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Appointment Recommendations Procedures

2013-2014 Appointment and Pay Dates

The President, using the authority granted to him by the Policies of the Board of Trustees of the State University of New York, is the appointing authority for the unclassified service (faculty and professional staff).

The Department of Civil Service, under the authority granted to it by the New York Civil Service Law and the Civil Service Rules for State Service, is the ultimate appointing authority for positions in the classified service.

The President has delegated authority for some appointments to the appropriate Vice President (ie., temporary appointment extensions for part-time staff, term renewals, appointment of graduate and teaching assistants) and the Office of Human Resources acts as the local arm of the Department of Civil Service.

To avoid problems, communication to candidates prior to approval of an appointment by the appropriately delegated authority must include enough caveats to ensure that candidates do not interpret it as an offer of appointment.

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APPOINTMENT FORMS SHOULD BE PRINTED AS FOLLOWS:
on light or mint green colored paper: appointments hired as a result of a search or search waiver

on ivory or ecru colored paper: all other appointments

Note: For the appointment of academic faculty in the Schools of Arts and Performance, Letters and Sciences, and Professions as a result of a search waiver or the search process - these appointment forms should originate in the deans' offices ****************************************************************

Index: Titles are in order of how they appear on the Appointment Form.

Dates
Payroll Effective Date
Amended
Retiree Check Box
Name
Social Security Number
Birth Date
Military Status
Address
Department
Title & Grade
Appointment Type
Administrative Designation
Volunteers

Supervisor's Name
Obligation
Employee Obligation Dates
Salary
Salary Basis
Payroll End Date
Full/Part-time/Percentage
Less than 100%: Classified, NTPs and GATAs
Weekly Work Schedule

Courses

Funding Source
Leave
Separation
Transfer
Extra Service
Qualified Academic Rank
Notice Requirements
Unclassified Service

Classified Service
Copies


Dates

There are two kinds of dates on the appointment form:
Payroll Effective Dates: The B.O.B. Payroll Effective Date is the Beginning Of Business date that is used to put the employee on the payroll. The C.O.B. Payroll End Date is the Close Of Business date that is used to identify the last date the employee should be paid through.

Employee Obligation Dates: These dates are not applicable to every type of employee. Employee Obligation are the dates that the employee actually works. For faculty appointments, employee obligation dates are the same as academic obligation dates. Generally, part-time and full-time faculty appointments with an academic year pay basis and professional appointments employed on a college year pay basis will have both sets of dates.

Effective dates of the appointment form are based on the type of employee you are appointing or are changing the status of. For:

CALendar/ANNual employees: An annual obligation of service for the full year, 12 months. These are employees that work twelve months and are paid twelve months. Their payroll effective and employee obligation dates are the same for all types of transactions.

ACAdemic/CALendar employees: An annual obligation of service for the academic year, not to exceed 10 months. These employees work less than 10 months, but their pay is spread out over 12 months. Their payroll effective dates are defined by the Board of Trustees Policies as the normal appointment year of September 1 to August 31. Regardless of payroll mode, an academic year employee may be required to begin work earlier than September 1. These dates are defined by the academic year calendar of obligation and are used as the employee obligation dates.

College Year Full (CYF/ANN) employees: An annual obligation of service for any period less than the full year. Generally, college year employees have a payroll effective date of August 1 and a payroll end date of July 31. Their employee obligation dates are August 1 to May 31.

HRY, FEE, BIW employees: The obligation of service for these employees vary and their payroll mode is one that is temporary service funded. Please see the Appointment and Pay Dates document at the top of this page to define the payroll effective dates and employee obligation dates for part-time faculty, graduate and teaching assistants, part-time coaches, and part-time staff assistants that are employed generally during the academic year.

For part-time faculty and graduate/teaching assistants: Generally, their obligation is ACA YR and are either appointed with an ANNual pay basis if they're working the full academic year or are appointed with a SEMester pay basis if they're working one semester of the year. Their payroll effective date corresponds to a date that begins a new payroll period and has an end date that will generate 10 checks per semester or 20 checks per academic year. Their employee obligation dates are defined by the academic year calendar. See the Appointment and Pay Dates at the top of this page to view this year's current dates.

