This site is the authoritative source for current HR policies and procedures that apply to RIT employees. When differences occur between a currently posted policy and a previous version, the currently posted policy prevails.
These policies and procedures are published for the information of everyone at RIT. For supervisors, policies provide requirements and guidelines that enable them to carry out their responsibilities with fairness and consistency. For employees, policies state the principles upon which their relations with the university are based. When appropriate, RIT, at its sole discretion, may modify, augment, suspend or revoke any policy, procedure, practice, or statement contained on this site, except those required by law. Finally, the policies contained on this site do not or constitute a contract, express or implied, between RIT and its employees.
In addition to the HR administrative policies and procedures that are listed here, RIT also has university policies that are created and approved via the shared governance system at RIT, or by federal, state, and/or local law. HR Managers are available to explain or interpret policies and laws, and to help ensure they are applied appropriately.
This policy applies to departments hiring foreign nationals, incoming foreign nationals, and foreign nationals holding positions at RIT.
Individuals who are foreign nationals are required to work with the institute's designated legal counsel for immigration. Foreign Nationals are responsible for maintaining their eligibility for employment in the United States throughout their employment with RIT. Hiring supervisors and search committee chairs should work with the Compliance and Ethics Manager to ensure that prospective employees who are foreign nationals hold appropriate visas upon date of hire and maintain appropriate visa status during their employment.
Procedures & Resources
Refer to this page for information on procedures and resources.
RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. For more information or inquiries, please visit RIT/TitleIX or the U.S. Department of Education at ed.gov.
RIT provides reasonable accommodation to applicants with disabilities, veterans or wounded warriors where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to firstname.lastname@example.org. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
The university does not condone retaliation or harassment against any employee or applicant on the basis of the individual's exercise of his or her rights (e.g. filing a charge) or because of an individual's race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability.
RIT complies with all government requirements for establishing and implementing an affirmative action plan process. RIT's Affirmative Action Officer is the Vice President and Associate Provost for Diversity and Inclusion.
Upon request, this plan is available for review by any employee or applicant for employment by appointment during regular business hours. Please contact Lori Sykes, Compliance and Ethics Manager, at 585-475-7393 or email@example.com for additional information.
Consistent with the Immigration Reform and Control Act of 1986 (IRCA) regarding the employment of non-United States citizens, all individuals hired by RIT are required to verify their identities and eligibility to work legally in the United States at the beginning of their employment. The Form I-9 is used to document evidence of residence and employability in the United States under the provisions of IRCA.
The following procedures regarding the completion of the Form I - 9 apply to Human Resources and all departments processing faculty and staff for employment at RIT:
New employees must complete Section 1 of the Form I-9 on or before their first day of employment. New employees will be sent an email from Equifax Compliance Center with instructions for how to login and complete their I9 Part 1 and required employment forms.
New employees must present valid identification documents to a representative of the Human Resources Department in Eastman Hall no later than the third day of employment.
Individuals are not processed for payroll without completing the Form I-9.
An I-9 Form must be on file for all regular employees as well as adjunct faculty and temporary employees. (Temporary associates assigned to work at RIT through a staffing firm are not on the university's payroll and thus complete their I-9 forms with the staffing firm.)
RIT complies with IRCA by retaining an I-9 form for each employee for three years from the date of employment or one year following termination, whichever is later. Human Resources is accountable on behalf of the university for compliance with these requirements, therefore, all I-9 forms are retained centrally by Human Resources.
As an Affirmative Action employer, RIT posts open positions on its Career Web Site for a minimum of five (5) days, allowing candidates to apply. All candidates, including internal candidates, must apply through the Career Web Site to be considered an applicant. Past performance appraisals are part of the review process when considering an internal candidate for the open position.
At times, the University may opt not to post a position in certain circumstances, which include but are not limited to, the following:
Skill level promotions which are not classified as an open position.
Internal transfers or demotions deemed in the best interest of the employee and the university, and which occur as the result of the displacement, potential layoff or termination of an employee.
University obligations such as return from military leave.
Reallocation of positions or resources within an organizational unit.
Extensive departmental or divisional restructuring.
As a result of formal succession planning.
