This policy defines restrictions on University-Sponsored travel to International Destinations categorized as High-Risk Destinations, outlines requirements for petitioning to participate in Ā鶹ֱ²„ (ā€œAdelphiā€)-sponsored travel to such locations, and establishes protocols for recategorization to High-Risk Destinations.

Reason for Policy

The purpose of this policy is to provide information regarding the Adelphiā€™s support for student and employee travel to International Destinations categorized as High-Risk Destinations.

Who is Governed by This Policy

This policy applies to any student or employee participating in Adelphi-Sponsored travel to an International Destination, including those that:

1. have administrative support or a purpose that is under the supervision, direction, and/or advisement of a department or unit at Adelphi and/or,
2. receive funding from the University that directly supports international travel.

Policy

The mission of Adelphi is to transform the lives of all students by creating a distinctive environment of intellectual rigor, research, creativity, and deep community engagement. The University recognizes the important role of international travel in achieving this mission, in addition to the inherent risks.Ā 

Adelphi does not support participation in University-Sponsored travel to International Destinations categorized as High-Risk Destinations. Adelphi defines High-Risk Destinations as locations categorized by the:

1. as
   • Level 3: Reconsider Nonessential Travel, or
   • Level 4: Avoid All Travel
2. as
   • Level 3: Reconsider Travel, or
   • Level 4: Do Not Travel

Students and employees who travel to High-Risk Destinations may be at risk of losing University sponsorship ā€”including but not limited to credit for academic programs, financial aid and scholarships, funding for research, and/or endorsement of co-curricular and extracurricular activities.

The categorization applied to each country can be accessed at the and websites.

Petition Process

Students and employees who wish to travel to locations categorized by the CDC or U.S. Department of State as Level 3 may petition for an exception to this policy as follows:

1. Undergraduate students traveling to International Destinations:
   • Should request in writing to the sponsoring department whether a petition might be considered.
   • If granted the right to petition, students should complete and submit the Petition for International Travel: Risk Assessment Form to the sponsoring department.
2. Graduate Students and Employees:
   • Should complete and submit the Petition for International Travel: Risk Assessment Form to the sponsoring department.
3. Employees leading group programs to International Educations
   • Should request in writing to the sponsoring department whether a petition might be considered.
   • If granted the right to petition, the leader should complete and submit the Petition for International Travel: Risk Assessment Form to the sponsoring department.

All persons who travel under an exception to this policy will be required to sign an Informed Consent, Assumption of Risk, and Release of Liability for Travel Abroad to High Risk Locations as a condition of their travel.

The executive leader of the sponsoring department adjudicates all petition requests.

Recategorization to High-Risk Destination

In the event the CDC or the U.S. Department of State re-categorizes an International Destination as a High-Risk Destination, any upcoming travel may be canceled and any students or employees at the destination may be subject to mandatory departure. The executive leader of the sponsoring department will determine next steps. Individuals who choose to remain in-country against the recommendations of Adelphi must sign the Informed Consent, Assumption of Risk, and Release of Liability for Travel Abroad to High Risk Locations.

Definitions

High-Risk Destination: Locations categorized by the:

1. (CDC) as
   • Level 3: Reconsider Nonessential Travel, or
   • Level 4: Avoid All Travel
2. as
   • Level 3: Reconsider Travel, or
   • Level 4: Do Not Travel

International Destination: A location outside the 50 states of the United States of America. International Destinations do include U.S. territories such as American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands.

University-Sponsored programs include credit and non-credit bearing programs that:

• have administrative support or an academic purpose under the supervision, direction, and/or advisement of a department or unit at Adelphi and/or,
• receive funding from Adelphi that directly supports international travel.

Procedures

Faculty & Staff Travel Procedures

Forms

• Informed Consent, Assumption of Risk, and Release of Liability for Travel Abroad to High-Risk Locations Form
• Petition for International Travel: Risk Assessment Form

Related Information

• Student International Travel Policy

Document History

• Policy Origination Date: unknown
• Last Reviewed Date: March 27, 2025
• Policy Reviewed by: Policy Owner and Policy Experts – Substantive Changes
• Last Approval Date: October 22, 2024

Who Approved This Policy

Executive Leadership

The post University-Sponsored International Travel to High-Risk Destinations Policy appeared first on Ā鶹ֱ²„.

The mission of Ā鶹ֱ²„ (ā€œAdelphiā€) is to transform the lives of all students by creating a distinctive environment of intellectual rigor, research, creativity, and deep community engagement. Adelphi recognizes the importance of international travel opportunities for Adelphi students in achieving this mission, in addition to the inherent risks. This policy establishes who, where, when, and how students may travel internationally as part of University-Sponsored Programs. This policy also provides a process to assess the health and safety risks associated with travel to International Destinations.

Reason for Policy

This policy standardizes protocols for all Adelphi students who travel to International Destinations as part of a University-Sponsored Program. It also outlines Adelphiā€™s efforts to assess potential risks associated with travel to International Destinations and to reduce those risks.

Who is Governed by this Policy

This policy applies to all undergraduate and graduate students traveling to International Destinations as part of University-Sponsored Programs. University-Sponsored Programs include Study Abroad, internships, research, service learning, volunteer opportunities, conferences, registered student organization activities, student groups affiliated with academic departments, and non-credit-bearing University programs.

This policy does not apply to Personal Travel to International Destinations. This policy does not apply to employees of Ā鶹ֱ²„.

Policy

Eligibility Requirements for International Travel

Adelphi grants qualified students the option to live, study, research, work, and volunteer in International Destinations. The Center for International Education (CIE) reserves the right to deny or withdraw approval for student participation in Study Abroad and/or Travel Abroad. Students who travel to International Destinations as part of a University-Sponsored Program must meet the following eligibility requirements:

Academic Requirements

• The minimum GPA required to Study Abroad is:
  • For undergraduate students, the minimum cumulative GPA required to qualify for Study Abroad is 2.5.
  • For graduate students, the minimum cumulative GPA required to qualify for study abroad is 3.0.
• Mid-term reports and the most recent academic record will be reviewed for students who have not yet established an Adelphi GPA.
• In accordance with the , a student may not study at another institution during their first, or final, 30 hours of coursework. A student may file an Academic Petition through the Office of the Dean in the college or school of their major for a waiver of this academic regulation.
• A student who Studies Abroad for the full semester must maintain full-time student status. Failure to maintain full-time status may result in the cancellation of the studentā€™s term abroad with the subsequent loss of academic credits, tuition payment, and federal or other financial aid.
• Students who are not registered for a faculty-led course are not permitted to travel with the group.
• Leaders, programs, and host institutions may establish additional academic eligibility requirements, including, but not limited to, a higher minimum GPA, interviews, essays, and course prerequisites.

Conduct Requirements

Students seeking to participate in Travel Abroad must file for a through the Office of Student Conduct and Community Standards. The sponsoring department will work with the Student Conduct Office to evaluate active conduct matters and incomplete sanctions to determine if the student will be approved for travel.

Documentation

• Students must have a valid passport to travel internationally.
• Students are responsible for researching the visa requirements of the intended destination and obtaining proper travel documentation.
• Students maintaining F-1 international student status must contact International Services to ensure they have the correct immigration documentation.

Insurance Requirements for Travel Abroad

All students must purchase the following minimum amount of international travel insurance coverages:

• $100,000 overall medical coverage at the travel destination
• $100,000 Security Evacuation
• $25,000 Repatriation/Return of Mortal Remains
• $25,000 Emergency Medical Evacuation

International emergencies can be costly. Students should be aware that expenses incurred in excess of the coverage amounts above are the responsibility of the student and not Adelphi.

