Chapter IX: College Facilities and Services

1. Maxcy Hall
   The Maxcy Hall Athletic Complex is the home of the Potsdam Bears and 17 Division III sports teams. Just outside Maxcy Hall is the all-weather Turf Field, surrounded by a quarter-mile track. At the heart of Maxcy is the 2,500-seat Ice Arena, home to our hockey teams, plus the Jerry Welsh Gymnasium, which seats 3,600 people. Maxcy also offers an Olympic-sized (25 yard) swimming pool, plus a Fieldhouse, complete with a  one-tenth mile indoor track and indoor rock climbing wall. The Shane T. Shaul Fitness Center has an extensive collection of cardiovascular and strength training equipment. 
2. Use Of Facilities
   1. Privileges Faculty and staff members have the same privileges in the building as do students. Added to that, faculty and staff have the privilege of reserving racquetball courts by telephone (students must appear in person) and have exclusive use of the courts during the weekday noon hour. Children of faculty, staff or students, fourteen years of age or older, have the same privileges in the building as do students (except they cannot participate in intramurals or informal hockey). Children, ages thirteen and under, can only use the facilities when they are directly supervised by their parent(s).
       
   2. Lockers in either faculty locker rooms are only available when someone vacates their current locker. Children of faculty are not privileged to use the faculty locker room. Lockers are available in the main locker rooms and may be obtained from the Programs and Operations Office.
       
   3. Building Access to the facilities is via the doors on the front (west side) of Maxcy Hall. All other doors serve as emergency exits or service entrances.
       
   4. Everyone using the facility must have a college identification card to participate. Each individual must have his/her own card. Cards may be obtained by contacting Human Resources. Children, 13 and under, will be admitted only when accompanied by their parent(s).
       
   5. Building Hours

Audio-visual equipment is normally available in each College building through the Office of the Building Administrator.

Campus maps are available from the University Police or online.

All SUNY Potsdam faculty, staff and students are offered check cashing services at The College Store, located in the Barrington Student Union, between the hours of 9 a.m. and 4 p.m., Monday through Friday during the academic year when classes are in session. In addition, an automated teller machine (ATM) supplied by (HSBC) is located in the lobby of the Student Union. Please contact the bank directly with any questions.

There is a check cashing limit on personal checks of $50.00 per person, per day. Guaranteed fund instruments such as payroll checks, cashier's checks, money orders and travelers checks are cashed subject to the availability of funds. There is a service charge of 25 cents per check.

The Potsdam College Foundation, a non-profit (501(c)(3)corporation, was formed to solicit, receive, and distribute funds from private sources in support of the College's mission. Governed by an independent Board of Trustees, the Foundation is responsible for all external fundraising activities associated with SUNY Potsdam.
Income from the Foundation's endowment and the proceeds of its fund raising activities have been used to support student aid, for purchase of equipment, for support of Admission's activities and in support of Alumni activities.

Special custodial services should be requested through the Department Chair, Director
or Building Administrator as appropriate using the Physical Plant web-based Work Order System.

Small engraved signs for desks and doors may be ordered from the Office of Physical Plant using the Work Order System. Departments ordering signs will be recharged for materials.

SUNY Potsdam provides centralized printing/copying services. Departments are asked to allow sufficient time to have jobs completed. Central Printing Service personnel offers guidance in preparing jobs by calling the Print Shop. View Website.

EAP Website

1. Purpose
   The Employee Assistance Program (EAP) is a confidential referral program which offers assistance to employees, retirees, and their family members to cope with personal problems which negatively affect their lives and which might intrude upon their jobs.
   
   Emotional stress, family disintegration, financial and legal difficulties, alcoholism, drug abuse and marital disruption impair not only an employee's personal life, but workplace productivity. EAP was formed with the knowledge that such problems can be addressed and treated with appropriate help.
    
2. Service Provided
   EAP is a confidential information, support and referral service. It is not a counseling service and it does not provide treatment. Using the referral services of EAP is not a condition of employment. Depending upon the nature of the problem, individuals seeking assistance are referred to a program, service or agency within the community for appropriate counseling or assistance. Involvement in this program is entirely voluntary and services of EAP are free of charge. Employee benefits may cover the expenses of other referral agencies. Employees calling EAP are not restricted to Potsdam coordinators. Any EAP coordinator from any state agency can be contacted.
    
3. Eligibility And Referral
   EAP is open to all College employees, retirees and their families. An employee may enter EAP through self- referral, supervisor referral, or a third party (family member, union representative, friend, co-worker, clergy, etc.)
   
   It is important to remember that the final decision to contact the Employee Assistance Program lies with the employee. EAP is a voluntary option.