NEW! On the appointment form, when appointing part-time faculty and graduate/teaching assistants, you can now enter the Salary Basis of ANNual or SEMester and the salary the employee is to be paid. Also in this row, there is an additional field that will allow you to enter the BIW for BIWeekly. The next row is the salary/stipend row where you would enter the salary earned for the Academic Year or the Semester and now there is a place for you to enter the biweekly rate. We hope the extra room in these fields will help communicate exactly what the salary is and what the biweekly amount is.

For part-time coaches: Generally, their obligation is defined as OTHer and are either appointed with an ANNual pay basis if working the full college year or are appointed with a SEMester pay basis if they're working one semester of the year. Their payroll effective date corresponds to a date that begins a new payroll period and has an end date that will generate 10.5 checks per semester or 21 checks per college year. Their employee obligation dates are defined by the department of Athletics. See the Appointment and Pay Dates at the top of this page to view this year's current dates.

Payroll Effective Dates for Sabbatical Leaves: Dates for full-year sabbaticals for employees with academic year obligations will always be September 1 through August 31 (this does not preclude these employees from coming back and teaching summer session--summer session is a separate appointment).

Dates for one semester sabbaticals at full-pay should be:

Fall Semester 09/01/xx - 12/31/xx
Spring Semester 01/01/xx - 08/31/xx


Effective Date

An effective date must be included on all appointment/status change recommendations. Appointment and separation dates should be stated as beginning of business (BOB). In the separation field, enter type of separation and in "last day worked" field enter the last day worked or last day the employee is charging accruals to as close of business (COB) according to payroll obligation. Effective date of any separation is next day beginning of business. Please indicate in Notes/Comments field if the employee completed the professional obligation to the department. Also, please state the last date of employee obligation completed. Care should be taken to avoid making appointments effective the day before or on holidays or other non-working days unless it fulfills an essential need and is a deliberate act.


Amended

Please check this box if you have previously sent our office and Appointment/Status Change Recommendation Form and are indicating corrections. By checking this box, you alert us that we have already received an Appt. form and you are amending the original.


Retiree Check Box

If you are re-employing a retiree, please check this box. Pursuant to Section 211, retirees re-employed by same employer from which they retired are subject to an earnings limitation. By checking this box, you are alerting us to a potential NYS retiree that may need to comply with Section 211/212 of the Retirement and Social Security Law.


Name

The employee's full legal name including name salutation (Dr. Ms. Mrs.,etc.), first name, middle name or initial, last name, and name suffix (Jr., III, etc.) must be entered for all transactions. The name entered on the appointment should be the employee's legal name as it appears on employee's social security card. The appointment/status change recommendation form establishes the first legal identity of the employee in our College records, and it is important that it be entered correctly. The use of nicknames on official College documents is inappropriate.


Social Security Number

The social security number must be entered for all appointees . Appointees cannot normally be added to the payroll without a social security number. It is essential that the social security number be accurately entered on the form. The social security number is a key identifier of an employee for tax withholding purposes, for benefits administration, and for maintenance of employee records. An error in entering this number incorrectly on the appointment form can result in delayed paychecks for the employee as the college works to correct the error.


Birth Date

The date of birth is required information which must be obtained before an appointment will be accepted into our personnel data system. While it is improper/illegal to require the date of birth prior to the completion of the selection process, it is not inappropriate to seek it once the candidate has been identified to be recommended for appointment.


Military Status

By providing the military status of new employees, we can update our systems with accurate information. This field is not a requirement, but will aid us in entering exact information into our various Human Resources Information Systems.


Address

A home mailing address must be entered for all new appointees. Enter the address to which the appointment letter should be sent. Campus Address including room number, building name, and office telephone extension are required fields in order to report for directory purposes. Accepted building names can be found at: Building Names. If at the time of hire this information is unknown, default these fields to the department secretary's campus address and phone number.


