College Policies and Guidelines

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​Le Moyne College shall furnish an employee of the College with legal defense through legal counsel selected by the College and with payment of judgments, fines, penalties, settlements and any other expenses actually and reasonably incurred in connection with an actual or threatened civil, criminal, administrative or investigative action, claim, or proceeding (an "Action") brought against such employee by reason of being an employee of the College or serving at the College’s  request as a member of or representative to an entity outside the College.

Defense and/or payment under this Policy shall be available only if all of the following conditions are met to the satisfaction of the College in its sole discretion:

  • The employee's actions or omissions were within the scope of his or her College duties and authority
  • The employee's actions or omissions were in good faith, and in a manner reasonably believed to be lawful and in the best interests of the College.
  • The acts or omissions did not constitute dishonesty, gross negligence, recklessness, willful misconduct, or the intentional infliction of harm, and the employee did not receive any financial profit or advantage to which he/she was not legally entitled. Notwithstanding the preceding sentence, an employee's intentional infliction of harm in protecting life or safety, in furtherance of security, or under similar circumstances shall not be grounds for denying him or her the benefits of this policy, provided that (a) such actions are reasonably believed by the employee to be permitted by applicable law and College policies, procedures and protocols, and (b) all other requirements of this policy are met.
  • The original or a copy of any summons, complaint, notice, demand, letter, or other document or pleading in the Action, or a writing setting forth the substance of any claim, complaint or charge made orally, was delivered to the College’s Finance Department (or in cases involving employment practices, to the Office of Human Resources) within seven days after receipt of such document, oral claim, complaint, or charge, with a specific request in writing that the College represent the employee.
  • The employee cooperates continuously and fully with the College in the defense of the Action.

The protection in this Policy shall not extend to: 

  • Consulting or other outside professional or business activities for which the employee or an entity with which he or she is affiliated is entitled to receive compensation exceeding reasonable expenses from a party other than the College.
  • Acts or omissions while an employee is on an unpaid leave of absence from the College.
  • Actions that an employee may affirmatively initiate or propose initiating against any other person or entities.
  • Any action to the extent that the damage or loss is indemnifiable under any insurance which is in force and covers the employee.
  • Members of a collective bargaining unit at the College, except to the extent that indemnification rights have been incorporated into a collective bargaining agreement.
  • Trustees or Officers of College.
  • Any indemnification prohibited by law.

The benefits of this Policy shall not enlarge the rights, which would have been available to any third party plaintiff or claimant in the absence of this Policy.

Le Moyne College reserves the right to change or withdraw this Policy in its sole discretion, except as to claims based on acts or omissions, which occurred before the change or withdrawal of the Policy. Notice of any change or withdrawal shall be published in a publication of general circulation at the College.

Le Moyne College is committed to full compliance with the Americans With Disabilities Act (ADA) (ada.govdol.gov) and its amendments and Section 504 of the Rehabilitation Act of 1973, which prohibit discrimination against qualified persons with disabilities, as well as other federal and state laws pertaining to individuals with disabilities.The ADA, the Rehabilitation Act, and the New York Human Rights Law protect qualified individuals with disabilities from employment discrimination. Under these laws an individual with a disability is a person who has:

  • A physical or mental impairment that substantially limits one or more life activities (e.g., walking, seeing, speaking, hearing, breathing, learning, performing manual tasks, caring for oneself); or
  • A physical, mental or medical impairment resulting from anatomical, physiological, genetic or neurological conditions which prevents the exercise of a normal bodily function or is demonstrable by medically accepted clinical or laboratory diagnosis techniques; or
  • Has a record of such an impairment; or
  • Is regarded as having such an impairment.

Le Moyne College has a policy of hiring, and advancing qualified individuals with disabilities without discrimination based on their physical or mental disabilities.

Any prospective employee or current employee requiring reasonable accommodations to perform their job duties due to a disability should contact the Human Resources Offices and provide documentation from their physician. Contact Information:

The Office of Human Resources may coordinate with the Director of  Disability Support Services, as well as other departments as necessary in responding to an accommodation request.

Any employee who believes that they have been unfavorably discriminated based on their disability should refer to Le Moyne College’s EEO Policy for guidance. All questions regarding these policies should be referred to the Office of Human Resources.     

Any prospective or current student with a disability should proceed to the Current Student/ Student with Disabilities/Disability Support Services website for guidance.

Contact information:

​Introduction:

Le Moyne College establishes this Equal Employment Opportunity/Affirmative Action Policy for hiring and promotion, reaffirming the belief of the College - including its trustees, president, administrators, faculty, and staff - that all persons have the right to work and to advance them selves on the basis of merit and ability in a non-discriminatory work environment.  Accordingly, this Equal Employment Opportunity/Affirmative Action Policy establishes these procedures which are designed to ensure equal employment opportunity for all persons who apply to Le Moyne College for employment and all persons currently employed by the institution regardless of race, color, religion, national origin, age, gender, marital status, sexual orientation, gender identity, disability, or term of pregnancy.  The Catholic Church ordains only men to the priesthood.  Thus, where Catholic priesthood is required for employment, their employment is an exception to this statement.  

Complete policy

LMC Information Security Agreement.pdf - All employees are required to review the information security policy and complete the agreement. Employee's supervisor holds the agreement for their records.

