This Employee Handbook will guide you through employment at St. John’s by providing practical and necessary information about your employment and the University. It should help to link you to the broader organization by sharing policies, procedures, practices and services that relate to your role as an employee.
This online Employee Handbook replaces all previous handbooks. Policies and information within the Handbook are subject to change, and from time to time you may receive a notice of those changes and those changes will govern. Employee rights and responsibilities are always governed by existing law and nothing in the Handbook provides legal rights in addition to those rights provided by law. In the event that there is a discrepancy between a policy in the Handbook and the Human Resources Policy Manual, the Policy Manual shall prevail.
The contents of this Employee Handbook are not intended to create, and do not create, either an implied nor expressed contract or guarantee of employment or contractual obligation between the University the its employees. For our Employment at Will statement, see the handbook section entitled About Your Employment.
In the pages of this Employee Handbook, we invite you to explore all of the resources and opportunities that St. John’s has to share, as well as review information and guidance that are essential to your employment. As an online tool, the handbook will direct you to related resources on every topic, and should you have any questions, the Office of Human Resources is ready to assist you.
By offering services and support in all aspects of your work-life, the role of Human Resources is to guide you throughout your St. John’s employment. From the essential functions of employment, benefits, payroll services and compensation, to performance management, work-life balance, and professional training, HR staff is equipped to help. With a comprehensive professional and management development curriculum, employees have many opportunities to develop their skills and the University is committed to ensuring that its leaders are optimally trained and effective.
As administrators and staff of St. John’s University, we share a common purpose to serve our students, and in doing so we help them realize their educational goals. Every day in classrooms and around our campuses, we demonstrate that the St. John’s community is accessible, caring and supportive and that we work hard to meet our students’ needs. In this rich and vibrant University community, we encourage you to make the most of your employment, and know that whether your work involves the front lines of student service or operating aspects of administration, the way in which you serve students will make a difference in how they experience St. John’s.
Please use this handbook to help answer your questions, use your supervisor as a resource, and visit Human Resources in the University Center on the Queens campus or online, any time, and let us know how we may help.
The Office of Human Resources
- Mission Statement
- Core Values
- Vision Statement
- Strategic Priorities
- University Crest
- University Seal
- What Does it Mean to Be Vincentian?
- About St. John's - Facts, Figures and Historical Highlights
- Our Organization
St. John’s University is Catholic, Vincentian, Metropolitan and Global
As a university, we commit ourselves to academic excellence and the pursuit of wisdom which flows from free inquiry, religious values, and human experience. We strive to preserve and enhance an atmosphere in which scholarly research, imaginative methodology, global awareness, and an enthusiastic quest for truth serve as the basis of a vital teaching-learning process and the development of lifelong learning. Our core curriculum in the liberal arts and sciences aims to enrich lives as well as professions and serves to unify the undergraduate experience. Graduate and professional schools express our commitment to research, rigorous standards, and innovative application of knowledge. We aim not only to be excellent professionals with an ability to analyze and articulate clearly what is, but also to develop the ethical and aesthetic values to imagine and help realize what might be.
St. John’s is a Catholic university, founded in 1870 in response to an invitation of the first Bishop of Brooklyn, John Loughlin, to provide the youth of the city with an intellectual and moral education. We embrace the Judaeo-Christian ideals of respect for the rights and dignity of every person and each individual’s responsibility for the world in which we live. We commit ourselves to create a climate patterned on the life and teaching of Jesus Christ as embodied in the traditions and practices of the Roman Catholic Church. Our community, which comprises members of many faiths, strives for an openness which is “wholly directed to all that is true, all that deserves respect, all that is honest, pure, admirable, decent, virtuous, or worthy of praise” (Philippians 4:8). Thus, the university is a place where the Church reflects upon itself and the world as it engages in dialogue with other religious traditions.
St. John’s is a Vincentian university, inspired by St. Vincent de Paul’s compassion and zeal for service. We strive to provide excellent education for all people, especially those lacking economic, physical, or social advantages. Community service programs combine with reflective learning to enlarge the classroom experience. Wherever possible, we devote our intellectual and physical resources to search out the causes of poverty and social injustice and to encourage solutions which are adaptable, effective, and concrete. In the Vincentian tradition, we seek to foster a world view and to further efforts toward global harmony and development by creating an atmosphere in which all may imbibe and embody the spirit of compassionate concern for others so characteristic of Vincent.
St. John’s is a metropolitan and global university. We benefit from New York City’s cultural diversity, its intellectual and artistic resources, and its unique professional educational opportunities. With this richness comes responsibility. We encourage the metropolitan community to use our resources to serve its needs. As a global university, we are one of our nation's most diverse institutions of higher education, enriched by a mixture of cultures which complements an internationalized curriculum. Through collaboration with other institutions around the world, study abroad opporunities, and online courses and degrees, our outreach spans the globe. In educating students we pledge to foster those qualities needed for our alumni to become effective leaders and responsible citizens in a vibrant city and dynamic world.
The Vincentian tradition at St. John’s University is the foundation and the source of the core values its members strive to embody: truth, love, respect, opportunity, excellence and service.
Knowledge in accord with reality, behavior faithful to ethical standards. St. John’s affirms the threefold mission of a university to seek truth through research, to disseminate it through teaching and to act on it. The University values and utilizes the perspectives of different cultures to assist its members in seeking truth and developing ethical standards, while affirming the Judaeo-Christian tradition.
Focusing and extending minds and hearts to nurture one’s own and another’s good. Love expressed in the University community is not a feeling but an action for the corporate good manifested through the time, talent and energy of its members. It is a responsible dedication to utilize available resources and turn them towards humanity’s good.
Awareness of and esteem for all individuals. A courteous regard for all people whose diversity is embraced and shared in learning, teaching and service to others within the University community and beyond.
Circumstances favorable to serving others and preparing one’s self for a fulfilling life. Guided by its central commitment to equality, justice and Christian morality, the University makes its resources available to all its members to pursue their individual and collective interests.
Striving, growing, never being complacent. The St. John’s Community empowers and inspires students, staff, faculty and administration to succeed in programs which assist them in every area of achievement.
Vincentian spirituality in action, a response to God’s call to give of ourselves. Our obligation and commitment to service lie not only in our active compassion as an institution, but in the cultivation of these priorities and values in the members of our community. We are committed to a life of stewardship as a caretaker of God-given talents, resources and knowledge, and caregiver responding to the needs of others.
St. John’s University will empower diverse learners with quality education for life. Through innovative teaching, research and service we will foster rational, spirited inquiry and intelligent reflection. Our student-centered approach will be shaped by a caring, energized, nimble culture. Enlivened by our distinctive mission, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving global community. As a Catholic and Vincentian university, we will be known worldwide for addressing issues of poverty and social justice.
- Ensure student success.
- Recruit, recognize and retain the best faculty, staff and administrators.
- Enhance our teaching and learning environment.
- Expand community and global partnerships.
View the University's Strategic Plan.
St. John’s University Crest embodies its heritage. The cross proposes Christ as the center and model for moral and ethical character. The book, a symbol of learning, bears the words, Ecce Agnus (Behold the Lamb of God), the testimony of St. John the Baptist to the divinity of Christ. The heart is the symbol of the charity of St. Vincent de Paul, founder of the Vincentians. The fleur-de-lis represents France, the birthplace of St. Vincent, and reminds the University of its dedication to the Immaculate Heart of Mary.
The escalloped shell, an ancient symbol for the sacrament of baptism, also signifies St. James the Greater, titular of the cathedral of the Diocese of Brooklyn, the diocese in which the University was founded. In addition, the shell suggests an Indian name for Long Island, “Sewanhacky,” or Island of Shells.
The Official Seal of St. John’s University sets down symbolically the purposes of the University.
The outer register of the Seal bears the legend Sigillum Universitatis Sti. Joannis Neo-Eboraci (The Seal of St. John’s University, New York).
The inner register contains a Greek text (John V:35) uttered by the Divine Teacher, Jesus Christ, in praise of St. John the Baptist, the patron of the University: (He was the lamp, burning and shining). The founding date of St. John’s, 1870, is included in this band.
The central portion of the Seal displays three books surmounted by a burning lamp symbolizing the educational aims of St. John’s University. The three are identified by Latin titles: Religio (Religion), Humanitas (Culture), and Scientia (Knowledge). The burning lamp is symbolic of the University patron, St. John the Baptist.
What Does it Mean to Be Vincentian?
St. John’s University looks to St. Vincent de Paul (1581-1660), founder of the Congregation of the Mission, for its vision and inspiration. From southern France, Vincent pursued the priesthood as a way to assure a comfortable life. Through a profound conversion experience in his early ministry, Vincent unraveled the central paradox of life: it is in giving that one receives. In a Paris marked by great affluence enjoyed by a few as well as by dire poverty endured by the masses, Vincent discovered that one finds God and oneself in service to others. A man of deep faith, keen intellect, great business acumen and enormous creativity, he was at home in the hovels of the poor and in the palaces of royalty. Respected by the powerful and loved by the poor, Vincent bridged social classes through his works of charity and his advocacy for the disenfranchised.
In collaboration with St. Louise de Marillac (1591-1660), Vincent organized hospitals for the sick poor, founded asylums for the orphaned, opened workshops for the unemployed, championed literacy for the uneducated, advocated for the incarcerated, established local charities and reformed the education and formation of the clergy throughout France, where his community of priests and brothers undertook the spiritual care of the poor, particularly those in rural areas.
In 1870 in the United States, the Bishop of Brooklyn asked the Vincentian community to establish an institution of higher education for the rapidly expanding immigrant community of New York. Denied access to other institutions, the children of immigrants, particularly those from Europe and the British Isles, found financial support and academic challenge, as well as respect and opportunity, in St. John’s College on Lewis Avenue in Brooklyn. While St. John’s University moved from the Brooklyn sites in the mid-twentieth century and now has several campuses where students from many cultures learn and work together, the Vincentians still offer a range of services to the local community in Bedford Stuyvesant, the site of the first St. John’s.
Today, as a Vincentian university, St. John’s extends Vincent’s vision and continues his unflagging efforts for the poor and needy. New employees are introduced to the Vincentian message during a Vincentian Mission Orientation program, which is also offered to current employees. All at St. John’s are inheritors of Vincent’s legacy and stewards of his mission to respect each person, serve the needy and build human solidarity.
About St. John's - Facts, Figures and Historical Highlights
Inside the Numbers . . .
As an employee and, therefore, a representative of St. John’s, you should be aware of the facts, figures and historical highlights that make up the University profile and which have helped to shape the University over the years. The numbers given here were current at the time of printing, but are constantly changing as the University and the St. John’s family continue to grow and evolve into the future.
- St. John’s offers full degree programs on four campuses – Queens, Staten Island, Manhattan, and Rome, Italy. Coursework, but not full degrees, are offered at Oakdale, Eastern Long Island, and at a study abroad site in Paris, France.
- St. John’s has 6 colleges and schools – St. John’s College of Liberal Arts and Sciences; The School of Education; The Peter J. Tobin College of Business; College of Pharmacy and Health Sciences; School of Law; and College of Professional Studies.
- St. John’s offers over 100 different undergraduate and graduate degree programs, ranging from two-year associate degrees to doctoral degrees.
- St. John’s employs about 1,500 full-time and part-time faculty, and has a student to faculty ratio of 17:1.
- St. John’s employs close to 1,700 full-time and part-time staff and administrators.
- St. John’s has a total student enrollment of over 21,000.
- St. John’s has approximately 3,800 students who live in residence facilities on and around our campuses.
St. John’s Through the Years . . .
The year was 1865 when the first Bishop of Brooklyn requested the priests of the Congregation of the Mission (Vincentian Fathers) to establish themselves in his diocese for “the purpose of opening a day college where youths of the city might (be given) . . . a solid education . . . moral training necessary to maintain the credit of Catholicity.” In 1870, St. John’s College was founded with 47 students and six faculty on Lewis Avenue in Brooklyn. Read all about the St. John's historic milestones through the years.
Visit Facts and History page for the University profile, including an organization chart, administrative offices, Board members and more.
- Employment at Will
- We Are an Equal Opportunity Employer
- Disabilities in the Workplace
- HIV/AIDS Policy
- Employing Relatives and Minors
- Employment Classifications
- New Hire Information
- Flexible Work Arrangements
- Opportunities for Growth and Development
- Performance Management
- Leaving the University
- Secondary Employment
Employment at Will
The University’s policies and procedures that apply to administrators and staff are not intended to create, and do not create, an employment contract or guarantee of continued employment for any employee; nor does anything in any policy or work rule of the University alter the at-will employment relationship between the University and its administrative and staff employees. Both the University and its employees have the right to terminate the employment relationship at any time, with or without cause or reason. If you have questions about Employment at Will, you may contact Human Resources Services on the Queens campus at extension 1502 or 718-990-1502.
We Are an Equal Opportunity Employer
Consistent with the University’s Mission as a Catholic, Vincentian, and metropolitan institution of higher education, the University abides by all applicable laws that prohibit discrimination on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual harassment and sexual violence), sexual orientation, marital status, citizenship status, disability, genetic predisposition or carrier status, status as a victim of domestic violence or status in the uniformed services of the United States (including veteran status). The University also prohibits retaliation against anyone who has complained about discrimination, discrimination-related harassment, or otherwise exercised rights guaranteed by these laws. All University policies, practices and procedures are administered in a manner that preserves its rights and identity as a Catholic and Vincentian institution of higher education.
Equal employment opportunity applies to all terms and conditions of employment, including but not limited to hiring, classification, promotion or transfer, discipline, discharge, layoff, compensation, job training, and benefits. The University supports the recruitment, employment, and advancement of women, minorities, individuals with disabilities, disabled veterans and veterans of the Vietnam era for all positions that they are qualified to perform. Further, the University strives to enhance opportunities for mobility and promotion of qualified candidates who are current University employees.
The University’s Equal Employment Opportunity officer ensures that all University-wide educational and employment policies, programs and practices are administered in accordance with the guiding principles of equal opportunity, applicable laws and the University’s identity as a Catholic and Vincentian institution. The EEO Officer may be reached at 718-990-2660.
For the University’s Policy Against Discrimination and Harassment and Related Complaint Procedures, refer to the RIGHTS AND RESPONSIBILITIES section of this handbook, or view the Human Resources Policy Manual, policy #704 Discrimination and Harassment and Related Complaint Procedures.
Disabilities in the Workplace
Any questions you have about a disability or request for accommodation should be directed to Human Resources Services on the Queens campus at extension 1502 or 718-990-1502. Supervisors are not authorized to make decisions regarding requests for accommodation.
Procedures to Request Accommodations and Determine Eligibility
- Employees or applicants who request accommodations for a disability must present to HR Services documentation of a qualifying disability from a certified and/or licensed health care provider (e.g., physician, psychologist, optometrist, or psychiatrist) who is qualified in the area of the employee’s disability. Such documentation should be sufficient to permit HR Services to determine eligibility for a requested accommodation, and be dated recent in time to the request for accommodation.
- Documentation of impairment alone may not be sufficient to require that the employee or applicant be provided a reasonable accommodation. It must be demonstrated that the impairment meets the definition of a disability according to applicable law.
- HR Services will review the documentation and, where applicable, will engage in an interactive process with the employee or applicant to determine the appropriate accommodation, if any.
- Only HR Services, and not any other employee or supervisor, may respond to a request for an accommodation; therefore, all requests for accommodations must be presented to HR Services and not your supervisor. Informal accommodations that may be granted outside the scope of the above-stated process are subject to Human Resources approval before being honored by the University.
All documentation pertaining to a disability will be maintained in a confidential file separate from the employee’s personnel file. HR Services may be reached by calling 718-990-1502.
FMLA Leave Extension Requests
Accommodation requests to extend FMLA leave should be directed to the Employee Benefits office. A benefits representative will provide direction on the appropriate procedures for requesting a leave extension and the medical documentation that is required. Employee Benefits may be reached by calling 718-990-2020.
The full text of the University’s Disabilities in the Workplace policy is available in the Human Resources Policy Manual, policy #103 Disabilities in the Workplace and policy #502 Family and Medical Leave.
Current medical information indicates that students or employees with any form of HIV/AIDS infection do not pose a health risk to other students or employees in an academic setting. Persons with HIV/AIDS are considered as having a disability and the legal rights of those individuals must be protected.
St. John’s University will not consider HIV/AIDS infection in the initial decision for people applying for employment by the institution, except as it may affect any individual’s ability to meet objective standards as applied to all others.
Employees with HIV/AIDS infection will not be denied or restricted access to recreational or dining facilities, or other common areas.
Further, the Human Resources Benefits Office and the Employee Assistance Program are available to provide support and referral services to persons with HIV infection or AIDS. If required services are beyond the scope of those provided on campus, individuals will be referred to other health care providers or facilities.
If an individual reveals HIV/AIDS status to any member of the University community, this information will be accepted as strictly confidential. No person, group, agency, insurer, employer or institution will be provided with medical information of any kind, including information relative to HIV/AIDS infection, without the prior written consent of the individual, unless otherwise mandated by law.
Additional information and resources can be found in HR policy #102, Equal Employment Opportunity and HR policy #103, Disabilities in the Workplace, including the University’s non-discrimination statement and procedures to request workplace accommodations for qualifying disabilities..
Employing Relatives and Minors
Employment decisions are based on individual merit and, therefore, St. John’s allows relatives to work at the University with certain restrictions. An employee may not participate in decisions regarding the hiring, retention, performance, promotion, or salary of a relative and shall not directly supervise a relative. Relatives who are employed by the University are reminded of the need to remain impartial and confidential. If privacy or confidentiality is not maintained, disciplinary action, up to and including termination of employment, may result. Contact Human Resources Services at extension 1502 if you have questions about this policy, or refer to policy #109 in the Human Resources Policy Manual.
The University adheres to federal and state laws concerning the employment of persons under the age of 18. The law prohibits employment of minors under the age of 14.
Additional information can be found in the Human Resources Policy Manual, policy #109 Employment of Relatives and policy #110 Employment of Minors.
The following are the University’s employee classifications with related work schedules and benefits eligibility. In general, administrators are paid on a salary basis over 24 pay periods and staff are paid on an hourly basis over 26 pay periods.
Additional information can be found in the Human Resources Policy Manual, policy #114 Employment Classifications, #310 Overtime, and #802 The Workweek.
New Hire Information
The Office of Human Resources conducts an orientation program for newly hired full-time and part-time administrators and staff soon after employment begins. The purpose of the meeting is to share valuable employment information with new employees and to answer their questions. Some of the topics covered during orientation include:
- The University’s Mission, Core Values, Vision and Institutional Goals
- A history of the University and Vincentian foundation
- Employment and compliance policies and procedures
- Time-off and leave policies
- Employee benefits
- Your three-month Orientation Period
- Safety and security at St. John’s
- Navigating the University’s Intranets and the St. John’s website
Your departmental orientation is the responsibility of your supervisor. You should ask your supervisor for specific information that pertains to your job or department.
Your St. John's University StormCard is your personal connection to University services, purchases and access control. In addition to identifying you as an employee of St. John’s, the StormCard provides the ability to set up debit accounts for purchases at the campus book store, dining facilities, computer labs, copiers, printers and selected vending machines. Purchases may also be made for personal training and various ticket events. The StormCard also provides access to campus gates, buildings and events.
Uses of your StormCard include:
- Library Card
- Access Control
- Residence Halls
- Entry/Exit Gates
- Micro-Lab printing
- Vending (snacks and soda)
You are required to carry your StormCard and use it as your primary means of identification while on St. John's University properties. If requested to do so, you must present or surrender your card to University administrators or persons performing duties within the scope of University policy. If you find a StormCard that is not yours, please return it to the Public Safety Office. StormCards are the property of St. John’s University and are nontransferable. Use and acceptance of this card will indicate your agreement to abide by the terms and conditions that govern its use.
When you terminate employment with the University, you must turn in your StormCard to your supervisor. The fee to replace a Storm Card begins at $25.00; and each subsequent replacement card due to loss or neglect is $35.00. The StormCard Office Operations Center is located on the Queens campus within the Department of Public Safety in the ROTC building (McDonald Center). Contact the office at extension 6257 or 718-990-6257. Visit them on the web.
Your Three-Month Orientation Period
If you are a new full-time or regular part-time administrator or staff, or an employee who has converted to a full-time or regular part-time position from temporary, or student worker status, you are subject to a three-month (90-day) Orientation Period.
During this time, you will receive training in your job and your job performance will be evaluated. Using the University’s performance management system as a guide, you and your supervisor should discuss expectations for the initial three-month period, set Objectives, review the University’s Core Values and outline Competencies. Your supervisor will evaluate your performance at the end of the three-month period and provide verbal feedback on your progress. This evaluation will help your supervisor to decide whether or not to continue your employment with St. John’s.
Successful completion of the Orientation Period does not guarantee your continued employment for any particular period. Both the University and its employees have the right to terminate the employment relationship at any time, with or without cause or reason. Additional information can be found in the Human Resources Policy Manual, policy #101 Employment at Will and policy #117 New Employee Orientation.
Flexible Work Arrangements
The University is aware of the challenges that many employees face as they try to balance their personal and professional responsibilities. At the same time, it also recognizes the ongoing need to enhance service delivery to its students, improve the efficiency of its operations, and retain valuable employees. Flexibility in the workplace can provide a way to manage people, time, space, and workload more effectively, efficiently, and responsively.
Depending on the type of work arrangement, full-time and part-time administrators and staff may be eligible to apply for flexible work options as described below. The full text of this policy, which includes specific eligibility and approval requirements for each type of work arrangement, considerations and expectations, is available in the Human Resources Policy Manual, policy #115 . In addition, template agreement forms for each type of flexible work arrangement can be downloaded from the HR Forms page. If you and your supervisor agree that you will enter into a flexible work arrangement, you would need to complete and sign the agreement form.
- Telecommuting: This type of flexible work arrangement allows an employee to work at home or at another off-site location for a specified number of hours per week. A combination of on-site and off-site work may also be arranged under this option.
- Job Sharing: This arrangement is a form of regular part-time work in which two people share the responsibilities of one regular full-time position. Job sharing positions are regular part-time and as such, must involve at least a 50% commitment from each member.
- Flextime: This flexible scheduling arrangement permits variations in daily beginning and ending times, but does not alter the total number of hours worked in a day and in a workweek. For example: under the flextime option, an employee whose normal work hours are from 8:30 a.m. to 4:30 p.m. may arrange to work 9:30 a.m. to 5:30 p.m. instead.
- Compressed Workweek: The compressed workweek allows an employee to complete the standard full-time weekly hours in fewer than five days per week. This arrangement is most conducive to non-exempt employees who work a standard 35, 37.5 or 40 hour workweek. An example of a compressed work arrangement for a 35-hour workweek might be Monday-Wednesday with hours from 8:30 a.m. to 6:30 p.m. and Thursday with hours from 8:30 a.m. to 4:30 p.m. The compressed workweek option does not apply during summer months if the University is closed on Fridays.
- Reduced Schedule: In this arrangement an employee works full-time hours each week, but for a period less than twelve months per year (but not less than nine months). Typically, these positions extend through the academic year (September 1 through May 31) in a consecutive nine-month period; however, they may have other beginning and ending dates, depending on the particular needs of the job, the employee and the department.
Additional information can be found in the Human Resources Policy Manual, policy #115 Flexible Work Arrangements.