Other general recruiting, hiring and interviewing assistance for managers can be found here.
When a former regular* university employee has had a break in service and is rehired, the employee may be eligible for service credit for the prior employment period. Previous regular service** is any continuous employment at RIT as a regular employee for at least one year or complete duration of at least one academic year contract period. If the former employee’s prior period of regular service is greater than the employee’s break in service, full credit is given for the previous regular service and there would be an adjusted date of hire. If the break in service was longer than the prior period of regular service, no credit is given for the prior period of regular service. Therefore, the date of rehire would become the employee’s date of hire.
Beginning with rehires on and after January 1, 2019, when there are multiple periods of regular service (i.e. hired, departed, rehired, departed, etc.), the duration of the most recent break in service period is compared to the duration of the most recent service period, using the prior date of hire (or adjusted date of hire, if applicable) to determine if the employee is eligible for service credit.
The date of hire or adjusted date of hire, if applicable, is used to determine benefits eligibility and any applicable waiting periods for all benefits; this does not apply, however, to the waiting period for the RIT matching contribution to the RIT Retirement Savings Plan. Generally, all prior RIT service (regular, RIT temporary, adjunct, and student worker service) counts towards the waiting period for the RIT matching contribution, even if the rehired employee is not eligible for an adjusted date of hire. Additionally, solely for purposes of the RIT Retirement Savings Plan, a rehired employee will not be deemed to have a break in service if the employee is rehired within 12 months.
Any prior service that was credited prior to January 1, 2019 will remain in effect for individuals who are employees on January 1, 2019; however, if an employee leaves RIT employment after January 1, 2019 and is later rehired by RIT again, the new rules would apply even with regard to the service that had previously been credited.
* Temporary, adjunct, and student workers are not regular employees.
** Temporary, adjunct, and student worker service does not qualify as regular service.
RIT is committed to providing a safe and secure campus for its students, staff, faculty and visitors, and to protecting the material resources of the university. Learn more about the background check (screening) requirements for RIT employees and temporary staff, and camp or program workers involving minors.
This policy applies to all regular faculty and staff employees in work assignments that are less than 12 months and the pay for the assignment is paid over 12 months.
Salary payments that are received prior to the assignment start date are considered advance payments (paid but not earned). While the assignment covers a specific timeframe, all faculty, most exempt staff and some non-exempt staff are paid over 12 months each fiscal year beginning July 1 through June 30.
When the employment of either a faculty or staff member who has received advance payments terminates prior to the end of the appointment or assignment, or when an employee’s plan of work (or work schedule) is reduced which results in a corresponding reduction in salary, the employee is responsible for returning to RIT any salary advance received and not earned.
The typical university work schedule for full-time non-exempt staff is 8 hours per day, 40 hours per week. Actual hours and days of employment vary depending on department needs and specific assignments. A maximum of one hour is generally scheduled as an unpaid lunch break between 11:00 a.m. and 2:00 p.m. Regular full-time staff members who work this schedule receive benefits based on an 8 hour work day. Circumstances occasionally necessitate a non-standard work week for full-time non-exempt staff. In these situations, employees receive benefits based on the standard work week. A standard work week is defined as those hours regularly scheduled and expected to be worked by the employee.
At supervisor discretion employees may be assigned to a configuration of hours that varies from the position's standard work week. Benefits are based upon employee standard work week or the actual hours worked, whichever is less.
Two fifteen minute "breaks" may be taken each working day. The breaks should occur approximately midway through the pre-lunch and post-lunch working period. Breaks are not cumulative and should not be used to extend the lunch hour or to shorten the working day. The break privilege may be withdrawn if abused.
Part-time non-exempt employees are provided with one 15 minute break for each four hour period worked in any given day.
Additional pay is not provided for breaks not taken.
State and Federal labor laws require that an unpaid "meal period" of no less than 30 minutes be provided to employees working through the midday time and in excess of 6 hours. Every person employed for a period or shift starting before 11 a.m. and continuing later than 7 p.m. shall be allowed an additional meal period of at least 20 minutes between 5-7 p.m.