Acceptable Use Policy LMC 1.03.pdf

AUP In A Nutshell.pdf

Data Classification Policy LMC 1.03.pdf

Information Security Policy LMC 1.04.pdf​

ABC of Information Security.pdf

Mission-Community Service Policy.pdf

Mission-Community Service Request.pdf - This request form must be completed by the employee and approved of by his/her supervisor and divisional vice president, and returned to HR prior to the service activity.

Suggested Opportunities:

Vera House: Vera House is a comprehensive domestic and sexual violence service agency providing shelter, advocacy, and counseling services for women, children & men, education and prevention programs and community coordination. Review information on their Volunteer webpage: http://www.verahouse.org/volunteer

Samaritan Center: The Samaritan Center is a 501c3, interfaith effort of community members committed to servnig the hungry and those in need in order to promote their welfare dignity and sefl sufficiency. It is rooted in the belief that sound nutrition is the first step in enabling people to cope and become productive, self-sufficient members of society. Since 1981 Samaritan Center's mission has fought hunger in the greater. Review information on their Volunteer webpage: http://www.samcenter.org/how-you-can-help/volunteer​

Meals on Wheels: Mission Statement: To organize, plan, and administer the service of delivering nutritious meals, nutrition education, and resource assistance to people living in our community unable to do so for themselves. More Facts about Meals on Wheels of Syracuse...

 

  • Served 212,726 meals to 765 recipients in 2015
  • 2015 & 2014 CenterState CEO Economic Champion
  • 4th Meals on Wheels program in the United States
  • 2008 Greater Syracuse Chamber of Commerce Non-Profit of the Year Finalist
  • 2002 Greater Syracuse Chamber of Commerce Small Business of the Year
  • Member of Meals on Wheels America​

Review Information on their Volunteer webpage: meals.org/volunteer
Meals on Wheels Brochure:  />Meals on Wheels.pdf

Student Salary Policy.pdf - The Student Salary Committee developed a new Student Employee Policy which we will be implementing starting in the Fall of 2015.  As a committee we focused on job responsibilities as a basis of compensation instead of personal qualifications.  We feel this new policy is more consistent with our peer institutions and the process is more in line with our internal controls. We now will offer only the following compensation levels:

Level 1

Level 2

Level 3

 

Please review the Student Salary Policy above for more information.

 

Student Work Authorization Form.pdf

Procedures and Manuals

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Compensation Philosophy

The College’s administrative compensation philosophy is to provide a fair, competitive, and financially affordable and compensation package to all employees who contribute to the College’s mission and goals.

General Salary Offer Guidelines

In determining a salary offer, the following considerations should be taken: The relevant education, experience and skill level of the candidate, internal equity, and external market pay.

  • Internal equity is the comparison between the compensation offered to a candidate and the compensation paid to current employees working in the same or similar positions within the same department as the job opening as well as current employees performing similar work in other College departments.
  • External market pay is the compensation paid to employees performing similar work in other institutions in the labor market as indicated in competitive market information.

Sources of Competitive Labor Market Information

The College has identified specific surveys to be used in order to provide a consistent source of data. The following surveys are currently used by Human Resources:

  • College and University Professional Association (CUPA) Administrative Compensation Survey
  • The Association of Jesuit Colleges and Universities publishes salary survey information based on the CUPA surveys mentioned above, except the information is limited to the other Jesuit institutions. The College uses this information to supplement the CUPA surveys.
  • The Higher Education Information Technology Services (HEITS ) publishes salary statistics on information technology management and technical staff located throughout the United States in 199 institutions.

Human Resources is continually looking for viable sources of salary information and will add appropriate surveys to this list as appropriate.

For information with respect to your specific position, contact your Vice President or the Office of Human Resources.

2007 - 2008 Labor Market Analysis

2007-2008 Le Moyne College Positions / CUPA Administrative Compensation Survey Data

Division

LMC Positions

Positions Matched to Salary Survey Data

President

3

2

Academic Affairs

27

9

Enrollment Management

13

12

Finance (Excludes Information Tech)

26

24

Information Technology

19

12

Institutional Advancement

16

11

Student Development

12

12

Totals

116

82

71% of LMC positions were matched to survey positions

2007-2008 Le Moyne College Positions / CUPA Administrative Compensation Survey

Division

Total Positions Matched to Survey

LMC Salaries 90% or Higher of Median Salary Data

President

2

2

Academic Affairs

9

8

Enrollment Management

12

12

Finance (Excludes Information Tech)

24

21

Information Technology

12

12

Institutional Advancement

11

8

Student Development

12

12

Totals

82

75

91% of LMC salaries were at 90% or higher of the median salary for the 82 survey positions

Position Descriptions

A position description is to be prepared for each individual job at the College. They should be prepared by the employee and their supervisors and reviewed at least annually during the performance evaluation process.

How to Write a Position Description

  • A position description should be a high-level summary of the expectations of your role. It need not be all-encompassing or list specific tasks.
  • Prioritize your ideas and responsibilities. Group ideas by functional theme if possible. Each theme can then be written as a paragraph (or bullet point) in your job description.
  • List no more than four or five paragraphs of responsibilities. Depending on your position, you may not need a very detailed list of responsibilities.
  • Each paragraph can consist of as many sentences as necessary to describe a responsibility precisely. Begin each sentence with a verb in present tense.
  • If your job involves supervising other employees, include the scope of responsibilities — coaching, training, conducting performance reviews, etc.

