Category: OPERATING POLICIES
Issued: January 1, 1993
Last Reviewed: July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801
The normal business day at Columbia begins at 9:00 a.m. Employees are expected to work thirty-five (35) hours per week. Certain offices and departments, because of the nature of their operation, may require different work schedules.
Employees covered under a collective bargaining unit follow the work schedule as stipulated in their labor agreement.
Category: OPERATING POLICIES
Issued: January 1, 1993
Last Reviewed: July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801
The University designates specific external organizations for campus-wide drives.
Under no circumstances shall an employee use the University name, its offices and grounds, its facilities, or its resources, including local mail service and telephones, to solicit in any manner without the prior permission of the Vice President, Human Resources.
Persons who are not employees of the University are not permitted to distribute material or solicit employees for any purpose whatsoever on University property at any time. Employees are not permitted to distribute material in working areas at any time. Employees who are working, or who are on their free time, are not permitted to distribute materials to, or solicit employees who are supposed to be working. This includes religious, charitable, commercial or other types of solicitations.
The University is prohibited by law from engaging in partisan political campaign activity. Accordingly, employees are prohibited from using the University name or any of its facilities or property in support of or in opposition to any political candidate.
Category: OPERATING POLICIES
For the University’s Rules of Conduct, see Appendix C of the Faculty Handbook.
Category: OPERATING POLICIES
Issued: October 26, 2005
Responsible Office: Employee and Labor Relations (870-2810)
The New York City Smoke-Free Air Act of 2002, effective April 1, 2003, substantially limits when and where faculty, officers and support staff employees, students, and visitors may smoke on University premises. The University has adopted the following policy to assure compliance with the law.
Smoking is prohibited in any indoor area and outdoor eating places and University vehicles.
Smoking is prohibited in any enclosed work area for faculty, staff or students. Smoking is not permitted in private faculty or staff offices.
Without in any way limiting the general rule, smoking is specifically prohibited in the following areas at the University: auditoriums, classrooms, conference rooms, meeting rooms, laboratories and storage areas, employee or student lounges, theaters, clubhouses, elevators, hallways, stairwells, restrooms, apartment buildings or residence halls (other than in individual apartments, rooms or suites), gymnasiums, swimming pools, employee or student medical facilities, rooms or areas containing photocopying or other equipment used by employees or students in common, food markets or other retail stores, restaurants, cafeterias and dining facilities (including the Faculty House), and bars or other places in which alcoholic or other beverages are served.
Notwithstanding the above descriptions of locations where smoking is prohibited or permitted, smoking is prohibited in any area with signage indicating that smoking is prohibited.
Employees at the Medical Center Campus and at Harlem Hospital are required to obey New York Presbyterian Hospital and Harlem Hospital restrictions applicable to hospital premises, including posted sidewalk limits at entrances. Violations of the hospitals’ policies by University employees will be considered violations of this policy.
This policy will be applied to the Lamont-Doherty Earth Observatory and Nevis Laboratories unless local laws in those two locations provide more restrictive practices in Rockland and Westchester Counties, respectively.
The restrictions announced in this policy statement do not apply to: private residential rooms or suites in University residence halls or rooms occupied by students in University apartment buildings, which will be subject to the University residence halls or Institutional Real Estate smoking policies.
Individual apartments, room or suites in University off-campus apartment buildings are exempt from the restriction of this policy.
The penalty for violations of the City law is a fine of up to $2,000. Departments which fail to fulfill their obligation to enforce the law may be subject to this penalty if found guilty by the New York City Department of Health. Individual employees who violate the law may also be subject to this penalty, and will be personally responsible for payment of any fines imposed. Employees may also be subject to disciplinary action by the University for violations of University policy.
The law and University policy prohibit employer retaliation against employees, or applicants for employment, who exercise, or attempt to exercise, any rights under this policy. Any complaints or grievances claiming retaliation may be processed through the appropriate existing grievance procedures or Ombuds office.
Complaints of retaliation for employees represented by a labor organization must be filed through the appropriate grievance procedure. Officers and non-union staff must file complaints of retaliation with the Office of Employee and Labor Relations, Room 1220, Interchurch Center, Mail Code 7710.
Each department or School is responsible for publicizing and enforcing the policy.
Questions, problems or complaints concerning smoking and this policy should, as much as possible, be resolved by the appropriate dean, vice president, director or department chairperson (or their delegate). Any employee having a question or problem of this nature should present it to his/her immediate supervisor. If the problem is not resolved at that level, the employee should present the matter to the department head, who will resolve the dispute in a manner consistent with this policy. These officers or their delegates will have the responsibility in the first instance of enforcing the policy in areas under their control.