As employees who are entitled to the benefits of the pay provisions of the Fair Labor Standards Act (FLSA), non-exempt employees are paid for all hours worked and are paid overtime for hours worked in excess of 40 in a work week.
As a federal contractor, RIT will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with RIT’s legal duty to furnish information.
This policy applies to all regular staff who are hereafter referred to as employee(s).
This policy guides supervisors and employees in addressing the need to improve performance, including problems in fulfilling the duties of a position and conduct that violates university policies, procedures, or practices. The policy is based on the principle that performance problems ordinarily are correctable, and responsibility for improvement is shared by both employees and supervisors.
In accordance with New York State employment-at-will laws, the provisions of this policy do not constitute or imply an employment contract.
Supervisors must communicate performance problems to employees and document the communications. If the issue is a result of lack of skills or knowledge, supervisors are expected to arrange for necessary training.
Employees are responsible for fulfilling the duties and responsibilities of their positions, as outlined in their job descriptions. Employees are responsible for abiding by university policies, procedures, core values, and the RIT Honor Code.
The performance improvement process is initiated by taking corrective action as a result of a series of issues/incidents or one serious issue/incident. The process is typically progressive, however, when determining corrective action, a supervisor - in consultation with the Human Resource Business Partner - may move to an appropriate action as warranted in the specific case, up to and including termination of employment.
Coaching may serve to correct performance issues and typically includes reviewing job requirements, communicating the performance issue in specific terms, seeking to understand the employee's perspective on the issue, and engaging the employee in developing job-related objectives to achieve. Supervisors should contact their Human Resource Business Partner to assist in this process. In addition, supervisors should document and maintain records of all such coaching meetings and send follow up e-mails summarizing conversations and outlining expectations for performance.
Performance Improvement Plan
If the nature of the issue warrants, or if performance does not improve as a result of verbal coaching, a performance improvement plan may be issued. Copies of all performance improvement plans must be provided to HR for an employee's personnel file. A performance improvement plan should include 1) specific areas requiring improvement, 2) the length of time (usually a maximum of 90 days) the plan is in effect, 3) expectations for performance including outcomes , deadlines, and measures to determine if the plan is successful, 4) an acknowledgement statement, and 5) areas for signatures of the employee and supervisor acknowledging the delivery of the performance improvement plan.
Supervisors should use the following procedure for issuing a performance improvement plan:
Prepare the plan and review it with a Human Resource Business Partner prior to discussion with the employee. (See sample plan - Appendix A)
Meet with the employee to review the plan, convey the seriousness of the issue, and answer any questions. Secure the employee's signature at the end of the meeting.
If the employee refuses to sign the plan, indicate this in the signature area of the document.
Provide a signed hard copy of the plan to the employee. Retain a signed hard copy. Forward the signed original plan to Human Resources.
Successful plan completion is the objective. When the performance improvement plan is completed and the employee has not met the objectives of the plan, options include extending the plan, issuing a final written warning, or taking other action up to and including termination of employment. When the employee has successfully met the objectives of the plan, the supervisor should notify and acknowledge the employee in writing. (See sample memo - Appendix B)
Final Written Warning
A final written warning may be issued to an employee when verbal coaching and performance improvement plan processes are not successful, or as a separate corrective action.
Supervisors must review the terms of a proposed final written warning with their Human Resource Business Partner prior to discussion with the employee. Supervisors should use the following procedure for issuing a final written warning:
Prepare and review the final written warning with a Human Resource Business Partner prior to discussion with the employee.
Meet with the employee to deliver and review the warning, convey the seriousness of this action, and answer any questions. Secure the employee's signature at the end of the meeting.
If the employee refuses to sign the warning, indicate this in the signature area of the document.
Direct the employee to contact their Human Resource Business Partner to review the final written warning and be sure the employee's questions are addressed.
Provide a signed hard copy to the employee. Retain a signed hard copy. Forward the signed original to Human Resources.
Other Forms of Corrective Action
Depending on the severity of the issue, corrective action may take other forms. Supervisors must review such actions with their Human Resource Business Partner prior to implementation.