Information on our Leave Policies is in the Employee Handbook and the forms and cheat sheets our on the Benefits page.

Time entry for exempt employees. This does not effect your pay, but is required for ACA purposes. Please complete the Google form at least once a month to track your hours worked:

Time Sheet Google Form

Supervisor Procedures and Forms

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Employee-Position Change Form - form should be completed by supervisor's for any changes to employee(s) title, division, rate/wage, etc.

Faculty Non-Renewal Checklist - ​The Provost's Office or appropriate chair should complete this form for faculty whose appointment is not being renewed. Please complete within 3 days of the employee's last day worked.​

Intial Review Form​ - for new hourly employees; 3 months after date of hire OR 6 months after date of hire for security officers​. HR will email the form to supervisors. For full-time employees this form starts their leave bank and allots 1 personal day. Initial Review Form

Employees and paid interns:

  1. New employee forms: HR or the appropriate Dean's Office sends documents electronically via RightSignature
    • I-9 form - new employee must bring appropriate IDs to the Office of Human Resources
  2. Once paperwork is received HR will put the employee into a position, which will generate their username and ability to get their ID card (there is generally a 24-48 hour processing period)
  3. Supervisor is responsible for contacting the IT service desk​ to request access needed
  4. Please review the checklists below to help you and your new employee get started! These resources are used to guide you through the first day, week and month with your new employee starting and transitioning to their new role. This time period as also a great opportunity to reestablish your team! 

Unpaid Interns:

  1. Personal Data Form: HR or the appropriate Dean's Office sends documents electronically via RightSignature​
  2. HR will complete input in system and email superivor
  3. Supervisor is resposible for contacting the IT service desk to request access needed and/or email creation​

Supervisors are responsible for completing an annual performance assessment with all employees that report to them. Human Resources provides forms and information sessions prior to the start of the process. More information is available on the Performance Assessment page.

Worker's Compensation Claim Form - If an employee reporting to you is injured on campus, please​ have him/her login to the portal (choose "private computer" option) and complete the Worker's Compensation Claim Form​ as soon as possible.

Supervisor Term Form- for employees reporting to you who are leaving the College. Please complete within 3 days of the employee's last day worked.

Supervisor's Checklist:

  • Send a copy of employee's resignation/retirement letter to HR (2 weeks notice for hourly staff and 4 weeks notice for salaried staff who are leaving the College is encouraged; 3 months notice for any staff retiring is encouraged)
  • HR will provide benefit continuation information, if applicable, and set-up an exit interview
  • Please obtain the following items on or before employee's last day:
    • Keys - return to Physical Plant
    • Hanging parking tag - return to Security
    • Laptop, ipad, phone, any other electronic devices - return to Service desk
    • ID Card (alums and retirees may retain their ID card)
    • Credit card (cut-up)

Recruitment Procedures

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All recruiting is done online through InterviewExchange

-For staff and administration searches please contact Diann Darmody-Ferris​ for more information.
-For faculty searches please contact Amy Zubieta​ for more information.

Hiring Temporary Employees

Temporary Employee Request Form.pdf

Other Forms

Position Description Writing Instructions.pdf

Blank Job Description Template.docx

Statement of Expenses.pdf

Accommodations Request Form.pdf

Interview Exchange Tutorial

The College recruits on the basis of qualifications for a specific job without regard to race, color, religion, marital status, national origin, sex, age, or the presence of any disability except where such is a bona fide occupational qualification.  The following summary of the policies and guidelines must be used in recruiting and hiring all full-time administrative position vacancies.

Exceptions to these guidelines require the prior authorization of both the appropriate Vice President and the Vice President of Finance and Administration.

Initiating a Search
The Office of Human Resources must receive a resignation letter from the supervisor for the employee being replaced before the search will be opened.  If a new position, must have approval of the appropriate Vice President(s) and President of the College.

The search committee chair must contact the Office of Human Resources before initiating a search.

Following that conversation, the search chair should obtain the appropriate signatures and submit the forms to the Office of Human Resources. The following must be received prior to commencing the search process: a revised job description (see below), the Administrative Personnel Request Form and the Advertising Request Form with ad copy. It will then be sent to the Vice President of Finance and Administration for approval.

Membership of Search Committee
Every committee must include at least one woman and, whenever possible, one person of color. If such composition is not achieved, an explanatory memorandum addressed to the Affirmative Action Officer must accompany the request. Please note that committee member appointments may not be made until the search is approved by the Vice President of Finance and Administration.

Current Job Description
In the case of administrative vacancies, supervisors should review and revise the job description defining duties, minimum qualifications, required special skills, and fields of expertise. A revised job description reflecting pertinent changes and revision date should accompany the search request.

Approvals
All signatures must be obtained as directed on the Administrative Personnel Request Form prior to advertising the vacancy. The Office of Human Resources will obtain the Vice President of Finance and Administration's signature. Once approved, the Search Chair will be notified by the Affirmative Action Officer of its adequacy or of any recommended or required changes.

Advertising Requirements
Ad copy, including deadline for acceptance of resumes and number of references, is prepared by the Search Chair and the Office of Human Resources, and approved by the appropriate Vice President and Affirmative Action Officer. Administrative positions (Directors and above) will be advertised nationally in the Chronicle of Higher Education (on-line only) and in the Post Standard. All other administrative positions will be advertised in The Post Standard only.