Opportunities for Growth and Development
Transfer and Promotion
You are encouraged to pursue opportunities for professional growth and development at St. John’s. Open positions at the University are posted on the University’s website and updated regularly, and an internal career portal exclusively for employees makes applying for jobs online even easier. The HR Recruitment Office also maintains a presence on Facebook and Twitter that you can follow to keep informed of new openings as they become available.
The Internal Employee Career Portal lets you:
- View open positions along with job descriptions and requirements
- Automatically identify yourself as an internal applicant
- Simplify the application process and reduce required paperwork
- Instantly review relevant policies, career tips, organization charts, benefits information and more.
To access the portal, log into the University Information System (UIS) directly or St. John’s Central using your St. John’s email address and UIS password; click the “employee” tab at the top of the page.
To be eligible to apply for a position in another department, you must have been employed at least 12 months in your current job and have met your job expectations as determined by your PFP evaluation. You may apply for a position within your department once you have completed the three-month Orientation Period. Employees on Corrective Action are not eligible to apply for promotions or transfers.You should inform your supervisor of your plan to apply for another job and give a minimum of two-week’s notice before starting in another position.
Your Professional Development
The Office of Human Resources provides employees with the opportunity to significantly enhance their professional development through two Training and Development Certificate Programs. The programs offer a curriculum of Core and Elective workshops for which managers and employees earn professional development units (PDUs) and work toward receipt of a framed Certificate of Completion along with a personalized plaque awarded during a special graduation ceremony. The certificates include:
- Management Development Certificate for administrators whose primary responsibility is managing a function and supervising staff and/or administrators.
- Professional Development Certificate for full-time and part-time non-supervisory administrators and staff.
In addition to professional development workshops, there are many other activities that can help employees build skills, knowledge, abilities and behaviors. Here is a list of development activities to try:
- Attend meetings or conferences of professional associations.
- Take on stretch assignments.
- Ask to participate on a task force, committee or project to gain new skills.
- Read professional journals.
- “Job shadow” an employee in another department to understand how your jobs fit together.
- Visit the University library for books, articles or DVDs on the topic.
- Volunteer outside the University to learn a new skill.
- Make contacts with counterparts at other universities to compare job approaches and resources.
- Teach someone else how to do something.
- Find a mentor or role model who can coach you and provide feedback.
- Invite someone who works in an area of interest to lunch and ask about his or her experiences.
- Use the Internet to explore and research useful resources.
- Look for complexity or ambiguity in situations; similarly, look for patterns and historic parallels. Use these situations to apply what you know and build your experience further.
- Find someone with whom you can rehearse before going into a new situation.
- Ask yourself often, “What lessons have I learned?” Analyze successes and mistakes by asking “why?”
- Keep a learning journal.
- Take a University course through the professional development component of the employee Tuition Remission benefit program. (Refer to the applicable Tuition Remission policy in the BENEFITS section of this handbook.)
- Attend University computer and technology classes offered by the E-Studio department.
- Matriculate in a degree program at the University.
- Review jobs posted in the Internal Employee Career Portal to identify possible opportunities as well as the required skills, knowledge and abilities necessary for advancement. “Like” us on the STJ-Employment Opportunities Facebook page to receive updates about open positions as they become available.
Development planning is an important component of Partnership for Performance (PFP), the performance management system used at St. John’s. The Development Plan should be used for desired growth within your current job, future growth within the department and/or necessary improvement in order to meet expectations.
You can get involved by communicating with your supervisor about your short and long-term career interests, seeking out creative development opportunities, and taking accountability for completing development activities. Also, discuss with your supervisor and colleagues the learning experiences you have achieved through the development activities in which you have been engaged.
Additional information can be found in the Human Resources Policy Manual, policy #105 Job Posting, policy #123 Employee Promotions, policy #124 Employee Transfers, and policy #201 Orientation Period
Partnership for Performance
Full-time and regular part-time administrators and staff are included in the University’s performance management process. At St. John’s we believe that performance management is a cyclical and collaborative process between you and your supervisor that gives you direction, encourages coaching and feedback, and fosters two-way communication.
Partnership for Performance (PFP) is the name of the University’s comprehensive performance management system. The key elements of PFP are:
- Performance Planning (Performance Objectives, Vincentian Values at Work, and Core and Leadership Competencies)
- Development Planning
- Ongoing coaching and communication between your supervisor and you
- Assessment discussions and forms (Mid-Cycle Check-In and Year-End Assessment)
PFP has many benefits for you. Some of the ways you can benefit are by:
- Knowing what your supervisor and the University expects from you.
- Seeing how your job supports the larger University mission and strategy.
- Providing input on how to do your job more effectively.
- Communicating more frequently with your supervisor about your job performance.
- Developing in areas that need improvement.
- Creating a structured opportunity for open dialogue between you and your manager.
- Enabling more frequent communication about changing priorities and job performance.
- Giving high performers the recognition they deserve.
- Providing struggling employees an opportunity to improve.
- Identifying career interests and mapping an approach for development.
- Having clear objectives to achieve and knowing performance is linked to rewards.
For more information on PFP, speak with your supervisor, visit Human Resources on the web, or contact Human Resources Services at extension 1502 from campus or 718-990-1502. Performance management is not intended to create, and does not create, an employment contract or guarantee of continued employment for any employees, nor does it alter the at-will employment relationship between the University and its administrative and staff employees. Both the University and its employees have the right to terminate the employment relationship at any time, with or without cause or reason.
Preparing for Performance Discussions with Your Supervisor
You should think of performance management as a continuous process, and not a one-time event. Throughout the performance cycle you and your supervisor will have opportunities to meet both informally and formally to discuss your performance and progress. Below are suggestions that may help you to prepare for formal performance discussions.
Performance and Development Planning
- At the beginning of the performance cycle, prepare for the performance planning discussion by reviewing the Employee PFP Form. Review the Planning components of sections 1–4 and be prepared to discuss each component with your supervisor.
- Consider appropriate Performance Objectives, Vincentian Values at Work, Competencies and development activities to discuss with your supervisor.
- When your supervisor schedules your Mid-Cycle Check-In meeting, which occurs approximately six months into the performance cycle, you should assess yourself by reviewing your objectives, the Vincentian Values at Work and Core Competencies on the Employee PFP Form and be prepared to discuss accomplishments, demonstrated strengths and areas for improvement to date with your supervisor.
- The Mid-Cycle is a good time to review your objectives with your supervisor to make sure that they are still applicable; adjust accordingly. No form is due to HR at this time.
- When your supervisor schedules your End-of-Cycle Assessment meeting, you should again assess yourself by writing your self-assessment directly on the Employee PFP form.
- As you assess your performance, consider your accomplishments and demonstrated strengths during the entire PFP cycle and areas for future improvement in the upcoming cycle.
- Consider the status of your Development Plan and ideas you have about what to add to it for the next performance cycle.
Linking Merit Increases to Performance (for full-time and regular part-time administrators and staff)
At St. John’s, our performance management process provides the foundation for differentiating performance. Your supervisor uses your performance rating (the extent to which your performance for the year exceeded, met, or did not meet expectations) as one factor in considering your compensation. The rationale for differentiating between performance levels is to encourage high levels of performance. For more information on opportunities for merit review and performance awards at St. John’s, refer to the section in this Handbook entitled WORK HOURS and COMPENSATION.
Additional information can be found in the Human Resources Policy Manual, policy #202 Partnership for Performance, and policy #203 Training and Development
Leaving the University
Categories of Separation
The employment of staff and administrators is at will. This means that both the University and its employees have the right to terminate the employment relationship at any time, with or without cause or reason. If you have questions about Employment at Will, you may contact Human Resources Services on the Queens campus at extension 1502 or 718-990-1502.
Voluntary Termination: This is separation from the University initiated by you, the employee. This can be the result of resignation or retirement.
- Resignation: This occurs when you leave your employment at the University on your own initiative. The University expects a minimum of two weeks’ notice of separation; however, a greater notice period is preferred for administrators. Failure to report to work or to return from a leave of absence or time off may be interpreted by the University as a resignation.
- Retirement: This is voluntary separation by an employee who meets the University’s retirement eligibility criteria. You are eligible to retire if you meet all of the following — you are at least 55 years old and you have at least 10 years of full-time service with St. John’s, and your age and years of full-time service combined equal 75 years or more.
Involuntary Termination: This is separation from employment initiated by the University. Involuntary terminations may be the result of University-initiated reductions, discharge, or other reasons.
- University-initiated Reductions: Some reasons for a reduction include reorganization, position redesign, lack of work, lack of funds, and site relocation.
- Discharge: This is termination of employment for cause. Reasons for discharging an employee may include, but are not limited to, misconduct, unsatisfactory work performance, absenteeism, insubordination, violations of University policy or rules, dishonesty, illegal acts, conflict of interest, or any act deemed inconsistent with the University’s Mission.
Should you leave St. John’s employment, an exit interview lets you give feedback about your experiences while working for the University. Full-time employees who terminate employment voluntarily have the opportunity for an exit meeting, either in person or by phone, with a member of the Human Resources Services team. An Exit Interview Questionnaire should be completed prior to the interview and taken with you to review during the meeting. Individual employee responses are confidential, and responses are tracked on an aggregate department-level basis for the purpose of assessing trends to strengthen employee retention efforts.
Status of Benefits
Upon separation from University employment, employees may be eligible for certain benefits. In the case of retirement, refer to Benefits When You Retire in the BENEFITS section of this Handbook. In the case of an employee’s death, refer to Benefits for Survivors, also located in the BENEFITS section.
- Vacation: Upon separation from employment you will be paid for the cash value of any unused accrued vacation time. You will not be paid for vacation time that has not accrued as of the date of termination, and to which you are not otherwise entitled. Unused sick time, personal time and holidays have no cash value.
- Health Insurance: Upon separation from employment, if you and any member of your family were enrolled in a University-sponsored medical and/or dental plan, your coverage will continue until the last day of the month in which your employment terminated. You will also be notified of your rights to continue coverage under COBRA, the Consolidated Omnibus Budget and Reconciliation Act.
- Life Insurance: Upon separation from employment, if you had life insurance you have the option to convert your group life insurance policy to an individual policy.
- Tuition Remission: Benefits cease for you and your spouse/children upon termination. The amount of tuition will be prorated for the semester in which you terminate.
- Tuition Exchange Program: TEP benefits at the end of the semester in which the employee terminates.
- Retirement Plan: If you participated in a University-sponsored retirement plan, you have several options upon separation from employment, including leaving the accumulated balance in the current account, rolling over the balance into another qualified plan or into an IRA, and making a cash withdrawal. For a copy of the plan documents, which contain more information, contact Benefits at extension 2363 or 718-990-2363.
- Long Term Care Insurance: Upon separation from employment, participants who were enrolled can continue coverage.
- Pet Insurance: Upon separation from employment, employees can elect to keep their existing policy at the same group rate.
Breaks in Service and Rehire
If you leave the University, you may be eligible for rehire. Supervisors determine employees’ eligibility for rehire based on the circumstances of separation. Generally, employees who are discharged are not eligible for rehire by the University.
If you are a former full-time employee and the University rehires you within five (5) years of the date you left, you will receive credit for your prior St. John’s employment time (see exception for VSOs). An adjusted hire date will be used to calculate certain benefits upon rehire, such as vacation accrual rate, long-term disability coverage, and to track eligibility for benefits in retirement. Former part-time years of service are not credited if an employee is rehired. Former employees who accepted and received benefits from a Voluntary Separation Offer (VSO) who are rehired on a full-time basis would not receive credit for any prior time worked at the University. Service would begin to accrue effective the most recent hire date.
If you are out on an approved leave of absence, you will receive continuous service credit. If you completed at least one year of University employment and were eligible to receive the University’s contribution to the retirement plan, you would be eligible to participate in the plan and receive the University’s contribution on the first of the month following your rehire date.
If you are rehired within one year to the same position that you held when you were previously employed with the University, you will not have to complete a new three-month Orientation Period. In all other cases, you will be subject to an Orientation Period upon rehire.
If you are a former full-time employee who was hired by the University on or before June 1, 2000 and rehired for full-time employment within one year of your date of separation, you may be eligible to receive individual medical coverage at no cost. If you are a former full-time employee who was hired by the University on or before June 1, 2000 and rehired for full-time employment within one year of your date of separation, who previously paid for family coverage for two consecutive years, you may not be required to contribute toward the cost of family coverage upon rehire. However, if you did not pay for family coverage during your employment at the University, you will be required to pay the current family contribution rate upon rehire. If you elect to waive medical coverage when you are rehired and later you elect coverage, you will be required to pay the current contribution rate for individual or family coverage. The Benefits Office will determine an employee’s eligibility for these benefits upon rehire. You can reach Benefits at extension 2363 or 718-990-2362.
For more on service breaks and rehire, contact the HR Services office on the Queens campus at extension 1502 or 718-990-1502 or the Recruitment Office at extension 2445 or 718-990-2445.
Additional information can be found in the Human Resources Policy Manual, policy #125 Separation from Employment, policy #127 Exit Interviews, and policy #126 Breaks in Service and Rehire.
Secondary Employment outside the University
Secondary employment outside of St. John’s University is not strictly prohibited. However, be aware that the University expects your full and complete commitment to employment here at St. John’s and it considers your full-time University position to be your primary employment. If your secondary employment raises an actual or potential conflict of interest or interferes with successful performance of your University job, the University may require that you either resign the secondary job or face termination by the University. You must have your supervisor’s approval if you wish to obtain secondary employment at another educational institution. The full policy is located in the Policy Manual, policy #119.
Secondary Employment within the University
The University policy on administrators and staff who teach at St. John’s can be found in policy #120 in the HR Policy Manual. For policy information related to employees who perform work for grants and sponsored research, refer to policies #317 and #318.
- The Workweek
- Meals and Breaks
- Shifts and Differentials (for Staff)
- How Jobs Are Evaluated
- Opportunities for Merit Review and Award Programs
- Completing Timesheets
- Getting Paid
- If You Lose Your Paycheck
- Overtime Compensation (for Staff)
- Wage Garnishments and Payroll Deductions
- Changing Your Name
- Web Self-Service
The University workweek begins at 12:01 a.m. Sunday and ends at midnight Saturday. Normal office hours are 8:30 a.m. to 4:30 p.m. Monday through Thursday, with one hour for lunch, and 8:30 a.m. to 3 p.m. on Friday with a half-hour for lunch. Some departments and employee classifications may have different office hours. If this is the case with you or your department, the normal University office hours do not apply. Check with your supervisor if you have any questions about your work hours and schedule.
Normal work hours for full-time administrators and staff are 35 per week. Public Safety and Building Attendants have a regular work schedule of 37.5 hours per week. Technical and Maintenance/Service employees have a 40-hour workweek.
Meals and Breaks
If you are a full-time, non-exempt office staff employee, meal and break periods are provided as follows: Monday through Thursday, you have one hour for lunch; and on Fridays, because of the shortened workday, you have a half-hour for lunch. Lunch periods are normally scheduled between noon and 2 p.m. Departments will often stagger these periods to ensure adequate coverage. Employee classifications that maintain work schedules that vary from normal office hours may have different meal and break provisions. The lunch period is not part of your paid workday.
Some jobs may necessitate short work breaks during the day. At your supervisor’s discretion, you may be allowed a morning and afternoon work break not to exceed 15 minutes each. These paid breaks are not cumulative, may not be added to your lunch hour, and may not be taken during the first or last 15 minutes of your workday.
An employee who works for a period beginning before 11 a.m. and ending after 7 p.m. is entitled to an additional meal break of 20 minutes between 5 p.m. and 7 p.m. An employee who works more than 11 consecutive hours will be paid a $10.00 supper allowance.
Procedures for recording time correctly may be found under the heading of Completing Timesheets in the Work Hours and Compensation section of this handbook.
Additional information can be found in the Human Resources Policy Manual, policy #803 Meals and Breaks.
Shifts and Differentials (for Staff)
If you are a full-time or part-time non-exempt employee (typically, this means staff) whose regular work schedule begins after 5:00 p.m. and includes a majority of hours on evenings and/or weekends, you may be eligible to receive a 10% pay differential. Certain employee classifications are ineligible to receive shift differential due to the nature of the positions. Supervisors must notify the Payroll Department in advance of a shift change.
Public Safety Officers regularly scheduled for the evening shift, beginning at or after 3 p.m. receive a 5% shift differential. Officers regularly scheduled to work the overnight shift, beginning at or after 11 p.m. receive a 10% differential.
Additional information can be found in the Human Resources Policy Manual, policy #312 Shifts and Differentials.
How Jobs Are Evaluated
St. John’s is committed to attracting, motivating and retaining qualified employees through its compensation program. This program is designed to evaluate appropriate compensation levels for jobs, encourage growth, and reward those individuals who support and fulfill the University’s Mission. We continue to design and support competitive pay, performance-based increases, recognition programs and career development. The University complies with all applicable federal and state laws governing the compensation of employees, and administers its compensation programs and pay decisions in accordance with these laws.
Your job has been evaluated to determine the salary range and corresponding grade level appropriate for the position. Job factors and requirements such as knowledge of the area, problem-solving ability, management depth, organizational breadth, accountability, technical skills, education, training and experience are reviewed during the job evaluation. Your pay is also influenced by external labor markets, comparison with other internal positions, your performance, and the availability of the University’s financial resources.
You can contact the Compensation Office on the Queens campus at extension 8191 or 718-990-8191.
Additional information can be found in the Human Resources Policy Manual, policy #301 Compensation Policy, and policy #302 Job Evaluation.
Opportunities for Merit Review and Award Programs
The merit review provides an opportunity for you and your supervisor to discuss your performance over the past year in the context of your responsibilities and the objectives of the department. If your performance met or exceeded expectations (as determined by PFP), your supervisor can recommend an increase to your annual base pay. Influences such as recent economic conditions, the market and the University’s performance affect the pool of funds available for increases.
In order to be eligible for a merit review, you must be a full-time or regular part-time administrator or staff who is in active working status at the time that increases are paid. Employees whose positions are funded by external sources (i.e. grants and contracts) may not be eligible for certain University-funded compensation programs, and should check with their supervisor.
Presidential Recognition Program
The Presidential Recognition Program is an opportunity to foster a climate where teamwork, innovation, problem-solving, efficiency and student-centered service are valued and rewarded. The program is designed to immediately recognize and reward an employee or group of employees for special accomplishments achieved, such as an exceptional event, behavior or implementable idea that will have significant impact. The result of the employee's achievement will enhance student success or academic quality, increase revenue generation or improve efficiency, productivity, or resource reallocation.
Full-time and regular part-time administrators and staff who are in active working status may be eligible for nomination. In order to be eligible to receive an award, you must be in active working status on the payroll of St. John’s at the time that the award is paid. Employees who have resigned, retired, or been terminated are ineligible for an award. In addition, prorated award payments will not be made to employees who resign, retire, or are terminated during the year. Employees whose positions are funded by external sources (i.e. grants and contracts) may not be eligible for certain University-funded compensation programs, and should check with their supervisor.
There are three tier levels with corresponding award ranges for the Presidential Recognition Award. At all levels, the activity or event should reflect extraordinary effort above and beyond the employee’s normal job duties. Awards can be made in the form of cash or non-cash (i.e., gift certificates, theater tickets, dinner coupons, etc.) and can be given at any time during the year immediately following the event or activity being recognized.
For more on the Presidential Recognition Program see your supervisor, refer to HR policy #304, or review a copy of the current plan document available from the Human Resources office. St. John’s University reserves the right to modify or cancel any of its award programs at any time, without advanced notice.
Exceptional Performance Award
The Exceptional Performance Award is intended to encourage on-going exceptional performance throughout the PFP cycle year. The Exceptional Performance review period is consistent with the PFP review period. The goal of this award program is to reward and retain outstanding talent.
Eligibility for nomination is limited to employees in active working status who participate in the PFP program. Employees whose positions are funded by external sources (i.e. grants and contracts) may not be eligible for certain University-funded compensation programs, and should check with their supervisor. Awards are processed each fall following the PFP evaluation period and the merit review period.
Specific guidelines and award criteria are addressed in the program’s current plan document. Some general guidelines that influence consideration include the following:
The employee should have consistently demonstrated exceptional performance during the PFP performance period. A 4.0 or above will normally be the minimal threshold for consideration for an award. Any exceptions require the approval of the Executive Vice President or the Provost.
The employee should excel in results against objectives, role model demonstration of the values, and excel in skills, knowledge and abilities consistent with the Competencies defined in PFP. Exceptional performance in all three categories is another factor for consideration.
In order to be eligible for an Exceptional Performance Award, the employee must be in active working status on the payroll of St. John’s at the time that the award is paid. Employees who have resigned, retired, or been terminated are ineligible for an award. In addition, prorated award payments will not be made to employees who resign, retire or are terminated during the year.
If you have questions about this award program, you are encouraged to discuss them with your supervisor, refer to policy #305 in the Human Resources Policy Manual, or review a copy of the current plan document available from the Compensation Office (extension 8191), the Provost or your Dean. St. John’s University reserves the right to modify or cancel any of its award programs at any time, without advanced notice.
If you are a nonexempt employee (typically, this means staff employee paid hourly), a part-time administrator, or a student worker, you must complete a timesheet each pay period electronically via the University Information System (UIS). Your timesheet must show the exact number of hours you worked (excluding lunch) and any time off or leave you have taken (e.g., vacation, sick, personal, jury duty, etc.). You will complete and submit your timesheet to your supervisor for approval. Some departments file timesheets electronically on behalf of the employee, so check with your supervisor for specific department procedures.
Time should be rounded up to the nearest quarter hour (15 minutes). Time taken as paid/unpaid leave and time off must be clearly indicated on the timesheet. The appropriate hours should be entered under the correct earning code. If using unpaid time, enter 0 under earn code on the timesheet. The online timesheet will calculate all hours, please review and click submit. Your supervisor will then need to review and approve your timesheet. Normally, timesheets must be submitted to Payroll on or before the end of the pay period.
Part-time administrator default hours for the semi-monthly pay period will be 40 hours. Non-exempt and student workers will be paid bi-weekly based on hours submitted.
Be aware that falsification of your timesheet is considered grounds for immediate termination. Also, you are not allowed to complete, make entries on, or sign a timesheet on behalf of someone else. For more on timesheets, refer to policy #306 in the Human Resources Policy Manual or call the Payroll Office on the Queens campus at ext. 6374 or 6345.
The Director of Payroll establishes the bi-weekly (every other week) and semi-monthly (twice a month) pay schedule and posts it on the Human Resources web site for all departments at the beginning of each calendar year. Staff are paid 26 times per year and administrators are paid 24 times per year. You can access the pay schedule on the Human Resources web site, or call the Payroll Office on the Queens campus at extension 6345 or 1471 if you have questions.
Payroll checks are sealed and mailed by the Payroll Office on payday. They contain confidential salary information and should not be opened or handled by unauthorized personnel. You should report any unsealed payroll checks to the Director of Payroll immediately. When checks are picked up for an entire department, the authorized department staff is responsible for securing the payroll checks and distributing them directly to employees.
Any paycheck that is not picked up from the Payroll Office by 3:00 p.m. on payday will be mailed to the employee’s check mailing address. Payroll checks may not be released without the prior approval of the Director of Payroll. Under no circumstance may checks be cashed prior to 8 a.m. on payday.
Direct Deposit of Your Paycheck
You can sign up to have your paycheck directly deposited into a savings or checking account. To access the direct deposit form, or contact the Payroll Office on the Queens campus at extension 6345 to find out more about this convenient and free service.
Additional information can be found in the Human Resources Policy Manual, policy #307 Paycheck Distribution, and policy #309 Direct Deposit.