Program Duration

• Undergraduate students: The maximum length of Study Abroad is one academic year or two semesters. Permission to extend this period by a summer or a short-term session may be requested from the Office of the Dean in the college or school of the studentā€™s major.
• Graduate students: The maximum length of Study Abroad is one semester abroad.
• Doctoral candidates: The maximum length of Study Abroad is two semesters abroad.

Any student seeking to appeal a decision regarding their eligibility to participate in a University-Sponsored Program should address the appeal in writing to the relevant party.

Approved International Travel Destinations

Adelphi recognizes the important role of international travel in achieving its mission, in addition to the inherent risks. Students should refer to the University-Sponsored Travel to High-Risk Destinations Policy, which defines restrictions on University-Sponsored travel to International Destinations categorized as High-Risk Destinations for students, faculty, and employees, outlines requirements for petitioning to participate in University-Sponsored travel to such locations, and establishes protocols for travel to locations recategorized as High-Risk Destinations.

Ā鶹ֱ²„ International Travel Application (ā€œApplicationā€)

All Adelphi students who travel internationally as part of Adelphi-sponsored programs , which includes the submission of all forms, documents, and legal releases, and be accepted to participate.

The department sponsoring the program is responsible for the overall management of the Application and reserves the right to deny or withdraw approval for student participation in Study Abroad and/or Travel Abroad.Ā  The department sponsoring the program may also limit the number of students allowed to travel to International Destinations.

The Application is kept in a confidential and secure database to maintain key travel information for students traveling to International Destinations on University-Sponsored programs. It is also used to assess potential risks associated with studentsā€™ participation and initiate strategies to reduce those risks. Travelers are responsible for ensuring information on the Application is accurate, including but not limited to health information, travel dates, emergency contacts, and contact information at the international destination.

The Application is the official and authoritative source of traveler information for locating and communicating with travelers, responding to emergencies, and managing media and public relations during critical incidents. It also serves as the central source of student travel abroad data for institutional reporting on travel to international destinations.

In addition to collecting basic information, including travel documents, itineraries and emergency contacts, the international travel application informs students of financial, academic and conduct standards for travel to international destinations.

Credit Transfer

Adelphi students studying abroad on programs approved by CIE can earn Adelphi academic credit in accordance with the Adelphi Transfer Credit Policy.Ā  Courses transferred to Adelphi from Study Abroad contribute towards the maximum 90 credit transfer limit.

In order to receive credit for courses taken abroad, students must obtain the Adelphi course equivalency and academic approval for all courses prior to departure by completing the Adelphi Course Equivalency Form. Credits can satisfy major, minor, and elective requirements.

Grade appeals regarding courses taken during Study Abroad will be considered in accordance with the procedures of the host institution or the provider. In the case of an Adelphi independent study course(s) taken abroad, appeals will follow standard procedures.

Health and Safety

Students are responsible for their own health and safety. Students are responsible for obtaining required and/or recommended immunizations as outlined by their healthcare provider and mandated by the international destination. Adelphi strongly recommends that students traveling internationally visit a health care practitioner in the months leading up to departure and that all students familiarize themselves with and follow the recommendations of Ā based on the studentā€™s travel itinerary.

• Health Self-Assessment Process:Ā The health assessment process is intended to prompt students to consider their health through the lens of international travel, make the department sponsoring the Travel Abroad aware of potential health challenges, and initiate discussion about how best to ensure a successful international experience.
  • All Adelphi students who travel to International Destinations on University-Sponsored programs must complete the Health Self-Assessment in the Application, identifying allergies, dietary preferences/restrictions and prescription medications. Health information will be shared with relevant parties, including, but not limited to, program leaders, host institutions, etc.
  • Disclosure of a pre-existing physical or mental health condition (e.g. recent hospitalizations, instances of self-harm) does not preclude participation in international travel; however, a representative from Adelphi may contact students to discuss the proposed destination and program, and their plan for managing health conditions while abroad. If an applicant’s physical or mental health status requires resources not available on the program or in the destination and for which there are no reasonable accommodations, Adelphi reserves the right to deny participation in a program and will encourage the student to select an alternative program option.
• All Adelphi students who travel to International Destinations on University-Sponsored programs must participate in a pre-departure orientation developed by the department sponsoring the program and/or CIE. This orientation is intended to help prepare students for their upcoming experience; however, this orientation should not be relied upon as the sole source for safety and health preparation. Studentsā€™ individual needs vary, and each student is responsible for taking their own health and safety precautions.
• All Adelphi students who travel internationally are subject to University Policies and the Student Bill of Rights.

Emergency Protocol

Adelphi should not be relied upon as the sole source of information for determining whether emergency situations exist at or near the travel destination. It is the studentā€™s responsibility to maintain awareness of local conditions, including potential dangerous weather events, violence, or political unrest, as well as other unforeseen circumstances, and to take steps to ensure their own personal safety.

The following procedures are in place to prepare for an event that impacts Adelphi students in International Destinations:

1. The Application is the primary source of information in case of an emergency.
2. Students traveling to International Destinations are required to enroll themselves in the Smart Traveler Enrollment Program (STEP), a free service provided by the U.S. Department of State to allow U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate.
3. Adelphi Public Safety Command Center offers 24-hour coverage and serves as a resource to students during their travel abroad experience and will notify the appropriate Adelphi representative if support is needed.

Financial Aid (and Scholarships)

Adelphi is committed to making Study Abroad affordable for all Adelphi students and has adopted policies and practices that ensure that a semester abroad will not substantially exceed the costs of a semester on campus. This financial policy applies only to programs approved by CIE. Students are not able to apply their financial aid and/or scholarships in support of non-approved programs.

• All U.S. citizens and eligible non-citizens seeking financial assistance for their Study Abroad program must file the Free Application for Federal Student Aid (FAFSA) by Adelphiā€™s proscribed deadline, must have completed the verification process, and must have submitted all requested documents before departure for their program.
• U.S. students and eligible non-citizens studying abroad for a semester or an academic year with approved programs will retain all of their federal financial aid and 50% to 100% of Adelphi institutional aid (scholarships, grants, etc.), provided students meet all applicable eligibility criteria for the awards. Students can use 100% of their Adelphi semester scholarships for program providers whose academic program fees total 65% or less of Adelphiā€™s semester tuition. For program providers whose semester academic program fees are higher than 65% of Adelphiā€™s semester tuition, students will be able to use 50% of their semester scholarships. This excludes work-study, athletic, residential, tuition discounts and Adelphi employee tuition remission/exchange.
• U.S. students and eligible non-citizens who Study Abroad as a Direct Exchange retain all of their federal financial aid and 100% of their Adelphi institutional aid.
• Certain Adelphi scholarships that require performance or service on campus, such as athletic and graduate teaching assistantships may not apply to Study Abroad.Ā  Students should confirm in writing with the department where the award originates (e.g. athletics) when considering Study Abroad.
• Tuition discounts, such as the AUI Progressed Student Remission, will not be granted to students during semester-long Study Abroad.
• Students must disclose to the Office of Student Financial Services any additional awards they receive, such as travel scholarships provided by the program provider; failure to disclose these awards may result in the cancellation of a studentā€™s program and disciplinary action from Student Conduct and Community Standards.
• Students accepted to a program with tuition costs higher than Adelphiā€™s tuition are responsible to pay the additional cost to Adelphi.
• Questions concerning mid-semester withdrawals and the impact on financial aid should be referred to the One-Stop Student Services Center.
• Grades earned during Study Abroad will be considered by the Scholarship Review Committee for determining scholarship renewal.

Tuition and Fees

All tuition charges will be assessed to the student account for the relevant semester, and an international travel fee may also be applied.

Tuition remission cannot be used for Study Abroad, except as noted in the Tuition Remission policy.