In addition, the Office of Human Resources will prepare internal job postings and send notifications of position vacancies to a community/minority mailing list. All advertising and notices of position vacancies will include the appropriate Affirmative Action statement as listed in the Le Moyne College Equal Employment Opportunity and Affirmative Action Policies, and will be posted on the website.

The Office of Human Resources will place the full ad copy on our Le Moyne College website. The revised job description will also be attached as a link for candidate review.

Due to high advertising costs, the search chair is asked to work with the Office of Human Resources on developing a condensed version of ad copy for external publications. It will include language for candidates to visit the Le Moyne website for a complete position summary.
 

Screening and Selection Procedures
Procedures:

  • The search chair should schedule a meeting with Human Resources to discuss procedural options for resume retrieval and to plan the search process.
  • A set of criteria must be developed before the review of resumes are distributed to the search committee.
  • Affirmative Action - The search committee chair should arrange for the Assistant Director of Human Resources to meet with the committee in advance of the screening process to discuss the goals and objectives of Le Moyne College's Affirmative Action/Equal Employment Opportunity Plan. Members of the search committee must also be acquainted with the lawful and unlawful questions during the interview process.
    • During this meeting, the search committee will also be informed of various methods to aid in the resume review process by Human Resources.
  • The search chair must notify the Office of Human Resources of the preliminary candidates chosen to visit campus. A salary screen will be conducted by Human Resources on each of the selected candidates before scheduling an interview.
    • Human Resources will distribute packets of information about Le Moyne College and the Syracuse area, as appropriate to all candidates chosen for interviews.

Candidates Visit to Campus
Please note that reimbursement will be issued ONLY for senior and middle level administrative candidates (Vice Presidents, Directors). Please discuss these arrangements with the Office of Human Resources for procedural guidelines.

Travel Expenses
The Accommodations Request form must be completed for Director and above level candidates. Please indicate if they will need travel arrangements or overnight accommodations. Candidates flying to Syracuse are required to use BTI Travel Agency to make their reservations. They must make their reservations at least 14 days prior to travel.

Once the candidates are given authorization, they may then call Wendy at BTI Travel at (315) 472-7737 or 1-800-472-7447. The agent must be told the candidates' name and that the travel reservations should be made under Le Moyne College.

If a candidate chooses to drive, the College will reimburse at the rate of 50 cents per mile. The mileage reimbursement should not exceed what would have been the airfare arranged through BTI.

The Administrators to Campus form must be completed for candidates under the Director level. Reimbursement for travel is not permitted for these searches.
 

Lodging

  • Lodging at the corporate rate is covered for senior level administrators. This includes other reasonable expenses (e.g., local phone calls, breakfast and dinner) charged to the room. Reimbursement of expenses deemed excessive may be denied, such as long distance phone calls.
  • Each candidate may stay a total of three (3) nights.
  • The Search Chair should submit the Accommodations Request Form to the Office of Human Resources including name of candidate, search, check-in and departure dates for a reservation to be made.


Meals
Meals for the candidate and the host(s) are covered on the day of the interview only, although meals for the candidate will be covered during the candidate's visit and for other necessary time in transit. A maximum of three (3) employees may take the candidate out for one dinner and the cost per person (including tax and tip) must not exceed $50.00 and not to exceed $200 per dinner. Receipts need to be itemized and the number of dinners should be included for reimbursement to hosts. Expense reimbursement requests supported by original receipts should be submitted to the Office of Human Resources.

Other meal expenses incurred by the candidate(s) while visiting will be reimbursed to a maximum of $100 for three (3) days. Candidates are to be informed in advance.

Real Estate Tour
If the candidate(s) coming to campus is from out of town and is interested in learning more about the Syracuse area, the Office of Human Resources can arrange a real estate tour with an agent. Please complete the appropriate section of the Accommodation Request form and return to the Office of Human Resources.

PeopleWise Background Check
The Office of Human Resources will conduct a background investigation on the candidate that will be offered the position. A disclosure form needs to be completed authorizing Human Resources to conduct the check. During the final interview stages, please have each candidate fill out the Disclosure to Employment Applicant form with the Office of Human Resources, in the event that a background check needs to be completed.

Hiring Procedures
Intent to Hire: At the conclusion of the search process and prior to making an offer of employment, the search committee chair must complete the Record of Intent to Hire, attach the documents of the recommended candidate, obtain the appropriate signatures, and bring the form to the Office of Human Resources. Please do not complete the "Applicant Pool" section. The Affirmative Action Officer will notify the search chair of any difficulty with the recommendation. The forms will then be submitted to the Vice President of Finance and Administration for approval.

Once the approval from the Vice President and the results from the background check are received (if applicable), official offers of employment to the candidate will be extended to Vice Presidential candidates by the President and administrators by the Director of Human Resources.

Notification of Outcome: Interviewees will be notified of the final determination by the search chair or Office of Human Resources. In addition, the Office of Human Resources will notify all other candidates of the results of the search.

Document Retention: The Office of Human Resources is required to maintain recruitment documentation on all searches for a period of five (5) years. This requirement includes: the Personnel Request, Intent to Hire, advertising copy, a record of all contacts made for the purposes of recruiting applicants and all resumes and reference letters submitted for the vacancy. Proof of notification letters sent to individuals will also be retained in the search file.

