a formal ownership of each type.

 

Information Security Incident Handling Policy

The purpose of this policy is to provide the framework in which information security incidents will be handled.

 

Investment Policies

Adelphi intends to typically use pooled or mutual funds as the investment managers in the University’s Endowment Fund.

 

IRS Form 8300

The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel related to completion of the IRS Form 8300.

 

Laser Safety Protocol

Adelphi University strongly believes that every care possible should be taken to
prevent accidents and hazards to the safety of all its personnel that include the
students, the faculty, and the staff. With this goal in mind, Adelphi University
Safety Committee prepared this report for safe handling of lasers. It is
mandatory that all the students, the faculty, and the staff follow the procedures
detailed in this report while handling the lasers.

 

Legal Defense and Indemnification

Adelphi University provides legal defense and indemnification to eligible individuals with respect to claims that arise from activity within the scope of University employment and/or in the performance of authorized duties. To qualify, an individual must also request such defense and/or indemnification and cooperate in the defense of any action or proceeding as provided herein.

 

Libraries Conduct Policy

University Libraries and its community of users observe a relationship of reciprocal rights and responsibilities.

 

License Event Notification System (LENS)

All university personnel that operate a motor vehicle as part of their employment are required to undergo a Motor Vehicle Department background check. Their credentials are submitted to NYSDMV to obtain a driving abstract thru LENS.

 

Lock out-Tag-out for the Facilities Management Department

All Adelphi University employees will be protected from injuries caused by
unexpected energizing or starts up of machines or equipment, or release of stored energy during service, repair, maintenance, operation, and associated activities. This policy establishes minimum performance requirements for the control of such potentially hazardous conditions. This will be accomplished by locking out and tagging out energy isolating devices, and otherwise disabling machines or equipment to prevent unexpected energizing, start-up or release of stored energy.

 

Lockdown Procedures or Shelter in Place

Over the past several years, there have been a number of violent acts committed against university communities across the country. While Adelphi University has been fortunate not to have experienced such an occurrence, it is prudent and responsible to set forth guidelines to address the response and management of a hostile intruder incident or other event that would require to LOCKDOWN or SHELTER IN PLACE order. Although the probability of such incidents occurring on campus is minimal, preparedness is important for survival in a hostile intruder encounter or other event requiring the community to shelter in place.

 

Locksmith Services

The locksmith maintains the efficient and effective operation of all door-locking hardware across the Adelphi campuses to provide a safe and secure environment for students, University personnel and visitors.

 

Lodging Policy

Travel Policies are to provide clear directions on how to plan and organize travel with the safety of the students, sports teams, educational groups, faculty, staff and administrative representatives in mind.

 

Logo Usage Policy

Our single most identifiable and important asset is our logo. Adelphi University’s logo shape, color and usage need to be protected and honored. This guide will help you use it correctly.

 

Mass Email

This policy provides key requirements and guidance for the use of mass email at Adelphi University. It is designed to help the Adelphi community reduce the number of nonessential emails and give alternative options to communicate messages internally and externally at Adelphi.

 

Naming of Facilities, Properties, and Streets

The Board of Trustees of Adelphi University retains authority for naming all University facilities and properties; i.e., all buildings; major portions of buildings; university or college streets or roads; and all other highly visible facilities and properties.

 

Network Connection Policy

This policy outlines usage of the Adelphi network connection and authorizations for who may connect and disconnect equipment.

 

Non-Cash Charitable Contributions

The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the acceptance of non-cash charitable contributions to Adelphi.

 

Parking and Traffic

Parking regulations apply to all students, faculty, staff, visitors and vendors and their vehicles using campus-parking facilities, including parking field #9 (Garden City Pool).

 

Patents  

This policy is intended to demonstrate the University’s support of academic freedom, provide an incentive for engaging in research, and facilitate the creative works of faculty, staff and students.

 

Physical Access Policy

In order to prevent service disruptions or loss of data integrity or confidentiality, access to physical areas in which sensitive equipment is located and/or where information is processed must be controlled.

 

Planned Giving

By offering and encouraging planned gifts, Adelphi University seeks to enable a broader group of supporters to make more significant gifts to the institution, either during their lifetime or as part of an estate plan, than they could otherwise make through outright gifts.

 

Pledges Policy

These policies are intended to provide a standardized and consistent approach to the University’s gift accounting procedures.

 

Political Participation

Adelphi University, as a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code, is prohibited from participating or intervening in any political campaign on behalf of or in opposition to any candidate for public office.

 

Possession of Dangerous Articles

Adelphi University is committed to providing a safe and secure environment in which to study, research, live, work and visit.

 

Post-Issuance Compliance Tax Exempt Bond Financings

The University finances certain capital projects through the issuance of qualified 501(c)(3) tax-exempt bonds.

 

Prevention and Security

Representatives of the University join together at freshman, transfer and employee orientations to provide information on services offered by the University. Presentations include a Campus Safety 101 video, information relative to personal safety on and off campus, the most common crimes that do occur on and around the campus such as thefts, and information on the numerous pamphlets, and security alerts available to the community.

 

Privacy and Release of Student Education Records

Adelphi University is committed to protecting the privacy of student records and to providing notifications to students of their rights.

 

Protected Information Handling Policy

This policy describes a set of requirements that apply to all persons who use information that has been designated as protected information.

 

Protocols for Contact from Immigration and Customs Enforcement

It is essential for the university to have a consistent set of protocols to serve as a guide when responding to government inquiries.