If You Lose Your Paycheck
As soon as you discover that your paycheck has been lost, stolen or mutilated, you should notify the Payroll Office. The Payroll Office will report lost or stolen checks to the bank immediately. Once Payroll receives the bank’s written confirmation that a stop payment was placed on the check, you will be issued a new check. In general, confirmation of a stop payment can take up to ten (10) business days.
If your check has been mutilated, all remaining pieces should be returned to the Payroll Office. Mutilated checks will be reissued within five (5) business days.
If your check has been stolen, and payment is made as a result of forgery, you may complete a notarized Affidavit of forgery. The Affidavit will be sent to the bank and a copy will be placed on file. The bank will investigate the claim. Upon completion of the investigation, if a determination of forgery is made, you will be issued a new check. To prevent the possibility of lost or stolen checks, the University encourages all employees to sign up for Direct Deposit.
For more information, call the Payroll Office on the Queens campus at extension 6345 or 718-990-6345.
Additional information can be found in the Human Resources Policy Manual, policy #308 Lost Paychecks.
Overtime Compensation (for Staff)
If you are a non-exempt employee (typically, this means staff) you will receive overtime pay at the rate of one and a half times your regular rate of pay for any hours over 40 that you work in a workweek. Hours over 35 but less than 40 in a workweek are not paid as overtime; they are considered straight-time hours. Your supervisor must approve, in advance, any extra hours you work.
Overtime is paid based on actual time worked. Holidays, vacation, sick time, personal time, jury duty and similar days in which you perform no work, are not counted toward the calculation of overtime. In addition, expenses such as travel or business expenses and special compensation such as discretionary bonuses or gifts are not used to calculate your “regular rate of pay.”
If you work between 35 and 40 hours in one week you can, with your supervisor’s approval, receive either straight time pay or compensatory time off for those hours. You must take compensatory time-off within the pay period in which you earn it. You may not carry-over compensatory time hours from one pay period to the next. If you work over 40 hours in a workweek, you cannot elect compensatory time-off in lieu of pay.
If you work more than 11 consecutive hours, you will be paid a $10 supper allowance.
For more on overtime, link to the full policy #310, or contact the Payroll Office on the Queens campus at extension 5953 or 6374. Information on meals and breaks is addressed earlier in this section.
Additional information can be found in the Human Resources Policy Manual, policy #310.
Wage Garnishments and Payroll Deductions
If you receive a wage garnishment or assignment form you should immediately send that form to the Payroll Office, CCK Hall on the Queens campus, to be processed.
The University takes involuntary deductions from your wages as required by law, such as for federal, state and local taxes. Other deductions are voluntary, such as for benefit premium payments and computer loan payments. You are responsible for keeping the Payroll Office informed of changes in tax exemptions, marital status and home address.
Additional information can be found in the Human Resources Policy Manual, policy #311 Garnishment of Wages and Payroll Deductions.
Changing Your Name
If you change your name, you must provide the Payroll Office with your new Social Security Card or a receipt from the Social Security Administration (SSA) showing you’ve applied for a card that identifies you by your new name. Without this proof from the SSA, Payroll will not enter the name change into the payroll records.
In an effort to give you instant access to many employee services and to personal information, St. John’s provides an online self-service resource called Web for Employees. You can access this secure site via the St. John’s web site with an ID and password that you set up. Just visit the UIS page.
The Employee Services available to you online include:
- Employee Web Profile – Update your name, titles, campus addresses, and phones for publication on the University’s official Web site.
- Financial Information Menu – Query budget and encumbrances (for budget administrators only).
- Benefits and Deductions – View your retirement plans, health insurance information, miscellaneous benefits and deductions. Apply for Tuition Remission benefits.
- Pay Information – View your direct deposit breakdown, your earnings and deductions history and your pay stubs.
- Tax Forms – View W-4 information; View your W-2 Form.
The Personal Information available to you online includes:
- View and update your permanent mailing address, phone(s), email address and Emergency Contact information.
- Change your PIN and your Security Question.
- Add money to your ARAmark declining balance account.
- Apply for a Parking Permit and update your vehicle information.
For more information on web self-service features or if you need assistance using the secure site, you can contact the HR Information Systems office on the Queens campus at extension 6374 or 718-990-6374.
- Vacation Time
- Sick Time
- Personal Time
- Family and Medical Leave
- Personal Leave of Absence
- Other Leave Provisions
All regular full-time administrators and staff receive paid vacation time. Specific vacation information is listed separately below, first for administrators and then for staff. If you are on a Reduced Schedule your vacation time is prorated based on your schedule. If you are a part-time employee, you are not eligible for paid vacation time. Vacation requests require supervisor approval.
As a new hire, you accrue vacation but are not allowed to use it until the end of your three-month Orientation Period. Vacation time does not accrue during any period of unpaid leave. Upon separation from employment, you will be paid for the cash value of any unused accrued vacation time. You will not be paid for any vacation time that has not accrued as of the date of termination, and to which you are not otherwise entitled. Failure to report to work or to return from a leave or time-off may be interpreted by the University as a resignation.
Vacation for Administrators
If you are a regular full-time administrator, you earn 22 days of vacation annually. You accrue this vacation at the rate of 1.83 days per month, starting January 1 of each year. In your first year of employment, your vacation is prorated. Ordinarily, you may not carry over unused vacation from one year to the next. Exceptions can only be made with the written approval of your department’s vice president. Vacation time does not accrue during absences from work of one month or longer.
To calculate accrued vacation time during the year, full-time administrators should multiply the monthly accrual rate (1.83) by the number of months worked. Use the 50% rule to round up or down to the nearest half day. If an administrator works during any part of a month, he/she accrues vacation for the entire month.
Example: If an administrator worked three months, he/she would have accrued 1.83 x 3 = 5.49, or rounded up to 5 ½ days of vacation. An administrator who worked two months would have 1.83 x 2 = 3.66, or rounded down to 3 ½ days.
Similarly, to calculate the amount of vacation payable to an administrator upon separation from employment, multiply the number of months worked in the calendar year by 1.83 to get the number of days accrued and then subtract any vacation time the administrator already used that year.
Vacation for Staff
If you are a regular full-time staff employee, your normal vacation period is the calendar year (January 1 to December 31). You should try to submit vacation requests to your supervisor by January 1 of the calendar year in which you want to take the vacation. Any changes to requests should be submitted to your supervisor at least two weeks prior to the time requested. All vacations are subject to your supervisor’s approval. If a staff employee works during any part of a month, he/she accrues vacation for the entire month.
First Five Years of Service
You accrue a maximum of ten (10) vacation days per year, prorated for each month worked. Remember, if you are a new employee, you accrue vacation but are not allowed to use it until you have completed your three-month Orientation Period.
After Five Years of Service
Beginning with the month in which your fifth anniversary of continuous full-time employment occurs, you begin to accrue vacation time at a rate of fifteen (15) days per year.
After 10 Years of Service
Beginning with the month in which your tenth anniversary of continuous full-time employment occurs, you begin to accrue vacation time at a rate of twenty (20) days per year. You can accrue no more than twenty (20) vacation days.
If there is a problem regarding the selection of vacation time in your office or department, selection will be made on the basis of years of continuous full-time service. The employee with the greatest length of continuous service will be allowed to select two weeks of vacation. Selection will then pass to the employee with the second most continuous service, and so on, until every employee has selected two weeks. Under no circumstances will an employee be allowed to choose more than two weeks until all employees in the department have had an opportunity to make a vacation selection.
Your supervisor is responsible for monitoring the vacation and sick time you use and your accrued balances.
Staff Annual Vacation Schedule
How to read the above schedule: The above schedule shows vacation in days, and is approximate, as staff accrue vacation time in hours as determined by their employment classification and length of employment.
The University provides paid sick time for all regular full-time administrators and staff, and for eligible part-time employees. Specific sick time information is listed separately below, first for full-time administrators, then for full-time staff, and lastly for eligible part-time employees. If you are on a Reduced Schedule, sick time allowance is prorated based on your schedule.
As a new hire, you accrue sick time but are not allowed to use it until the end of your three-month Orientation Period. Sick time does not accrue during any period of unpaid leave. Upon termination of employment, sick time has no monetary value. Failure to report to work or to return from leave or time-off may be interpreted by the University as a resignation.
Notifying your supervisor (see Professional Conduct policy): Your supervisor is responsible for maintaining a record of your absences. As part of the University’s guidelines for Professional Conduct, you are required to notify your supervisor directly, and on a daily basis, if you will be late or unable to come to work. If you cannot call your supervisor, someone else must notify your supervisor on your behalf. Notification should be made as soon as the absence is foreseeable, but not later than 30 minutes after your scheduled start time. Some departments, such as those that provide services outside of normal office hours, may require earlier notification from their employees. Employees should become familiar with the attendance procedures for their department.
Pregnancy-related disability is treated just as any other temporary disability and is covered as sick time. See the University’s policy for Family and Medical Leave (policy #502), which addresses qualifying family and medical conditions.
Paid sick time provides continuation of your salary and benefits during periods of disability. Paid sick time does not guarantee that your position will be held open during the period of absence or that you will be reinstated to active employment when you are medically cleared to return to work. When you exhaust leave provided under the Family and Medical Leave Act (FMLA), the University may recruit to fill your position or eliminate or restructure the position as the needs of the University dictate.
Sick Time for Full-time Administrators
If you are a regular full-time administrator, you are not entitled to a specific number of sick days and there is no sick time accrual. It is expected that your professionalism and personal commitment will result in a good attendance record. During your first year of full-time employment, your paid sick time is limited to a maximum of one month. No more than five days of paid sick time may be taken during the first three months of employment (Orientation Period). After your first year of full-time employment, paid sick time is limited to six (6) months per year, provided there is compliance with this policy. In no event, however, shall the University’s payment for sick time exceed one-half of your annual base salary.
Sick time can be taken when personal illness or disability renders you incapable of performing your regular job duties. If you are out for more than five (5) days or have demonstrated a pattern of frequent absences, you may be required to submit a physician’s medical certificate to the Benefits Office. This medical documentation should explain the nature of the illness or disability, the diagnosis and prognosis, and the approximate date that you are expected to return to work.
Additional medical documentation and procedures may be required as set forth by the University’s Sick Time policy #402 in the Human Resources Policy Manual. Your failure to provide the proper medical documentation or failure to return to work once a physician has found you to be fit for work, with or without reasonable accommodation, shall be considered a voluntary termination.
Performance evaluations, awards and merit adjustments shall be determined on the basis of time actually worked. While you are taking sick time, you shall be eligible for any prorated salary increase and any increase in fringe benefits that are granted to administrators as a whole. During the period of sick time, the regular deductions, including those for fringe benefits, shall continue to be taken from your salary.
If you have exhausted leave under the FMLA and your position has been filled or eliminated, or restructured so that you are no longer qualified for the position, you will be placed on a general leave of absence. You may continue to receive the balance of paid sick time during a general leave of absence, but the total of paid sick time and general leave of absence shall not exceed six (6) months. When you receive medical certification to return to work, you may apply for any available position for which you are qualified. If you are unable to obtain a position at the end of the general leave of absence, your employment with the University will terminate.
Sick Time for Full-time Staff
If you are a regular full-time staff employee, you may receive up to ten (10) days of paid sick time per calendar year. This coverage is provided for personal illness or disability, or that of an immediate family member (limited to spouse, child and parent). You can carry over any unused sick time to the following calendar year and accumulate a total of sixty (60) days.
If you are out for more than five (5) days or have demonstrated a pattern of frequent absences, you may be required to submit a physician’s medical certificate to the Benefits Office. This medical documentation should explain the nature of the illness or disability, the diagnosis and prognosis, and the approximate date that you are expected to return to work.
If you have been out on an extended sick leave of one month or more and your treating physician releases you for part-time work, you may receive full-time pay for working half-time hours (3 hours a day) for a period up to three (3) weeks. If the part-time hours extend beyond three (3) weeks, you must use any accrued paid leave balance or request leave without pay.
If you exhaust the leave period provided by the FMLA, and you remain unable to return to work, you may make a request for a Personal Leave of Absence (policy #501 in the Human Resources Policy Manual). For work-related injury or illness, see Worker’s Compensation in the BENEFITS section of this handbook or refer to policy #618. For injury or illness that does not arise out of or in the course of employment and extends beyond seven (7) calendar days, refer to Short Term Disability, also in the BENEFITS section or policy #603.
Sick Time for Eligible Part-time Employees
In accordance with the NYC Earned Sick Time Act, part-time and per diem employees and regular student workers (non work-study) who work for the University for at least eighty (80) hours per calendar year are entitled to accrue one (1) hour of paid sick time for every thirty (30) hours worked, up to a maximum of forty (40) hours of paid sick time a year. Employees may not begin to take their accrued sick time until after 120 days of employment. This policy does not apply to independent contractors and employees for the hours worked and compensated by or through federal work-study programs or qualified scholarships.
Accrued sick time can be used for absences from work for any of the following reasons:
- An employee’s mental or physical illness, injury or health condition or need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventive medical care.
- To care for a family member who needs medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or who needs preventive medical care.
- When the University is closed by order of a public official due to a public health emergency, or when an employee needs to care for a child whose school or childcare provider has been closed by order of a public official due to a public health emergency.
Procedures: Where an employee’s need to use sick time is foreseeable, the University requires seven days advance notice. Where the employee’s need for sick time is not foreseeable, the University requires as much notice as possible. A part-time or per diem employee or regular student worker who is eligible for and takes sick time for more than three (3) consecutive scheduled work days may be required to submit to the Benefits Office documentation signed by a licensed health care provider indicating duration of sick time required, the expected return to work date, and confirming that sick time is for purposes allowed by the Act. Such documentation need not specify the nature of the employee’s or the employee’s family member’s injury, illness or condition, unless otherwise required by University policy or by law. Health information about an employee or an employee’s family member obtained solely for the purposes of utilizing sick time pursuant to this policy will be treated as confidential and shall not be disclosed except with the permission of the affected employee or as required by law.
Any unused portion of sick time may be carried over to the following calendar year; however, no more than forty (40) hours of paid sick time may be taken during any calendar year.
Upon separation from employment, sick time balance shall have no monetary value. When there is a separation from employment and the employee is rehired within six months of separation, any previously accrued sick time that was not used will be reinstated.
Non-Retaliation: Retaliation against any employee for appropriate use of paid sick time is unacceptable and strictly prohibited. Any employee who feels he or she has been retaliated against should immediately report the matter to Human Resources. Employees also have the right to file a complaint with the NYC Department of Consumer Affairs.
View the NYC Earned Sick Time Act poster for additional information.
The University provides paid time for regular full-time administrators and staff for special situations of a personal nature. Check with your supervisor or with Human Resources Services if you have any questions about personal time.
Personal Time for Administrators
If you are a regular full-time administrator, you accrue 22 vacation days each calendar year, up to two (2) of which may be used as personal days. In addition, if a special situation of a personal nature arises during the course of a workday, such as a scheduled doctor’s or legal appointment, you may request personal time off during the day. This personal time is not to be interpreted as a day or days off, but instead may mean your arrival at work is delayed or you leave work early to handle the situation. The University expects that you will complete your work so that there is no negative impact on the department as a result of the absence. Personal time is an exception and any pattern of absence may be cause for disciplinary action. Your supervisor is responsible for maintaining a record of your absences and must approve any request for personal time.
Personal Time for Staff
If you are a regular full-time staff employee, you may use a maximum of two (2) of the 10 days of sick time coverage per year for special situations of a personal nature. All requests for personal days must be approved in advance by your supervisor.
Additional information can be found in the Human Resources Policy Manual, policy #403 Personal Time.
Each year, the President of the University approves a schedule of holidays that the University will observe. In the event that it is necessary for some University offices to remain open to provide services on a scheduled holiday, full-time staff employees who work will receive an alternate day off or an equivalent arrangement.
In general, the offices of the University are closed in observance of the following days when they fall on a workday.
- New Year's Day
- Martin Luther King Day
- President's Day
- Good Friday
- Ascension Thursday
- Memorial Day
- Independence Day
- Feast of the Assumption
- Labor Day
- Columbus Day
- Feast of All Saints
- Election Day (Presidential only)
- Thanksgiving Day
- Day after Thanksgiving
- Feast of the Immaculate Conception
- Christmas Eve
- Christmas Day
At the discretion of the President, additional “special” holidays may be granted. Public Safety Officers — who provide essential support to the University and work outside of normal office hours — and employees at the Bartilucci Center are ineligible for early dismissal and special holidays. This exemption may also apply to other positions whose work weeks are outside of normal office hours and/or when necessitated by the nature of the work performed.
To qualify for holiday pay, full-time administrators and staff must be on active pay status on the work day immediately preceding and following the holiday. No pay is given for holidays that fall during an employee's unpaid leave or after an employee's final work day when employment hsa ended. Additional information, and examples, can be found in the Human Resources Policy Manual, policy #404 Regular and Special Holidays.
The University observes a number of religious holy days as an expression of its Catholic and Vincentian Mission. Each year a complete schedule of holidays and special days are approved by the President and communicated to the University Community. Employees who wish to observe a religious holiday that is not included in the University’s holiday schedule may request to do so. Employees may choose to use accrued vacation or personal days.
Additional information can be found in the Human Resources Policy Manual, policy #406 Religious Obervance.
Family and Medical Leave
In compliance with the Federal Family and Medical Leave Act of 1993 (FMLA), the University gives eligible employees up to 12 weeks of unpaid, job-protected leave in a specified 12-month period for qualifying family and medical reasons.
For a copy of the complete University policy on family and medical leave, including definitions and specific information about medical certifications, intermittent leave and job restoration, refer to the link to policy #502. You can also contact the Benefits Office on the Queens campus at ext. 2077 or 2941 if you have questions.
To be eligible for leave under FMLA, you must meet all of the following conditions:
- You must have worked for the University for a total of 12 months.
- You must have worked for the University at least 1,250 hours over the 12 months prior to the date leave is requested to commence.
- You must work at a location where the University employs at least 50 employees within 75 miles.
Qualifying family and medical reasons include one or more of the following:
- The birth and care of the son or daughter of the employee.
- The placement with the employee of a son or daughter for adoption or foster care.
- To care for an immediate family member (spouse, child, or parent) with a serious health condition.
- To take medical leave when the employee is unable to work because of a serious health condition.
- An eligible employee who is the spouse, son, daughter, parent or next of kin of a covered service member or veteran may take up to 26 weeks of FMLA leave in a single 12-month period to care for the service member who is undergoing medical treatment, recuperation or therapy for a serious injury or illness incurred while on active duty in the Armed Forces, including the National Guard and Reserves, as long as the service member or veteran was a member of the Armed Forces at any time during the five years preceding the date of treatment, recuperation or therapy.
- An eligible employee who is the spouse, son, daughter, or parent being on or called to active duty in either the regular Armed Forces deployed to a foreign country, the National Guard or Reserves, with up to 12 weeks of FMLA job protected leave for any qualifying exigency that arises while the covered family member is on active duty or called to active duty status in support of a contingency operation.
- To request family or medical leave under the FMLA, contact the Benefits Office for information and to complete a Request for Leave form.
- You must provide the Benefits Office with 30 days advance notice if you can anticipate the need to take leave. If the leave is unforeseeable, you must contact the Benefits Office if you are out for more than five (5) days.
- For any qualifying family or medical reason, or if the request is for intermittent or reduced leave schedule, you will need to provide the Benefits Office with medical certification and periodic re-certifications. Forms are available from the Benefits Office.
- While you are on leave, you must give the Benefits Office periodic reports regarding your status and your intent to return to work.
- Any accrued sick time is applied at the beginning of the leave period, and you have the option to use your accrued vacation. Any remaining leave time is taken unpaid. FMLA leave runs concurrently with any paid or unpaid time off. Administrators are only permitted to apply sick time when the leave is due to the employee’s own health condition (see Sick Time policy). During any unpaid portion of FMLA leave, paid leave (including vacation, sick time and holiday) does not accrue. Vacation time for administrators does not accrue during any period of unpaid leave, nor during absences from work of one month or longer.
- If you have been participating in health benefits, you can continue your coverage. You will be notified of any premium payment schedule at the time you begin your leave.
- During an approved leave, you will continue to receive credit for service time at the University.
- When you have exhausted the 12 weeks of leave under the FMLA, the University may recruit to fill your position or eliminate or restructure the position, based on the needs of the department or the University. At the end of the FMLA-covered period, if you do not return to work, or you do not request or are not granted an extension of the leave under the Americans with Disabilities Act or a Personal Leave of Absence, or when you exhaust all accrued sick time and the general leave of absence period expires, you will be terminated from employment with the University.
For the full text of Family and Medical leave, refer to policy #502 in the Human Resources Policy Manual.
Personal Leave of Absence
If you are a regular full-time or part-time administrator or staff, you can apply for a leave of absence (LOA) without pay for personal reasons, not to exceed six (6) months. Your position is guaranteed during an approved LOA, except in the case of position elimination due to a workforce reduction or a restructuring.
- To apply for a personal LOA, make a written request to your supervisor, including the proposed length and dates of leave. (Generally, this should be done at least 30 days prior to the leave period.) Leave must be approved by your department head.
- If your supervisor and department head approve your request, the Human Resources Services office will assist you and your supervisor to prepare a written agreement.
- Contact the Benefits Office to arrange to continue any applicable benefits and corresponding premium payments.
- Return your office keys to your supervisor.
- Because it is an unpaid leave, sick time, vacation time, and holidays do not accrue, contributions to the Retirement Plan are suspended, and no social security taxes are paid. Tuition Remission benefits continue during the leave period and you continue to receive credit for service time at the University.
- To ask for an extension of a personal LOA within the six (6) month maximum, submit a written request to your supervisor at least two (2) weeks before the end of the original approved leave period.
- Failure to return to work when the approved leave period has expired may be considered by the University as a voluntary resignation.
For more about a personal LOA, talk to your supervisor or contact a member of Human Resources Services on the Queens campus at extension 1502 or 718-990-1502.
Additional information can be found in the Human Resources Policy Manual, policy #501 Personal Leave of Absence.
Other Leave Provisions
Uniformed Services Leave (Military Leave)
This leave applies to you if you are a full-time or part-time administrator or staff who is a member of the Uniformed Services of the United States. The University will continue your employment and continue to pay you while you attend any period of active or training service. All uniformed services are covered, including regular armed forces, the Reserves, the National Guard, the Public Health Service and the Coast Guard. In addition, certain disaster response work is considered service in the Uniformed Services. All categories of service, voluntary or involuntary, are covered, including active duty, active duty for training, drills, full-time National Guard duty and absence from work for an examination to determine fitness for any of these types of duty. You must give your supervisor as much advance notice as possible and present your service orders. In order to receive your regular University salary, you must submit your Federal Government pay to the University. If you choose to use accrued paid vacation or other paid personal time off, you will receive full pay from the University, in addition to pay from the Federal Government.
Contact the Benefits Office on the Queens campus at extension 2363 for information on the continuation of certain benefits and reinstatement. Refer to policy #503 in the Human Resources Policy Manual for more information.
Statement Against Discrimination and Retaliation: In accordance with USERRA, the University prohibits employment discrimination against a person on the basis of past military service, current military obligations, or an intent to serve. In addition, the University will not retaliate against anyone assisting in the enforcement of USERRA rights, including testifying or making a statement in connection with a proceeding under USERRA, even if that person has no service connection.
Death in Family Leave
If you are a regular full-time administrator or staff and someone in your immediate family dies, you can take up to three (3) working days of leave with pay. You can take one (1) day of leave with pay to attend the funeral of a relative who is not in your immediate family. If you need additional time, you can request personal days or vacation days, or leave without pay, subject to your supervisor’s approval.