Moving Expenses
Agreement for reimbursement of moving expenses should be established as a part of the employment offer and requires approval of the appropriate Vice President.

The College offers partial reimbursement for travel expenses to senior administrators (Vice Presidents and Directors). Limitations and options are described below.

The maximum moving allowance for household goods between point of origin and destination may not exceed 50% of the lowest of three quotes from separate companies. Copies of these quotes must be submitted with the reimbursement request.

The total amount reimbursed by the College may not exceed $2000.

If East End Moving and Storage, one of our local moving companies, is approved to be used, the payment will be billed directly to Le Moyne College.

If an employee chooses to move him- or herself by U-Haul or other conveyance, the College will reimburse the employee 100% for actual documented expenses supported by original receipts and mileage for the vehicle utilized in the move. This is subject to the $2000 cap.

Expenses for moving animals, camper trailers, boats, and other non-household items will not be reimbursed by the institution. Mileage will be paid for one personal car driven by employee or dependent.

The College will not reimburse an employee for additional personal property insurance over and above that supplied by mover to cover fair market value of goods.

Requests for reimbursement of moving and travel expenses should be made using the Statement of Expenses form on the Office of Human Resources' website.

The College administers the financial assistance for moving and relocation expenses according to the above policies and procedures. These expenses are included in gross income on the employee's W-2 at year end. Please consult current IRS regulations in reference to deductible amounts and limitations.

Exceptions to the above policy guidelines can be authorized only by the appropriate Vice President. Exceptions with budget implications must be authorized by the Vice President of Finance and Administration.

Interview Exchange Tutorial

​The College recruits on the basis of qualifications for a specific job without regard to race, color, religion, marital status, national origin, or the presence of any disability except where such is a bona fide occupational qualification.

Below is a summary of the policies and guidelines concerning reimbursement by the Office of Human Resources for normal expenses incurred in the faculty reimbursement process.

Exceptions to these policy guidelines can be authorized only by the Provost/Academic Vice President. Exceptions with budget implications must be authorized by the Vice President of Finance and Administration.

Initiating a Search

Once the Department has received notification to conduct a search, the Search Committee Chair must complete the Faculty Personnel Request Form, and Faculty Advertising Request Form, and include the Ad Copy. These forms and the Ad copy are then submitted to the appropriate Dean and Provost/Academic Vice President for approval. Once the appropriate signatures have been obtained, the forms must be brought to the Office of Human Resources.

Establishing the Search Committee:

  • Include at least one woman
  • Whenever possible, one person of color
  • If such composition is not achieved, an explanatory memorandum addressed to the Equal Employment/Affirmative Action Officer must accompany the request.
  • The appropriate Dean and Provost/Academic Vice President will approve the search committee membership and may request additional members or a new composition.

Advertising Requirements

  • The Search Chair prepares the ad copy and obtains approvals from the appropriate Dean and Equal Employment/Affirmative Action Officer.
    • Please be specific in regards to defining responsibilities of position (e.g. “Good teaching, expand definition to include examples such as mentoring students, provide assistance in writing/communication skills).
    • To ensure compliance with College hiring and advertising regulations, final approval of advertising copy resides with the Director of Human Resources.
  • The Search Chair will submit an estimate of cost of advertising in the recommended discipline-specific publications to the Office of Human Resources.
  • The Office of Human Resources will place a print advertisement in a national publication either in the Chronicle of Higher Education or another relevant publication if preferred by the Search Committee Chair.
  • The Office of Human Resources will also place an advertisement in the AJCU Job Bank at the www.ajcunet.edu website.
  • The Office of Human Resources will also place an advertisement on the HERC website, www.upstatenyherc.org
  • The Office of Human Resources will post the opening on the Le Moyne College website.
  • Search Chairs must provide the Office of Human Resources with tear sheets from professional publications or listserv where the position is posted, even if free of charge, including publication dates.
  • All advertising and notices of position vacancies will include the appropriate Equal Opportunity/Affirmative Action statement as listed in the Le Moyne College Equal Employment Opportunity and Affirmative Action Policy.
  • The Office of Human Resources will cover up to $500 in advertising costs. Additional expenses may become the responsibility of the appropriate Dean or Department.

Faculty Recruitment Trip

Searching at a conference for purposes of faculty recruitment must be authorized by the appropriate Dean in advance. Travel authorization forms are available in the Dean’s office. Copies must be given to the Office of Human Resources.

  • Authorization to search at a conference will be granted only for disciplines where the number of available doctoral qualified candidates is extremely limited.
  • In addition, it is strongly encouraged that faculty in searching disciplines, or disciplines soon to be searching, connect with potential candidates when “presenting a paper” at a conference already approved for faculty travel by the appropriate dean.
  • When interviewing candidates at a previously authorized conference, faculty may have travel expenses, including hotel, round-trip airfare and ground transportation, covered for attendance at one convention. Expenses will only be covered during the conference days. Additional time spent will be at the expense of the Faculty member.
  • Expenses for one faculty member are covered if one person is being hired, and the expenses for two faculty members are covered if two or more are being hired. Expenses for meals should be reasonable. Single rooms or double rooms (if the same price) are covered, but suites are not covered without prior approval of the Dean’s office. Expenses for spouses and other family members are not eligible for reimbursement.
  • It is the policy that faculty utilize interview rooms which are usually available at conferences. It is assumed that there will only be interviews of prospective candidates and no need for entertainment or meal expenses for these candidates.
  • Miscellaneous expenses (such as movies, etc.) will not be reimbursed except for reasonable long distance calls to one’s home. Itemized original receipts for the hotel and other expenses along with a copy of the completed conference registration form will be required for any reimbursements.