A suspension is defined as a temporary cessation of work, either with or without pay. It may be imposed either as a disciplinary action, or as a temporary measure to further investigate a serious allegation which may lead to termination. Immediate suspension also may be used when an employee is disruptive, or when the university considers an employee to be a hazard to others. In such cases, Public Safety should be notified immediately for assistance and further guidance.
All suspensions must be reviewed and approved by the Associate Vice President and Chief Human Resources Officer prior to implementation, except in instances of immediate disruption or hazard. In such instances, the supervisor who has made the decision to suspend must notify the Associate Vice President and Chief Human Resources Officer as soon as possible after the suspension.
If an employee is suspended without pay pending investigation, and the university determines the allegations are not founded, the employee will be given retroactive pay at the regular rate of pay from the date of suspension. Such pay includes shift differential.
Under certain circumstances, transfer to more suitable work which the employee may reasonably be expected to perform may be considered. These circumstances may result in a demotion from the current position. It is important to note that a position must be open and available. The supervisor should agree that the employee would be more successful in another role. Other forms of demotion include withholding or deferring of salary increases or demoting an employee in title.
Under this policy, employees who believe appropriate procedures have not been followed have the right to exercise the staff grievance policy.
Termination of employment may result from, among other reasons, performance issues that are not corrected or employee actions that violate university policy or are otherwise serious. In cases where the nature and severity of the issue and/or a history of past infractions warrants, termination may be immediate.
It is not possible to list all situations that may lead to termination. Examples include, but are not limited to:
Destruction of university property
Theft of university property
Assault of any individual with a relation to RIT
Falsification of records or intentional deception of supervision
Reporting to work under the influence of alcohol and/or unauthorized use on university property
Reporting to work under the influence of drugs, except as prescribed by a physician, and/or unauthorized use of on university property
Misuse of university equipment/property for personal business
Repeated sexual, racial or other forms of harassment
Chronic absenteeism or tardiness
Repeated or continued poor performance
Blatant acts of insubordination
Threats of violence made to members of the RIT community
Possession of weapons on campus
Adequate written documentation must precede any termination. In addition, all terminations must be reviewed and approved by the Associate Vice President and Chief Human Resources Officer prior to implementation.
This policy, and its related procedures, is intended to 1) enable non-exempt staff throughout the university to participate as volunteers at university events, 2) ensure that all such voluntary participation is administered in compliance with applicable federal and state laws, and 3) provide employees and supervisors with consistent parameters for such voluntary participation.
Rochester Institute of Technology works with employees with disabilities or other documented medical conditions to arrange changes in the work environment or procedures that enable them to experience equal employment opportunities.
RIT does not provide the following services:
Mobility assistance or training
Personal care services
Personal adaptive equipment such as hearing aids, eye glasses and wheelchairs
To request accommodations in the workplace due to a disability or other documented medical condition, employees should speak to their supervisor or the Compliance and Ethics Manager. Employees will be asked to submit a Medical/Disability Accommodation requestand documentation of the disability or medical condition.
The Compliance and Ethics Manager will then discuss the request with the employee, the employee’s supervisor, and/or other department supervisors and HR representatives, as necessary. The Compliance and Ethics Manager and supervisor may also propose alternative accommodations for the employee’s consideration. The employee, Compliance and Ethics Manager and supervisor will continue to interact as necessary in order to determine whether a reasonable accommodation exists that is acceptable to both the employee and RIT.
If the employee accepts one of the proposed, reasonable accommodations, the immediate supervisor will implement the accommodation.
If the employee, Compliance and Ethics Manager and supervisor are unable to reach an agreement on a reasonable accommodation after the interactive process, the Compliance and Ethics Manager shall provide written notice to the employee informing them RIT cannot implement their requested accommodation. The employee may appeal the determination by following the Appeal Process.
Documentation verifying the disability or medical condition should be a recent letter on letterhead stationery from a qualified professional such as a physician, psychiatrist, neurologist, or psychologist who has made the diagnosis of impairment or condition and/or who you are currently seeing for treatment of said condition. The documentation should include the following information:
Diagnosis of disability or medical condition
Description of current level of functioning
Suggestions for accommodation(s)
Anticipated duration of the accommodation(s)
All medical and other confidential information regarding a disability or other medical condition will be kept confidential in accordance with applicable laws.