Students are responsible for all travel-related costs, including but not limited to: immigration documents, airfare, room and board, international health insurance, damage deposits, student activity or facilities fees, excursions, entertainment, books, ground transportation, vaccinations, and personal expenses.

Federally Funded International Travel

Grants from some federal agencies and most federal contracts require that international travel, even if included in the award, be approved in advance by the sponsoring agency. Before making arrangements for international travel that will be funded by a grant or contract, the traveler should review the terms and conditions of the award or consult with the Ā鶹ֱ²„ Grant Accountant office.

Fly America Act

Travel to international destinations supported by federal grants and contracts is subject to the (49 U.S.C. 40118), which requires to the maximum extent possible the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts.Ā  This requirement shall not be influenced by factors of cost, convenience, or personal travel preference. A U.S. flag air carrier service may include service provided under a Code Share Agreement with a foreign air carrier when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrierā€™s designator code and flight number. The regulations concerning the use of foreign air carriers on federal funds must be followed by all Adelphi personnel, students, trainees, consultants and collaborators who are reimbursed for air travel with federally-funded prime awards or federal pass-through funds (subcontracts, subawards and subrecipient agreements).

Program Withdrawal or Termination

• Students traveling to International Destinations are subject to local laws and regulations.
• Students traveling to International Destinations with University-Sponsored Programs remain under the jurisdiction of Adelphi policies, rules, and regulations found in the Code of Conduct, Code of Academic Honesty, and in the Undergraduate and Graduate Bulletins. They are also under the jurisdiction of the codes of conduct of the host institution or provider. Program participation may be terminated for violations of either policy with the subsequent loss of credits and of tuition payment, and possible disciplinary action upon their return to campus.
• Students withdrawing from a program for any reason, including a medical withdrawal, will be responsible for non-refundable expenses that were made on their behalf. In addition, they may be subject to refund policies of the study abroad host institution or provider. Mid-semester withdrawals for any reason will require the university to perform a recalculation of eligibility for financial aid.
• In case of emergency program cancellation or repatriation mandated by Adelphi, host institution or program provider, the U.S. Department of State, CDC, or local government, Adelphi will attempt to provide completion of semester studies or alternative ways for students to complete their planned number of credits during the term involved without incurring additional tuition costs. Adelphi will not be responsible for additional costs as the result of program cancellation, including but not limited to emergency travel expenses, program fees, and housing fees. Students should review the insurance policies to determine if a portion of the expenses may be reimbursed.

Definitions

Direct Exchange: Classification of Study Abroad, as outlined in a partnership agreement, in which no tuition fees are charged to Ā鶹ֱ²„ by the host institution.

High-Risk Destination:Ā  Location categorized as Level 3: Reconsider Travel or Level 4: Do Not Travel by the U.S. Department of State or classified as Level 3: Reconsider Nonessential Travel, or Level 4: Avoid All Travel by the CDC.

International Destination: A location outside the 50 states of the United States of America. International Destinations do include U.S. territories such as American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands.

Low-Risk Destination: Locations categorized asĀ  Level 1: Exercise Normal Precautions or Level 2: Exercise Increased Caution by the U.S. Department of State or classified as Level 1- Practice Usual Precautions and Level 2- Practice Enhanced Precautions by the CDC.

Personal Travel: Travel on a program or for a purpose not affiliated with the University by an individual who uses their own funds, or other non-University funds, to support this travel. Personal travel includes additional independent travel before or after travel for University-Sponsored purposes that is not part of the official itinerary.

Short-term Study Abroad: Ā A student studying abroad on an approved program administered by a third party that is less than a semester long (e.g. programs that take place during January term, spring break, and summer).

Study Abroad: Students travel on a university-approved program to an International Destination for which the student receives academic credit.Ā  The credit may be issued by Adelphi or transferred in from an institution or third party provider.

Travel Abroad: Students travel on a university-approved program for which no academic credit is awarded.Ā  This includes, but is not limited to, programs such as alternative spring break, volunteer programs, and conferences.

University-Sponsored Programs include credit and non-credit bearing programs that:

• have administrative support or an academic purpose that is under the supervision, direction, and/or advisement of a department or unit at Adelphi and/or,
• receive funding from Adelphi that directly supports international travel.

Procedures

• Academic Petitions
• Credit Transfer

Forms

• Adelphi Academic Petition
• Adelphi Course Equivalency Form
• Petition for International Travel: Risk Assessment Form

Related Information

• International Program Development Process
• Tuition Remission Policy
• University-Sponsored Travel to High-Risk Destinations Policy

Document History

• Policy Origination Date: unknown
• Last Reviewed Date: March 27, 2025
• Policy Reviewed by: Policy Owner and Policy Experts – Substantive Changes
• Last Approval Date: October 11, 2024

Who Approved This Policy

Executive Leadership

The post Student International Travel Policy appeared first on Ā鶹ֱ²„.

In addition to , Ā鶹ֱ²„ (the ā€œUniversityā€) provides an additional twenty (20) hours of paid leave to full-time and regular part-time non-faculty pregnant employees for prenatal care, in addition to their existing sick leave. This prenatal leave is not accrued and can be used under certain conditions, as required by New York State law and herein.

Reason for Policy

New Yorkā€™s Paid Prenatal Leave Law, which went into effect January 1, 2025, provides employees with twenty (20) hours of paid leave time per 52-week period to be used by pregnant employees for prenatal healthcare services during their pregnancy or as related to their pregnancy. This leave time is in addition to other leave options available to employees.

Who Is Governed by this Policy

Non-union full-time, part-time, hourly and student employees directly receiving prenatal health care services. All benefits, terms, and conditions of employment for unionized members of the Universityā€™s workforce are governed by the employeeā€™s applicable collective bargaining agreement. Employees covered by a collective bargaining agreement should contact their union representative regarding such benefits.

Policy

Ā鶹ֱ²„ recognizes that employees will need medical care related to their pregnancy that may necessitate their absence from work. Employees can use up to twenty (20) hours for this leave in a 52-week period to cover health care services they receive during their pregnancy or related to such pregnancy, including:

• Physical examinations;
• Medical procedures;
• Monitoring and testing;
• Discussions with a health care provider related to the pregnancy;
• Fertility treatment or care appointments, including in vitro fertilization; and
• End-of-pregnancy care appointments.

This leave does not include post-natal or postpartum appointments, though other leave time available to employees can be used for these purposes.

Non-union full-time employees, part-time, hourly and student employees are covered.

Paid Prenatal leave time can only be utilized in hourly increments. Employees will be paid their normal rate of pay for any paid leave time under this law, or the applicable minimum wage rate, whichever is greater. Use of paid prenatal personal leave is not considered hours worked for purposes of calculating overtime.

The University will not require the disclosure of confidential information as a condition of providing paid prenatal personal leave.

When does a 52-week period begin? The first time an employee uses Paid Parental Leave begins the 52-week period for that employee. Meaning that the 52-week period commences on the day the first leave time is taken (see defined below).

All full-time, part-time, hourly and student employees who are directly receiving prenatal health care will be credited with twenty (20) hours of paid prenatal leave. A spouse, partner, or another support person attending prenatal appointments with a pregnant person is not entitled to Paid Prenatal Leave. This time does not accrue or require that an employee work at the University for any minimum amount of time before accessing Paid Prenatal Leave. If an employee requires more than twenty (20) hours of prenatal leave in a 52-week period, they will need to use other leave time available. Unused prenatal leave time is not payable upon termination of employment.

Enforcement and Retaliation

Employees will not be discharged, threatened, penalized, or in any other manner discriminated or retaliated against because they have exercised their rights to request and use sick leave or prenatal personal leave under this policy and applicable law.