In summary, the total expenses for faculty recruitment trips is not to exceed per faculty member the sum of the conference registration fee, travel to and from airport, hotel at conference rate, reasonable meal expense and airfare made through BTI.

Solicitation of Candidates and Receipt of Applications

 

As part of the position recruiting plan, hiring departments and the Office of Human Resources should identify the publicity to employ in the search, including (for example) letters to the relevant departments of selected graduate schools, electronic bulletin boards, and appropriate publications.

Search committee members might make telephone calls to colleagues who may have knowledge of especially well-qualified candidates.

Screening and Selection Procedure

Step 1: Electronic

  • Resume, cover letter, philosophy of teaching/education are emailed to lemoynehr@lemoyne.edu.
  • Search committee receives a share folder containing submissions of electronic resumes via Groupwise after meeting with a Human Resources representative to discuss the Affirmative Action/Equal Employment opportunity policy. The search committee narrows the group to those they have an interest in pursuing.
  • Letters are sent to those not being considered further electronically, upon the search chair’s request.

Step 2: Portfolio (Hard Copy)

  • The Office of Human Resources will contact candidates selected by the Search Committee for further consideration to request submission of hard copies of transcripts, supporting data, and reference letters to be mailed to the Office of Human Resources.
  • Search Committee members will review the supporting documentation and resumes and conduct phone interviews if necessary.
  • The top one, two or three candidate(s) selected by the search committee will be invited to campus for an interview.

The Search Committee chair will:

  • Arrange for the Assistant Director of Human Resources to meet with committee members in advance of the screening process to discuss the goals and objectives of Le Moyne College’s Affirmative Action/Equal Employment Opportunity Policy. 
  • Members of the search committee must also be acquainted with the lawful and unlawful questions and legal issues in searches during the interview process.
  • Throughout the search process the Search Chair will be responsible for tracking the status of each application by using the Faculty Search checklist and Search Report Summary form which will be provided by the Assistant Director of Human Resources during the first search committee meeting.
  • Develop an itinerary for each candidate to be sent in advance of their visit.  This itinerary should contain time, location and planned activities as well as a contact person’s name, office location and phone number.

The Office of Human Resources will:

  • Create a Search file for access by all search committee members through GroupWise. Upon “accepting” the file, all search committee members will receive candidates’ cover letters, resumes and reference letters.
  • Collect supporting documentation from candidates at Step 2 noted above.
  • Forward acknowledgement letter and Equal Employment Opportunity/Affirmative Action replies to all candidates.
  • Electronic communication will be sent to the candidates directing them to the Le Moyne College website to read important documents, such as the Course Catalog, admission materials, the Faculty Handbook, and Office of Human Resources summary of benefits. Additional information regarding the Syracuse area will also be included.
  • Make appropriate accommodations for candidate(s) selected to visit campus.

Candidates Visit to Campus

A list of the one, two or three finalists must be submitted to the appropriate Dean and the Office of Human Resources before any interview and travel arrangements can be made. Lodging, meals and travel associated with a candidate’s visit to campus will be covered for up to 2 days. The search committee will interview the candidates, as well as the appropriate Dean.

The Statement of Expenses form for candidate travel, meals, mileage, etc. needs to be completed for reimbursement.

Travel

Candidates may choose to use BTI Travel Agency to make their reservations.  They must make their reservations at least 14 days prior to travel.

The cost for round-trip travel between the candidates’ home or office and    Le Moyne College will be covered when the candidate makes his/her reservations for travel with BTI Travel Agency. The Search Chair should complete the Accommodations Request Form and submit it to the Office of Human Resources to authorize travel for the candidates.  Once approved, the candidates may then call Wendy at BTI Travel at (315) 472-7737 or 1-800-472-7447.  The agent must be told the candidates’ name and that the travel reservations should be made under Le Moyne College.

Candidates may choose to make his/her travel arrangements (i.e. priceline.com, travelocity.com, etc). If the candidate chooses to make his/her flight arrangements the following guidelines have been established.

  • Reimbursement for round-trip travel between the candidates’ home or office and Le Moyne College will be covered when the candidate purchases the lowest price restricted economy fare on a regular carrier.
  • The cost of the airfare should not exceed what would have been the airfare arranged through BTI. 
  • Le Moyne College will not reimburse round-trip travel due to candidate’s cancellation.
  • Le Moyne College will not reimburse any additional costs associated with changing round-trip travel to an alternative date when the candidate is unable to travel on their original travel date. 
  • Candidates must submit a Statement of Expenses form and the original airline ticket to the Office of Human Resources during their campus visit to be eligible for reimbursement.
  • Once approved, the Statement of Expenses form will be submitted to the Finance Department to issue a reimbursement check to the candidate.
  • If a candidate chooses to drive, the College will reimburse at the rate of 50 cents per mile.  The mileage reimbursement should not exceed what would have been the airfare arranged through BTI.
  • The Search Chair should submit the Accommodations Request form to the Office of Human Resources including name of candidate, search, check-in and departure dates so the hotel reservation can be made.