Immediate Family Members Covered by this Policy: Spouse, child, parent, sibling, grandchild, grandparent, mother- and father-in-law, sister- and brother-in-law, stepchild, step-sibling, and step-parent.
Procedure for Notification of University Community: At the discretion of a full-time or part-time employee or an employee’s family, the University community will be informed of the death of an employee, a member of an employee’s family (spouse, parent, grandparent, sibling, child) or of his or her spouse. Notices are also distributed for retired employees and faculty emeriti. Call the Office of the Vice President and Secretary of the University at extension 1611 on the Queens campus for details on what information should be provided in the notice. Staten Island employees who wish to notify only the Staten Island campus community should call Campus Ministry at extension 4475.
Jury Duty Leave
If you are a full-time or part-time employee and you are summoned or subpoenaed to appear in court as a juror or witness, you will be granted a temporary leave of absence with pay for the term of your court service.
You must submit a copy of the summons or subpoena to your supervisor, and when you return to work submit proof of time served. For more on jury duty, refer to policy #505 in the Human Resources Policy Manual.
You may request up to two hours of paid voting leave only if the following applies to you: You are a full-time or part-time employee and you do not have four consecutive hours either between the opening of the polls and the beginning of your scheduled workday, or between the end of your scheduled workday and the closing of the polls. Voting time must be taken either at the beginning or at the end of the workday. You must notify your supervisor at least two days before the election that you require time off to vote.
Blood and Bone Marrow Donation Leave
If you work 20 hours or more per week and are employed on any New York campus of the University, you may take three hours of leave time in a calendar year for the purpose of donating blood, according to New York Law. Blood drives are held on our campuses throughout the year. The University encourages employees who are able to donate blood to do so on-campus during regularly-paid work time.
The University shall grant leaves of absence of up to 24 work hours for you to undergo a medical procedure to donate bone marrow. This leave is available each time you servce as a bone marrow donor.
The University is not required to pay employees during leave to donate blood or bone marrow; however, employees who have accrued vacation or personal time can elect to use their accrued time for this leave. Employees who do not accrue paid time, or choose not to use paid time, can designate the leave as unpaid.
To minimize workplace disruption, you must obtain permission from your supervisor before you take leave time. When you return to work, you need to submit documentation to your supervisor that confirms that you donated blood. In cases of bone marrow donation, the University requires a physician's verification for the purpose and length of each leave requested. This should be submitted to the Benefits Office.
You are protected under the law from retaliation for requesting or obtaining leave under this policy.
Leave of Absence for Military Spouses
If you work 20 hours or more hours per week and are employed on any New York campus of the University, and you are married to a member of the armed forces of the United States, National Guard or Reserves, you shall be allowed up to 10 days of unpaid leave while your spouse is on leave from deployment to a combat theater or combat zone of operations during a period of military conflict.
To request a LOA under this policy, you should give your supervisor as much notice as possible and present a copy of the military leave orders or other written documentation certifying that the requested leave dates coincide with the military member's dates of leave from deployment.
Additional information on all these leave policies can be found in the Human Resources Policy Manual: Policy #503 Uniformed Services Leave; policy #504 Death in Family; policy #505 Jury Duty; policy #506 Voting Leave; policy #507 Blood Donation Leave; and policy #508 Leave of Absence for Military Spouses.
- Medical and Dental Insurance
- Flexible Spending Accounts and Premium Only Plan
- Short Term Disability (NY State Disability)
- Long Term Disability
- Basic and Supplemental Life Insurance
- Retirement Plans
- Tuition Remission for Administrators, Staff and Qualifying Retirees
- Tuition Remission for Spouse and Children
- Tuition Exchange Program
- Employee Assistance Program
- Adoption Assistance
- Computer Loans
- Travel Accident Insurance
- Auto and Homeowner's Insurance
- Pet Insurance
- Legal Assistance
- Qualified Transportation Expense
- Social Security
- If You Have a Work-Related Injury or Illness
- Unemployment Insurance
- Benefits When You Retire
- Benefits for Survivors
This section describes the benefits available to St. John’s employees. The descriptions contained here are brief and general, and the official plan documents that govern each of the benefits are available on the SJU Benefits webpage. If anything written here differs from what is written in the plan documents, the plan documents shall prevail.
Benefit plans may change from time to time and specific benefit options may be removed or added by the University at its discretion. For more information on any of the employee benefits offered by the University, call the Benefits hotline at extension 2363 or 718-990-2363.
Medical and Dental Insurance
If you are a regular full-time administrator or staff employee, you and your dependents are eligible to participate in St. John’s medical and dental plans. Visit the Benefits website for plan information and carriers, or contact the Benefits Office at 718-990-2363.
If you join during your first thirty-one (31) days of employment, coverage begins on the first day of the month following your hire date. If your hire date falls on the first of a month, coverage would begin your first day. If you do not enroll during your first thirty-one (31) days, you will have to wait until the annual open enrollment period (usually held in December).
You can enroll or make changes to your coverage only during the open enrollment period, unless a “qualifying event” has occurred (see below).
Qualifying Events Affecting Benefit Status
You should notify the Benefits Office within thirty-one (31) days of a “qualifying event” that may affect your benefit status or that of your spouse or dependent. Examples of qualifying events are change in marital status, birth or adoption of a child, retirement, employment termination, divorce, and death of employee, spouse or dependent. Proof of the qualifying event may be required.
Flexible Spending Accounts and Premium Only Plan
If you are a full-time administrator or staff employee, you may be eligible to enroll in flexible spending accounts. These accounts allow you to pay for certain expenses by setting aside pre-tax dollars from each paycheck. There are two kinds of expense accounts—one for health care expenses and the other for dependent day care expenses. In addition, the University offers a Premium Only Plan which allows eligible employees to pay for certain expenses under the medical and/or dental plans with pre-tax dollars. To find out more about how these plans work, contact the Benefits Office at extension 2363 or 718-990-2363 or refer to the links to flexible spending accounts on the Benefits website.
Short Term Disability (NY State Disability)
If you are a full-time or part-time staff employee, St. John’s provides you with short term disability insurance at no cost. If you suffer an injury or illness that is not work-related, cash payments may be made to you to help you recover some of your lost wages.
- To file a claim or obtain a copy of a NY State Disability booklet, contact the Benefits Office at extension 2363 or 718-990-2363.
- Benefits begin on the eighth calendar day of disability and continue up to 26 weeks or the end of disability, whichever occurs first.
- You must use all your accrued sick time before you can receive short term disability benefits and you have the option of using any accrued vacation as well.
- When you return to work after a disability leave, you must present certification from your physician that you are fit to return. St. John’s reserves the right to require a complete “fitness to return to work” physical examination performed by the University physician.
For disabilities that extend longer than 26 weeks, refer to Long Term Disability below. For information on sick time or on family and medical leave conditions that are covered by the federal Family and Medical Leave Act (FMLA), refer to the University’s Time Off and Leave policies. Visit the Benefits website for more information or contact the Benefits Office at 718-990-2363.
Long Term Disability
After one year of employment, if you are a full-time administrator or staff employee, St. John’s provides you with core long term disability coverage at no cost. If you wish to purchase enhanced coverage, there is an Optional LTD Plan.
Coverage Overview – Core Plan
- Monthly benefit of 60% of base pay.
- Maximum monthly benefit: $3,000 (administrators); $2,000 (staff).
- Annuity benefit: 15% (administrators); 10% (staff).
- Other features as detailed in plan document.
Coverage Overview – Optional Plan
- Monthly benefit of 66.67% of base pay.
- Maximum monthly benefit: $10,000 (administrators and staff).
- Annuity benefit: 15% (administrators); 10% (staff).
- Other features as detailed in plan document.
- To file a claim, contact the Benefits Office at extension 2363 or 718-990-2363.
- Benefits begin on the first of the month following six (6) consecutive months of total disability.
- You must use all your accrued sick time before you can receive disability benefits.
- For up to 18 months from the commencement of your leave, you will continue to receive the same University-paid health benefits that you were receiving while you were actively employed. However, premium costs you were paying will accrue during the time when no paycheck is issued, and the arrears will be collected when you return to work. If you do not return to work, you will be billed for the premium costs you owe.
- When you return to work after a disability leave, you must present certification from your physician stating that you are fit to return. St. John’s reserves the right to require a complete “fitness to return to work” physical examination performed by the University physician.
Basic and Supplemental Life Insurance
If you are a full-time administrator or staff employee, St. John’s provides you with basic term life insurance equal to one time your annual salary at no cost, subject to a maximum. The IRS taxes life insurance amounts over $50,000. Taxes are calculated based on age and amount over $50,000.
You can purchase additional life insurance coverage for yourself, your spouse, and/or dependents through the Supplemental Group Term Life program. For rates and coverage information, refer to the benefit summaries and certificate of coverage on the Benefits website, or contact the Benefits Office at extension 2363 or 718-990-2363.
If you are an administrator or staff employee who works 1,000 hours or more in an employment anniversary year, you are eligible to participate in a University-sponsored retirement plan. St. John’s offers various retirement plans to choose from, into which you can tax-defer salary dollars.
After one year of full-time employment, you are eligible to receive the University’s contribution to your account. In order to receive the University’s contribution, you must contribute at least five percent (5%) of your base salary to one of the retirement plans offered by the University.
The one-year waiting period for the University’s contribution will be waived for employees who submit evidence to the Employee Benefits Office that they were previously employed full-time for at least one year at another accredited college or university.
Once you join a retirement plan, you are immediately fully vested in all contributions. For information packets, summary plan descriptions and enrollment applications, contact the Benefits Office at extension 2363 or 718-990-2363 or refer to the Benefits Summaries on the website.
Tuition Remission for Administrators, Staff and Qualifying Retirees
The University offers undergraduate and graduate tuition remission benefits to full-time administrators and staff and to qualifying retirees:
- Policy #608-A – Full-time administrators, staff and qualifying retirees whose employment began prior to June 1, 2010 or who have an Adjusted Service Date prior to June 1, 2010.
- Policy #608-AA – Full-time administrators, staff and qualifying retirees whose employment began on June 1, 2010 or later and whose Adjusted Service Date is on or after June 1, 2010.
Tuition Remission for Spouse and Children
The University offers undergraduate and graduate tuition remission benefits to the spouse and children of full-time administrators and staff and qualifying retirees:
- Policy #608-B – The spouse, qualifying children/eligible designee of full-time administrators, staff and qualifying retirees whose employment began prior to June 1, 2010 or who have an Adjusted Service Date prior to June 1, 2010 are eligible for this benefit.
- Policy #608-BB – These tuition remission benefits apply to the spouse, qualifying children or eligible designee of full-time administrators and staff whose employment began on June 1, 2010 or later and whose Adjusted Service Date is on or after June 1, 2010.
Tuition Exchange Program
St. John’s is a member of The Tuition Exchange, a consortium of over 600 colleges and universities that offer competitive scholarships between member schools for undergraduate study. The Tuition Exchange Program (TEP) allows eligible full-time St. John’s administrators and staff and their dependent children or eligible designee to attend other member schools, and in exchange, dependent children of employees of other schools may attend St. John’s. Consortium member institutions agree to remit tuition for participants from other member schools. To be eligible to apply for this benefit, an employee must have completed two calendar years of full-time service at the University as of January 15 of the current academic year.
The TEP expands the current tuition remission program by providing enhanced educational benefit opportunities for employees; however, scholarships are not guaranteed for any employee. Scholarships are awarded competitively and vary annually depending on availability of scholarship money to St. John’s employees and their dependents. Furthermore, applicants must meet all of the admission requirements and be accepted at the receiving school. Recipients are selected according to the employee’s length of service with the University.
Employee Assistance Program
If you are a full-time administrator or staff member, the St. John’s Employee Assistance Program (EAP), called E4Health will support you in many aspects of your life, by assisting with family and care giving responsibilities, emotional wellbeing issues, financial and legal matters, health and wellness concerns, as well as everyday tasks. Whether you have a routine concern or a major crisis, you and your family members have access to information, evaluation, crisis response, short-term counseling and referral services, all confidentially and at no cost.
To access these services, call the E4Health helpline at (800) 227-2195, or log on to the member website at www.HelloE4.com (username: sju and password: guest). This member website provides continuous access to an extensive and centralized online database with a wealth of informative and interactive services and resources.
Professional counselors are available to employees 24 hours a day, 365 days a year to offer support and resources, simply by calling the confidential helpline. In-person sessions with a counselor can be arranged at convenient locations locally and nationwide, as well as on the Queens campus by appointment. Additionally, the EAP provides employees with free wellness workshops on a host of topics on-campus throughout the year, as well as online webinars and on-demand seminars via the member website.
In support of the University’s work-life initiatives, the SJU Adoption Assistance program provides financial assistance and adoption resources to full-time employees who choose to build their families through adoption. Eligible employees can request financial reimbursement up to $5,000 for Qualifying Adoption Expenses, or up to $6,000 for the adoption of a child with special needs. Up to $10,000 can be reimbursed for the simultaneous adoption of two eligible children. Qualifying expenses incurred on or after the employee’s first day of St. John’s employment, but not before January 1, 2004, are eligible for reimbursement in accordance with this policy.
Employees can request adoption information, research and referral services from More to Life™, the University’s Employee Assistance Program, which also provides guidance and support for emotional, stress, and family issues that employees and their families may experience during the adoption process.
Up to 12 weeks of job-protected and benefit-protected leave is provided in accordance with the University’s policy on Family and Medical Leave. Employees may choose to use accrued vacation time; such paid time would run concurrently with the 12 weeks of family and medical leave.
Reimbursements are made once the adoption is final and the child has been placed in the employee’s home. Applications for reimbursement must be made within six (6) months following the placement. Employees seeking reimbursement must complete a reimbursement form and submit it to the HR Benefits Office with applicable documents and invoices subject to verification at the sole discretion of St. John’s University.
The IRS provides for a tax credit and exclusion to offset the expenses of adopting a child. Please refer to the IRS Instructions for form 8839 Qualified Adoption Expenses for information, requirement and tax treatment. The instructions, tax form and related articles can be accessed on the IRS website.
For more policy information and definitions, refer to the Human Resources Policy Manual, policy #625 or contact the Employee Benefits Office at 718-990-2363.
If you are a regular full-time administrator or staff employee (upon completion of the new-hire Orientation Period) the computer loan program may be able to assist you to purchase a computer for your personal use. St. John’s will finance the purchase of computer equipment (hardware and software) according to the following guidelines:
- The purchase of the computer must be arranged through the University’s Purchasing Department. The University will not reimburse you if you have already completed a purchase.
- The total amount of computer sale loans outstanding by the University at any time shall not exceed $100,000.
- The minimum amount that you may finance is $500.
- The maximum amount that you may finance is $3,600, including sales tax. If the total cost exceeds $3,600, you will need to reimburse the difference to the University, by personal check, at the time the agreement is signed.
- The maximum term for repayment is 18 months and/or 36 pay periods.
- You will not be charged interest during the repayment of the loan.
- Repayment will occur through written payroll deduction authorization each pay period and made as a post-tax deduction.
- You may only have one computer loan outstanding at any time.
- Should you cease to be employed by the University, the remaining balance of the loan shall be due and payable immediately.
- Contact the Purchasing department at extension 6196 for a list of vendors and their contact information.
- Contact the vendors for quotes.
- Once you have a quote you want to use, call the Payroll Office at extension 6374 with the information. Payroll will write up a contract between you and the University, and set up your payroll deduction schedule.
- The Purchasing department will place the order with the vendor and have the computer delivered to you.
Additional information can be found in the Human Resources Policy Manual, policy #613 Computer Loans.
Travel Accident Insurance
If you are a full-time administrator or staff employee and you travel on University business, you are automatically covered by a travel accident insurance policy, when such travel is in connection with employment at St. John’s. Coverage includes travel on commercial airlines, railroads, buses, and private passenger automobiles. Your normal commute between home and St. John’s does not fall into this category of business travel and is not covered by the policy. For more information, contact the Benefits Office on the Queens campus at extension 2363 or 718-990-2363. You can review the Travel Accident Plan on the Benefits website.
Auto and Homeowner's Insurance
If you are a full-time administrator or staff employee, you are eligible to participate through Liberty Mutual to get quality insurance coverage at special group discount rates for your car, home and other personal property through payroll deductions, direct billing or checking account withdrawal options. To find out more, visit Liberty Mutual for St. John’s on the web or call them directly at (800)225-8281 and provide the St. John’s #111094.
If you are a full-time administrator or staff employee, you are eligible to participate in this group insurance plan. Receive discounts on health coverage for your pet(s) that can help pay treatment costs for pet-related accidents, illnesses and routine medical care. Optional Vaccination and Routine Care Coverage are also available.
Coverage is portable, and participants may use any licensed veterinarian anywhere in the United States. Even if you leave St. John’s, you can keep your pet policy at the same group rate. To find out about premiums, plan types, exclusions and to enroll, visit the VPI website or phone 1(800) USA-PETS, (1(800) 872-7387).
If you are a full-time administrator or staff employee, you are eligible to participate in the UltimateAdvisor legal assistance plan administered by ARAG Legal Plans. This is a legal services plan that provides legal representation for employees, spouse and dependents for important, everyday legal services and/or unexpected legal matters. The UltimateAdvisor program includes a nationwide network of more than 9,000 participating Plan Attorneys. If you stay within the network, qualifying legal services are fully covered, with no additional attorney fees. (Third-party costs such as filing fees or court costs are not covered by the plan.) Participants also have the option to select out-of-network attorneys, for which services are reimbursed according to a set fee schedule.
Additional information on ARAG is available by visiting the ARAG Legal Plans website (use password 17846stu), or by calling the ARAG Legal Plans’ Client Service Center at 1(800) 247-4184.
Qualified Transportation Expense
If you are a full-time administrator or staff employee, you are eligible to participate in the QTE plan and pay for your mass transit workplace commute by setting aside pre-tax dollars from your paycheck into a separate QTE account. The benefit of paying for qualifying expenses with pre-tax dollars is that it reduces your taxable income. Qualified Mass Transit Expenses include expenses incurred for traveling in a commuter highway vehicle (i.e., van pool) and on mass transit vehicles (i.e., bus, train, subway or ferry) between your home and work. You can stop and resume deductions under the QTE Plan at any time, and the excess balance in a QTE account carries over from month to month.
To enroll, contact the Employee Benefits office at 718-990-2363 or extension 2363 on campus.
St. John’s makes contributions to Social Security that equal the contributions you make through payment of Social Security (F.I.C.A.) taxes. Social Security (F.I.C.A.) taxes are automatically deducted from your paychecks beginning with your first day of employment with the University. Contact the Payroll Office at extension 5953 or 718-990-5953 for information on the F.I.C.A. tax rate, or check the Frequently Asked Questions (FAQs) on the Human Resources web site.
If You Have a Work-Related Injury or Illness
If you are a staff employee, you are automatically covered by worker’s compensation insurance at no cost to you. Worker’s compensation provides weekly cash benefits and/or medical care for employees who are injured or become ill as a direct result of their job.
If you are a staff employee and you are injured or become ill as a direct result of your job, follow these procedures:
- Notify your supervisor immediately. In the case of emergency, you can obtain treatment from any emergency facility (see the partial list of hospitals for each campus below).
- Report the injury or illness to the Department of Public Safety, where an officer will complete the necessary paperwork and forward it to the Employee Benefits Office for processing.
- The Benefits Office will be notified of your injury or illness and will contact you to follow-up.
You can obtain a booklet from the Employee Benefits Office that explains worker’s compensation benefits and outlines claims procedures.
If you are a full-time administrator and you become disabled as a result of injury or illness related to employment, you would follow normal health insurance channels to obtain medical care and use sick time allowance to continue your wages.
You are covered at no cost by unemployment insurance, which provides compensation to qualified workers during involuntary periods of unemployment. Eligibility, waiting periods, rates of compensation, and the duration of compensation payments are fixed by the New York State Unemployment Insurance Law. In general, you would be disqualified for benefits if you quit voluntarily, are discharged for cause, unjustly refuse suitable work, are receiving worker’s compensation or Social Security, are involved in a labor dispute, or commit fraud.
Benefits When You Retire
If you are a full-time administrator or staff employee who meets the eligibility requirements for retirement from the University, you may be eligible for benefits in retirement. If you have questions about retirement or the benefits listed below, call the Benefits Office at extension 2363 on the Queens campus or 718-990-2363.
Determining Retirement Eligibility
To qualify for benefits in retirement, you must meet all of the following eligibility criteria:
- You must be at least 55 years of age, and
- You must have at least 10 years of full-time service with St. John’s, and
- Your age and years of full-time service combined must equal 75 years or more.
Examples of qualifying combinations include: age 55 with 20 years of service; age 60 with 15 years of service; age 65 with 10 years of service, etc.
Health Insurance Benefits
If you qualify you, your spouse and/or eligible dependents would be eligible to continue to participate in the University’s medical and dental plans by paying the full cost of coverage.
Life Insurance Benefits
If you qualify you would be eligible to continue group life insurance coverage in the amount of $10,000 by paying the premiums. You would be able to continue this benefit for the rest of your life.
Tuition Remission Benefits
If you meet the University’s criteria for retirement, you would be eligible for tuition remission benefits for one undergraduate degree (Associate or Baccalaureate) and one graduate degree (Master’s, Professional Diploma/Advanced Professional Certificate/first professional degree, or Doctorate) according to the guidelines provided in the applicable Tuition Remission policy. A qualifying retiree who, during his/her period of active employment, had already received benefits at every degree level offered by the St. John’s tuition remission policy, would be considered “maxed out” and not eligible for any additional tuition benefits during retirement.
The spouse and each child of a Qualifying Retiree are entitled to tuition benefits for one undergraduate degree and one graduate degree according to the guidelines and conditions of the applicable Tuition Remission policy. A child/spouse, who during the Qualifying Retiree’s active employment had already received benefits at every degree level offered by the St. John’s tuition remission policy, would be considered “maxed out” and not eligible for any additional tuition benefits during the Qualifying Retiree’s retirement. The spouse and qualifying children or eligible designee of a Qualifying Retiree who dies continue to be eligible for tuition remission on the same basis as before the retiree’s death. (Refer to the Human Resources Policy Manual and refer to policy series #608 for Tuition Remission.)
If you retire in accordance with the University’s retirement criteria, but do not meet the federal retirement or distribution rules, you would have the same options upon termination of employment as any other terminating employee. That is, you may leave the money in your current account, rollover the money in your account into an IRA or another qualified plan, or make a cash withdrawal. Early cash withdrawals are subject to certain taxes and penalties. You should consult the plan documents available in the Benefits Office and online for specific information regarding federal age and distribution requirements and applicable rules and benefits.
Benefits for Survivors
Medical and Dental Benefits
The surviving spouse and/or eligible dependents can continue to participate in the University’s group medical and dental plans in accordance with COBRA regulations. Contact the Employee Benefits Office for specific information, such as rates and duration of coverage. In the event of the death of an active employee, the University will continue that employee’s existing medical coverage through the end of the month that follows the month in which the death occurred.
The proceeds of the deceased employee’s life insurance policy (and any supplemental life insurance policy) go to the designated beneficiary(ies) in accordance with the terms of the applicable policy.
Any accumulated amounts in the deceased employee’s retirement plan go to the designated beneficiary(ies) in accordance with the terms of the applicable policy.
Travel Accident Insurance
The proceeds of the policy go to the beneficiary if the covered employee’s death occurred while he or she was traveling on University business.