Department

Enter the name of the department that is to be the "home of record" of the appointee. This is the department which will be contacted regarding evaluation, renewal, termination, etc., decisions affecting the employee and where all official correspondence to the employee will be sent, including pay stubs and attendance forms. Because of the large number of departments within the College's organization, we cannot offer all of the options in a dropdown window on the appointment form template. However, because the standard department name is critical for sorting reports by department and for selection data for departmental reports, a current listing of acceptable department names has been made available at: Department Names. Please use this listing to ensure that you enter the name of your organizational unit correctly on the appointment form.


Title and Grade

Enter legitimate budget title for the position to which the person is being appointed. Title is synonymous with rank. Cleaner, Assistant Librarian, Staff Associate, Counselor, Residence Hall Director, Lecturer, and Professor are examples of title/rank. (We are trying to eliminate local titles except for their use in the Faculty/Staff Directory or the College Catalog. Local titles for these documents are collected separately). Grade "NS" means non-statutory SG grade, management professionals have a MP-Level, and professional employees have a SL grade. Part-time faculty are generally appointed to the title Adjunct Lecturer unless their credentials would qualify them for academic rank if they were to be appointed to full-time status. In such circumstances, it is appropriate to recommend appointment to an adjunct title that reflects the academic rank for which they would be otherwise qualified (ie., Adjunct Assistant Professor, Adjunct Professor, etc.). For example, do not recommend "visiting professor" for an adjunct faculty member who would not qualify for the rank of professor on a regular appointment.


The Budget Title and Grade field refers to the State University of New York approved title from which the employee is paid from. The Local Title and Grade field refers to the campus designated title in appropriate relation to the Budget Title.


Appointment Type

Enter the appropriate appointment type in the second column for new appointees. For change in appointment type, enter the current appointment type in the left column and the new appointment type in the right column. Ending dates must be entered for temporary, term, and provisional appointment types. Acceptable appointment types for employee categories are:

Classified: Perm, Provisional, Temp *(not probationary)
Faculty: Continuing, Temp, Term
GA/TA: Admin
Librarian: Continuing, Temp, Term
M/C: Admin
Professional: Perm, Probationary, Temp, Term

*Classified employees appointed PERMANENT serve a probationary period but it is not a "probationary appointment".*

Adjunct faculty and part-time professional employees should be given temporary appointments except that, such appointees who have been employed at the College on a part-time basis for six consecutive semesters must be granted term appointments.
The notice date in the event of non-renewal for such term appointees is 45 days prior to the expiration date. Once a part-time employee has earned the right to a term appointment, she/he is entitled to be reappointed to term appointments unless the service of such individual is interrupted for a period of four consecutive semesters or more. Such appointees may be given temporary appointments again in this situation. It is important to review such appointees and make sure timely recommendations for reappointment or non-renewal are processed if the part-timer's services will not be required for the next academic year. Note: Part-time service, such as qualified rank, does not count towards satisfying the service requirements for Permanent or Continuing appointment for members of the "professional staff".


Administrative Designation

List all current status of primary appointment including department, budget title and grade, salary basis, current payroll end date. For the recommendation of an administrative designation (ie., Chairs, Associate Deans, Directors of Academic Programs), enter the payroll effective date, ADMIN DESGN as appointment type, the new local title (Chair, Associate Dean, Director of ...., etc.), associated with the designation title, the anticipated end date for the designation, "stipend"-if any, as a salary basis, and the amount of the stipend, if any, as salary.

To report the completion of an admin designation, it requires a new appointment/status change recommendation form. List all the current status pertaining to admin designation in previous/current column. In new appointee/new status column enter only changes. In the separations field, enter separation type as "END ADMIN DESGN". For payroll effective date of this form, enter next day beginning of business date based on date entered in last day worked (COB) field in separations field.