Meals

Meals for the candidate and the faculty host(s) are covered on the day of the interview only, although meals for the candidate will be covered during the candidate’s visit and for other necessary time in transit.

  • Faculty members are encouraged to use the Dolphin Den on campus for lunch with the interviewee on the day of the campus interview which will allow a larger group to attend.
  • For meals off campus, attendance will be restricted to two (2) or three (3) faculty members and the candidate. The cost per person at lunch (including tax and tip) is limited to $15.00 and not to exceed $60 per lunch.   The cost per person at dinner (including tax and tip) is limited to $50.00 and not to exceed $200 per dinner.
  • A list of attendees must be included with original itemized receipts for reimbursement to faculty host. (Refer to the Finance and Administration Policy on reimbursable expenses.) Our task is to recruit the best faculty we can hire and, at the same time, exercise good stewardship of limited resources for searches. The most effective conversations with candidates often occur in small groups.

Other meal expenses incurred by the candidate(s) while visiting will be reimbursed to a maximum of $100 for three (3) days. 

Search Chairs must request additional funding for expenses which exceed authorized search budgets and will be the responsibility of the appropriate Dean and/or hiring Department.

Real Estate Tour

If the candidate(s) coming to campus is from out of town and is interested in learning more about the Syracuse area, the Office of Human Resources can arrange a real estate tour with an agent. Please complete the appropriate section of the Accommodation Request form and return it to the Office of Human Resources. Expenses accrued by Faculty for driving a candidate around the Syracuse area will not be reimbursed since arrangements can be made with a real estate agent for such a purpose.

Background Check

The Office of Human Resources will conduct a background investigation on the candidates that will be offered the position. All on-campus interview candidates should have a short meeting scheduled with the Director or Assistant Director of Human Resources so the background check form can be explained and any questions can be answered regarding benefits. A disclosure form needs to be completed authorizing the Office of Human Resources to conduct the check. Each candidate will complete the Disclosure to Employment Applicant form with Human Resources upon their arrival for the interview.

Intent to Hire

At the conclusion of the search process and prior to making an offer of employment, the Search Committee Chair must complete the Record of Intent to Hire, attach the documents of the recommended candidate, and obtain the signature of the appropriate Dean and Provost/Academic Vice President. The appropriate Dean in consultation with the Provost/Academic Vice President will extend an official offer of employment to the candidate. The Provost/Academic Vice President will notify the Office of Human Resources upon acceptance of the offer and the background check will be processed.

Notification of Outcome

The Search Committee Chair will submit a record of candidates interviewed and a copy of the search report to the Office of Human Resources for preservation. The Office of Human Resources will notify all candidates of the final determination.

Moving Expenses for Candidate Once Hired

Le Moyne College employees who receive reimbursement for their moving expenses are subjected to IRS rules which dictate how the reimbursement must be treated for tax purposes. This includes both payments made directly by Le Moyne College to a third party (e.g. a moving company) on behalf of an employee or reimbursements paid directly to the employee.

The allowable moving expense deduction has recently been modified by the Revenue Reconciliation Act of 1993, which was effective January 1, 1994. In order for moving expenses to be deductible, the following requirements must be met:

  • the move must be work related
  • the move must meet a 50 mile distance test; and
  • the employee must work full-time at least 39 weeks during the 12 months immediately following the move (moving expenses can still be deducted if the time test is not met by the filing date if the 39 week test is expected to be completed in the next year).

The College offers partial reimbursement for travel expenses to tenure track faculty and senior administrators (Vice Presidents and Directors). Limitations and options are described below.

The maximum moving allowances for household goods between point or origin and destination may not exceed 50% of the lowest of three quotes from separate companies. Copies of these quotes must be submitted with the reimbursement request.

The total amount reimbursed by the College may not exceed $2000.

If an employee chooses to move him or herself by U-Haul or other conveyance, the College will reimburse the employee 100% for actual documented expenses supported by original receipts and mileage for the vehicle utilized in the move. This is subject to the $2000 cap.

Deductible (qualified) moving expenses

Qualified moving expenses that are reimbursed are excludable from the employee’s gross income. If the requirements listed above are met, the reasonable costs of moving household goods and personal effects belonging to the employee and other members of their household from the former home to the new home are non-taxable.

These costs may include:

  • costs of packing, crating, and moving household goods and personal effects, in-transit storage and insurance costs if they are incurred during the 30 day period after the move, disconnecting/connecting utilities, and shipping cars or pets.
  • traveling expenses incurred during the period of travel from former home to new home (expenses must be reasonable, travel route must be shortest and most direct, lodging included but meal expenses are not)
  • travel by automobile will be reimbursed at $.10 per mile (plus parking fees and tolls) or for actual expenses such as gas and oil.

Nondeductible (non-qualified) moving expenses

Moving expense reimbursements that are not qualified for the moving expense deduction are treated as wages and are subject to federal and state withholding, FICA, and FUTA taxes. These include:

  • meals while moving from your old residence to your new residence
  • pre-move house hunting expenses
  • meals and lodging while occupying temporary quarters in the area of your new job
  • real estate expenses connected with the sale, purchase, or lease of former residence.

IRS Publication 521 on moving expenses should be referenced for specific tax information and for preparation of the federal income tax return. For further clarification, contact the IRS or a tax consultant.