Definitions

• 52-week period:Ā the 52 consecutive weeks following the first day an employee uses Paid Prenatal leave. For example, if an employee begins using their prenatal leave for an appointment on May 15th, the 52-week period begins May 15th of that year and ends on May 14th the following year. Once that period expires, any unused portion of the twenty (20) days is lost, and the employee is allotted another twenty (20) hours for future use.
• Prenatal care: health care services received by an employee during their pregnancy or related to such pregnancy, including physical examinations, medical procedures, monitoring and testing, and discussions with a health care provider related to the pregnancy. It also covers fertility treatment or care appointments, including in vitro fertilization, and end-of-pregnancy care appointments.

Procedures

Prenatal leave time must be documented on the PTO portal in and will auto populate on the timesheet for non-exempt employees.

Forms

This policy does not have related forms at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

The has more information on this required policy.

Document History

• Last Reviewed Date: March 10, 2025
• Last Approval Date: March 10, 2025
• Policy Origination Date: March 10, 2025
• Policy Reviewed by Executive Leadership

Who Approved This Policy

Executive Leadership

The post Paid Prenatal Leave Policy appeared first on Ā鶹ֱ²„.

A record retention policy outlines how long an organization should keep different types of records. In summary, a record retention policy is essential for legal compliance, risk management, operational efficiency, and historical preservation. By establishing clear guidelines for record retention, organizations can protect themselves from legal liabilities, minimize risks, improve operations, and preserve their institutional memory.

Who is Governed by This Policy

Staff and Faculty

Policy

If any litigation, claim, or audit is started before the expiration of the number of years indicated, the records should be maintained until all litigations, claims, or audit findings involving the records have been resolved.

Specific rules regarding record retention may apply to grants and individual circumstances may warrant deviation from this policy. Please contact the Finance Office with any questions or problems regarding record retention.

Accounting

Corporate

Correspondence

Insurance

Personnel

Purchasing and Sales

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

This policy does not have procedures associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Policy Origination Date: Unknown
• Last Review Date: October 10, 2024
• Policy Reviewed by: October 10, 2024
• Last Approval Date: October 10, 2024

Who Approved This Policy

Policy Owner

The post Record Retention appeared first on Ā鶹ֱ²„.

International students holding F-1 or J-1 status at Ā鶹ֱ²„ and who are in good standing may be authorized to engage in on-campus employment while maintaining a full course of study and valid status. This employment must occur on the Adelphi campus with the school as the employer. All on-campus employment must be approved in advance by International Services. Approval remains valid as long as the student meets all eligibility requirements but is automatically withdrawn if the student’s program is transferred or terminated.

Reason for Policy

Employment eligibility and the rules which govern employment options for international students are determined by federal, state, and local laws and regulations set forth by the U.S. Department of Homeland Security. This policy sets forth the characteristics of on-campus employment and establishes the guidelines and approval process for international students holding valid F-1/J-1 status.

Who Is Governed by this Policy

International students (F&J Visa Classifications)

Policy

International students holding F-1/J-1 status at Adelphi and in good standing may be authorized to engage in employment that occurs on the premises of the Adelphi campus, with the school as the employer, while the student is engaged in a full course of study and maintaining valid status. The designated school official or responsible officer must approve all on campus employment in advance. Such approval may be valid provided the student meets all requirements, but is automatically withdrawn if the student’s program is transferred or terminated.

Location

On-campus employment must either be performed on the school’s premises, or at an off-campus location which is educationally affiliated with the school (related to contractually funded research projects at the postgraduate level).

Duration / Period of Eligibility

On-campus employment can be used throughout the period the student is pursuing a full course of study and maintaining valid status, associated with their student visa. A student completing their course of study must stop working, effective the last day of classes per Adelphiā€™s academic calendar, unless the student is continuing their academic studies at Adelphi and has obtained a new change of educational level I-20.

Hours Per Week

Employment is limited to 20 hours a week while school is in session, except for official school breaks and the student’s annual vacation, when it may be full-time. The Adelphi work week begins on Monday and ends on Sunday.

Effect on Other Work on Campus / Multiple Positions

On-campus work is treated the same for the 20 hour per week limit. The total number of hours worked for all on-campus positions (adjunct teaching, teaching assistant, graduate assistantship, etc.) must total less than 20 hours per week.

• Adjunct Teaching: 1 credit course is equivalent to 3 working hours per week. 3 credit course is equivalent to 9 working hours per week.
• Graduate Assistantship: Hours per week indicated on the GA form.
• Resident Assistant: Equivalent to 10 working hours per week.
• Other Assistantship Positions: As determined by the individual hiring department.

Definitions

CFR: In the law of the United States, the Code of Federal Regulations is the codification of the general and permanent regulations promulgated by the executive departments and agencies of the federal government of the United States. The CFR is divided into 50 titles that represent broad areas subject to federal regulation.

Designated School Official (DSO): The Designated School Official interacts with SEVIS and the Student and Exchange Visitor Program (SEVP), deals with other immigration and program administration matters, and is responsible for performing institutional compliance responsibilities, including record-keeping and reporting responsibilities for the SEVIS records of nonimmigrant students in F visa categories.

Educational Affiliation: In the case of off-campus locations, educational affiliation means the location is associated with the school’s established curriculum, and related to contractually funded research projects at the postgraduate level. In the case of on-campus locations, educational affiliation means the location is included in a financial aid package, scholarship, and/or fellowship or assistantship.

Employment: An employee is a worker who performs services for compensation under the supervision, direction, and control of an employer.

Employment Authorization Document: A Form I-766 employment authorization document or EAD card, known popularly as a work permit, is a document issued by the United States Citizenship and Immigration Services that provides temporary employment authorization to noncitizens in the United States.

F-1 Student (Academic) Visa: An F-1 student is a nonimmigrant who is pursuing a ā€œfull course of studyā€ to achieve a specific educational or professional objective at an academic institution in the United States that has been designated by DHS to offer courses of study to such students and has been enrolled in the Student and Exchange Visitor Information System (SEVIS).

I-9, Employment Eligibility Verification: Form I-9, officially the Employment Eligibility Verification, is a United States Citizenship and Immigration Services form. Mandated by the Immigration Reform and Control Act of 1986, it is used to verify the identity and legal authorization to work of all paid employees in the United States.

International Student: An F-1 student is a nonimmigrant who is pursuing a ā€œfull course of studyā€ to achieve a specific educational or professional objective at an academic institution in the United States that has been designated by DHS to offer course of study to such students, and has been enrolled in the Student and Exchange Visitor information System (SEVIS).

Nonimmigrant: The U.S. Department of Homeland Security defines a nonimmigrant to refer to foreign nationals who are admitted to the United States temporarily for a specific purpose.

Responsible Officer/Alternate Responsible Officer: An employee or officer of a sponsor who has been nominated by the sponsor, and approved by the Department of State, to carry out the duties outlined in 22 CFR 62.11. A Responsible Officer (RO) or Alternate Responsible Officer (ARO) must be a citizen or lawful permanent resident of the United States. The Responsible Officer (RO), located in International Services administers the exchange program on behalf of Adelphi and is available to support academic schools and incoming scholars, providing regulatory support and assistance.

SEVIS: SEVIS is an Internet-based system that provides tracking and monitoring functionality, with access to accurate and current information on nonimmigrant students (F and M visa) and exchange visitors (J visa), and their dependents (F-2, M-2, and J-2). SEVIS enables schools and program sponsors to transmit electronic information and event notifications, via the Internet, to the DHS and DoS throughout a student’s or exchange visitor’s stay in the United States. SEVIS will be informed of status events for students and exchange visitors including, but not limited to, entry/exit data, changes of current United States address (residence), program extensions, employment notifications, and changes in program of study.