 

Public Safety Policies

Adelphi University has developed and implemented policies and emergency plans to keep the campus community safe and secure.

 

Public Safety Safeguards for Personal Information

The Department of Public Safety and Transportation has in place safeguards to assure that all personal information that we have access to is adequately secured and not provided to any individual without authorization from the Executive Director or designee.

 

Purchasing Policy

Procurement policies guide purchases of goods or services for funds administered by the University.

 

Radiation Safety

Adelphi University is committed to supporting the educational mission of the institution through efficient information storage and retrieval, appropriate auditing procedures, professional personnel services, and a safe environment.

 

Raffles

Adelphi University must coordinate all raffles on campus to ensure compliance with state laws and integrations with the University’s comprehensive annual events. The Office of the Vice President of University Advancement is responsible for this coordination.

 

Refund Policy

The purpose of this policy is to provide guidance for students on the refund procedures of the University.

 

Registered Sexual Offenders

The “Campus Sex Crimes Prevention Act” (Section 106 of Public law 106-38) is a federal law that provides for the tracking of convicted sex offenders enrolled at or employed by institutions of higher education.

 

Reporting a Crime

If you are the victim of a crime, including sexual assault, domestic violence, dating violence, or stalking you are encouraged to report the crime to public safety or the police. If you do not want to pursue action within the University system or the criminal justice system you may still want, and are encouraged, to consider making a confidential report.

 

Research and Data Management Procedure

Members of the Office of the Vice President of University Advancement research staff abide by the code of ethics established by the Association of Professional Researchers for Advancement (APRA). As such, they are committed to the ethical collection and use of information in the pursuit of legitimate institutional goals.

 

Research Financial Conflict of Interest  

To ensure the highest quality research free from bias and financial conflict of interest (FCOI), Adelphi University has designed and implemented the following policy based upon federal guidelines.

 

Respiratory Protection Policy

Respiratory Protection Policy Policy Statement                                                                This policy references the Respiratory Protection program for the university. This policy shall cover all Adelphi University employees who are required to wear respiratory protection during work activities. » View full policy (login required) » View OSHA Respirator Medical Evaluation Questionnaire Reason for Policy                                                                     The purpose of the Respiratory Protection […]

 

Room Reservations

Auxiliary & Event Services manages room reservations for the University Center, Campbell Lounge, Alumni House, and select Nexus Building rooms.

 

Smoking Policy

Adelphi University is committed to the improvement of the health and safety of students and employees, and to full compliance with New York State and local laws that limit smoking.

 

Smoking Policy

Adelphi University is committed to the improvement of the health and safety of students and employees, and to full compliance with New York State and local laws that limit smoking.

 

Special Events

Adelphi University seeks to create a campus culture that generates intellectual excitement and lifelong learning. This includes supporting campus activities that further individual development. Such events are either sanctioned by the University or sponsored by external groups requesting use of University facilities and services.

 

Stages of Cultivation

The policies and procedures set forth in this document are intended to assist and guide the activities of Adelphi University personnel who are involved in the planning, promotion, solicitation, application, receipt, acceptance, and disposition of gifts to the University.

 

Statement of Investment Policies and Objectives

The purpose of this statement is to assist the University and the investment managers in effectively supervising and managing the assets of the Adelphi University Endowment/Quasi-Endowment Fund (“the Endowment”), and Operating Cash pool (“Operating Cash”).

 

Stewardship Procedure and Process

The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the planning, promotion, solicitation, application, receipt, acceptance, and disposition of gifts to Adelphi University.

 

Survey Registration Requirements

All surveys should be coordinated by the Office of Research, Assessment and Planning.

 

Taxes on Unrelated Business Income

In accordance with Internal Revenue Code Section 501(c)(3), Adelphi University is a tax-exempt organization.

 

Taxpayer Identification Number Form (W 9) Requirement

This policy helps the University with its compliance with IRS regulations concerning the issuance and accuracy of annual tax statements to vendors.

 

Telecommunications Policy

Adelphi University provides telephone service for individuals undertaking mission-related activities. The university recognizes the need for personal telephone use, but expects individuals to pay directly for personal long-distance telephone calls.

 

Title IV Code of Conduct Requirements

The Code of Conduct Related to Student Loan Activities is a requirement specific to transactions and activities related to financial aid matters and is required to have a code of conduct applicable to personnel with loan responsibilities.

 

Travel Expenses and Reimbursements

The university supports appropriate and legal uses of Adelphi funds for travel in furtherance of the university’s mission.

 

University ID Cards

This policy sets the policy regarding University ID Cards at Adelphi University.

 

University Vehicles

Adelphi University vehicles are available under certain circumstances for use in support of the university’s mission of education, research, and community service.

 

Use of Software Not Managed by Adelphi IT

This policy outlines the usage of software not managed by Adelphi IT, and outlines requirements and exceptions.

 

Violent Offenses

This policy furthers the university’s commitment to creating a learning, living, and working environment free of bias, discrimination, harassment, and sexual and related misconduct, and to meeting applicable legal requirements.

 

Year End Gifts

Adelphi University appreciates and depends upon the generosity of alumni and friends to support its mission, programs, and purposes. Gifts must be solicited, accepted, processed, recorded, and acknowledged in a manner that protects the interests of both the institution and its donors.

 
 

For further information, please contact:

Laura Kern
Office of Finance and Administration
Levermore Hall, Room 310
p – 516.877.3176
e – lkern@adelphi.edu

 
 
Apply Now
Request Information