Note: Administrative Designations usually relate to roles accepted by appointees serving in academic rank titles. Such designations normally do not affect the "appointment status" of such employees. They continue to be paid in their appointment title (ie., Assistant Professor), and their administrative designations do not in any way alter their terms and conditions of employment associated with their official appointment status.


Volunteers

When recommending Volunteer Appointments, enter effective date, name, social security number, birthdate, address, department, supervisor, "VOLUNTEER" as appointment type, the volunteer title (Volunteer Instructor, Volunteer Assistant Basketball Coach, etc.), the end date, and "0" as salary.


Supervisor's Name

Enter the name of the immediate supervisor of the employee who is responsible for evaluation and for initiation of personnel transactions relating to the appointee's employment. For faculty, enter the name of the chair of the department unless the employee will specifically report to someone else. In this field, enter the name of the supervisor as the full legal name. Nicknames will not be accepted.


Obligation

Enter the appropriate obligation period associated with the appointment. Choices are Academic Year, Calendar Year, and College Year for persons appointed on an annual salary basis as opposed to being paid on a bi-weekly, fee, or hourly basis. Professional employees can be appointed to calendar year and college year obligations, but cannot be appointed to academic year obligations. Academic employees' obligations can be either academic year or calendar year, although calendar year obligations for faculty at the SUNY College at Brockport are rare exceptions which must be supported on the basis of programmatic needs. For Temporary Service positions being paid HRY or FEE, enter other. For Temporary Service positions with ACA YR obligation, use ACA YR, otherwise use other. Further explanation can be found at Payroll Information for Employees and Supervisors.


Employee Obligation Dates

Enter the appropriate professional or academic dates of obligation to department. This field should reflect the actual dates the employee is obligated to perform duties within the department or as explained above, the actual dates worked. For example: If an Assistant Professor is hired 09/01-08/31, enter into this field the corresponding academic year begin and end dates according to the academic year calendar. Again, please see the Appointment and Pay Dates at the top of this page, for current payroll dates and employee obligation dates.

For ANN, FEE, and HRY employees, these dates will equal payroll obligation dates. If an employee is being assigned to shift opertations, enter the shift and hours of work in the appropriate column(s) as well.


Salary

Enter the base annual salary, the semester salary, the fee, the hourly rate, or the bi-weekly rate at which the appointee should be paid which corresponds to the entry in salary mode. Note: the minimum rate for adjunct lecturers/lecturers {parttime faculty} has been set at $800 per credit hour -- reappointees are eligible for negotiated increases unless or until there is a break in service of one full year.


Salary Basis

Enter the appropriate payment method (annual, bi-weekly rate, hourly rate, semester rate, etc.) that corresponds to the entry for "salary". If the appointee is to receive an annual salary (most full-time appointees do), the salary mode should be ANN for annual. If you wish to enter the amount in "salary" that the appointee will receive for one semester, enter SEM for salary mode. If the recommendation is for the appointee to be paid on a fee, hourly, or bi-weekly rate basis, enter FEE, HRLY, BIW here and the appropriate fee amount, hourly rate, or bi-weekly rate for the salary entry.

Examples: for hourly salary basis, we expect the recommended salary to look something like $7.00; for biweekly salary basis, we expect the recommended salary to look something like $600.00. Do not indicate a bi-weekly salary basis related to a salary entry of $35,000. That entry indicates to us that you wish the appointee to receive $35,000 every two weeks. Although out salaries are paid bi-weekly, most of our full-time employees are paid on an annual salary basis.