Social Security Number: A nine-digit number issued to U.S. citizens, permanent residents, and temporary residents under section 205 of the Social Security Act, codified as 42 U.S.C. Ā§ 405.

Procedures

Approval Process

To work on campus at Ā鶹ֱ²„ as an international student, the student must complete the following actions within three pay periods (six weeks) from the employment start date. If not completed, within the six-week timeframe, the student must stop working. The student is also responsible for maintaining employment eligibility and filing income taxes annually with the Internal Revenue Service.

1. Find a job on-campus
2. Secure evidence of employment
3. Obtain approval from International Services
4. Start working
5. Apply for a Social Security Number
6. Submit the Change of Personal Identification Form to One Stop Student Services Center
7. Complete all required tax forms for the Adelphi Payroll Office
8. Submit the necessary documents to Human Resources

Finding a Job On-Campus

Most on-campus student jobs are listed on Handshake. Click ā€œJob Postingsā€ choose Position Type: On-campus, and then view available openings. For assistance finding a job, contact the Center for Career and Professional Services at careercounselor@adelphi.edu.

Securing Evidence of Employment

Once hired, the student must request an employment offer letter from the hiring manager to provide to International Services. This letter is required by the Social Security Administration Office to apply for the SSN. The letter must be on official Adelphi letterhead, with a wet signature from the supervisor, dated within 30 days of the employment start date, and include the following: studentā€™s legal name (as listed in their passport), job title, description of duties, employment start date, number of hours per week, supervisor contact information (name, title, contact information) and Employer Identification Number (EIN).

Obtaining Approval from International Services

Once the student receives a job offer, approval must be granted from International Services before starting work. With approval from International Services, the student can begin working immediately. However, within three pay periods (six weeks), they must complete all required actions to be authorized for on-campus employment from Human Resources. If the student does not receive approval from Human Resources within the six-week timeframe, they must stop working.

• Students Not Previously Authorized to Work On-Campus at Adelphi and Not Issued the SSN – These students must submit the Social Security Number Letter request using the International Services Portal, available through eCampus. As part of the request, the student must upload a PDF of the evidence of employment (offer of employment from the hiring department at Adelphi).
• Students with SSN but not Authorized to Work On-Campus at Adelphi – These students must begin with submitting the Change of Personal Identification Form to the One Stop Student Services Center, followed by the Tax form process with Payroll and finally the Human Resources forms.
• Students Previously Authorized to Work On-Campus at Adelphi – These students can begin working immediately and no additional actions are required.
• Students Employed by AUI, Chartwells, or Follett – Students employed by on-location commercial firms which provide direct services for students on campus, such as the school bookstore or cafeteria must follow the employment authorization procedures directly with the specific employer.

Apply for a Social Security Number

The Social Security Number (SSN) is a nine-digit number issued by the Social Security Administration office to eligible noncitizens for employment purposes. To apply, the student must provide a letter from their designated school official that the student is in valid F-1 or J-1 status, is eligible to work on campus, confirms their current school status, and identifies the employer and the type of work they are or will be doing. The student must apply in person to the local Social Security Administration office within the county where they physically live. This must be done within 30 days of the date of both the employment offer letter and the International Services letter. The student must provide original documents of all required forms. If in initial status, the student must wait 2 weeks following the SEVIS registration from their Designated School Official or Responsible Officer.

• Request Letter from International Services
  • Submit the Social Security Number Letter request using the International Services Portal, available through eCampus. As part of the request, the student must upload a PDF of the evidence of employment (offer of employment from the hiring department at Adelphi).
  • Once the request has been submitted, International Services will confirm the student is eligible for on-campus employment and issue the required letter to the student.
  • Estimated Processing Time: 2-3 business days
• Apply for the SSN
  • Gather required documents: Social Security Number Requirements
    • Application for a Social Security card (SS-5)
    • Valid Original I-20 or DS-2019
    • I-94 Arrival Document ā€“ Most Recent
    • Unexpired Foreign Passport
    • Evidence of Employment (Offer letter from hiring manager)
    • Letter from their Designated School Official or Responsible Officer (International Services)
  • Begin the application process online:
  • Apply in person at local office:
  • Receive Card: The student will receive their card in the mail at their current physical address. If the student does not receive the card within three weeks, the student should contact the Social Security Administration Office at 1-800-772-1213.
  • Estimated Processing Time: 2 weeks (A student’s application that needs additional administrative processing can take longer than two weeks).
  • Notify International Services upon receipt of the card: Email is@adelphi.edu

Receipt of Card

Once the physical card has been received, the student must email International Services at is@adelphi.edu to notify the office the card has been received. International Services will then instruct the student of the next steps to take and communicate with the University Payroll Office to initiate the electronic tax form process.

Change of Personal Identification Form

Once the student has received their physical social security card, they must take the following actions:

• Complete the Change of Personal Identification
• Bring the form, along with the social security card to the One Stop Student Services Center, located on the lower level of Levermore Hall.
• Estimated Processing Time: Same Day Submitted

Payroll Tax Form Process

The student will receive an email to their Adelphi issued address from the Adelphi Payroll Offices within 2 – 3 days from notifying International Services they have received their SSN. The notification will include a link, password, and instructions to complete a series of electronic tax forms. If a student needs assistance with this step, they must contact the Universities Payroll Office.

The student must take the following actions to complete this step.

• Log into FNIS using the assigned link and password to complete all forms and submit when finished.
• Wait for a response from the Adelphi Payroll office notifying the student to move on to the next step.
• Estimated Processing Time: 5-7 days.

Human Resources Process

Once notified by Payroll, the student must present the proper immigration documents (form I-20, I-94 arrival document and valid passport) to Human Resources and complete the New Hire Forms.

Students should contact Human Resources at humanresources@adelphi.edu with any questions.

Filing Income Taxes

All international students employed on campus are responsible for filing annual tax forms. Federal tax filing obligations are governed by the Internal Revenue Service. State tax filing obligations are governed by the Department of Taxation and Finances in the state you received income.

The U.S. tax system is organized according to the calendar year, which runs from January 1 ā€“ December 31 and is a pay-as-you-go system. Generally, automatic tax withholdings are deducted from your paycheck or stipend, and some scholarships you receive. This amount is estimated based throughout the year on information you provided in your W-4 Form and other tax documents.

When you file your annual tax return in April for the preceding year, the exact amount of annual income tax due and paid is calculated. If you paid more than what was owed, you will receive a tax refund. If it is determined that you owe more than was withheld, you will need to pay additional taxes.

Not every international student or scholar pays the same amount of taxes. The amount is based on:

• The type of income you have received, such as a scholarship / fellowship, wages, prizes, royalties, etc.;
• Your Tax Residency Status;
• Whether your home country has a Tax Treaty with the United States.

Forms

• Change of Personal Identification Form

Related Information

• Public Facing Web Pages
  • On-Campus Employment
  • Social Security Numbers
  • Student Employment Paperwork

Document History

• Last Reviewed Date: June 3, 2024
• Last Revised Date: June 3, 2024
• Policy Origination Date: Unknown
• Last Approval Date: September 25, 2024

Who Approved This Policy

Executive Leadership

The post On Campus Employment of International Students Policy appeared first on Ā鶹ֱ²„.

Ā鶹ֱ²„ is committed to protecting the privacy of international student records and providing an opportunity for all students to be successful in the classroom, on campus, in careers and communities, and beyond.

Reason for Policy

This policy sets forth the procedures for responding to the release of student information requested by all U.S. Homeland Security agencies to ensure compliance with Student Exchange Visitor Program (SEVP) governing regulations for students and schools {8 CFR 214.3(g)} and/or provide the appropriate notification to students of their rights granted by law.