A Social Security death benefit, in the form of a lump sum payment, may be issued to an eligible surviving spouse or children. Contact the Social Security Administration for specific information on this benefit.
The spouse and qualifying children or eligible designee of an administrator or staff employee who has completed ten years of full-time employment and who dies while actively employed full-time by the University are entitled to tuition benefits for one undergraduate degree (Associate’s or Bachelor’s) and one graduate degree (Master’s, Professional Diploma/Advanced Professional Certificate/first professional degree, or Doctorate) in accordance with the guidelines and conditions of the applicable tuition remission policy.
The spouse and qualifying children of an administrator or staff employee who has less than 10 years of full-time employment and who dies while in active employment or on LTD status is eligible to complete the degree in progress that the child/spouse was enrolled in and pursuing under tuition remission benefits at the time of the employee’s death in accordance with the guidelines and conditions of the applicable tuition remission policy.
The spouse and qualifying children or eligible designee of a qualifying retiree who dies continue to be eligible for tuition remission on the same basis as before the retiree’s death.
One-time Payment to Spouse/Family
In the event of the death of an active full-time or part-time staff or administrator, or full-time faculty member, the University will issue a one-time payment of one month’s base salary to the surviving spouse/family so that loved ones will have immediate funds available to assist with funeral and related expenses.
- Professional Conduct
- Conflict of Interest
- Computer and Information Security
- Social Networking
- Your Personnel File
- When You Have a Complaint
- When Corrective Action Is Needed
- Notice of Non-Discrimination
- Policy Against Discrimination and Harassment and Related Complaint Procedures
- What You Should Know About Violence in the Workplace
- What You Should Know About Hate Crimes
- What You Should Know About Sexual Misconduct
- Sexual Abuse of Minors
- Accommodation of Nursing Mothers
- Animals on University Property
- Statement on a Drug-Free Workplace
- Drug and Alcohol Policy
- Demonstrations on Campus
- Your Right to Free Speech and Expression
- HIPAA Complaint Procedures
- Email Retention
- Security Policy for University Events
- Whistleblower Policy
- Minors on Campus
- The Importance of Fire Safety
- Vehicle and Parking Regulations
- Reporting a Crime
- Reporting Student Crisis Situations
- Advisory Committee on Campus Security
- Emergency Evacuation Volunteer (EEV) Program
- Emergency Text and Voicemail System
- When the School Must Close Due to Emergency
- Pregnant Workers Fairness
As a member of the St. John's University community, you assume an obligation to act in a manner conducive to the maintenance of good order and respect for the rights and property of others. Your conduct is expected to be consistent with the University's Core Values and compatible with the goals and purposes of an educational institution established in the Vincentian tradition.
As a representative of St. John's, the University expects you to exhibit professionalism on the job and in your contact with others. Professional conduct can range from the manner in which you answer the telephone or address a visitor to the integrity and honesty with which you perform your work. University policies that relate to your professional conduct can be found throughout this handbook.
If your conduct violates University policy, you may be subject to corrective action. (For more on corrective action, see "When Corrective Action Is Needed" later in this section, or policy #702 in the Human Resources Policy Manual.)
Use of University Property and Resources
You are allowed to use St. John's property and resources (i.e.: facilities, equipment, supplies, technology, the University's name, stationery, etc.) only in the course of conducting University business. Use of the St. John's name, stationery, or postage for personal purposes, including activities such as private business ventures, endorsement of political candidates, and organization of social or charitable events, may violate both criminal and civil laws and could result in legal action.
You are not allowed to duplicate any University keys that you have and you must return keys to the University, along with any other University property that you possess, when you terminate employment.
If you experience a problem with any University equipment, you should immediately report the problem to a supervisor. Information Technology policies such as Computer and Information Security are addressed below and can be found in the Human Resources Policy Manual, Section 900.
Office telephones are an important means of conducting University business. Personal calls can interfere with important business calls and should be made only in an emergency. Urgent personal calls should be kept as brief as possible.
Telephone manner is a vital part of the University's public relations. The impression that you make on a caller is often the only impression the caller will have of both you and the University. The quality and tone of voice you use project the attitude with which you approach your job. If you have any questions about the specific manner in which to answer calls, please check with your supervisor.
You should practice the following courtesies:
- Answer phones promptly
- Identify yourself
- Quickly notify the person being called, if other than you
- Be attentive and obtain complete and accurate information
- Explain any delays, transfer calls competently, and end calls pleasantly
You should make every effort to assist callers in the most efficient and polite manner possible. It is also expected that you display professionalism and courtesy when you make calls and leave messages in voicemail.
Every St. John's employee is a vital part of the operation of the University and any absence necessitates a temporary adjustment of work schedules. You are required to notify your supervisor directly, and on a daily basis, if you will be late or are unable to work. If you cannot call your supervisor, someone else must notify your supervisor on your behalf. In the event of such an unscheduled absence or lateness, you should contact your supervisor as early as possible, but not later than 30 minutes after your scheduled start time. Some departments, such as those that provide services outside of normal office hours, may require earlier notification from their employees. Employees should become familiar with the attendance procedures for their department.
Frequent absences and lateness impair the value of your service and could result in discharge. Failure to contact your supervisor regarding your inability to report to work will be considered an unexcused absence, which may warrant corrective action.
As an employee, you represent the University. In order to maintain a positive and professional image and in consideration of others, all employees should dress in appropriate professional attire. If you have a question about what constitutes professional attire, you should seek the advice of your supervisor.
Additional information can be found in the Human Resources Policy Manual, policy #801 Professional Conduct.
For reasons of privacy and ethics, you are responsible to observe a high level of confidentiality in all matters relating to the University, its employees and students. Whenever you have a doubt about whether confidentiality is necessary in a particular situation, it is always better to maintain confidentiality. Breaches of confidentiality can result in disciplinary action, up to and including termination of employment.
See policy #706 Confidentiality. For guidelines relating to the confidentiality of student education records under the "Buckley Amendment," refer to "Student Files: Family Educational Rights and Privacy Act" in the Student Handbook available online, or contact the Office of Student Life on your campus. For information regarding the confidentiality of non-public student financial information, pursuant to the federal statute known as the Gramm-Leach-Bliley Act, contact the Office of General Counsel.
Conflict of Interest
The University expects you to perform your work duties in a manner that is consistent with the University's Mission and is professional and free of any actual or apparent conflict of interest. Employees must refrain from any act and avoid any situation that may create an actual or apparent conflict between self-interest and the University's interest. Each employee should be free from any conflicting interest or influence that would make it difficult to render to the University his or her best efforts and undivided loyalty and attention. Employees are required to disclose to the University in writing any actual, potential or apparent conflict of interest as soon as they become aware of the possibility of a conflict of interest.
Transactions with outside firms must be conducted in a professional manner. An actual or potential conflict of interest occurs when employees or their family members have a material financial interest or personal interest in the transaction or in an entity that proposes to do business or does business with the University. Employees must also avoid situations that may create an actual, potential or apparent conflict of interest between an employee and a member of the Board of Trustees. This includes business relationships, loans, gifts or other financial transactions involving a Trustee and an employee or a member of the employee’s family. Any approval or resolution of a conflict situation must be in writing with a copy provided to the Office of General Counsel.
The full text of the University's Conflict of Interest policy provides guidance on expectations for employee conduct in these sensitive matters. Because no statement can address every situation, if you have questions concerning your obligation to the University, or whether a circumstance may create an actual, potential or apparent conflict of interest, you should seek the advice of your supervisor, or contact the University's General Counsel for specific guidance.
Employees are prohibited from giving or receiving any gift that creates an actual, potential or apparent conflict of interest regardless of materiality. Generally, employees and their family members are prohibited from accepting gifts or entertainment from persons or organizations doing business or seeking to do business with the University. When it is difficult or contrary to good public relations to refuse certain gifts or entertainment, they must be accepted only if they meet the standards described in section 3 of the policy. This section addresses the following circumstances: Vendor gifts/entertainment; Employee gifts; Gifts among employees; and Gifts to Non-employees.
Gifts to employees paid for by the University are generally not permitted. University departments, however, are permitted to provide a gift on behalf of the University for sympathy expressions for illness or death of an employee or an employee's immediate family member. Memorial gifts made on behalf of the University may include flowers or a donation to a charitable organization. A recommended limit for this type of gift is $100.00. All such gifts must be approved by a Vice President or Dean level administrator. Gifts for life events such as weddings, engagements, birth of child, holidays, and birthday may not be paid for with University funds.
Cash, checks, gift cards, and gift certificates are prohibited as gifts to employees. Employees should consult with the Human Resources department if there is a situation where a department wishes to provide a nominal gift certificate or gift card as part of a program or in connection with an event. Gifts in recognition of employee work-related achievement or years of service are only allowable as provided through official recognition programs authorized by the Human Resources department. Employees are permitted to use personal funds to provide a gift to a fellow employee for life events; however, if a gift exceeds $250.00 the employee must disclose it to his/her supervisor in writing with a copy to the Office of General Counsel.
Additional information can be found in the complete Conflict of Interest policy located in the Human Resources Policy Manual.
Computer and Information Security
These policies apply to all members of the University Community who use the University's computing resources or use any device containing University data, including faculty, administrators, staff, student workers, students, alumni, interns and other authorized users. The Department of Information Technology is the business unit that operates and manages computing resources at the University, and it is the Chief Information Officer or designee who is responsible for implementing these policies.
St. John's University provides an array of computing resources to support the instructional, research and administrative functions of the University, including computing equipment, laptop computers distributed pursuant to the University's Academic Computing Initiative, networks (via wireless and wired access), Internet access, computers, terminals, communications networks, printers, software, data files and other related computing equipment and devices ("Computing Resources"). Agreement and adherence to computer and information security policies are a mandatory prerequisite to use of the Computing Resources, and your use of Computing Resources constitutes your agreement to be bound by these policies. The University's Computer and Information Security policies include the following:
- Data Classification Policy
- Access Control Policy
- Virus Prevention Policy
- System Security Policy
- Acceptable Use Policy
You are responsible for understanding your responsibilities as a user of the University's Computing Resources as set forth in these policies, including Acceptable Uses and Prohibited Uses. You should also be aware that the University reserves the right to access data files, information files and messages stored in user accounts, including email, text messages or other electronic communications on University supplied devices; therefore, users do not have a legitimate expectation of privacy with regard to these files or communications.
Additional information can be found in the Human Resources Policy Manual, policy #901 Computer and Information Security
The University policy on social networking serves to establish University standards and expectations for the professional use of social media. The University maintains an active presence on many social media platforms, such as Facebook, Twitter, MySpace, LinkedIn, YouTube and Eye of the Storm. Social networks may be used to communicate with prospective and current students and alumni, and build community by connecting with others who share common interests and goals. While it is understood that individuals may use social networks for personal reasons, this policy is intended to address the professional use of these media platforms by members of the St. John's University community. Administrators and staff should create distinct personal and professional profiles if they decide to join departmental groups that have STJ student members.
While the University does not actively monitor social networks, as with other electronic resources, University systems and administrators may perform activities necessary to ensure the integrity, functionality and security of the University's computers, networks and information systems. The University reserves the right to access and review activity. Additionally, in response to concerns, complaints or information provided by individuals or authorities, the University may look up profiles on social networking sites and may use the information in informal or formal proceedings. Any behavior, including that conducted in an online environment, which is found to be contrary to University policy or the Code of Conduct, will be investigated and handled according to the appropriate process.
Suspicious or threatening online activity involving any member of the St. John's University community should be reported immediately to the Department of Public Safety at 718-990-5252 or to the Vice President for Information Technology at 718-990-5800.
If you are a site administrator of a social network maintained for University purposes, refer to the "Policy Standards and Expectations" section of the Social Networking policy for applicable requirements and guidelines.
Additional information can be found in the Human Resources Policy Manual, policy #908 Social Networking.
Your Personnel File
The Office of Human Resources maintains your official employment file. The contents of personnel files are considered to be confidential and are the exclusive property of the University. As such, access to personnel records is restricted to protect employee privacy.
Employees may review the contents of their personnel file by making a written request to HR Services. Upon receiving a request, an HR Services representative will schedule an appointment for the employee to review his or her file in the Human Resources office. Employees may not remove any contents of their file, nor is St. John's obligated to provide copies of file contents to employees. Employees who have separated from the University will not be permitted to review their personnel file.
Other employees of the University may have access to your personnel file only on a need-to-know basis. Requests for personnel records information from outside the University are granted only in the following cases: 1) for federal, state, or local law enforcement agencies, or as mandated by law; 2) to protect the legal interests of the University; and 3) where the information is considered public information (e.g., name, position title, verification of employment, etc.).
Additional information can be found in the Human Resources Policy Manual, policy #122 Personal Records.
When You Have a Complaint
When you have a complaint related to your employment at St. John's, it is important that you address the complaint in an appropriate manner so that a satisfactory resolution can be achieved. Below are procedures for your use in resolving work-related complaints. Employees who use these complaint resolution guidelines shall be protected from retaliation.
In the case of a complaint of discrimination, discrimination-related harassment or sexual harassment, you are directed to use the complaint procedures provided in the University's Policy Against Discrimination, Discrimination-Related Harassment and Sexual Harassment (Policy #704 in the Human Resources Policy Manual).
If you have an issue relating to a verbal or written warning or performance plan, you should discuss the problem with your supervisor. (See the topic “When Corrective Action is Needed” also in this section.) If the issue is not resolved, you should seek guidance from HR Services. Should you continue to feel that corrective action has been unduly applied, you may pursue resolution through the Complaint Resolution mechanism described here.
In general, the following procedures for addressing work-related complaints should be used progressively, but you may at any time address your concern with any of the persons or offices listed below:
- You should first attempt to resolve the complaint informally with your supervisor.
- If your supervisor does not resolve the complaint or you feel your supervisor is not the appropriate person to handle the complaint (such as if the complaint is against your supervisor), you can request a meeting with your supervisor's manager to address the issue(s).
- If you feel that your supervisor's manager has not resolved the complaint, you can contact Human Resources Services and request a meeting. Depending on the nature of the complaint, Human Resources Services may refer your complaint to the Employee Relations and Compliance Office.
- If you still feel that the complaint has not been resolved, you may request a review and final determination by the Employee Relations and Compliance Officer or the Executive Director of Human Resources.
Additional information can be found in the Human Resources Policy Manual, policy #701 Complaint Resolution, and policy #704 for Complaints of Discrimination and Harassment.
When Corrective Action Is Needed
Your performance and behavior on the job are very important to your supervisor and to the University. The effects of your performance and behavior at work can have positive or negative impact on the people you work with, your workplace, and on the reputation of St. John's. Corrective action is the term used by the University to refer to its flexible approach to addressing and resolving employee performance and behavior problems.
The University believes that disciplinary measures should be corrective and progressive in nature; however, serious misconduct, work performance problems, or violations of laws and/or university policies and procedures may warrant immediate and severe discipline, including termination of employment.
During the three-month Orientation Period, progressive discipline does not apply. Supervisors evaluate newly hired employees at the end of three months to determine whether or not employment will be continued. For more on the Orientation Period, you can refer to New Hire Information in the ABOUT YOUR EMPLOYMENT section in this handbook. Successful completion of the Orientation Period does not guarantee your continued employment for any particular length of time (see Employment at Will).
If you have an issue relating to a verbal or written warning or performance plan, you should discuss the problem with your supervisor. If the issue is not resolved, you should seek guidance from HR Services. Should you continue to feel that corrective action has been unduly applied, you may pursue resolution through the University's Complaint Resolution mechanism (see When You Have a Complaint).
Corrective Action Measures
Ongoing performance feedback, counseling and training should be part of your supervisor's daily approach to managing employees. Using informal remedial actions such as these help supervisors to identify performance and/or behavior issues when they begin. Trained Human Resources professionals provide supervisors with guidance and assistance in counseling and corrective action, as well as offer workshops on the subject.
There are times when more formal measures of corrective action become necessary. In such cases, the University has guidelines for corrective action measures that include verbal warnings, written warnings, shift changes and suspension. Continuing or severe performance problems or serious misconduct may result in termination of employment. Reasons for discharging an employee may include, but are not limited to, misconduct, unsatisfactory work performance, absenteeism, insubordination, violations of University policy or rules, dishonesty, illegal acts, conflict of interest, or any act deemed inconsistent with the University's Mission.
Although they are intended to be progressive in nature, the appropriate measures for addressing problems always depend on the behavior or performance problem in question. Oral and written warnings may be repeated as appropriate under the circumstances. Regardless of which form of corrective action is being used, the following should be clearly communicated and understood by both the employee and the supervisor:
- That a behavior or performance problem exists, and what the specific nature of the problem is
- Necessary steps to correct the problem and clear expectations for satisfactory improvement
- The consequences of non-compliance with the steps or improvement plan indicated
Suspension, with or without pay, may be used when the actions of an employee are being investigated. The employee is placed on suspension while the investigation is conducted. The outcome of the investigation determines whether the employee is reinstated (either with or without further disciplinary action) or is discharged. Suspension may also be an option for disciplinary action when an employee has committed a serious infraction.
The University retains the right to terminate your employment at will, with or without cause or reason and with or without notice. For the University's Employment at Will statement, refer to the ABOUT YOUR EMPLOYMENT section in this handbook.
Additional information can be found in the Human Resources Policy Manual, policy #702 Corrective Action, and policy #101 Employment at Will.
Notice of Non-Discrimination
St. John’s University does not discriminate on the basis of race, color, national or ethnic origin, sex (including sexual harassment and sexual violence), sexual orientation, disability, religion, age, status in the uniformed services of the United States (including veteran status), marital status, status as a victim of domestic violence, citizenship status, genetic predisposition or carrier status in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990 and the Amendments Act, Section 504 of the Rehabilitation Act of 1973, Title VI or Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies.
The following person has been designated to handle student inquiries regarding the Americans with Disabilities Act and the Amendments Act, the Rehabilitation Act, and related statutes and regulations: Dorothy Schmitt, Associate Director of the Counseling Center, Marillac Hall, Room 130, 8000 Utopia Parkway, Queens, NY 11439, 718-990-1482.
The following person has been designated to handle inquiries regarding the non-discrimination policies and to serve as the Title IX coordinator for purposes of overall campus compliance: Yael Wepman, Director of Employee Relations and Compliance, 8000 Utopia Parkway, Queens, NY 11439, firstname.lastname@example.org 718-990-2660.
The following person has been designated deputy Title IX coordinator for Athletics: Kathleen F. Meehan, Associate Vice President for Athletics/Senior Women’s Associate, 8000 Utopia Parkway, Queens, NY 11439, email@example.com; 718-990-6173.
The following person has been designated deputy Title IX coordinator for the Office of Student Life: Jackie Lochrie, Associate Dean for Student Services, 8000 Utopia Parkway, Queens, NY 11439, firstname.lastname@example.org; 718-990-6568.
Inquiries concerning the application of anti-discrimination laws may be referred to the Title IX coordinators or to the Office for Civil Rights, United States Department of Education. For further information on notice of nondiscrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the U.S. Department of Education office that serves your area, or call 1(800) 421-3481.
Policy Against Discrimination and Harassment and Related Complaint Procedures
All members of the University Community may use this procedure. For the purpose of this policy, the University Community includes, but is not limited to, all faculty, administrators, staff (including student workers), students, alumni, interns, members of the Board of Trustees, and members of University-sponsored advisory committees. Visitors to the University, vendors and service-providers also may be subject to this policy.
Consistent with the University's mission as a Catholic, Vincentian, and metropolitan institution of higher education, the University abides by all applicable federal, state and local laws that prohibit discrimination (as defined below) in any educational or employment program, policy, or practice of St. John's University, New York. In accordance with these laws, the University also prohibits retaliation against anyone who has complained about discrimination or discrimination-related harassment, or otherwise exercised rights guaranteed by these laws. All University policies, practices, and procedures are administered in a manner that preserves its rights and identity as a Catholic and Vincentian institution of higher education. All members of the University Community have an obligation to cooperate in the application of this policy and the investigation of complaints of violations to this policy.
Definitions of Prohibited Discrimination and Harassment
This includes employment and educational decisions made on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual harassment and sexual violence), sexual orientation, marital status, citizenship status, disability, genetic information, status as a victim of domestic violence or status in the uniformed services of the United States (including veteran status).
Verbal or physical conduct that creates an unwelcoming and hostile environment for people because of their personal characteristics that are protected by law.
Sexual harassment is a form of discrimination and violates the law. It includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, such as sexual assault or acts of sexual violence when: 1) submission to such conduct is made either explicitly or implicitly a condition of an individual’s employment or education; 2) submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions affecting that individual; 3) conduct has the purpose or effect of substantially interfering with an individual’s academic or professional performance by creating an intimidating, hostile or offensive employment, education, or living environment; 4) such conduct has the purpose or effect, when judged from the perspective of a reasonable person in the position of the complaining individual, of creating an intimidating, hostile or offensive environment for working, learning, or enjoying other University opportunities, programs and activities. This definition of sexual harassment will be interpreted and applied consistently with current legal standards, as well as accepted standards of mature behavior, professional responsibilities, academic freedom and freedom of expression.
Examples of Discrimination-related and Sexual Harassment:
Each member of the University community must exercise his or her own good judgment to avoid engaging in conduct that may be perceived by others as harassment. Subjecting employees or students to harassment by a visitor to campus or while off-campus in the course of conducting University business is also prohibited by this policy. Forms of discrimination-related and sexual harassment include, but are not limited to:
|Verbal||Repeated sexual innuendoes, racial or sexual epithets, derogatory slurs, off-color jokes, propositions, threats or suggestive or insulting sounds, phone calls|
|Visual/Non-Verbal||Derogatory posters, cartoons, or drawings; suggestive objects or pictures; graphic commentaries; leering; obscene gestures or exhibitionism; transmission of such offensive material through the mail or using any electronic communication medium (e.g. text messages, email, a social networking service or the Internet)|
|Physical||Unwanted physical contact, including touching, patting, pinching, hugging, brushing against another's body, or interference with an individual’s normal physical movements, attempted sexual assault, sexual assault|
Examples of Discrimination using Terms and Conditions of Employment or Education:
1) Making or threatening to make reprisals as a result of a negative response to harassment by making explicit or implied suggestions that submission to or rejection of sexual advances will affect decisions regarding an individual's terms or conditions of employment or education.
2) Making employment or educational decisions affecting an individual on the basis of personal characteristics that are protected by law.
Employment terms and conditions can include hiring, job classification, work assignments or status, salary or other compensation, promotion or transfer, discipline, discharge, layoff, leaves of absence, job training, benefits or other terms or conditions affecting one’s employment.
Educational terms and conditions can include academic standing, grades, participation in programs or activities, athletic opportunities, receipt of financial aid, grants, leaves of absence or other terms or conditions affecting one’s education.
Relationships between individuals in inherently unequal positions may undermine the real or perceived integrity of the supervision and evaluation process, as well as affect the trust inherent in the educational environment. It is the policy of St. John’s University that respect for the individual in the University community requires that amorous or sexual relationships not be conducted by persons in unequal positions.
The University considers it inappropriate for any member of the faculty, administration, or staff to establish an intimate relationship with a student, subordinate, or colleague upon whose academic or work performance he or she will be required to make professional judgments. In the event that a romantic relationship predates a manager/subordinate reporting relationship or develops among employees who may have an actual or perceived unequal relationship in the organization, it is the obligation of both parties to disclose to the Office of Human Resources the nature of that relationship so that any potential or perceived conflicts of interest can be addressed and the reporting relationship changed to ensure that there is no direct or indirect oversight of work performance.