Payroll End Date

Temporary, provisional, and term appointments must have ending dates entered. For temporary appointments that can be terminated at any time, this date is the "not-to-extend-date" that sets the limits on the appointment duration. Temporary appointments cannot be longer than one year in duration. Term appointments which require that appointees be given timely notice in the event the terms will not be renewed, normally can be of any duration up to a maximum of three years. The exception is for professional employees appointed at the Director level whose titles are included in Appendix A of the Policies of the Board of Trustees of the State University of New York. Such appointees, who are not eligible for permanent appointment in the Appendix A titles, receive five year term appointments. As well as helping to define an appointee's terms and conditions of employment, this date also becomes a "tickler" date to serve as a reminder that a reappointment, renewal, termination, or non-renewal must be processed. Except for temporary appointees, a separate Appointment/Status Change Recommendation Form must be processed to effect such transactions. Transactions to terminate temporary appointments will automatically be entered at the time of appointment to be effective on the stated ending date. A new appointment form is not necessary to end a temp appt. A new appointment form is required if the end date of a temp employee is changing. Note: Term and Temporary Appointments cannot be processed without the inclusion of ending dates.


Courses

The agreement between the State University of New York and United University Professions (UUP), the bargaining representative for the "professional staff" of SUNY requires that the appointment letters for part-time faculty spell out their specific obligations including courses they will teach. Consequently, it is esssential that this information be provided in the appropriate places on the appointment/status change recommendation form.

 


Full-time/Part-time/Percentages

Check the appropriate box for full-time or part-time as appropriate to employee's appointment. For part-time employees, please indicate the percentage the employee is to work. (ie., 12.5%, 25%, 37.5%, 50%, 75%, etc.)

**For Graduate and Teaching Assistants: If you indicate full-time, indicate a percentage of 50%. If you indicate part-time, indicate a percentage of 25%.
See Hourly Employees and GATAs below for further information.


Less than 100%: Classified, NTPs (non-teaching professionals) and GATAs

If you checked the Part-Time box in the row above, you have indicated that the employee's appointment percentage will be less than 100% and will be part-time. Please indicate the amount of hours PER WEEK the employee will work. This helps us determine benefits eligibility and salary.

For Graduate and Teaching Assistants: it is essential to indicate the number of hours the employee will work per week. 20 hours per week is considered full-time and anything less than 20 hours per week is considered part-time. This information aids us in determining any bonuses negotiated by GSEU.

For Classified ASU (clerical): a work week is defined as 37.5 hours. Part-time would be 18.75 hours.

For Classified OSU (operational): a work week is defined as 40.00 hours. Part-time would be 20.00 hrs.


Weekly Work Schedule

For all employees, please indicate the days of the week the employee is to work. There are 7 spaces in this field which represent the days of the week. For example, if the employee works Monday through Friday, use "Y" for yes for the days the employee works and " N " for no-employee does not work.

Sun
Mon
Tues
Wed
Thurs
Fri
Sat
N
Y
Y
Y
Y
Y
N

If a classified employee in the OSU negotiating unit is working night shift hours and is full-time, please indicate this in our Notes section of the appointment form.

This field is mandatory for all classified employees and all part-time non-teaching professional employees.


Funding Source

Enter the account number to which the appointment of the employee should be charged. These appointment forms are copied to the Budgeting Office in order to process this information.


Leave

Leave types include Sick, Sabbatical, Education, etc. Lv Sal Pct is the percent of the salary the appointee will receive during the period of the leave. For example, enter 50% for full year sabbatical or a sick leave at half pay. Do not enter the return from leave date on the same transaction that recommends the leave. Except for sabbatical leaves, a separate transaction to report a return from leave must be processed just prior to the end of a leave when the appointee's return is certain. Transactions to return employees from sabbatical will be automatically entered when the leave is approved. However, an Appointment/Status Change Recommendation form must be processed if for any reason the employee does not return as scheduled.