Who Is Governed by this Policy

F-1 Nonimmigrant Students, Staff, Faculty, Contractual Agents of the University, and Individuals Requesting Information.

Policy

As required by the section 8 CFR 214.3(g), the Designated School Official, located in International Services, must make certain information and documents available and must furnish them to the U.S. Department of Homeland Security (DHS) representatives upon request. This notice will be in writing if requested by the school. The school will have three work days to respond to any request for information concerning an individual student, and ten work days to respond to any request for information concerning a class of students. The school will respond orally on the same day the request for information is made if DHS requests information on a student who is being held in custody, and DHS will provide a written notification that the request was made after the fact, if the school so desires.

F-1 Student Educational Privacy: As authorized by Section 641(c)(2) of Division C of Pub. L. 104-208, 8 U.S.C. 1372, with respect to F nonimmigrant students, waiving the provisions of the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g, is necessary for the proper implementation of 8 U.S.C. 1372. An educational agency or institution may not refuse to report information concerning an F nonimmigrant student or a J nonimmigrant exchange visitor that the educational agency or institution is required to report under 8 U.S.C. 1372 and Ā§214.3(g) (or any corresponding Department of State regulation concerning J nonimmigrants) on the basis of FERPA and any regulation implementing FERPA. The waiver of FERPA under this paragraph authorizes and requires an educational agency or institution to report information concerning an F, J or M nonimmigrant that would ordinarily be protected by FERPA, but only to the extent that 8 U.S.C. 1372 and Ā§214.3(g) (or any corresponding Department of State regulation concerning J nonimmigrants) requires the educational agency or institution to report information.

Definitions

Designated School Official (DSO): The Designated School Official interacts with SEVIS and the Student and Exchange Visitor Program (SEVP),deals with other immigration and program administration matters, and is responsible for performing institutional compliance responsibilities, including record-keeping and reporting responsibilities for the SEVIS records of nonimmigrant students in F visa categories.

Form I-20: All F-1 students that study in the United States need a Form I-20, ā€œCertificate of Eligibility for Nonimmigrant Student Status.ā€ Once accepted into a Student and Exchange Visitor Program (SEVP)-certified school, international students will receive a Form I-20 from their designated school official (DSO) which is required to obtain a student visa, and to enter the United States.

F-1 Student (Academic) Visa: An F-1 student is a nonimmigrant who is pursuing a ā€œfull course of studyā€ to achieve a specific educational or professional objective at an academic institution in the United States that has been designated by DHS to offer courses of study to such students and has been enrolled in the Student and Exchange Visitor Information System (SEVIS).

J-1 Exchange Visitor Visa: Exchange visitor (J) visas are nonimmigrant visas for individuals approved to participate in exchange visitor programs in the United States.

School Official (under FERPA): A ā€œschool officialā€ includes a teacher, school principal, president, chancellor, board member, trustee, registrar, counselor, admissions officer, attorney, accountant, human resources professional, information systems specialist, and support or clerical personnel.

Requests for Evidence: USCIS has the discretion to issue Requests for Evidence (RFEs) to an applicant requesting a particular benefit if the evidence provided by the applicant is not sufficient or does not meet the burden of proof to establish eligibility. The request will specify required evidence needed to be provided by the applicant and the deadline to submit such evidence.

SEVIS: SEVIS is an Internet-based system that provides tracking and monitoring functionality, with access to accurate and current information on nonimmigrant students (F and M visa) and exchange visitors (J visa), and their dependents (F-2, M-2, and J-2). SEVIS enables schools and program sponsors to transmit electronic information and event notifications, via the Internet, to the DHS and DoS throughout a student’s or exchange visitor’s stay in the United States. SEVIS will be informed of status events for students and exchange visitors including, but not limited to, entry/exit data, changes of current United States address (residence), program extensions, employment notifications, and changes in program of study.

U.S. Department of Homeland Security Agencies

• Citizenship and Immigration Services (USCIS): Responsible for processing immigration and naturalization applications and establishing policies regarding immigration services.
• Customs and Border Protection (CBP): The largest federal law enforcement agency of DHS whose mission is to safeguard our borders, and enhance the nationā€™s economic prosperity.
• Immigration and Customs Enforcement (ICE): A federal law enforcement agency whose mission is to protect America through criminal investigations and enforcing immigration laws to preserve national security and public safety.
• Student and Exchange Visitor Program (SEVP): Administers the Student and Exchange Visitor Information System (SEVIS). It ensures that government agencies have essential data related to nonimmigrant students and exchange visitors to preserve national security. SEVP provides approval and oversight to schools authorized to enroll F and M nonimmigrant students and gives guidance to both schools and students about the requirements for maintaining their status.

Procedures

This policy does not have procedures associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review, this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

Document History

• Last Reviewed Date: May 9, 2024
• Last Revised Date: May 9, 2024
• Policy Origination Date: Unknown
• Last Approval Date: September 25, 2024

Who Approved This Policy

Executive Leadership

The post Department of Homeland Security Information Release Policy appeared first on Ā鶹ֱ²„.

In accordance with the Student Exchange Visitor Program (SEVP) governing regulations for students and schools, Curricular Practical Training authorization from the University Designated School Official is required for an international student to engage in any off-campus internship, cooperative education, practicum, and/or practical training experience.

Reason for Policy

This policy sets forth a comprehensive set of guidelines and procedures for the eligibility, requirements, and authorization of Curricular Practical Training (CPT), required for an international student to participate in any alternative work/study, internship, cooperative education and/or other type of required internship or practicum that a sponsoring employer offers through agreements with a studentā€™s academic school.

Who Is Governed by this Policy

F-1 Nonimmigrant Students, Faculty, and Administration

Policy

Curricular Practical Training (CPT) is one type of practical training available to eligible F-1 students. Authorized by the Designated School Official (DSO), CPT is an alternative work/study, internship, cooperative education or other type of required internship or practicum that is an integral part of an established curriculum from a sponsoring employer through a written agreement with the studentā€™s school. An F-1 student must receive prior authorization for CPT from their DSO prior to beginning any off-campus internship or practical training experience to avoid a violation of status.

Unauthorized participation in any off-campus internship or employment opportunity is a violation of F-1 status and will result in the termination of a studentā€™s SEVIS record, requiring the student to depart the country immediately.

The CPT experience must relate directly to the studentā€™s major area of study, be an integral part of the schoolā€™s established curriculum, occur prior to the studentā€™s program end date on the Form I-20, requires a signed cooperative agreement or letter from the employer, and the student must be receiving academic credit per the established Adelphi credit hour policy. Employment and academic credit must occur in the same academic term and follow the academic calendar ā€œdrop/addā€ dates.

Employment or training must occur prior to the studentā€™s program end date on the Form I-20.

The student must have been lawfully enrolled on a full-time basis while physically present in the United States for one academic year (i.e., two full terms) with the same SEVIS record ID, unless their academic program requires immediate participation for all students. Non-degree students or participation in a non-degree program does not apply toward the one full academic year requirement.

A student may begin curricular practical training only after receiving his or her Form I-20 with the DSO endorsement and not before the CPT start date indicated on the form.

The employment can be full-time (more than 20 hours per week) or part-time (less than 20 hours per week) as necessary to meet the academic program requirements. Twelve months or more of full-time CPT will eliminate a student’s OPT eligibility.

Students can have more than one CPT authorization at the same time. However, CPT authorization is needed for each employer and each time period.

CPT cannot be authorized to obtain real-world experience or to build your rƩsumƩ. Students interested in practical training for these purposes must apply for pre-completion OPT with the US Citizenship and Immigration Services.