The University considers it a violation of this policy for any member of the faculty, administration, or staff to offer or request sexual favors, make sexual advances, or engage in sexual conduct, consensual or otherwise, with a person who is:
- Enrolled in a class taught by the faculty member or administrator
- Receiving academic advising or mentoring from the faculty member or administrator
- Working for the faculty member, administrator or staff
- Subject to any form of evaluation by the faculty member, administrator or staff.
Please note that the list above is not exhaustive and other situations of fraternization may also result in a violation of this policy. In all such circumstances, consent may not be considered a defense against a charge of sexual harassment in any proceeding conducted under this policy. The determination of what constitutes sexual harassment depends on the specific facts and the context within which the conduct occurs.
Teaching and research fellows, doctoral and graduate assistants, tutors, interns, and any other students who perform work-related functions for the University are also subject to this policy.
Additionally, any employee who becomes aware of a relationship that is or may be prohibited by this policy should report such relationship to the Human Resources Compliance Officer.
Any member of the University community who believes that he or she has experienced prohibited discrimination or discrimination-related harassment or sexual harassment in employment or in the context of academic pursuits should use the Complaint Procedure described below for the prompt and equitable resolution of complaints. Retaliation against anyone who makes a complaint or participates in the complaint process is prohibited. Those who wish to file a complaint may do so using either the Informal or the Formal Complaint Procedures. Similarly, any member of the University community who becomes aware of potentially discriminatory or harassing conduct directed at another member of the University community should report such conduct to any of the administrative officials listed below or to the HR Compliance Officer.
Complainant— The person making the complaint.
Respondent—The person against whom a complaint is being made.
A. Coverage and Reporting
1. All members of the University Community may use this procedure. For the purpose of this policy, the University Community includes, but is not limited to, all faculty, administrators, staff (including student workers), students, alumni, interns, members of the Board of Trustees, and members of University-sponsored advisory committees. Visitors to the University, vendors and service-providers also may be covered by this policy.
2. Any member of the University community who believes he or she has experienced prohibited discrimination, discrimination-related harassment or sexual harassment in employment or in the context of academic pursuits should promptly report the matter to the administrative official most directly concerned. Administrative officials who are notified of a complaint must inform the Human Resources Compliance Officer to ensure a coordinated investigation and response. The Office of Human Resources will direct all related investigations and consult with the Office of General Counsel as appropriate. The administrative officials to whom complaints should be reported include, but are not limited to:
|Staff||Immediate Supervisor, Department Head, Dean of the Respondent, Member of HR Services|
|Faculty||Department Chair or Dean of the School/College of the Respondent|
|Students||Immediate Supervisor, Department Chair, Supervisor or Dean of the Respondent, Dean of Student Life, HR Student Employment Supervisor|
|Administrators||Immediate Supervisor, Department Head, Member of HR Services|
Individuals may also report a complaint directly to the Human Resources Compliance Officer. The HR Compliance Officer located in the University Center on the Queens campus, and may be reached at 718-990-1488 or EmployeeRelations@stjohns.edu. The HR Compliance Officer also serves as the University’s Title IX Coordinator for gender equity matters.
Any faculty member who is accused of discrimination that could constitute a violation of this Policy will be advised that he/she may have a union representative accompany the faculty member to any interviews in connection with the subject matter of the complaint in accordance with the procedures outlined in the Collective Bargaining Agreement.
B. Confidentiality and Non-Retaliation
Cases involving discrimination and/or discrimination-related harassment or sexual harassment are particularly sensitive and demand special attention to issues of confidentiality. Dissemination of information relating to the case should be limited to individuals who have a legitimate need to know or who have information.
Every effort should be made to protect members of the University Community so that they may use the discrimination and harassment complaint procedures without fear of reprisal or retaliatory action. Retaliation against anyone who makes a complaint or participates in the complaint process or has engaged in any other protected activity is prohibited. Prohibited retaliation may include taking adverse action or treatment that leads to a negative impact on an individual’s employment or educational experience.
C. Informal Complaint Procedure
The informal procedure, which does not require a written complaint, is the most commonly used procedure to address complaints of discrimination, discrimination-related and sexual harassment. Though referred to as informal, this procedure and its outcome are official.
During the initial phase of the informal complaint procedure, the Complainant may meet with the appropriate administrative officials designated in section A.2, above, or with the HR Compliance Officer directly in order to describe the complaint verbally. While a written outline of the complaint is not required at this stage, such a written outline or any other written materials related to the complaint will be reviewed if made available. The administrative official will forward the matter to the HR Compliance Officer to investigate the complaint. This investigation may include, but is not limited to, meetings with the Complainant, the Respondent, and any other appropriate campus administrators, faculty members, members of the non-academic staff and/or students who may have knowledge of the situation. An attempt to resolve the complaint with the Complainant and the Respondent will follow. Resolutions developed at the local level that involve disciplinary action against the Respondent must be reviewed by the HR Compliance Officer prior to implementation.
D. Formal Complaint Procedure—Reporting
1. The formal complaint procedures may be used instead of the informal procedure for the processing of a complaint. A formal written complaint may be filed with the HR Compliance Officer of St. John’s University.
2. Except as noted in G.1 of this document, in general a formal complaint should be filed by the Complainant within sixty (60) calendar days following the alleged discriminatory act(s) or the date on which the Complainant first knew of such alleged act(s).
3. The written complaint statement must include the following:
a. The Complainant’s name, campus location, and status within the University Community, including title, department, and school or college, as appropriate.
b. The basis of the alleged act(s) of discrimination or harassment (hereinafter called the “alleged act”); that is, race, religion, color, national or ethnic origin, age, sex, sexual orientation, marital status, citizenship status, disability, genetic predisposition or carrier status, status in the uniformed services of the United States (including veteran status) or retaliation.
c. A brief description of the alleged act(s) and the Complainant’s reason for concluding that it was discriminatory or harassing.
d. The name and position in the University Community held by the Respondent.
e. Copies of materials or names of witnesses, if any, which may be relevant to the investigation of the complaint.
f. A statement indicating whether or not the Complainant has initiated a court action or filed a charge of harassment or a complaint of discrimination concerning the alleged act(s) with a local, state, or federal agency.
g. The date(s) on which the alleged act(s) were committed.
h. The date on which the Complainant first knew of the alleged act(s).
i. A statement indicating the remedy sought by the Complainant.
j. The signature of the Complainant.
4. At any stage of these procedures, the HR Compliance Officer may designate an individual(s) to serve as a co-investigator or in the place and stead of the HR Compliance Officer.
E. Formal Complaint Procedure—Processing
1. As soon as possible, but within fourteen (14) calendar days after receipt of the written complaint, the HR Compliance Officer of the University shall review the materials which comprise the written complaint, and may either commence investigation of the complaint personally, or appoint a designee or designees to investigate or co-investigate the complaint. Such an investigation may include initial meetings with the Complainant and with the Respondent, a discussion of the available procedures, and a discussion of possible avenues for resolution of the complaint.
2. The HR Compliance Officer shall, as soon as possible, but within sixty (60) calendar days after receipt of the written complaint, make every effort to resolve the complaint.
3. As soon as possible, but within a reasonable time after the end of the information processing described in Sec. E.1 & 2, the HR Compliance Officer shall notify the Complainant in writing of the outcome of the investigation. This final and binding resolution will be non-appealable.
F. Remedial and Disciplinary Action
The HR Compliance Officer (and if appropriate, key supervisory personnel) will communicate as appropriate with the Complainant and the Respondent any resulting remedial action and/or discipline imposed. When the University finds that a violation of this policy has occurred, appropriate and timely disciplinary action will be taken, up to and including separation from the University. The University will follow applicable University procedures including those provided in the Collective Bargaining Agreement and University Statutes, in taking any disciplinary action.
G. Further Provisions on Time Limits
1. The University may, at its discretion, extend any of the time limits imposed in this policy.
2. If the Complainant fails to respond within the time limits provided, upon written notice of such failure, the complaint may be deemed to have been withdrawn.
3. In the event of a question of the timeliness of any complaint, complaint appeal or response, postmarks shall be determinative.
Employment at Will
This complaint procedure is intended to provide for the prompt and equitable resolution of student and employee complaints alleging discrimination and harassment. It is not intended to create, and does not create, an employment contract or a guarantee of continued employment for any employee. Therefore, the University is free to discharge at-will employees at any time for any reason, just as an employee may resign at any time for any reason. Furthermore, the University may amend or rescind any of the provisions of this policy and the complaint procedure from time to time in its sole discretion.
What You Should Know About Violence in the Workplace
St. John’s University has a zero tolerance policy for violence in the workplace. Any form of violent behavior, from the seemingly insignificant to the significant, is inherently destructive to the fabric of our University community and will not be tolerated. As an employee, you have a responsibility to report promptly to your immediate supervisor all threats or incidents of workplace violence, whether they are directed at you or at another member of the University community. Your supervisor, the Public Safety Department and the Office of Human Resources will coordinate an appropriate response.
In crisis situations, or in any case where there is a concern about an immediate threat of violence or if a situation continues to escalate, you should call 911 and the Public Safety Department immediately. On the Queens campus, the Public Safety emergency number is extension 5252; on Staten Island, Public Safety can be reached at extension 4487. On the Manhattan campus, you can reach the security desk at 212-277-5155, and at the Oakdale location, the number for 24-hour security patrol is 718-374-1435.
St. John’s University prohibits threatening or violent behaviors, directed at an individual, group of individuals, class of individuals or relatives of those individuals. The University policy applies to any threats or acts of violence related to the University workplace.
Prohibited behaviors include, but are not limited to:
- Threats or acts of violence made directly or indirectly by words, gestures or symbols
- Threats or acts of violence that are targeted at any specific class of individuals
- Intimidating threats or acts in any manner or form which intimidate, coerce or cause fear of harm
- Other crimes that interrupt departmental productivity or cause fear of harm
- The use of physical force with the intent to commit harm
Violations of the University’s policy on Violence in the Workplace may result in corrective action, up to and including termination of employment.
Prohibition of Weapons on University Property
The University expressly prohibits on University owned or controlled property or at University sponsored functions the possession, display, use, storage or distribution of any weapon to include, but not limited to, any firearm, pistol, revolver, rifle, assault weapon, shotgun, air gun, pellet gun, BB gun, ammunition, explosive, firework, stun gun, switchblade and other automatic knife, and other deadly or dangerous weapons, such as are defined in NY Penal Law Article 265.
This prohibition extends to imitation firearms and other objects that can be construed or used as weapons, and to items that pose a potential hazard to the safety or health of others, unauthorized hazardous materials or chemicals. Any use of gun replicas for educational, filming, or theatrical acting purposes must be cleared through the Department of Public Safety prior to being used for the specified purpose.
Exceptions to this policy include on-duty law enforcement officers who are legally permitted to carry weapons on campus and individuals who have received specific, written authorization from the Vice President of Public Safety. Off-duty law enforcement personnel who are armed on University owned or controlled property or at University sponsored functions are required to check in with Public Safety upon arrival to present proper identification and to secure authorization.
Violations, as well as any potentially dangerous situations, should be immediately reported to the Department of Public Safety at 718-990-5252.
Additional information can be found in the Human Resources Policy Manual, policy #708 Violence in the Workplace.
What You Should Know About Hate Crimes
Our nation was built and thrives on the strength of its diversity and the breadth of its opportunities. At St. John’s we are fortunate and proud to reside in one of our Country’s most diverse states, New York. Our very Mission leads us to embrace the Judeo-Christian ideals of respect for the rights and dignity of every person, and to create an atmosphere in which all may imbibe and embody the spirit of compassionate concern for others. Our Mission and a strong commitment to our Core Values of truth, love, respect, opportunity, excellence and service, support and direct the bias/hate crimes policy of the University.
The University abides by all applicable federal, state, and local laws which prohibit any acts or perceived acts or threats of violence motivated by hate or bias. Members of the University community are obligated to report all crimes to the proper authorities, including those motivated by hate or bias, as soon as possible. The Public Safety Department will classify and record hate and bias crimes pursuant to New York State Penal Law. The Public Safety Department will ensure that such crimes are reported to the police department, and the Vice President for Public Safety will coordinate with the appropriate hate crime units of the police departments that have jurisdiction for our campuses to address any reported incidence of hate or bias.
Definition of a Hate Crime or Bias-Motivated Crime
Hate crime or bias-motivated crime is in whole or in part motivated by the perpetrator’s bias towards a victim’s actual or perceived status with respect to his or her race, religion, ethnicity, national origin, ancestry, gender, sexual orientation, gender identity or disability. Perpetrators of hate crimes use physical violence, verbal threats of violence, vandalism and in some cases weapons, explosives, and arson, to instill fear in their victims, leaving them vulnerable to subsequent attacks and feeling alienated, helpless, suspicious and fearful.
Faculty, staff, administrators or students who violate the University’s policy are subject to university disciplinary action up to and including suspension, expulsion or termination of employment. Individuals may also be subjected to criminal prosecution by the appropriate local, state and federal authorities.
Additional information can be found in the Human Resources Policy Manual, policy #709 Bias/Hate Crimes
What You Should Know About Sexual Misconduct
Sexual misconduct includes a broad range of behaviors that will not be tolerated in the University’s education programs or activities. The University strictly prohibits sexual harassment and sexual violence, including the offenses of sexual assault, sexual coercion, sexual exploitation, dating violence, domestic violence, and stalking prohibited by this policy (collectively, “sexual misconduct”). The University also prohibits retaliation against a person for the good faith reporting of any alleged violation or for participating in any investigation or hearing. Sexual misconduct can occur between strangers, acquaintances, or people who know each other well, including those who are involved in an intimate or sexual relationship, and can be committed by anyone regardless of sex, gender, or gender identity.
The purpose of the University's Sexual Misconduct Policy & Procedures is to ensure that all community members live, work and learn in a safe and respectful environment free from any form of sexual misconduct. If there is a violation of this Policy, the University will take steps to eliminate the sexual misconduct, prevent its recurrence and to remedy any effects of the sexual misconduct.
Inquiries concerning the application of this Policy or Title IX may be referred to the University’s Title IX Coordinator. The University’s designated Title IX Coordinator is:
Director of EEO and Compliance
St. John’s University
Office of Human Resources, University Center
8000 Utopia Parkway
Queens, NY 11439
Sexual Abuse of Minors
Any allegation of criminal sexual abuse of a minor (a person under the age of 18) that is brought to the attention of any employee of the University must be reported. Ordinarily, such reports should be made to the Department of Public Safety and it is the University policy to immediately report any such allegations to local law enforcement authorities through the Office of the General Counsel. This includes any allegation of criminal sexual abuse of a minor that 1) Occurs on a St. John’s campus or 2) Is committed by an employee of the University. The University will inform the child victim and/or informant that the allegation has been forwarded on his/her behalf and that such notification is mandatory.
The University will cooperate fully with the victim and law enforcement authorities in the investigation of such matters and take any actions that are deemed appropriate and necessary.
Additional information can be found in the Human Resources Policy Manual, policy #703 Sexual Assault, policy 704 Discrimination and Harassment and Related Complaint Procedures, policy #707 Sexual Abuse of Minors, policy #712 Reporting Student Crisis Situations, and policy #1006 Crime Awareness and Reporting.
To comply with the Smoke-Free Air Act, as enacted by the City of New York, and in order to provide employees and students with a healthy environment, it is the policy of St. John’s University to prohibit smoking in all buildings and facilities. When smoking outside, individuals should be mindful of nearby doors and windows. In an effort to prevent outdoor smoke from permeating buildings and affecting indoor occupants, University policy prohibits smoking within a minimum of 30 feet of any entrance, exit, open window or air intake to a building or facility.
Inquiries, complaints or disputes about smoking should be directed to the following:
- For Employee Concerns: Human Resources Services on the Queens campus, extension 1502
- For Student Concerns: Dean of Student Life for the appropriate campus (Queens extension 6774; Staten Island extension 4445; and Manhattan 212-277-5173)
Additional information can be found in the Human Resources Policy Manual, policy #804 Smoking.
Accommodation of Nursing Mothers
In accordance with New York Law, St. John’s University will accommodate a nursing mother’s right to express breast milk in the workplace for up to three years following the birth of a child. Employees may use reasonable unpaid break time or use paid break time or meal time to express breast milk for a nursing child. Departments shall make reasonable efforts to provide a room or other location, in close proximity to the work area, where employees can express milk in privacy, and to provide a milk storage refrigerator.
Nursing mothers are protected under the law against discrimination for exercising their right to express breast milk in the workplace. Employees or supervisors who need assistance in securing the accommodations provided for in this policy should contact a member of the Human Resources Services team on the Queens campus at ext. 1502 or call 718-990-1502. HR Services will work with departments as the need arises to ensure that reasonable accommodations are made.
Additional information can be found in the Human Resources Policy Manual, policy #809 Accommodation of Nursing Mothers.
Animals on University Property
For health and safety reasons, no animals, except as noted below, are permitted on University grounds or in University-owned or leased buildings. An animal found on University grounds or in a University-owned or leased building will be impounded. Animals left unattended in motor vehicles parked on University grounds are also subject to impoundment if they create a nuisance or if the welfare of the animal is threatened. Owners will be responsible for all costs associated with the impoundment of an animal, including veterinary expenses. To report an animal on University property, contact the Public Safety Department or the Office of Human Resources.
The only exceptions to this policy are:
- Animals trained to assist persons with disabilities
- Animals used in University laboratories or classrooms for research or observation purposes
- Fish in aquariums in residence halls
- Common household pets in off-campus residences owned or leased by the University
Additional information can be found in the Human Resources Policy Manual, policy #1027 Animals on University Property.
Statement on a Drug-Free Workplace
This statement and its requirements are promulgated in accordance with the requirements of the Drug-Free Workplace Act of 1988 enacted by the United States Congress. The University will continue its efforts to maintain a drug-free environment by adhering to the policy and by providing on-going drug awareness programs.
- St. John’s University is committed to maintaining a drug-free workplace in compliance with applicable laws. The unlawful possession, use, distribution, dispensing, sale or manufacture of controlled substances is prohibited on University premises. Violation of this policy may result in termination of employment or the imposition of other employment discipline as defined by existing University Statutes, policies, employment contracts and/or labor agreements. All employees of the University must abide by this policy. At the discretion of the University, and after following appropriate procedures, any employee convicted of a drug offense involving the workplace shall be subject to employee discipline and/or required to satisfactorily complete a drug rehabilitation program as a condition of continued employment.
- The illegal use of controlled substances can seriously injure the health of employees; adversely impair the performance of their responsibilities; and endanger the safety and well-being of fellow employees, students and members of the general public. Therefore, the University urges employees engaged in the illegal use of controlled substances to seek professional advice and treatment. Anyone who is employed at St. John’s University is invited to participate in the University’s substance abuse prevention program that includes educational material, wellness initiatives, written policies and resources. The Employee Assistance Program (EAP), a free and confidential employee benefit, offers a wide range of support services from assessment, referral and follow up, to articles, resource listings, and an online substance abuse treatment facility locator for employees and family members who may be experiencing problems with alcohol and other drugs. Employees engaged in contracts with the U.S. Department of Defense are additionally subject to DOD requirements and may be required to submit to tests for the illegal use of controlled substances.
- In order to comply with federal law, St. John’s University requires that employees notify the Employee Relations and Compliance office in the Office of Human Resources 718-990-2660 of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction. The University must notify any federal contracting agency within ten (10) days of having received notice that an employee engaged in the performance of such contract has had any criminal drug statute conviction for a violation occurring in the workplace. After following appropriate procedures, the University will impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program by any employee who is so convicted.
Additional information can be found in the Human Resources Policy Manual, policy #805 Drug-Free Workplace, and policy #806 Drug and Alcohol.
Drug and Alcohol Policy
The complete text of the University’s drug and alcohol policy, as well as the Drug-Free Campus Guidelines published by the University’s Alcohol and Other Drug Education Office can be found in the Policy Manual, policy #805 and #806. The student policy is located in the Student Handbook online.
St. John’s University is committed to an educational community that is free of illegal drug use and alcohol abuse. Therefore, the University strictly prohibits the unlawful possession, use or distribution of illicit drugs or alcohol on its property or as part of its activities. Any employee found to possess, use, or distribute alcohol or controlled substances on University property or at a University activity, in violation of law or University policy, is subject to University disciplinary action as well as possible referral for criminal prosecution. Such violations of the standards of conduct will be dealt with on a case-by-case basis, with the imposition of discipline being appropriate to the severity of the violation. Disciplinary action ranges from, but it is not limited to, professional counseling to termination of employment and referral for prosecution.
Drug abuse is a major health problem in the United States. As an institution rooted in the Vincentian tradition of serving the community, the University is committed to helping any individual member of the University community overcome the psychological and physical problems that may be attributable to drug and alcohol abuse. The Drug-Free Campus Guidelines contain important information concerning drugs and alcohol that the University is legally obligated to communicate to its employees and students. The Guidelines include detailed information on legal sanctions, federal trafficking penalties, health risks and the effects of using illicit drugs. They also contain hotline numbers and contact information for available New York City programs for detoxification, outpatient rehabilitation, inpatient rehabilitation and re-entry programs. Employees and students receive this information each year. It is also available on the University’s website.
Drug and Alcohol Support Services
The University’s Employee Assistance Program (EAP) called “More to Life” provides employees and their family members with free and confidential assessment, referral, and follow-up services if they are experiencing problems with alcohol and substance abuse or need other assistance concerning personal or work-related issues, family and care giving concerns, emotional wellbeing, health and wellness, and daily living challenges. Refer to the contact information below. Professional EAP counselors are available by phone 24 hours a day, 365 days a year, and in-person sessions can be arranged by appointment on the Queens campus and at convenient locations locally and nationwide. For a list of Local Treatment Facilities, refer to the full policy #806. Employees can also access the online substance abuse treatment facility locator provided by the EAP on the More to Life website.
|University Office||Queens Campus||Staten Island Campus||Manhattan Campus|
|Employee Assistance Program (administered by the Office of Human Resources)||All campuses call (888) 777-0052|
or visit http://www.moretolifeonline.com
(log in with username: stj; and password: member)
|Center for Counseling and Consultation||718-990-6384||718-390-4451||Call Queens office at 718-990-6384|
|Alcohol and Other Drug Education Office||All campuses call the Queens office at|
Demonstrations on Campus
St. John’s University supports the right of all members of the University community (persons who are students, faculty, staff or administrators of the university) as individuals or as organizations to examine, to discuss and to advocate any issue and to express any opinion, both publicly and privately, within constitutionally valid limitations, set by local, state or federal law. A rational and orderly examination of issues is fundamental to the academic process and is to be encouraged rather than repressed.
To this end, members of the University community are permitted to conduct orderly demonstrations that do not disrupt the educational process or interfere with the rights of any member of the University community. Persons who are NOT members of the University community are NOT permitted to demonstrate on campus.
Your Right to Free Speech and Expression
All members of the St. John’s University community enjoy the right to freedom of speech and expression that is consistent with the University Mission and its Catholic character and Vincentian tradition. St. John’s seeks to foster an environment of global harmony and to incorporate diverse perspectives.
The right of free speech and expression does not include unlawful activity or activity that endangers or threatens to endanger the safety of any member of the University community or any of the University’s physical facilities, or any activity that disrupts or obstructs the functions of the University or immediately threatens such disruption or obstruction. Expression that is indecent, obscene or grossly offensive on matters such as race, ethnicity, religion or gender violates the expectations of professional conduct at the University.