The Office of Environmental Health and Safety will have overall responsibility for following up on reported violations throughout the University, and can also provide advice about the University’s Smoking Policy. The Office of Employee and Labor Relations and the Medical Center Human Resources Office will assist with issues relating to employee and labor relations and with disciplinary action resulting from violations of the policy. [See: Reporting Violations below]
Witnessed violations of the law and University policy must in the first instance be reported to the employee’s manager, departmental administrator, or local human resources officer. In addition, a report should be filed with the Office of Environmental Health and Safety, by the person who witnessed the violation. This office will be responsible for formally notifying the departmental administrator of the reported violation (see attached sample letter).
The manager, departmental administrator, or local human resources officer will be responsible for counseling the employee, in writing, about the requirement that the employee comply with the law and University policy (see attached sample counseling letter). Any employee who thereafter violates the law and University policy will be subject to disciplinary action in accordance with University policy and applicable collective bargaining agreements (see sample letter to attend an investigatory meeting).
Violations of the law and University policy must be reported to the appropriate Dean, or to the University Librarian, or Vice President with a copy to the Office of Environmental Health and Safety, by the person who witnessed the violation.
The Dean or University Librarian will be responsible for investigating the matter and counseling the employee, in writing, about the requirement that the employee comply with the law and University policy. Any employee who thereafter violates the law and University policy will be subject to disciplinary action in accordance with the Faculty disciplinary procedures.
Category: OPERATING POLICIES
For the University policy on drugs and alcohol (applicable to all faculty, officers and support staff), see Appendix D of FACETS.
Category: OPERATING POLICIES
For the University policy on conflicts of interest (applicable to all faculty, officers and support staff), see Appendix J of the Faculty Handbook.
Category: OPERATING POLICIES
For the University policy on sexual harassment (applicable to all faculty, officers and support staff), see Appendix N of the Faculty Handbook [http://www.columbia.edu/cu/vpaa/fhb/ main.html]. The list of members of the Columbia Panel on Sexual Harassment is distributed to all academic and administrative offices. It can also be obtained from the University Senate or the Office of Equal Opportunity and Affirmative Action and is available on the latter's web page at www.columbia.edu/cu/vpaa/eoaa.
Category: OPERATING POLICIES
Issued: August, 1993
Responsible Office: Administrative Information Systems - Chair, Joint University/Presbyterian Hospital Task Force on Data Security 854-8901
Information resources are vital Columbia University and Presbyterian Hospital assets in the same way that physical facilities and equipment are assets. Any person/organization that uses or provides information resources has a responsibility to maintain and safeguard these assets. Because computing systems and networks are shared facilities, their misuse can affect others. Each individual student, staff and faculty member in the community is expected to use these shared resources with consideration for others. Individuals are also expected to be informed and responsible for protecting their own information resources in any environment. It is unacceptable for anyone to use University or Hospital information resources to perform unethical or unlawful academic or business acts or to violate any law.
The resources included in the scope of this security policy statement are:
The resources may reside in many different settings and environments and may be used for any academic or administrative purpose. Legal constraints directly affect the use of some of these resources. University/Hospital policy may also affect the use of information resources. The multiplicity of needs involving information uses, locations, and protection dictates that a broad spectrum of possible security procedures is necessary. Security risks must be evaluated, and appropriate procedures must be selected and implemented by the individuals responsible for such assets.
For Users In the University and Hospital a natural tension arises between protecting the confidentiality of information and encouraging the sharing of information and ideas. While the need for security and the vulnerability of information resources must be recognized, it is also important to assess the value of the resources and the need to share them. The effort and cost of providing protection must be balanced against the value or sensitivity of the resources. However, at a minimum, this statement says that tampering with data, deliberately introducing inaccuracies or causing loss of data, using information resources to violate any law, committing a breach of confidentiality, committing theft of equipment or software or other information resources, compromising the performance of computing systems, damaging software, physical devices or networks, or otherwise sabotaging University or Hospital computing systems or networks is prohibited and shall be cause for discipline up to and including dismissal and for possible legal action.
University students, staff and faculty and Hospital staff who commit such prohibited acts with regard to external information resources to which they have access by reason of their University or Hospital activity shall also be subject to discipline, up to and including dismissal.
The University and Hospital shall take appropriate action in response to any misuse of University or Hospital information resources by persons unaffiliated with the University or Hospital, including the commencement of legal action.
Providers of information resources are responsible for ensuring that appropriate efforts are expended to maintain the integrity, confidentiality, and availability of these resources by:
Ultimately the community depends on a well balanced security program and the ethical and knowledgeable behavior of all who use and provide information resources.
This statement is meant to be an overall policy. It will be supported be additional policies, standards, and guidelines that in their totality will define the information security environment at Columbia and Presbyterian Hospital.