If the employee does not agree with the decision of the Compliance and Ethics Manager due to either:
a) Being denied services or
b) Disagreement on the recommended accommodations, and an agreement cannot be reached, the employee may initiate a formal appeal. The appropriate steps are:
An appeal must be submitted in writing to the Associate Vice President and Chief Human Resources Officer (or their designee), RIT Human Resources, 8 Lomb Memorial Dr, Rochester, NY 14623. The appeal must set forth the specific action disputed and the specific accommodation sought by the employee. The Associate Vice President and Chief Human Resources Officer (or their designee), will notify the Compliance and Ethics Manager and obtain a copy of the employee’s file, including the documentation of the disability or other medical condition and the need for accommodation, if any, recommended by the evaluator and the Compliance and Ethics Manager. The Associate Vice President and Chief Human Resources Officer (or their designee), will convene a meeting with the employee and the Compliance and Ethics Manager within two (2) weeks of receiving a written appeal by the employee to discuss the appeal. The Associate Vice President and Chief Human Resources Officer (or their designee), will make a decision on the appeal after meeting with the employee and reviewing the file and documentation.
If the employee or the Compliance and Ethics Manager is dissatisfied with the decision made by the Associate Vice President and Chief Human Resources Officer (or their designee), a written appeal may be submitted to the Vice President and Associate Provost for Diversity and Inclusion. The Vice President and Associate Provost for Diversity and Inclusion will make the final decision after reviewing the employee’s file and meeting with the employee, the Compliance and Ethics Manager and the Associate Vice President and Chief Human Resources Officer (or their designee).
Lori Sykes Compliance and Ethics Manager Phone 475-7393 Efirstname.lastname@example.org
RIT respects the needs of lactating employees who choose to express milk during work time when they return to work following the birth of a child. Accordingly, and in compliance with both Federal and New York State law, RIT provides support by allowing reasonable time away from work for employees who are lactating to express milk, and makes reasonable efforts to provide a private room or other location in proximity to the work area for such activity. This accommodation is available up to three years following the birth of the employee's child.
Break time will be unpaid, unless the employee wishes to work before or after her normal shift (during normal work hours) to make up the time, or to substitute paid vacation or sick/personal time (hourly employees).
An employee must provide advance notice to her supervisor of her intent to avail themselves of this policy; it is preferable that this notice be given prior to the employee's return to work from childbirth in order to ensure that any necessary arrangements can be made in support of the lactating employee. Time away from the employee's work location should be requested in accordance with the procedures applicable to her work unit. An employee may be required to postpone scheduled break time for no more than thirty minutes if they cannot be spared from their duties until appropriate coverage arrives.
Reasonable Break Time
Reasonable break time generally will be up to 30 minutes, including walking time, no more than three times per day. However, the required duration may vary, depending on individual needs and the proximity of the designated space to the employee's work location.
No employee who avails themselves of this policy will be discriminated against as a result.
Lactation Room Locations
The room locations are as follows: HLC 2110, LBJ 3228, SAU A453, SUS 2138.
Human Resources Department E-mail FMLA@rit.edu Phone 475-2429 Office 5th Floor Eastman Hall
January 1, 2011
Policy previously called "Nursing Mothers Accommodation Policy"
RIT respects the religious beliefs and/or practices of all employees and will make reasonable accommodations where such beliefs or practices conflict with an employee’s job requirements in order to eliminate that conflict.
Requesting an Accommodation:
An employee whose religious beliefs or practices conflict with their job (e.g., work schedule, or with RIT’s policies, practices on dress and appearance, or other aspects of employment) and who would like an accommodation must submit a written request form for review and approval. The form can be found on the Human Resources web site. The accommodation request must include the type of conflict that exists and should include the employee’s suggested accommodation.
After an employee submits a written request for an accommodation, the Human Resource Business Partner (HRBP) for the employee’s area may consult with the employee’s supervisor to evaluate the request, including determining whether there is a conflict between the employee’s sincerely held beliefs or practices and their job requirements, and will document this determination. The HRBP and supervisor may reach out to the employee directly for additional information that may be required in order to thoroughly evaluate the employee’s request.