Campus ID Card Website

All employees are expected to have a Campus ID Card, the official college photo id card. The Campus ID Card is a multi-purpose identification and on-campus transaction card. Faculty, staff and students have the option of purchasing a Bear Express Account. This convenient, discretionary spending account lets you enjoy purchasing power without cash at The College Store, The Union Market, laundry machines, Vending Services and Dining Services. Prior to the beginning of your employment, you should obtain your Campus ID Card . In addition to providing identification for security of buildings and facilities, the Campus ID Card provides access to Maxcy Hall athletic complex, College Libraries book services, residence halls and selected classrooms and labs.

Faculty and staff who participate in a meal plan will receive a 20% discount on the entry price to Lehman and save 7% (NYS sales tax, paid for by PACES) on all food purchases. Faculty and staff participating in the plan will be eligible for additional flex discounts and promotions throughout the year.

The PACES Business Office, located in Merritt Hall, is open Monday - Friday from 8 a.m. - 4 p.m. There is no cost for the initial SUNYCard, however, if the card is lost, a $10 fee will be charged for the replacement card.

The College's central mail room is located in the Carson Hall. The following procedures are followed in the operation of the College's mail service:

1. All mailboxes are assigned by the Office of Physical Plant.
2. All outgoing, 1st class mail requires an account number on it to accurately account for postage used. Mail stamps with account numbers will be provided by the above office.
3. Official college mail on which the College pays the postage should be left unsealed to facilitate the use of the mailing machine. All other mail must have the proper postage affixed and sealed.
4. All requests for use of a mail IFR account are to be submitted to the above office. An account number and mail stamp will be assigned, as required. Complete billing information must be provided by the user department.
5. All outgoing mail deposited after 3:00 p.m. will be processed for next day delivery to the Post Office.
6. All mail with like account number shall be rubber banded together.
7. All on campus mail for faculty and staff shall be sorted and rubber banded together by department. Student mail for on campus shall be sorted by dormitory and rubber banded together.
8. Standard mailings must comply with USPS regulations which are available from the mail personnel.
9. Faculty and staff are encouraged to make use of messenger envelopes for on-campus mail. These envelopes receive special handling and are not mixed with U.S. mail and they are afforded faster handling. They provide for multiple re-use and are therefore very economical.

The services of a Notary Public free of charge to all faculty, staff, and students may be obtained from a number of employees at various locations on campus. View list of Notaries (PDF)

1. General Information
   PACES is a Type B, Not-For-Profit Corporation organized under the laws of the State of New York; this means that there are no stockholders and that income cannot accrue to the benefit of any member of the corporation, but must be used to benefit the College directly. In the event of dissolution of PACES, its assets must be transferred to the State University of New York for the benefit of the State University of New York College at Potsdam.
   
   PACES is authorized to function on the College campus by virtue of a contractual agreement with the State University of New York. This contract mandates conformance with broad guidelines which have been prepared for all campuses of State University. Within the framework of such broad guidelines, policy decisions and budgetary decisions are the responsibility of the Board of Directors of PACES. It should be noted, however, that the budget recommended by the Board of Directors must receive final approval from the President of the College. The fiscal year runs from June 1 to May 31.
    
2. Purpose
   
   PACES was incorporated in 1950 for the following purposes:
   • To operate a college dining program.
   • To operate a college store.
   • To operate a college loan fund
   • To provide banking services for student activity accounts and other accounts not included in the regular College budget.
   • To generate income for the purpose of improving the total program of the College.
      
3.  The College Store Complex
   The College Store Complex is SUNY Potsdam's bookstore and convenience store, The College Store and The Union Market. Both are located in the Barrington Student Union and they provide the campus community with a large variety of merchandise.
   
   The College Store's prime function is to provide the student with the textbooks and supplies required for the pursuit of their academic goals. The Store also stocks computers (hardware, software and accessories), magazines, greeting cards, giftware, clothing and SUNY Potsdam memorabilia.
   
   The Union Market, SUNY Potsdam's convenience store, carries a wide selection of personal care items, snack items and beverages. The Union market is ready to serve all your convenience needs.
    
4. Dining Services
   Dining Services locations include the Student Union Dining Court, Lehman Dining Center, Dexter's Cafe, Minerva's Cafe, Bowman Nite Owl, The Greenery Snack Bar in Carson Hall, and Crane Snack Bar. It also provides catering services for both on-campus and off-campus groups. Meal plans and Bear Express Accounts are available for faculty and staff members.
    
5. Administrative and Vending Services
   PACES provide accounting and banking services for College groups and organizations. All on-campus organizations are entitled to maintain their accounts with PACES. PACES also manage all vending on campus, including washers, dryers and food vending machines.
    