Although St. John’s University supports the responsible exchange of discourse and the expression of ideas and opinions, the use of the University forum shall not imply acceptance or endorsement by the University of the views expressed. If your employee rights have been violated and/or you experience a direct conflict with the above stated policy, you should follow the Complaint Resolution procedures. Refer to When You Have a Complaint in this Employee Handbook. For complaints related to discrimination or harassment, follow the procedures outlined in the University’s Policy Against Discrimination, Discrimination-Related Harassment and Sexual Harassment also in this handbook.
The University has established procedures to assist members of the University community to interpret the Speech and Expression policy. These procedures, along with the complete text of the Speech and Expression policy, can be found in the Student Handbook and Human Resources Policy Manual policy #1009 .
HIPAA Complaint Procedures
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a federal law enacted by Congress in 1996. HIPAA’s privacy rules became effective on April 14, 2003. The HIPAA privacy rules provide guidelines for safeguarding the use and disclosure of individually identifiable health information. The University has an obligation to reasonably safeguard this protected health information (“PHI”) from any intentional or unintentional use or disclosure that is in violation of the privacy rules.
For the complete text of the University’s HIPAA policy, refer to #710 in the Human Resources Policy Manual, policy #710.
The University’s Privacy Official is responsible for the development and implementation of the policies and procedures required under HIPAA. The Privacy Official is also responsible for ensuring compliance, answering questions, and responding to and resolving complaints.
Kathleen McElroy is the University’s designated HIPAA Privacy Official. She can be contacted by phone at 718-990-5699, or by e-mail at email@example.com. Employees who believe that their PHI has been used or disclosed improperly by the University have the right to file a complaint. Complaints can be filed with the University’s Privacy Official or with the U.S. Department of Health and Human Services, Office for Civil Rights.
University employees found to be in violation of HIPAA’s privacy standards may be subject to corrective action, up to and including termination of employment. In addition, the wrongful disclosure of PHI under HIPAA is a criminal offense.
The following complaint process is available to assist employees who believe their privacy rights under HIPAA have been violated.
- Employees may file a complaint with the University’s designated HIPAA Privacy Official in the manner provided above under “Privacy Official.”
- All complaints must be submitted in writing.
- The Privacy Official has authority to conduct an investigation into the complaint.
- Employees shall be protected from retaliation as a result of filing a complaint.
- Employees who believe that the University is not complying with HIPAA requirements may also file a health information privacy complaint with the Secretary of the United States Department of Health and Human Services. Complaints must be made in writing and submitted via paper, fax or e-mail to the appropriate regional office of the DHHS Office for Civil Rights.
Email is intended to operate as a current communication system and not serve as a long-term storage device. The policy of St. John’s University is to retain e-mail communications for up to 180 days, and to erase e-mails that are more than 180 days old. Every day, all e-mails will be scanned and any e-mail over 180 days will be deleted from the system (includes Inbox, Deleted and Sent areas of the e-mail system). If you need to retain information in an e-mail communication, you should transfer the information from the e-mail system to an appropriate electronic system (i.e., the Outlook personal archive folder or Microsoft Word) or print the information on paper and file it in a manual filing system. Refer to policy #907 in the Human Resources Policy Manual.
Security Policy for University Events
The safety and security of students, faculty, administrators, staff and visitors during events taking place at the University is paramount. In an effort to help facilitate student and University programs and to support and encourage on-campus activities, metal detectors, including magnetometer machines and hand-held wands, may be utilized to ensure a safe event. The complete text of this University policy and related procedures are located in the HR Policy Manual, policy #1031. Questions concerning event security should be directed to Public Safety at 718-990-6647.
All employees share responsibility for ensuring that the University conducts its affairs using honest, ethical and sound fiduciary practices. All Trustees, administrators, staff, faculty and volunteers have a responsibility to report known or suspected misconduct or fraudulent activity. Persons who become aware of or suspect financial misconduct, fraud, theft, embezzlement, improper accounting, misuse of University resources or assets, or violation of any University policy should promptly report the matter to a manager, Human Resources, or directly to the University General Counsel, or they may elect to file an anonymous, confidential report using a third-party reporting system hosted by the hotline provider EthicsPoint.
To use EthicsPoint to make a report, either call the toll-free number (844) 282-3525 or go to the SJU EthicsPoint website and click the "Make a Report" link. EthicsPoint links are available on the SJU website and on the University's internal portal MySJU. the direct URL for SJU EthicsPoint is: https://secure.ethicspoint.com/domain/media/en/gui/41213/index.html. When a report is received, the person who completes the report will be assigned a unique code called a "report key" to be used to reenter the system in order to access feedback and questions.
The University's General Counsel is responsible for investigating reports that it receives, providing timely reports to the Audit Committee of the Board of Trustees, and contacting law enforcement officials if criminal activity is detected. A finding of misconduct will result in disciplinary action against the offending individuals as well as criminal prosecution, if appropriate.
No retaliatory action (including any form of intimidation, harassment, discrimination or adverse employment consequences) will be taken by St. John’s against anyone for reporting or inquiring in good faith about potential violations of University policies. The intentional filing of a false report, whether orally or in writing, is itself considered wrongdoing for which the University has the right to take appropriate action.
The University’s Financial Conflict of Interest Policy on Grants, Contracts and Sponsored Projects can be found on the Office of Grants and Sponsored Research website. Reports of suspected or known violations of other University policies should be reported as follows:
- Sexual harassment, discrimination, ADA, equal opportunity and immigration matters to the Office of Human Resources.
- Violations of NCAA regulations to the Athletics Compliance Officer.
- Issues of conflict of interest to the Office of General Counsel.
- Contract violations to the Office of General Counsel.
- Safety, environmental or health matters to the Office of Environmental Health and Safety.Scientific misconduct to the senior administrator as defined in the University’s Policy and Administrative Procedures Governing Scientific Misconduct (found on the Office of Grants and Sponsored Research page of the University website)
- Criminal activity to the Department of Public Safety
Questions about whether or to whom to report should be directed to the Office of the General Counsel at 718-990-6421.
Additional information can be found in the Human Resources Policy Manual, policy #1032..
Minors on Campus
At St. John’s, we host minors on our campuses in a variety of contexts, such as to participate in academic programs, mentoring programs, sports camps and a host of other social, educational and vocational events. The University has developed guidelines to ensure that we take reasonable precautions for the safety and security of the minors who visit our campuses. These guidelines can be found in policy #711 in the Human Resources Policy Manual. Related certification forms, procedures and more information can be obtained from the Office of General Counsel (extension 6337 or 718-990-6337) or printed off the General Counsel’s Web page.
The Importance of Fire Safety
The University has developed comprehensive plans and fire safety manuals for its buildings. The University’s fire protection systems and programs are designed to save lives and protect property. It is imperative that the entire University Community cooperate to maintain a safe environment for education, work and residential life. Employees with inquiries regarding fire safety policies and procedures should call the Fire Safety Director at 718-990-2587. The Intranet sites contains important fire safety instructions, heating season and holiday safety tips, links to building fire safety plans and more.
Immediate response to a fire alarm is a major factor in insuring the safety of individuals. The University conducts both scheduled and unscheduled fire drills each semester on all campuses. All students, faculty and staff must react immediately when a fire alarm is activated.
Fire Emergency Response
In the event of a fire, stay calm. Evacuate the building. If you must take immediate action, use your judgment as to the safest course of action, guided by the following information.
If there is a Fire in Your Area
- Close the door to the room where the fire is and leave the room.
- Take your keys.
- Close, but do not lock the door.
- Alert people on your floor by pulling the fire alarm box handle on your way to the exit.
- Use the nearest stairway to leave the building.
- Do not use the elevator.
- Call ext. 5252 (Queens) ext. 4487 (Staten Island) once you reach a safe location. Do not assume the fire has been reported unless firefighters are on the scene.
- Assemble outside the building. Notify the firefighters if anyone is unaccounted for.
If the Fire is Not in Your Area:
- Evacuate when you hear a fire alarm signal or someone shouting "fire".
- When you exit, first feel the door and doorknob for heat. If they are not hot, open the door slightly and check the hallway for smoke, heat or fire.
- If you can safely exit, follow the instructions above for a fire in your room.
- If you cannot safely exit your building, call ext. 5252 (Queens), ext. 4487 (Staten Island) and tell them your location and the number of people in your area.
- Seal the doors to your room with wet towels or sheets and seal air ducts or other openings where smoke may enter.
- Open windows a few inches unless flames and smoke are coming from below.
- Do not break any windows.
- If conditions in the room appear life threatening, open a window and wave a towel or sheet to attract the attention of firefighters.
- If conditions worsen before help arrives, get down on the floor and take short breaths through your nose.
Holiday Safety Guidelines
- All decorations and artificial Christmas trees must be either inherently fire retardant or treated with a fire retardant chemical, and they must be labeled as such in order to be approved for use.
- Candles that can be lit are not allowed for any decoration or indoor ceremony (excluding the Church and Chapel).
- Christmas trees and any other holiday decoration should not be placed in any required exit pathway.
- Natural Christmas trees, wreaths and branches are not permitted in any campus building (excluding the Church and Chapel).
- Artificial trees may be decorated with electric lights, however, only UL listed miniature lights, in perfect working condition, may be used. Metallic trees should not be decorated with any type of electrical decorations or devices.
- Decorative electric lights should not be left unattended, and must be turned off when the area they are displayed in is vacated (e.g.: after office hours, on weekends, etc.).
Additional information can be found in the Human Resources Policy Manual, policy #1011.
Vehicle and Parking Regulations
In order to accommodate the parking needs of the University community, the Department of Public Safety has developed a Parking Program. For complete information on the parking program. These links will lead you to answers on how to apply for a parking permit, the types and terms of permits, where to park, enforcement and fines, event parking and campus directions and maps.
All members of the University community who wish to park on campus must have an appropriate parking permit issued by Public Safety. Parking on campus is not an entitlement and is limited by available parking space. Parking privileges can be refused or revoked at the discretion of the University. When a person accepts a permit, he or she does so with the following understanding:
- The purchase of a permit gives the University members the right to park on campus, in designated parking areas based on availability. The purchase of a permit does not guarantee a parking space on the campus.
- The acceptance by any person of a parking permit, whether temporary or permanent, shall constitute the acceptance of the Parking Rules and Regulations.
- All parking patrons park their vehicles on campus at their own risk. The University is not responsible for the theft of any vehicle, its contents, or for damage sustained by a vehicle parked on campus property.
- All vehicles not bearing a proper University parking permit are subject to parking violations.
- Vehicles non-compliant with the Parking Rules and Regulations or vehicles with multiple/recurring parking violations may be immobilized or towed away at the owner’s expense.
- Parking a vehicle on University grounds is a privilege that may be granted and revoked by the University. The University is authorized and reserves the right to regulate the use of any and all of its vehicle parking facilities for the exclusive use of designated groups or individuals.
- Parking Rules and Regulations must be observed at all times including exam periods, registration, summer sessions, and inclement weather. Vehicle and parking regulations are subject to change.
Reporting a Crime
All potential criminal activity, including any allegation of criminal sexual assault that is brought to the attention of any member of the University, must be reported to Public Safety (with a specific, limited exemption for pastoral and professional counselors). If you witness or become the victim of a crime, accident, medical emergency, fire, or suspicious or threatening circumstance on any St. John’s University campus, you should call 911 or the Public Safety emergency number – 718-990-5252.
All telephones on University properties can dial 911 directly. The Queens, Staten Island and Oakdale campuses have Public Safety/Security Officers on duty 24 hours a day, seven days a week. Public Safety Officers on the Manhattan campus are on duty Monday-Saturday from 7:00am to 11:00pm. Any criminal act should be reported immediately either in person or via telephone to the Public Safety Department or the Dean of Students, as appropriate. Public Safety can be reached as follows: Queens campus extension 6281, or 5252 for emergency; Staten Island campus at extension 4487; Public Safety Desk on the Manhattan campus at 212-277-5155; Oakdale campus at (631) 218-7800. Contact information for the Dean of Students is as follows: Queens campus extension 6774; Staten Island campus at extension 4443; Manhattan campus 212-277-5173 for the Associate Director of Student Life.
Confidential Tip Line – 718-RED-SAFE
The Department of Public Safety has established an automated 24-hour confidential tip line. This tip line enables anyone in the University community to report information to Public Safety anonymously, while being recorded on an answering machine. The number is: 718-733-7233 or 718-RED-SAFE. No attempt will be made by Public Safety to identify callers; should a caller wish to be contacted by Public Safety, he or she should include contact information in the voice message.
Distribution of Security Information and Printed Crime Prevention Material
Printed crime prevention brochures, crime prevention tips, posters, bookmarks, and special safety-oriented campus maps are distributed at crime prevention presentations, Orientation sessions, and at various locations on the University campuses.
Campus Security Act Annual Report
Annually, the University’s Public Safety Department updates security information and makes it available to the University community on the Public Safety website. This information also includes crime statistics for each campus, which are reported and made available in accordance with legal requirements.
Campus Safety and Crime Prevention Programs
St. John’s University provides programs for students, parents, faculty, staff and residence life addressing safety issues and crime prevention on campus. These programs are provided at Orientations, in trainings, and on the Web. All faculty and staff are required to attend an Emergency Response training program conducted by the Department of Public Safety. Emergency phones, a surveillance system and escort service operate 24 hours a day. Routine fire drills are conducted in each campus building once a semester. In addition, all buildings have a public address system to be used in the case of emergencies. An email and phone alert system notifies the University community of emergency situations. Public Safety officers engage in routine motorized and foot patrol on the Queens and Staten Island campuses on a 24 hour basis.
In the event that a situation arises, either on or off campus, that, in the judgment of the Vice President of Public Safety constitutes an ongoing or continuing threat, a campus wide Public Safety Advisory will be issued. The warning will be issued through the University's e-mail system to students, faculty, and staff, and it will be posted on St. John's Central.
Depending on the particular circumstances of the crime, especially in situations that could pose an immediate threat to the community and individuals, Public Safety may also issue an emergency text and voice message alert through the University Emergency Notification System and or utilize the public address system on campus to alert our community.
Additional information can be found in the Human Resources Policy Manual, policy #1006.
Reporting Student Crisis Situations
Every member of the faculty, administration and staff of St. John’s University, acting in his or her capacity as an employee of the University, is obligated to immediately report any incident of sexual assault, rape or other forcible sexual offense against any student member of the University community upon learning of the incident. Moreover, every member of the faculty, administration and staff is similarly obligated to report any incident of intimate partner violence or stalking against any student member of the University community upon learning of the incident. Then continue with the next sentence, which ends the paragraph. Even when a student requests confidentiality of the incident, the employee has a responsibility to report it according to the reporting structure described below.
It is further the responsibility of every member of the faculty, administration and staff of the University to immediately report other student crisis situations that he or she may learn of to University officials. Examples of such student crisis situations would include, but are not limited to, a suicide attempt or thoughts of suicide, immediate or serious threat to a student’s safety or the safety of others, self-starvation of a life-threatening nature, and other health-related emergencies or involuntary confinement to a hospital or health facility. The reporting structure is described below.
When the student situation is a crisis, but no imminent danger exists, report it to:
- Dean of Students (Queens ext. 6774; Staten Island ext. 4445; Manhattan ext. 5173); or
- Vice President for Public Safety at 718-990-5252 or Queens ext. 5252; Staten Island ext 4487, Manhattan ext. 5155.
When a student is in imminent danger, call 911 and Public Safety directly from any campus phone, before following the reporting structure provided. The Department of Public Safety can be reached 24 hours a day, 7 days a week.
Related Student Resources for Non-Emergency Situations
Additional information can be found in the Human Resources Policy Manual, policy #712.
Advisory Committee on Campus Security
The Advisory Committee on Campus Security on each campus reviews current campus security policies and procedures and makes recommendations for their improvement. The committee specifically reviews current policy and procedures for:
- Educating the campus community, including Public Safety personnel and those persons who advise or supervise students about sexual assault
- Educating the campus community about personal safety and crime prevention
- Reporting sexual assaults and dealing with victims during investigations
- Referring complaints to the appropriate authorities
- Counseling victims
- Responding to inquiries from concerned persons
Emergency Evacuation Volunteer (EEV) Program
The St. John’s University EEV program provides a unique opportunity for staff, administrators, faculty and students to volunteer their services to assist the University during emergencies. EEVs provide valuable and necessary support to Public Safety and receive training in building evacuations, situational awareness and phone chain protocols. Volunteers are designated for every building on our campuses and during emergencies EEVs take their direction directly from the Public Safety department.
Emergency Text and Voicemail System
The safety of all people on St. John’s campuses remains the University’s highest priority. The University has instituted a Text and Voice Messaging System to alert members of the University community in cases of emergencies affecting one or more of our campuses. Individuals must either register or opt out to the free service via the University Information System’s (UIS) secure site. Log on to UIS, go to the Personal Information Menu and follow the prompts. Once registered, you will receive text and voice messages to your cell phone or off-campus wired telephone if and when emergencies occur on any of our U.S. campuses. These communications will alert you to the situation and direct you as to what action to take to secure your safety.
While there are other information sources available for messages on the status of events unfolding (St. John’s Web site at www.stjohns.edu, University emergency bulletins on (718) 990-2000, voice broadcast and e-mail messages), the text messaging system is the most effective immediate alert system available to members of the University community.
Messages that are conveyed through these communication systems will be specific to the particular situation. However, there are two common forms of safety instruction: “Stay in Place” or “Evacuate.”
- In the event of a Stay-in-Place order: Stay calm….do not panic; Safely stop work; If safe, close office windows, but do not lock them unless there is a direct threat; Move to the safest place within your work area; When necessary, stay away from glass doors and windows; Do not leave the building or work area until instructed to do so by the proper authorities; Do not remain in the hallway or stairwells, but proceed to a safe room within the building.
- In the event of an Evacuation order: Stay calm… do not rush or panic; Safely stop work; Gather personal belongings if it is safe to do so; If safe, close office doors and windows while evacuating, but do not lock them; Use the closest safe stairs and proceed to the nearest exit, do not use the elevator; Follow the instructions of Public Safety Officers and Emergency Evacuation Volunteers (EEVs) who will direct you to an assembly area; Wait for instructions from Public Safety or emergency responders; Do not re-enter the building or work area until instructed to do so by the proper authorities.
St. John’s is extremely fortunate to have such a high caliber of personnel in the field of Emergency Preparedness working in Public Safety, and the incredible resources of the NYPD, but it is also critical that each of us take responsibility for ensuring that we are aware of what to do in an emergency situation. Remember, you must register in order to receive emergency text and voice messages. To do so, log onto MySJU and click on "Update Emergency Notification Information" or log onto the UIS system directly, go to the Personal Information Menu and simply follow the prompts.
For more information about safety at St. John's, visit the web at www.stjohns.edu/safety. Additional information can also be found in the Human Resources Policy Manual, policy #1033.
When the School Must Close Due to Emergency
In the event it becomes necessary to close the University because of an emergency, such as severe weather, notice of such a closing or a delayed opening will be available to the University community through several sources:
- The phone number (718) 990-2000 will carry detailed information. Please do not call the Office of Public Safety on any of the St. John’s campuses, as these calls tie up the lines for safety emergencies.
- The St. John’s website (www.stjohns.edu) will carry a written notice with the same updated information as provided by phone.
- Area television and radio stations will include St. John’s in their listing of school closings and delayed openings. These include WINS 1010 AM and WCBS 880 AM, which make recurring announcements throughout the day, usually beginning around 5 a.m.
- Text and voice messaging may be employed in case of an emergency on or around one or more St. John’s campuses.
- Should the decision to close the University occur during the work/school day, other means of communication may also be used. These include the Audix phone system, email and the campus digital signage.
If the emergency event occurs during business hours, senior management will make a decision on the best time to close based on the emergency conditions, class schedules, exams and other scheduled University functions, which will be communicated via the channels as outlined above.
Employees who were scheduled to work receive their regular compensation for time lost due to an emergency school closing or a delayed opening/early dismissal. Part-time and temporary employees are also compensated if they were scheduled to work on the day of the closing. Employees who had scheduled time off from work on the day of the school closing would not be affected by the closing and, therefore, their time would remain charged as paid time off or leave, as appropriate. (Compensation for student workers is addressed in policy #1028.)
When an early dismissal is announced, employees who can leave early may do so. No compensatory time is granted to those who remain at work. Similarly, no compensatory time is granted in the case of a delayed opening when an employee reports to work earlier than the delayed opening time.
When University offices are closed or a delayed opening or early dismissal is announced due to an emergency such as severe weather, certain essential employees are requested to report as usual. These include, but may not be limited to, Public Safety Officers, animal facility caretakers, administrative employees in Facilities Services and other positions as determined by department supervisors.
Additional information can be found in the Human Resources Policy Manual, policy #1028.
Pregnant Workers Fairness
St. John’s University complies with New York City Human Rights law that prohibits discrimination in employment based on pregnancy, childbirth or a related medical condition. The University further complies with all applicable federal and state laws that prohibit discrimination in employment. The University will work with employees who seek reasonable accommodation to perform functions of their job where they need assistance due to pregnancy or recovery from childbirth. Some examples of accommodations may include bathroom or other breaks, assistance with manual tasks, unpaid medical leave and changes to the work environment.
Supervisors are not authorized to make decisions regarding requests for accommodation. Employees or supervisors who need assistance in securing accommodations should contact a member of the Human Resources Services team at (718) 990-1502. HR Services will engage in an interactive process with the employee and the department to determine the appropriate accommodation in accordance with the law.
Employees should refer to the Pregnancy and Employment Rights poster on the Employment Posters webpage. For related policies, refer to the following in the Human Resources Policy Manual: Policy #103, Disabilities in the Workplace; Policy #502, Family and Medical Leave; Policy #704, Policy against Discrimination and Harassment; Policy #809, Accommodation of Nursing Mothers; and Policy #810 Pregnant Workers Fairness.
- Office of Human Resources... organized to serve YOU...
- Employee-Student Engagement and Service Opportunities
- Campus Ministry
- Vincentian Center for Church and Society
- Cultural and Social Opportunities
- Diversity Initiative
- Red Storm Sports
- Campus Recreation
- University Health and Professional Services
- Services Provided by Campus Public Safety
- Environmental Health and Safety
- Conference and Auxiliary Services
- Campus Dining Services
- Campus Mail Services
- Shuttle Bus Service
- Common Hour
- St. John's Online
- University Publications
- Media Relations
Office of Human Resources... organized to serve YOU...
We’re YOUR Human Resources Team
The capabilities of each of the Human Resources units depicted in the chart, allow us to provide a wide array of services tailored to meet the diverse needs of the staff, administrators, faculty, and student workers at St. John’s. The Office of Human Resources continues to improve its services and programs in an effort to serve the University community ever more effectively. The bottom line is that we are YOUR Human Resources department, working to meet your employment needs. So if you have a question, concern, idea or need help, contact a member of the Human Resources team—we’re here to assist you in any way we can. The phone numbers below are the central contact numbers for each of the Human Resources teams. When you call us on one of these numbers, we will quickly and efficiently direct your call to the appropriate team member.
|Payroll and HR|
|Employee Relations and Compliance|
|Training and Development|
Human Resources Policy Manual
The Human Resources Policy Manual contains the University-wide employment policies that apply to administrators and staff. Much of the information in this Employee Handbook is derived from the policy manual. Online, you can search policies alphabetically, by policy number or by section, or you can view recent policy updates by date. The Manual includes policy information covering areas such as employment, work environment, employee relations, benefits, time off, compensation and administrative operations. The Office of Human Resources developed the Manual to serve as a supervisor’s resource for information and guidance relating to the management of employees. The contents of the Manual are not confidential and you may, therefore, view the manual and ask questions any time you wish. The Manual is maintained and updated by the Office of Human Resources and updated throughout the year. To notify the office of any corrections, policy updates or if you have policy questions, please call HR Services at 718-990-1502.