If a conflict between an employee’s beliefs or practices and job requirements exists, the HRBP and supervisor will consider the accommodation proposed by the employee to determine whether it is reasonable. This determination may require further dialogue with the employee. The HRBP and supervisor may also propose alternative accommodations for the employee’s consideration. The employee, HRBP and supervisor may continue to interact as necessary in order to determine whether a reasonable accommodation exists that eliminates the conflict and is acceptable to both the employee and RIT.
If the employee accepts one of the proposed, reasonable accommodations, the employee will receive written notification of the specific accommodation.
If the employee, HRBP and supervisor are unable to reach an agreement on a reasonable accommodation after the interactive process, the HRBP or supervisor shall provide written notice to the employee informing them RIT cannot implement their requested accommodation.
Edited October 2021
Flexible Work Arrangements
RIT embraces the use of workplace flexibility to support the wellbeing of our employees and achieve university goals. Although not every position may take advantage of these arrangements, there are myriad ways to customize flexibility for the employee and the institute.
Employees are eligible for up to three working days of paid bereavement leave in the case of a death in their immediate family or the immediate family of their spouse or domestic partner. At the discretion of the supervisor, additional time off may be granted. Pay is computed by using the employee's normal work schedule.
"Immediate family" is defined as an employee's spouse/domestic partner, parent, step-parent, mother-in-law, father-in-law, child, ward, custody child, foster child, brother, sister, step-brother, step-sister, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandparent, great-grandparent, grandchild, or great-grandchild.
An employee may take time off with pay, contingent upon department level approval, to attend the funeral of other relatives or non-family members.
Employees on short-term disability, FMLA, workers’ compensation, or any type of leave of absence are not eligible for bereavement leave pay during the leave. An employee cannot extend any type of leave by adding bereavement days after the leave ends.
Notifies supervisor regarding need for time off due to death in the family.
Approves bereavement leave or determines if time off is granted.
Indicates "Funeral Leave" on time record for non-exempt employees.
It is the employee's responsibility to ensure that the department is informed when illness or injury results in absence from work.
Employees who will be absent are required to call (or have someone else call) their immediate supervisor or the department head within one hour of their scheduled reporting time. The reason for the absence and its expected duration should be described during this initial phone call. It is further expected that ill or injured employees will inform their supervisor or department head if there is a change in the anticipated length of absence. Employees who fail to contact or arrange contact with their department will be considered to be on unauthorized leave. Should an employee be absent for an unauthorized leave of three consecutive working days, it may be grounds for dismissal.
In cases of a three-day unauthorized leave, the immediate supervisor should contact the appropriate Human Resources Business Partner, who will ensure that a certified letter is sent notifying the employee that termination will occur unless mitigating circumstances are present and can be proved.
RIT reserves the right in all cases of absence due to illness to have the individual examined by an appointed or approved physician prior to, or at the time of return to, active employment.
Employees with chronic illness or those with a pattern of sick leave absence may be asked to provide a physician's statement for each instance of absence due to illness. The supervisor should contact their Human Resources Business Partner before establishing this requirement.
The university recognizes the civic responsibility of its employees to serve as jurors when so summoned and all employees are excused for this purpose. Employees receive full pay for days spent on jury duty that occur during their scheduled work hours.
Employees not scheduled for jury duty prior to 1 p.m., or excused from jury duty prior to noon on any given day are expected to work for the portion of the day not required for jury duty. Time spent on jury duty does not count toward weekly overtime for non-exempt employees.
When the work of department would be seriously and significantly affected if employee were required to perform jury service as requested, supervisors can ask employees to request jury duty service be rescheduled with the Commissioner of Jurors.
Notify supervisor as soon as possible of call for jury duty and the expected days of service
Keep supervisors informed of any changes in jury duty status of days of service
Non-exempt employees note any actual hours worked on time record and enter the Paycode "Jury Duty" for hours spent on jury duty
Record in department attendance files for exempt employees
In accordance with New York State Election Law § 3-110, a registered voter may, without loss of pay for up to two hours, take off so much working time at the beginning or the end of their shift as will enable him or her to vote at any election. This applies to any general election, special election called by the Governor, primary election, or municipal election. Time off to vote is not available for school or library elections.