6. Loan Fund
   PACES operate a modest loan fund for full-time students during the regular academic year. These loans are for emergency purposes and are usually for a short time. Information is available in the Office of Financial Aid.
    
7. Miscellaneous
   PACES not only provides service to the academic community, but it also serves as an employer to more than 100 full-time employees and approximately 400 students. The majority of these staff members work in Dining Services.

The Reporter is SUNY Potsdam's news portal for faculty and staff. It features important information and announcements including campus policies, upcoming events, benefits information, grant information and updates about colleagues’ accomplishments.

View Website

The University Police Dept. at SUNY Potsdam consists of a team of people working with the campus community to create a safe environment in which to live, work, and learn. The department is oriented toward community policing, which is created to meet the specialized needs of a College campus. The work of the department includes crime prevention and control, criminal investigations, traffic and parking supervision, physical plant security, emergency first aid treatment, the maintenance of public order, provide
a variety of programs to students, faculty, and staff as needed, and other related activities.

The officers of the department are responsible for the enforcement of all state and local laws as well as rules and regulations of the College. The department's ability to function as an independent law enforcement agency enables it to provide a sensitive, measured approach to any situation that could occur involving a student, faculty, or staff person that would be of concern to the college community.

University Police officers are designated in Section 1.20 sub 34(s) of the Criminal Procedure Law. This section basically gives University Police Officers the authority to make arrests, conduct criminal investigations, issue Uniform Traffic Tickets, execute warrants and issue tickets for parking, as well as enforce any general, special or local law or charter, rule, regulation, judgment, order, or village ordinance.

As Police Officers, the University Police Officers receive 16 weeks of training at the David Sullivan St. Lawrence County Law Enforcement Academy in Canton. This training is mandated by the Bureau for Municipal Police and is in compliance with that established by the Municipal Police Training Council for the State of New York.

Some of the services provided by the University Police to the College community are:

• render emergency first aid when necessary
• assist motorists with minor problems or call for service if necessary
• open doors in emergency situations and within College policy
  guidelines
• conduct fire drills and safety inspections
• make notifications of emergencies (death, serious illness)
• lecture on various law enforcement and safety topics
• conduct rape prevention programs
• conduct operation I.D. program
• patrol dorms on foot
• provide a jump pack to start your vehicle assist you with a lock-out
• will provide an escort when requested

The University Police Department is located in VanHousen Ext. Officers are on duty 24 hours a day, seven days a week. For assistance on campus, dial 267-2222.

UP Website

RSP is that branch of the College which is responsible for all pre and post award activity involving grants and contracts from federal, state and private agencies. RSP is here to help faculty and staff in the preparation of proposals and must process all proposals committing institutional resources, i.e. faculty and/or facilities. The office also serves as the administrative "home" for the Institutional Review Board (IRB) and the Institutional
Animal Care and Use Committee (IACUC).

Employees wishing assistance in the preparation of proposals should contact the RSP Office at least four weeks prior to the sponsor deadline. Initial drafts should be prepared by departmental personnel. RSP will review the proposal to insure compliance with sponsor and state guidelines and regulations and prepare it for institutional approval.

The RSP Office is available to assist you with the following:

• assistance in identifying potential sponsors using a variety of directories and the SPIN computer database;
• interpretation of guidelines, outlining proposals, budget advice and preparation,
• responsible for securing Provost and other institutional signatures as required;
• photocopying, packaging and mailing of final proposals

The Research and Sponsored Programs Office publishes a newsletter each semester. Issues include topics such as funding opportunities targeted for the arts, humanities, sciences, education and miscellaneous; institutional policies regarding the seeking of external funds; announcements of campus funding sources; proposal activity and funds awarded; and a listing of future deadlines. View Website.

Basic office and classroom supplies; pencils, pens, writing paper, chalk, erasers, paper clips and other routine office supplies are ordered online, from approved vendors, or through Purchasing and Payables procedures. Online orders are delivered directly to the requesting department.

It is the policy of the College to provide the most efficient and economical telecommunications system possible to support the operations of the College.

The College presently uses Windstream Communications, Inc. as our local and long-distance carrier. New employees receive an informational packet upon arriving on campus.  This packet contains instructions on the use of the campus Telephone and Voicemail systems which includes a telephone user's guide and voice mail instructions. The telephone services are coordinated through the TelCom Office. Please direct any questions regarding telephone services to the TelCom Office via extension 4444 or itservicedesk@potsdam.edu.  To complete off campus calls Dial 9, followed by 1 and the complete ten digits of the number you are dialing including the area code. On-Campus Calls: Dial the last four digits of the number, example 2000.  A supervisor may, at their discretion, restrict an employee's telephone to campus and/or campus and local calls, only.

Throughout the campus fax machines are located for use by campus offices/ departments.