Retirement Policies

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The applicant for the Phased Retirement Program (PRP) must be a full-time tenured faculty member who at the time of entry into the program will be at least 60 years old and will have completed at least 15 years of full-time service at Le Moyne College. The goal of the program is to permit faculty members to reduce his or her teaching load to one of the three options; 1. two-thirds, 2. one-half, or 3. one-third of normal full-time teaching load. 


The Phased Retirement Program, first implemented in the 1996-97 academic year, is voluntary, but not an entitlement. Applications are reviewed by the department chairperson and the appropriate dean. The final decision is made by the Academic Vice President on the basis of the data and recommendations submitted to him. 

Once admitted to the program, the faculty member cannot subsequently request to leave the program because the College will normally wish to hire new faculty in good faith. Entry into the Phased Retirement Program through any option implies the faculty member's intention to enter full retirement at age 70 or upon completion of three years from the start of the program, whichever occurs first. At that time, the faculty member ceases teaching, and the College pays no further salary. The College may make such exceptions to the phased retirement program as the Chief Academic Officer determines to be in the best interest of the College.

In the program, the faculty member maintains the following monetary privileges:

  1. Health Insurance with the College contribution remaining the same as current full-time contracts.
  2. Pension contribution at the same proportion as current full-time contracts.
  3. Annual salary increment determined in the usual method.
  4. Tuition remission benefits as stipulated in the policies for current full-time contracts.
  5. Payment of FICA according to current Social Security regulations.
  6. Protection as full-time, tenured member in any announced "reduction in force"
  7. Voting and participation in department meetings.
  8. Access to parking, mailbox, library, computer resources, and clerical services.
  9. Faculty office, as available, consonant with the member's duties as well as departmental and College needs.

The maximum period of phased retirement is three years. At the end of this period, retirement will be complete. During phased retirement, the faculty member may choose among three option, subject to the following limitations. First, he or she may elect to move from one option to another option of lesser time commitment. Second, the faculty member may not later elect an increased level of activity.

A faculty member in the phased retirement program may request full retirement at any time. Notification of this intent should be given no later than February 1, for the subsequent year . 

The faculty member and the respective department chairperson or program director will each make a good faith effort to develop a mutually acceptable plan of active involvement by the faculty member during the period of phased retirement. 

The phased retirement program provides three levels of reduced faculty activity: 

Two-thirds Option
This option will provide 70% of the faculty member's prior year full-time equivalent salary, incremented by the current year's annual across-the-board increase. This option will normally involve active service during both the Fall and Spring terms. For those departments which define a full-time teaching load as seven courses per year, this option will normally require a teaching load of 5 courses per year . In cases where the standard full-time teaching load differs or where the number of credit hours per course may exceed three, appropriate adjustments will be made in the number of courses and the percent of full-time equivalent salary to be paid.

One-half Option
This option will provide 50% of the faculty member's prior year full-time equivalent salary, incremented by the current year's annual across-the-board increase. Depending on the needs of a department or program, this option may involve either a reduced level of teaching during both the Fall and Spring terms, or essentially full-time service during one semester. In the context of a normal full-time teaching load of seven courses per year, a faculty member may teach two courses one semester and one course the other, or three courses one semester and none in the other.  In cases where the standard full-time teaching load differs or where the number of credit hours per course may exceed three, appropriate adjustments will be made in the number of the courses and the percent of full-time equivalent salary to be paid.

One-third Option
This option will provide 30% of the faculty member's prior year full-time equivalent salary, incremented by the current year's annual across-the-board increase. Depending on the needs of a department or program, this option may involve either a reduced level of leaching during both the Fall and Spring semesters or during one semester only. In the context of a normal full-time teaching load of seven courses per year, a faculty member may teach one course each semester, or two courses in one semester and none in the other.  In cases where the standard full-time teaching load differs or where the number of credit hours per course may exceed three, appropriate adjustments will be made in the number of the courses and the percent of full-time equivalent salary to be paid.

You must be at least age 55 and have 10 years of service to be eligible to retire. 

Benefits for Retirees

Vacation: Employees retiring from Le Moyne will receive payment for all unused and accrued vacation days upon retirement.  

Sick time: Employees who have been employed full-time for at least 15 years will receive payment for half their banked sick time up to a maximum of 60 days. 

  1. Contact HR to verify your eligibility for retirement
  2. Notify supervisor and HR of your intent to retire (3 - 6 months in advance of retirement date)
  3. Determine what funding options you are electing with TIAA-CREF for your retirement payments. Participant Information #: 1-800-842-2776.
  4. Enroll in Medicare Part A; if at least age 65 enroll in Medicare Part B (you should have already enrolled in Part A upon turning 65) - Review the Medicare website.
  5. Contact the Social Security Administration to information of your intent to retire and to determine your monthly social security payments
  6. Contact Relph Benefit Advisors (Jim Noble, jnoble@relphbenefitadvisors.com, 1-800-836-0026, ext 263) to review benefits.
    • Excellus BCBS - Pre-65 group health insurance - Relph Benefit Advisors administers billing.
    • AETNA - Post-65 group health insurance - Lifetime Benefit Solutions administers billing for the College's AETNA group plan
  7. Dental - retiree group dental insurance - Relph Benefit Advisors administers billing annually (*premium must be paid in one lump sum)​

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