Employees must provide at least two working days advance notice when submitting requests for leave to their supervisor. Whether the leave to vote occurs at the beginning or end of the work shift is at the supervisor's discretion and will be based on operating needs.
Notifies supervisor with at least two working days advance notice for time off to vote.
Determines whether the leave to vote, up to two hours, will occur at the beginning or end of the employee’s work shift.
Indicates "Approved with Pay" on time record for non-exempt employees.
This policy applies to all regular full-time and part-time employees who meet the RIT service eligibility requirements of the New York State Paid Family Leave (NYS PFL).
RIT’s New Parent Leave provides a supplement to the New York State Paid Family Leave (NYS PFL) effective January 1, 2018. RIT’s New Parent Leave cannot be taken separately, unless the employee is not eligible for NYS PFL because they do not meet the requirement of working in New York State.
After meeting the RIT service eligibility requirements for NYS PFL, RIT’s New Parent Leave is available to regular full time and part time employees who become parents following the birth or adoption of a baby. The leave is available within 12 months of the baby’s birth. If the baby was born or adopted prior to the parent’s employment at RIT, the leave is still available within 12 months of the baby’s birth after meeting the RIT service eligibility requirements of NYS PFL.
When eligible, RIT New Parent Leave provides paid leave to supplement NYS PFL so the employee receives full pay for the period of time the employee is eligible for New Parent Leave. RIT New Parent Leave will be automatically used in a block of time or intermittently, based on how the employee has elected to take NYS PFL. Since NYS PFL must be used in full-day increments, one day of the RIT New Parent Leave supplement will be used for each day of NYS PFL.
The primary caregiver is eligible for four weeks of paid leave supplement and the secondary caregiver is eligible for two weeks of the paid leave supplement. An employee cannot be both primary and secondary caregiver. The New Parent Leave supplement is based on the employee’s standard weekly hours.
Primary caregiver is defined as the parent who spends the most time with the child and provides most of the everyday aspects of care. The secondary caregiver is defined as the parent who shares childrearing responsibilities with the primary caregiver. In cases where both parents are RIT employees, each is entitled to their own time off; one of the employees is the primary caregiver and the other is the secondary caregiver.
There may be instances where the employee is eligible for NYS PFL and not for the New Parent Leave. For example, if the employee is adopting a child or beginning foster care for a child over a year old, they can take NYS PFL within 12 months of the placement for adoption or foster care, but these do not qualify for RIT New Parent Leave. In other instances, the employee may be eligible for the New Parent Leave but not NYS PFL. For example, an RIT employee who resides outside New York State and does not work in New York State is not eligible for NYS PFL.
If the employee is eligible for RIT New Parent Leave but is not eligible for NYS PFL, the RIT New Parent Leave may be taken either as a block of time or intermittently. Leave time may be taken in no less than full-day increments. The employee needs to notify both their manager and Prudential to report the dates of New Parent Leave prior to the start of the leave. The leave may be taken immediately following the disability period or birth in a block of time. For leaves taken intermittently or in blocks of time other than immediately following the disability period or birth, the employee is expected to work with their manager to determine when and how the leave will be taken. For instructional faculty, adjustments to the employee’s plan of work would need to be made as a result of the leave.
The RIT New Parent Leave will count toward the employee’s total Family and Medical Leave Act (FMLA) annual leave allowance. Absence from work due to RIT New Parent Leave will not impact an employee’s annual performance assessment or potential merit increase.
Employees taking New Parent Leave are required to contact Prudential at 877-908-4778 to report the leave. RIT’s Control Number is 50757, which is needed when contacting Prudential. Prudential will generate a leave notice identifying the employee’s leave dates which will be used by Human Resources to continue pay during the New Parent Leave period. For hourly employees, Payroll will enter the pay code “New Parent Leave” into Kronos for the time designated as New Parent Leave.