Students may be eligible for CPT authorization for a required or elective academic internship, clinical or field experience, student teaching, and/or the Jaggar Community Fellows Program.

Definitions

Cooperative education (or co-operative education): A structured method of combining classroom-based education with practical work experience.

Curricular Practical Training: Alternative work/study, internship, cooperative education, or any other type of required internship or practicum that is offered by sponsoring employers through cooperative agreements with the school.

Designated School Official (DSO): Located in International Services, the DSO is responsible for performing institutional compliance responsibilities, including record-keeping and reporting responsibilities for the SEVIS records of nonimmigrant students in F visa categories.

Employment: The condition of having paid work. The state of being employed. Remuneration for services

Educationally Affiliated: Work with an employer that is contractually affiliated with the school for on-campus employment even if the work site is not located on the campus (such as a research lab affiliated with your school).

Integral: Necessary to make a whole complete, essential or fundamental.

Internship: The position of a student or trainee who works in an organization, sometimes without pay, in order to gain work experience or satisfy requirements for a qualification.

Optional Practical Training: Optional practical training is one type of work permission available for eligible F-1 students. It allows students to get real-world work experience related to their field of study.

Practical Training: Purposeful activity which relates directly to the studentā€™s major area of study, is an integral part of the schoolā€™s established curriculum, organized to achieve learning outcomes, and aimed at applying acquired knowledge and skills in a working environment using the format of practical work and/or independent work under dual supervision (a supervisor from the facility of practical training and one from the College).

Practicum: A course of study designed especially for the preparation of teachers and clinicians that involves the supervised practical application of previously studied theory.

SEVIS: The Student and Exchange Visitor Information System (SEVIS) is the Web-based system that the U.S. Department of Homeland Security (DHS) uses to maintain information on Student and Exchange Visitor Program (SEVP)-certified schools, F-1 and M-1 students who come to the United States to attend those schools, U.S. Department of State-designated Exchange Visitor Program sponsors and J-1 visa Exchange Visitor Program participants.

Procedures

The student must request the CPT authorization from the Designated School Official, located in International Services by submitting a request through the and including the following:

• Participation in CPT Workshop
• Confirmation of academic credit registration
• Academic/Faculty Advisor Recommendation for CPT
• Official letter from the employer that includes the employer name, employer address, supervisor name, supervisor contact information, employment start and end date, number of hours per week, type of training and duties included.
• Explanation of how employment is an integral part of the academic program.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review, this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

Federal resources regarding Curricular Practical Training

Document History

• Last Reviewed Date: May 9, 2024
• Last Revised Date: May 9, 2024
• Policy Origination Date: August 2007
• Last Approval Date: September 25, 2024

Who Approved This Policy

Executive Leadership Committee

The post Curricular Practical Training (CPT) Policy appeared first on Ā鶹ֱ²„.

Ā鶹ֱ²„ prohibits discrimination in any education program or activity that it operates. The University is proud of its work and academic environment and strives to maintain a pleasant and collegial environment for employees, students, guests, and visitors.

The University will not tolerate discrimination based on the protected status of an individual’s race, creed, color, national origin, sex, gender identity, gender expression, age, marital status, disability, ethnicity, sexual orientation, predisposing genetic characteristics, religion, pregnancy, military status, veteran status, status as a victim of domestic violence, criminal conviction status, or any other basis protected by applicable local, state or federal laws. The University is dedicated to preventing, investigating, and remedying violations of this Policy.

The University has adopted the Prohibited Discrimination and Harassment Policy in compliance with relevant regulations, including, but not limited to Title VI and Title VII of the Civil Rights Act of 1964, The Americans with Disabilities Act of 1990, and all other applicable local, state and federal laws.

Reason for Policy

To comply with governing local, state and federal law prohibiting discrimination. The Prohibited Discrimination and Harassment Policy is vital in creating and supporting a university community that rejects all forms of discrimination, harassment and any resulting retaliation.

Who Is Governed by this Policy

This Policy applies to: all employees (including faculty and staff) and applicants for employment in all positions involved in the Universityā€™s academic, educational, recreational, and living programs; visitors, guests and campers; recipients and/or providers of Adelphiā€™s programs or services, including participants in Adelphi-based research projects and activities, student teaching, internships and field placements regardless of locations; and subcontractors. All of these groups are included in the terms ā€œUniversity communityā€ and ā€œcampus community.ā€

The protections in this policy apply to the campus community regardless of an individualā€™s race, creed, color, national origin, sex, gender identity, gender expression, age, marital status, disability, ethnicity, sexual orientation, predisposing genetic characteristics, religion, pregnancy, military status, veteran status, status as a victim of domestic violence, immigration/citizenship status, arrest and/or conviction record, sex stereotypes, sex characteristics, pregnancy or related conditions, sexual orientation, gender identity or expression, pregnancy related conditions, or sexual and reproductive health decisions or any other basis protected by applicable local, state or federal laws.

Policy

Download the PDF Policy

Definitions

The definitions of this policy are found within the PDF policy.

Procedures

Upon notice, the University will act to end the discrimination, harassment, or retaliation, prevent its recurrence, and remedy its effects on the victim and the University community.

All concerns and complaints of discrimination, harassment, and/or resulting retaliation should be sent to one of the following individuals:

• Allison Vernace
  Title IX Coordinator/Director of Equity & Compliance
  Chief of Community Concerns and Resolution
  titleix@adelphi.edu
  516.877.4819

In addition, you can contact the individuals below:

If you are a student complainant:

• Assistant Vice President of Student Affairs and Dean of Students
  degearo@adelphi.edu
  516.877.3654
• Vice President for Student Affairs, Diversity, Equity, Inclusion and Belonging
  sbakari@adelphi.edu

If you are an employee or third-party complainant:

Executive Director of Labor Relations and Human Resources Operations
fisher2@adelphi.edu
516.877.3222

Forms

N/A – Complaint form being developed.

Related Information

• Sex Discrimination, Sexual Misconduct and Other Prohibited Conduct Grievance Procedures
• Clery Act
• Code of Conduct
• Exam/Assignment Absence Policy
• ADA Policy

Document History

• Policy Origination Date: June 6, 2024
• Last Review Date: August 14, 2024
• Policy Reviewed by Policy Owner, Policy Expert (s) and PRT
• Last Approval Date: August 14, 2024

Who Approved This Policy

Executive Leadership

The post Prohibited Discrimination and Harassment Policy appeared first on Ā鶹ֱ²„.

This policy provides key requirements and guidance for the approved and most effective use of text (one-way) and SMS (two-way) messaging to Adelphi students via University-approved platforms in coordination with institutional communication methods and goals.

Reason for Policy

Effective communication with our students is vital to achieving and advancing the Universityā€™s mission to support their success, persistence to graduation and lifelong learning. Text and SMS messaging are proven to be highly effective methods for connecting with college students. Two-way text messaging allows student-facing departments at Ā鶹ֱ²„ to nudge, prompt, remind and advise students of critical academic and financial matters and engagement or learning opportunities.

By using a format that students prefer and that is known to be effective for sharing important and timely information, Adelphiā€™s text and SMS messaging with students will increase their engagement, sense of support and feeling of belonging while reducing the likelihood of disengagement and/or opting out.

This policy will ensure that text and SMS messages sent by University offices are coordinated, cohesive and support our institutional communications goals.

Who Is Governed by this Policy

Faculty, Staff, Administrators and Student Employees.

Policy

This policy will help ensure that our text and SMS campaigns to students are coordinated and cohesive and support our institutional communications goals.
This policy does not restrict the Department of Public Safety and Transportation’s ability to send mass emergency notifications to our campus community via text.