Separation

Separation reasons include non-renewed, end of temporary, resignation, death, retires, etc. The separation date is generally the close of business on the last day worked. This applies particularly for employees who were appointed with calendar year (annual) obligations or paid hourly from time sheets. The separation date for an employee with an academic year or college year obligation is the close of business the last day worked if it occurs prior to the completion of the obligation period. (i.e., semester or academic year). Otherwise, it is the not beyond date (temporary appointments) or the term expiration date (term appointments) which was stated in the appointment letter. Appropriate separations type, 'SEP TYP' are:
  • END TEMP for end of temporary appointment
  • NON-RENEW for non-renewal of term appointment
  • DEATH for death of appointee
  • RETIRE for retirement of appointee
  • RESIGN for resignation
  • DISABLE for separation due to disability
  • END ADM DESGN for end of adminstrative designation


Transfer

Transfer information should be entered if known. If an appointee is coming to Brockport from another state agency or leaving to go to another state agency, Human Resources and Payroll need this information as such transfers may affect salary and/or benefits.


Except for the "Approvals" section and any "Special Appointment Stipulations", the rest of the form deals with position funding and civil service list information which will be completed in Human Resources. However, if the item # of the position to support the appointment is known, it will be helpful to the Office of Human Resources staff if you will enter it for them. Generally, except for faculty lines, departments should know the item numbers of their positions from the many periodic Human Resources listings sent to them. The approvals section contains space of appropriate approval initials of chairs or immediate supervisors (Unit Head), deans (Dean), vice president (VP), Human Resources/Affirmative Action Officer (HR/AAO), president (President).

If special appointment stipulations apply, the recommending officer should mark in the Notes/Comments field and attach an explanation. Examples include such stipulations as: offer of appointment contingent upon enrollment of 20 students in course, or, further appointment beyond this term contingent upon your receipt of your doctorate degree, extra service appointment, etc.


Extra Service

See Extra Service Policies


Qualified Academic Rank

Qualified academic rank is rank held by those members of the academic staff having titles of lecturer, or titles of academic rank preceded by the designations "clinical" or "visiting" or other similar designations.
Members of the academic staff having "qualified academic rank" have all the terms and conditions of similarly appointment staff having "academic rank" except that time in qualified academic rank does not count towards meeting tenure requirement and appointees to qualified academic rank cannot, by definition, hold continuing appointments.


Notice Requirements- (Term Appointments)

In the event a term appointment is not to be renewed upon expiration, the chief administrative officer or the chief administrative officer's representative will notify the appointee in writing not less than:
  • Forty-five calendar days prior to the end of a part-time service term appointment;
  • Three months prior to the end of a term expiring at the end of an appointee's first year of uninterrupted service with the University, but not later than March 31 for terms ending in June, July, or August;
  • Six months prior to the end of a term expiring after the completion of one, but not more than two, years of an appointee's uninterrupted service within the University, but not later than December 15 for academic year employees and mentors at Empire State College whose terms end in June, July or August;
  • Twelve months prior to the expiration of a term after two or more years of uninterrupted service with the University; and
  • Six months prior to the expiration of a term for titles listed in appendix B(1) and B(2), infra.


Unclassified Service

In the State University of New York, the unclassified service comprises all positions in the State University in the professional service as defined in subdivision three of section three hundred fifty-five of the education law, which positions shall be determined, and certified to the Civil Service Commision, by the Chancellor of the State University. The professional service includes positions requiring the performance of educational functions in teacher education, agriculture, home economics, forestry, ceramics, liberal and applied arts and sciences, engineering, technical skills, crafts, business education, labor and industrial relations, medicine, dentistry, veterinary medicine, pharmacy, nursing, law, public affairs, maritime officer training, academic administration, library service, student activities, student personnel service, and other professions required to carry on the work of the state university and of the colleges, schools, institutes, research centers, facilities and institutions comprising it.


Classified Service

The Classified Service comprises all offices and positions not included in the unclassified service. The offices and positions in the classified service are divided into four classes, that are designated as the:


Copies

Copies of appointment letters resulting from recommendations will be distributed to recommending unit heads, deans, and/or vice presidents. Copies of appointment letters for part-time faculty are only copied to departments. We strive to make copies of appointment forms and distribute to departments and offices in the event that we make a correction on the form. Please utilize these copies and update your database or copies of forms you keep in your respective offices/departments. We strongly encourage you to keep copies of all Appointment/Status Change Recommendation forms that you forward to our office.

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