Human Resources Department
Benefits Specialist E-mail email@example.com Phone 585-475-2429 Office 5th Floor Eastman Hall
Created September 22, 2015
Updated January 1, 2018
Drug Free Workplace
RIT is committed to providing a safe and healthy environment free from drug and alcohol abuse, in compliance with the Federal Drug Free Workplace Act of 1988 and Drug‐Free Schools and Communities Act Amendments of 1989.
The Rochester Institute of Technology (RIT) will provide official employment and wage verification through The Work Number, an external automated verification system. Typically verifications are requested by verifying companies for mortgage applications, loan applications, apartment leases or other reference checks. There is no cost to the employee for this service.
Verification of employment can be obtained with or without wage information from The Work Number at http://www.theworknumber.com/Employees/ or 1-800-367-2884. The Rochester Institute of Technology's employer code is 15083.
For FAQ and additional information please refer to Payroll.
All subpoenas or any other legal process requesting employee information must be referred to the Office of Legal Affairs. RIT complies with its duty to release information requested by government agencies having the authority to make such requests.
The university's position is to provide minimal information regarding the employment background of former employees. Information regarding former employees is released in the following way:
The Human Resources Office should be considered the official source of past employment information. Members of the Human Resources Office will release the following information: dates of employment and the position the former employee held. Individuals outside the department of Human Resources should forward all reference check requests to Human Resources.
RIT does not provide official letters of reference. Individuals who are providing letters of reference for current or former RIT faculty or staff should not submit one on official university letterhead.
RIT is committed to resolving complaints in a manner fair to the applicant/employee and to the university. If, after investigation, it is determined that discriminatory actions have occurred, the wrong will be remedied. If discrimination has not occurred, the university’s position will be defended.
Upon first notice of an informal or formal claim or lawsuit, the supervisor must immediately notify the Office of Legal Affairs and the appropriate Dean, Director or Vice President.
Examples: Contact from an attorney; receipt of Summons & Complaint; or receipt of an employee-based complaint filed with an external agency such as OSHA, EEOC, OFCCP, EPA, NYS Division of Human Rights.
In the case of service of a lawsuit (Summons & Complaint) or other legal document, only the Office of Legal Affairs is authorized to accept service on behalf of RIT. Please send all process servers to the Office of Legal Affairs (USC 3210).
All documents related to the charge are privileged information. Copies are made and distributed only as essential to resolve the case.
You will be informed of the planned course of action by the Office of Legal Affairs (or Director of Human Resources in an employment-based claim). An investigation of charges may begin pursuant to a written request from an external compliance agency. The investigation will be carried out by the appropriate university representative and a written report will be made within ten days by those charged with investigatory responsibility.
The university will coordinate and be responsible for any investigative or defense costs associated with the claim/lawsuit. If the investigative process finds willful negligence/misconduct, violation of university policies, conduct beyond the scope of an employee's authority and/or illegal activity on the part of an employee:
further investigative and defense costs will become that employee's personal responsibility; and
the employee may be required to reimburse the university for legal fees already incurred
Coordination of litigation activity and choice of counsel to be paid for by the university rests with the university's Office of Legal Affairs.
The Institute feels strongly that work time should be used exclusively for matters related directly to employees' defined responsibilities. Therefore, in the best interests of RIT and its employees, no solicitation of any kind is permitted by any employee during working hours. Solicitation is permitted during meal and break periods or before and after punching checking in or out for work.
Distribution of literature is prohibited during working time and in working areas, but is permitted in non-working areas during break and meal periods or before and after punching in or out for work.
Non-employees of the Institute are not permitted to solicit or distribute materials or literature for any purpose on Institute premises at any time.
Vendors are encouraged to register with the Purchasing Department prior to contacting other campus offices or departments.
The university recognizes the civic responsibility of its employees to respond when served with a subpoena.
Employees should notify their supervisor of their obligation to respond to a legal subpoena by providing a copy of the document for review. If the employee responding to the subpoena is classified as non-exempt staff, the supervisor should record the time required to respond to the subpoena as excused with pay on the time record or in Kronos. Time recorded as excused with pay does not count toward overtime.
Regardless of employee classification, if the court appearance is not a full day, employees are expected to work before or after the conclusion of such an appearance.