Definitions

• Two-way texting (SMS): Two-way or SMS texting is conversational; it is intended to both inform large target lists of recipients and to prompt a response or continued engagement. Two-way messages at Adelphi are supported by Adelphiā€™s AI knowledge base and chatbot, Adele, who will respond to recipientsā€™ text replies by engaging, answering questions, directing them to helpful digital resources, or connecting them with humans who can help them.
• One-way texting (text broadcast): One-way texting is used to send information that is not intended to be conversational but is meant to be sent quickly and efficiently to large distribution lists; message recipients are not prompted to reply and typically do not. Policies for one-way texts ensure best practices are applied to Adelphiā€™s large group contact lists and that the University remains in good standing with the CAN-SPAM Act, a federal law that sets rules and requirements for commercial email and some text messaging and gives recipients the right to opt-out, with tough penalties for violations.
• Opt-In and Opt-Out: In compliance with the federal CAN-SPAM Act, all text recipients must have the option to opt in or opt out of commercial email and some text messaging, with tough penalties for violations. Urgent or emergency updates, such as the mass emergency notifications sent by Adelphiā€™s Department of Public Safety, are exempt.
  • Opt-in: the option to request/agree to receive communications via text message from a specified sender or platform.
  • Opt-out: the option to deny/refuse communications via text message from a specified sender or platform. Individuals who opt out of a texting system will not receive text messages.
• Campaign: A planned message to a target audience to achieve a specified outcome (eg: pay a bill, sign up for a course, complete a survey). A campaign can include several steps as well as follow-up actions.
• Chatbot: A chatbot is an artificial intelligence program that simulates and processes interactive conversations across a digital platform. Adele is Adelphiā€™s chatbot, available to all parties via the Universityā€™s website and to Adelphi students via SMS text conversations.
• Emergency Notification: An emergency notification to the Ā鶹ֱ²„ community is triggered by an imminent or current emergency situation that significantly impacts or threatens the immediate health or safety of students or employees. These notifications can be sent via text, mobile and landline telephone calls and email.
• Emergency Situation: An emergency situation is one that affects the health and safety of members of the University community (i.e., weather closures, fire, health risks and threats).
• Mission-critical messaging: Communication that advances a specific and measurable University strategic goal; communication that ensures the strength and continuity of University operations; communication that advances any of Adelphi’s specific and measurable educational goals, including academic persistence, graduation, and success, or communication that provides emergency information or guidance, such as those sent by the Department of Public Safety and Transportation.

Procedures

This policy does not restrict the Department of Public Safety and Transportation’s ability to send mass emergency notifications to our campus community via text.

All senders of text and SMS messaging will adhere to the following standards.

• Coordination with the Adele Communications Task Force, Office of Communications and Marketing (UCOMM), or Strategic Communications Team to ensure consistency in institutional goals and cohesive messaging.
• To mitigate disengagement and potential opt-outs, a single stakeholder group should not receive more than 3 text messages per week from any platform unless an emergency or mission-critical message is required.
• All messaging should follow Adelphiā€™s Style Guide and Brand Center.
• SMS messages should be at or under the 160-character limit.

Forms

This policy does not have related forms at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

• : CAN-SPAM is one of several laws in the United States governing how commercial messages (including emails and text messages) can be used. The CAN-SPAM Act authorizes the FCC (Federal Communications Commission) to regulate unwanted mobile service commercial messages. Among other things, the FCC rules
  • prohibit sending mobile service commercial messages without express prior authorization
  • set forth requirements for obtaining express prior authorization
  • set forth opt-out requirements for mobile service commercial messages
• : in 2015, the FCC ruled that consumers may revoke consent to receive calls or SMS messages in any ‘reasonable’ way, at any time.
• Chat Support – Adelphiā€™s Chatbot
• Emergency Notification Policy
• AI Task Force

Document History

• Policy Origination Date: January 1, 2024
• Last Review Date: June 4, 2024
• Policy Reviewed by: Policy Owner and Policy Expert
• Last Approval Date: June 4, 2024

Who Approved this Policy

Executive Leadership

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This policy is to provide the guidelines and regulations governing outside food on campus. The policy is intended to minimize health risks and university liability when dealing with food preparation, transportation and temperature requirements. We prioritize the wellbeing and safety of our community.

Reason for Policy

The primary purpose of the Outside Food Policy is to establish clear guidelines for authorizing outside food requests. The policy is designed to ensure high quality service, adherence to health and safety standards, compliance with local regulations, limit university liability and consistency in catering offerings across campus events.

Who Is Governed by this Policy

This policy applies to all members of the university community including students, student clubs and organizations, faculty, staff.

Policy

All catered events held on campus require that all catering be provided exclusively by our in-house provider. Catering orders may be placed on the catering website: .

• Catering orders must be placed 15 days prior to the event. If orders are not placed during this time frame, catering may or may not be able to accommodate your request. Menu selections may need to be substituted due to the short notice.
• If catering cannot accommodate requests made less than 15 days out, ordering outside food will not be permitted and we suggest rescheduling your event if food is needed.
• Catering can provide a diverse range of ethnic recipes and have the most popular requests available on catertrax. If you are looking for a specific dish that is not listed on the catering site, our culinary team will work in collaboration with you to create customized recipes that align to your preferences.
• Exceptions to the exclusive use of our catering provider may only be granted in situations where the culinary team determines that they are unable to accommodate a specific menu request. If this were to occur, an Outside Food Approval form will need to be completed and signed off by the Resident Director of Dining Services and the Executive Director or Associate Director of Auxiliary and Event Services.
• Ethnic authenticity from a specific restaurant is not a factor in requesting a catering waiver
• Donated perishable food and Pot Lucks are not permitted due to health and safety regulations
• Financial considerations will not be considered as grounds for granting outside food exceptions.
• External Clients are not permitted nor able to request an exemption for outside food. External clients must use Chartwells Dining Services.

For further assistance in placing or creating a catering order, or if you have any questions, please contact the catering director at 516-877-3954.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

• Submit food request via catertrax 15 days prior to event
• Cultural selections are available via catertrax. Catering will work with groups on specific recipe requests.
• No outside food requests will be granted without the approvals from the following:
  • Resident Director of Chartwells or designated Chartwell representative
  • Executive Director or Associate Director of Auxiliary Services
• Any department or student organization that has been approved to have outside food will have two options:
  • Option 1 (order must be placed 15 days prior to the event)
    • Dining services will have a list of restaurants that you can order ethnic food from that they cannot produce.
    • Ordering will be similar to placing an internal catering order
    • Billing will be done directly through dining services
    • All insurance and health documents will be secured by dining services
  • Option 2 ā€“ items below must be provided 15 days prior to the event
    • A completed Outside Food Approval form
    • A valid COI (certificate of insurance)
    • A valid Nassau County Board of Health Certificate
    • A full list of items to be purchased
    • Method of delivering the food
• Food Trucks will only be allowed as a product giveaway to students; there cannot be any charge for the menu items being offered. Food truck service must adhere to the following:
  • Cannot offer products that are in direct competition with products sold via the Adelphi dining operations
  • Outside food approval form submitted 15 days prior to the event
  • Must have signed approval from Resident Director of Dining Services, a representative from SCE, and final signature from either the Executive Director or Associate Director of Auxiliary Services.
  • Food truck vendor must provide a valid COI (certificate of Insurance, to include automobile coverage), valid Nassau County Board of Health Certificate and a full list of items being provided.

Forms

Outside Food Approval Form

Fundraising Bake Sale Form

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Policy Origination Date: September 29, 2017
• Last Review Date: April 9, 2025
• Policy Reviewed by: Policy Owner and Policy Expert
• Last Approval Date: April 9, 2025

Who Approved this Policy

Executive Leadership

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