You can find the Office of Human Resources online and on on the internal portal at My SJU. Human Resources online gives you instant access to valuable information about your employment, work environment, benefits and training.
Here are just a few of the things you can do when you visit the Human Resources website:
- Download and print frequently used forms, such as benefits forms, PFP, W-4, Direct Deposit, Employment Application, Notice of Change and others.
- Use the Frequently Asked Questions (FAQs) site to get immediate answers to dozens of commonly asked questions about your employment, policies, compensation, benefits and services.
- Use the University Information System (UIS) feature to view information about your paychecks, year-end taxes and benefit data.
- Use UIS to update your address and emergency contact information online.
- Customize your Web profile by updating your name, title, campus address and phone number for your primary and any secondary University job you hold.
- Review Human Resources policies.
- Become familiar with the Human Resources functions and obtain contact names and numbers for each area.
- Link to training and development opportunities and register for workshops.
- Link to benefit carriers and summary plan descriptions.
- Explore career mobility by viewing open positions and applying through the internal job portal.
Employee-Student Engagement and Service Opportunities
As employees in the St. John’s University community, there are countless ways that we can engage our students every day, from a quick chat on the sidewalk to organized events and sponsored activities, from sharing a meal in the dining hall to sharing a pew at church. While the opportunities are endless, the choice is each of ours. Any way we choose to connect with a student will make a difference in how he or she experiences St. John’s. The key is to make the connection, and to repeat it every chance we get.
To get you started, here are some ideas for ways to engage students:
- Service Opportunities
- Academic and Student Events
- Social and Cultural Activities
- Teaching at SJU
- Student Worker Relationship
- Red Storm Sports athletic events
- Intramurals, Recreation, Health and Fitness
- Charitable Giving
Specific events, information and links are available on the Employee-Student Engagement web page.
Campus Ministry is people and programs and, most importantly, a presence within the community. We believe in encouraging the development of the whole person, and we welcome individuals of all religious traditions, while encouraging our Catholic followers to deepen their Catholic identity and to become active participants. As a community of faith, service and friendship, Campus Ministry takes seriously its unique role in expressing St. John's distinctive Catholic and Vincentian identity as embodied in the University's mission.
Campus ministers are on all campuses and are excellent resource people, who are available to provide counseling, spiritual guidance, and other supportive services and referrals. We invite you to become part of this growing campus community by taking advantage of the programs and activities offered by Campus Ministry. Whether you desire to join the music ministry, volunteer to serve the poor, participate in community service or faith sharing, or just join us for Mass, we would love to be a part of your St. John’s experience. Visit Campus Ministry on the web to find out more.
The Eucharist is celebrated in the chapels on the Queens, Staten Island and Manhattan campuses. You will find the weekly mass schedule for your campus on the web or contact Campus Ministry. The Sacrament of Reconciliation is available by appointment.
Contact us on your campus at the following numbers:
- Extension 6255 in Queens or firstname.lastname@example.org
- Extension 4475 in Staten Island or email@example.com
Vincentian Center for Church and Society
Charity embraces justice — St. Vincent de Paul
The Vincentian Center for Church and Society was created at St. John’s University in 1994 to serve as a resource to identify and respond to the needs of the local Church, in furtherance of the Vincentian character and mission of the University. The Vincentian Center for Church and Society is a link between St. John's University, the Church, service organizations and the community at large.
Your participation is welcomed in many events throughout the year such as Founder’s Week, which commemorates St. Vincent de Paul’s founding of the Congregation of the Mission and the Vincentians’ founding of St. John’s University; and University Service Day, which celebrates the Feast of St. Vincent de Paul in September. The many activities of the Center, including lectures, conferences and forums are open to administrators, faculty and staff.
Cultural and Social Opportunities
Campus life at St. John’s is rich with a multitude of cultural and social experiences sponsored by various University departments and organizations throughout the year from African, Italian, and Hispanic heritage events and celebrations to concerts, theater productions, and holiday parties. We hope that you take advantage of the diverse cultural and social opportunities available at St. John’s, and that your participation serves to further broaden and enrich your life.
Examples of social activities hosted for the University community in past years include a summer picnic, winter carnival, President’s Christmas party, and summer concert on the Great Lawn, among others. You will learn about all the happenings on and around the campuses through web and e-mail announcements and by reading the Web Digest.
Performing Arts at St. John’s
Our undergraduate students make up the Chappell Players Theater Group, Jazz Band, Mixed Chorus and the Voices of Victory. Performances are given throughout the year in various locations on campus and in the Little Theater, located next to Alumni Hall on the Queens campus. For a schedule of performances and ticket prices or to be placed on our mailing list, please contact the Director of Performing Arts via email at firstname.lastname@example.org or call 718-990-2972.
As a Catholic, Vincentian and metropolitan institution of higher education, we recognize the importance of a diverse population, not only with respect to students, but also with respect to the faculty, administrators and staff who serve these students. As a Vincentian university, our commitment to diversity is guided by St. Vincent’s spirit of service toward all people. The Vincentian tradition at St. John’s is the foundation and the source of the core values its members strive to embody: truth, love, respect, opportunity, excellence and service. The University’s performance management system holds staff and administrators accountable for demonstrating behaviors on the job that support these values. As a university located in one of the most diverse cities in the world, we are poised to harness the richness of that diversity in fulfillment of our metropolitan mission.
The Multicultural Advisory Committee is an advisory group to the President of the University that addresses both the broad issues of multiculturalism in higher education and the specific multicultural needs of our St. John’s University community. One of its functions is to provide recommendations that will help the University better serve its increasingly diverse population. The following principles are endorsed by the Committee, which is comprised of representatives of students, faculty, and administrators:
- The University will not tolerate any form of overt or subtle prejudice or discrimination. Every effort will be made to create a hospitable, collegial, learning and working environment where students, faculty, administrators and staff of all backgrounds are welcome.
- All academic and administrative units of the University will be committed to recruitment and retention of diverse faculty, administrators and staff.
- The University will build upon its progress in diversity, celebrate its achievements and continue to identify and respond to future challenges.
The Multicultural Advisory Committee’s meetings are open to all members of the University community. More information about the University’s commitment to diversity can be found in the University's strategic planning documents, in particular the 2008-13 Strategic Plan.
You can also visit our Diversity and Inclusion in Employment page for additional information.
Red Storm Sports
For over 100 years, St. John’s University has carried a proud tradition in intercollegiate athletics. All men’s and women’s teams compete on the NCAA Division I level and most compete in the BIG EAST, one of the country’s nationally recognized college athletic conferences. Johnny Thunderbird is the official mascot of St. John's athletics.
The official athletic site of St. John’s University is www.redstormsports.com. Fans looking for information on the University’s athletic programs can visit this site to view team information, sports headlines, statistics, game schedules, the online store, GameTracker links for live stats, StormTracker videos and much more. You can also follow St. John’s athletics on Facebook and Twitter.
Men’s sports include: Baseball, Basketball, Fencing, Golf, Lacrosse, Soccer and Tennis. Women’s sports include: Basketball, Cross Country, Fencing, Golf, Soccer, Softball, Tennis, Track and Field and Volleyball. St. John’s student-athletes have the benefit of competing in some of the best venues in the country, including Belson Stadium, Carnesecca Arena and Jack Kaiser Stadium, all on the St. John’s Queens campus, as well as Madison Square Garden in Manhattan.
Red White Club
Since 1983 the Red White Club has played a vital role in ensuring the success of student athletes as the premier giving society for supporters of Red Storm Sports. Donors can direct their gift to a specific sport or request that their contribution be used toward the Athletic Department’s most needed priorities. Visit the Red White Club website for information, ways to give, membership levels and benefits, and to join.
The Campus Recreation Department provides the entire university community with the opportunity to participate in a variety of formal and informal activities. These activities encompass team sports, individual and dual sports, as well as competitive and non-competitive activities. In addition to the obvious benefits of physical fitness, it is hoped the participants will also obtain improved skills, new and lifelong leisure time skills, along with social and ethical qualities (cooperation, trust, regard for others, etc.) from this program. A high level of skill is not a prerequisite to participate in any activities offered by this department. Therefore, all eligible students, faculty, staff and administrators are urged to take part in as many activities as time and interest permit.
The Campus Recreation Department is located on the Queens campus in Taffner Field House. You can also reach the department at 718-990-5810 or email the department at email@example.com.
Fitness centers are open on the Queens, Staten Island and Manhattan campuses. You must present a valid St. John’s ID to use the facilities. For hours of operation, check the fitness center website for your campus.
Having the opportunity to participate in both formal and informal recreational activities is an important part of everyday life. The Intramural program at St. John’s University provides formal recreational sports opportunities to all students, faculty, staff and administrators by offering an opportunity for interesting and rewarding competition in men’s, women’s and co-recreational activities such as basketball, softball, soccer, volleyball and flag football. Visit the website for more information, or call 718-990-6120 or email firstname.lastname@example.org.
University Health and Professional Services
Center for Psychological Services
The University Center for Psychological Services provides psychological diagnostic and treatment services at low fees, using a sliding scale based on family income. It provides consultation and treatment to adults, adolescents and children from the community, as well as to families and couples. Group therapy is also offered. The Center is located in the Seton Complex at 152-11 Union Turnpike in Flushing (extension 1900 or 718-990-1900). For additional information about services and training offered by the Center, call or e-mail the center at email@example.com.
Speech and Hearing Center
The University’s Speech and Hearing Center offers both diagnostic and treatment services to individuals with communication disorders. Services are provided to University employees, their spouses and pre-college age children at a discounted rate. The Center is located in the Seton Complex at 152-11 Union Turnpike in Flushing (extension 6480 or 718-990-6480).
Health care professionals in Student Health Services can evaluate, treat and refer students who have health concerns on both the Queens and Staten Island campuses. Employees who experience an illness or injury should contact their primary physician and use normal health insurance channels. For questions about their health insurance coverage, employees should contact the Benefits Office on the Queens campus at extension 6587.
The University’s Center for Counseling and Consultation helps students who may be experiencing personal or emotional difficulties that interfere with their ability to perform well. Services for employees and their family members are available from the University’s Employee Assistance Program (EAP). Through the EAP, employees and their family members have free, confidential access to information, evaluation, crisis response, short-term counseling and referral services for a wide range of work-life, emotional and health and wellness matters.
Services Provided by Campus Public Safety
Contact Information for Public Safety and Security
|Staten Island campus|
Extension 4487/4488 or (718) 390-4487/4488
Building Access and Keys
For each campus, as the utilization of a building diminishes during the day or evening, Public Safety locks the building. These buildings are patrolled throughout the night on a random basis to ensure the safety and security of the campus. The same procedure is repeated during the weekend hours. On the Staten Island campus, Public Safety locks many of the classrooms after the last class of the day.
Exterior door access to a locked building is granted only on a limited basis of proven need. Public Safety is prepared to escort anyone to and from a building during non-working hours. Anyone entering or leaving a building during non-working hours is required to notify the Department of Public Safety. Students, faculty and staff are required to show a valid St. John's StormCard in order to gain entrance to certain buildings.
The University Key Control Program is under the auspices of the Public Safety Department. A Vice President, Dean or Department Head must authorize all requests for keys. Exterior door access to a locked building is granted on a limited basis or priority need. Request for lock changes or replacement keys can be made at the Public Safety office (Queens/Staten Island).
All changes or replacement keys require budget approval. Changes or replacement keys can be made at the Public Safety office on your campus. All employees must return University keys to their supervisor upon separation from employment.
Building or Office Lockout
If you lock yourself out of your office or building, or you have forgotten your key, call the Public Safety office. An Officer will be dispatched to your location and may require that you produce a StormCard or other valid picture identification.
Vehicle Lockout and Battery Jumps
On the Queens and Staten Island campuses, if you lock yourself out of your vehicle or you need a battery jump, call the Public Safety office. An Officer will help you gain entry to your car or jump-start it.
Round-the-clock service is provided by Public Safety Officers on the Queens and Staten Island campuses to accompany you from one point on campus to another or to your vehicle, if it is in the immediate vicinity of campus. Just call Public Safety on your campus for an escort anytime of the day or night.
Emergency Phone Service
There are clearly marked emergency phones located throughout the campuses. They can summon the Department of Public Safety, which will respond immediately. The phones are for emergency use only, which can include, but is not limited to: car trouble; injury, especially when an ambulance is required; crime prevention, whether a crime is in progress or the potential for the criminal act is suspected; and need for the escort service.
In cases of medical emergencies, all persons should call 911 and then Public Safety.
Bicycles on Campus
If you ride a bike on campus, be sure to register the bike and to lock or chain it up when you leave it unattended. Ask a Public Safety Officer for the locations of bicycle racks on campus.
Confidential Tip Line
The Department of Public Safety has established an automated 24-hour confidential tip line. This tip line will enable anyone in the university community to report information to Public Safety anonymously while being recorded on an answering machine.
The tip-line number is (718) RED-SAFE or (718) 733-7233.
Environmental Health and Safety
St. John’s University is committed to maintaining a safe and environmentally sound living, learning and working environment free from recognized hazards. Further, it is the policy of the University to comply with all applicable state and federal codes and regulations including those promulgated by the Occupational Safety and Health Administration (OSHA) and the Environmental Protection Agency (EPA). Campus activities are to be conducted in a safe and environmentally sound manner in compliance with these regulations, the University health and safety programs, and with any applicable policies and procedures. Every St. John’s University community member can assist this effort by understanding and incorporating safe and environmentally sound behavior in daily campus activities.
The University has programs and resources in place to implement its environmental health and safety policy. We strive to continually assess and improve our environmental health and safety programs. The law protects employees from retaliation for bringing forward any concerns regarding occupational health and safety.
If you have a question or concern about something you feel may be creating an unsafe work environment, please contact the Director of Environmental Health and Safety at 718-990-1348. In case of emergency, dial 911 or call the Department of Public Safety on your campus. Visit St. John’s Environmental Health and Safety on the web. Review the OSHA Job Safety and Health poster on the HR website.
Conference and Auxiliary Services
The Office of Conference and Auxiliary Services supports the University community and external organizations in booking meeting and event spaces and planning events on campus. The Office coordinates with Facilities Services for required preparations and communicates events needs to Public Safety, Information Technology and Catering services. Direct your specific questions regarding the use of University facilities and/or support services for special events as follows: Queens, 718-990-7300; Manhattan/SI, 212-277-5177; and Oakdale, (631) 218-7700.
Campus Dining Services
There are many great places to eat on the University’s campuses, ranging from a quick bite to a full menu, including healthy dining choices and a variety of locations for your convenience and style. For dining locations, hours, menus, nutritional facts and dining events, visit the Dining on Campus. St. John’s Dining Services also offers catering service.
Campus Mail Services
Campus mail services are provided for the University community for the purpose of conducting University business. The mailroom receives, sorts and delivers incoming and outgoing mail, and facilitates interoffice mail distribution. The SJU mailroom is prohibited from accepting packages that facilitate any type of commerce on behalf of employees or students. Items intended for personal business for profit will not be shipped or delivered by the SJU mailroom, and can be taken to the nearest USPS location or mailed using another carrier company such as UPS or FedEx. Only correspondence related to University business will be accepted without the appropriate postage. The University has the right to refuse to accept large quantities or unusual volume of mail.
The shipment to or from the mailroom of any illegal item (e.g., firearms, weapons, drugs not prescribed for the recipient, etc.) or any hazardous/dangerous item (e.g., explosives, fireworks, ammunition, etc.) is prohibited. Any package deemed to contain suspicious items or hazardous material will be turned over to Public Safety and/or the authorities for inspection and handling. Perishable items received by the mailroom for faculty, staff and administrators will be delivered on campus twice a day. The mailroom on the Queens campus is located in the ROTC Building near Gate 6.
The University has bookstores on the Queens and Staten Island campuses. You can shop for St. John’s apparel, gifts, office supplies, texts, and more. You can also buy bookstore merchandise online. The bookstores accept department charges and offer a 20% discount on all non-textbook items.
The bookstores accept payment made by STJ StormCard, Flex account, cash, Visa, MasterCard, Discover, American Express and personal check. Gift certificates are also available. To contact the Queens Campus bookstore located in Marillac Hall, call 718-990-6247 or extension 6247 from a campus telephone. To contact the Staten Island bookstore located in the Kelleher Center, call (718) 390-4430 or extension 4430 from a campus telephone.
As an employee, you have access to the limitless resources of the various libraries of St. John’s University. For a link to each of the campus libraries, including those on Queens, Staten Island, Manhattan, Oakdale and Rome, Italy. Some of the library resources include the catalog, databases, eJournals, eBooks, eReserves, eReference Shelf, and eNews Sources. In addition, the libraries offer a variety of services, such as instructional services, eReserves, online reference (AskUs), Media Center, Inter-Library Loan services, photocopy service, reference and reserve service, and more. Computers throughout the libraries are configured for easy access to library resources, the Internet and Web, and to standard University software.
A valid St. John’s University StormCard gives you onsite use of the library services, and permits you to check out materials from any of the St. John’s libraries. Your St. John’s email address is all you need to authorize you to access any of these databases and other digital services from your home or campus office. An extensive library web site is the gateway to these and many more services.
The following are the University libraries,
- Main Library, St. Augustine Hall – Queens campus, call 718-990-6201
- The Rittenberg Law Library – Queens campus, School of Law, call 718-990-6652 (Please note: the Law Library policies are different from those of the other campus libraries; see the Law Library’s web site or call for information.)
- Loretto Memorial Library – Staten Island campus, call (718) 390-4457
- Davis Library – Manhattan campus, call 212-277-5135
- Benilde Library – Oakdale, NY
- Rome Library – Rome, Italy
Shuttle Bus Service
The Division of Student Affairs offers a free, University-wide shuttle bus service for members of the University Community. In addition to inter-campus service between the Manhattan and Queens, and Staten Island and Queens, the shuttle buses also assist students with their transportation needs (stops at Jamaica Station and Kew Gardens subway). Primarily for student use, the shuttle service also promotes intercampus collaboration among students, faculty and staff.
In order to offer members of the University community opportunities for broader participation in the life of St. John’s, there exists a University Common Hour. The Common Hour is a regularly scheduled block of time during which no classes are held and members of the University community are, therefore, available to share in other activities.
The goal is to promote involvement in the community life of the University. It gives students, faculty, administrators and staff a chance to hold meetings, lectures, events and activities. Currently the Common Hour is held on Mondays and Thursdays from 1:40 – 3:15 pm.
St. John's Online
St. John’s University Web site
The official Web site of St. John’s University is www.stjohns.edu. Via this Web site, you can access all of the online information published by the University, from University news and information to content for current and prospective employees, faculty and students to departments, services and facilities information, and online forms and applications.
This site allows students and faculty to stay connected. A single login portal gives users access to intranet information, UIS, e-mail, calendar, groups and course tools. It is a communication tool that allows users in the St. John’s community to receive and send customized information according to an individual’s role as student, faculty or employee.
A wide range of information and resources is available online here for employees. Find quick links to Busines Affairs resources, Marketing and Communications, Human Resources, business expense and travel resources, purchasing policies and procedures, UIS and more.
Listed below are a few of the University’s publications that may serve as valuable resources for you throughout your work-life at St. John’s. There are many others not listed here, which are published by departments, student organizations and other University groups. We welcome you to read all of our publications and explore our web sites, as they may help you to become an increasingly involved member of the St. John’s community.
Today@SJU (formerly Web Digest) is an internal communications vehicle that promotes selected daily St. John’s events, announcements, stories, and media placements, as well as in memoriam posts. Its goal is to foster a strong sense of community among faculty, administrators, and staff, while keeping employees informed about current news.
Each morning, Today@SJU is sent to all employees’ University e-mail accounts. During the summer months, Today@SJU goes out weekly.
This Week at St. John's
This Week at St. John's is an e-mail newsletter that goes out every Monday to senior administrators and includes timely campus events and current happenings in higher education.
Living Vincentian Today
This publication celebrates St. John's University's ongoing commitment to its mission as a Vincentian institution. Produced periodically throughout the academic year, it highlights and celebrates university-related events, people and topics that exemplify the St. John’s community’s continuing commitment to Vincentian values
The TORCH and The Storm Front
The TORCH is the award-winning independent student newspaper of St. John’s University. The TORCH is published and distributed on the Queens and Manhattan campuses, and is also accessible online. The Storm Front is the Staten Island campus’ student newspaper.
Published each academic year by the President of the University, the President’s Report relates outstanding accomplishments of students, faculty, alumni, administrators and staff. It also provides highlights of the University’s schools, colleges and campuses during the past academic year.
St. John’s Fact Book
In addition to general information about the University, the Fact Book contains text, tables, and graphs of current and historical information on students, employees, and finances. Published and updated annually by the Office of Institutional Research, the Fact Book is a comprehensive resource for academic facts and figures about St. John’s, such as current enrollment, enrollment trends, demographic characteristics, and retention and graduate rates.
The Statutes provide official definitions and explanations of the role of the Board of Trustees and senior executives, such as the President, Vice Presidents and Deans. In addition, the Statutes include detailed definitions on the role and responsibilities of faculty appointments, re-appointments, tenure and promotion.
The University’s official Student Handbook is updated and published online each academic year. It contains academic regulations and policies and procedures for each campus, as well as services, facilities, athletics and safety information for students.
The University’s Strategic Planning documents have resulted from the collaborative efforts of all segments of the St. John’s Community who have given careful and thoughtful attention to shaping the future of our University. The work of the Strategic Priorities Working Group can be reviewed online, and the Action Plan can be viewed and downloaded. The individual school/college plans are also available on the strategic planning webpage.
Emergency Management Structure Plan
This and other important emergency preparedness information can be found on the University website under the Safety heading.
Annual Security and Fire Safety Report
Campus crime statistics, security policies and procedures, fire safety and security programs are found in this report, made available online and distributed annually to the University community.
Human Resources Policy Manual for Administrators and Staff
Housed on the Human Resources website, this is a manual of employee and University employment-related policies for supervisors. The Employee Handbook for all staff and administrators is also online.
Marketing and Communications Policy
To ensure the continuity of the University’s image and message, external print and digital publications must be produced or approved by this office. To learn more about the brand and for complete information on communications, please visit the Office of Marketing and Communications website.
The Office of Media Relations is the only liaison between the University and the news media: TV; radio; newspapers; magazines; and any other news organizations. It is the only University office authorized to speak on behalf of the University, its President, Administration, Faculty and Staff.
If you should receive a phone call from someone identifying him or herself as a reporter or a representative of a news organization, the University requires that you refer the call to the Office of Media Relations at 718-990-1621 (or ext. 1621). An employee’s failure to abide by this policy may result in disciplinary action by the University, up to and including termination of employment.
- Employee Benefits
- Employee Compensation
- Employee Relations and Compliance
- Human Resources Services
- Payroll and HRIS
- Student Employment
- Training and Development
- Department Showcase Series
- Diversity and Inclusion in Employment
- employeEnews Newsletter
- Employee Handbook
- Employee Resources
- Employee-Student Engagement
- Employment Posters
- Frequently Asked Questions
- Holiday Schedules
- HR Policy Manual
- SJU Retirees Association
- Student Worker Handbook
- Supervising Student Workers
- Work-Life Programs