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Filling out the Appointment/Status Change Recommendation Form

2012-2013 Appointment and Pay Dates

What is the purpose of this form?
The Appointment/Status Change Recommendation Form provided information about a new employee's appointment and status changes of current employees. Appointment forms should not be printed on white.

  • light or mint green colored paper: appointments hired as a result of a search or search waiver
  • ivory or ecru colored paper: all other appointments

The image below is an example of the Appointment/Status Change Recommendation Form. This is an interactive form that will provide descriptions of the fields and how to fill them in. Place your mouse over the specific area of the Appointment Form and click. You will be taken to the instructions for that field. When you are ready to complete this form, please visit the Human Resources Forms page.

appt form Amended Name Payroll Effective Date Obligation Dates Title SSN DOB Appointment Type Mililtary Status Address Retiree Departmentcolumn info Supervisor Name Employee Obligation Salary Basis Salary Payroll End Date Full/Part-time % Hours Per Week Weekly Schedule Funding Source Courses Leaves Leaves Separations Transfer Notes

This is an interactive form that will provide descriptions of the fields and how to fill them in. Place your mouse over the specific area of the Appointment Form and click. You will be taken to the instructions for that field. When you are ready to complete this form, please visit the Human Resources Forms page.

Two columns on the form - New/Previous Information and New Appointee/New Status. If the employee is new, all of their information will be entered into the New Appointee/New Status column. If the appointment form is for a current employee or returning, complete the entire Previous/Current side and enter only the new changes to the New Appointee/New Status Column. Please utilize the Note/Comments box to communicate the details of the appointment, especially if you have difficulty in filling out the form.

 

Field Names are in order of how they appear on the Appointment Form.

Additional Information


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.


Payroll Beginning Effective Date:

B.O.B. Payroll Effective Date - Beginning Of Business to put the employee on the payroll. 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. Effective dates of the appointment form are based on the type of employee you are appointing or are changing the status of. For:

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.


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 new employees and the last four digits for all current employees. New Employees cannot be added to the payroll without a social security number. It is essential that the social security number be accurate because it is a key identifier of an employee for tax withholding purposes, benefits administration, and 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 for all new employees. While it is improper/illegal to require the date of birth prior to the completion of the selection/hiring 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 is required for all new employees. This is the address to which the appointment letter will be sent. A home telephone number should also be included on the form.
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 these fields are left blank, Human Resources will default the campus address and phone number to the department secretary's campus information.


Retiree Check Box, Date of Retirement, Retirement System:

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.


Department

Enter the name of the one 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. It is critical that the department name appear exactly as it appears on our Department Names list. : Department Names. Please use this listing to ensure that you enter the name correctly on the appointment form.


Budget Title and Grade & Local Title

Enter the budget title to which the person is being appointed. The Budget Title and Grade field refers to the State University of New York approved title from which the employee is paid from. Please see Classification to select the most appropriate title that New York State offers.
The local title refers to the campus designated title. This campus title is often more explanatory of employee's job and tasks. There are many titles that will be the same for budget and local. Cleaner, Residence Hall Director, Lecturer, and Professor are examples where the budget and local title will be the same.


Appointment Type

  • Classified: Perm, Provisional, Temp *(not probationary) - Classified employees appointed PERMANENT serve a probationary period but it is not a "probationary appointment".

  • Faculty Academic Rank: Temp, Term appt requiring a notice date, Continuing (often referred to as tenured)

  • Faculty Qualified Academic Rank: Temp, Term appt requiring a notice date. Time spent in these titles does not count toward continuing appointment. Part-time adjunct lecturer faculty should be given a temp appointment for 6 consecutive semesters. On the 7th consecutive semester the part-time adjunct lecturer will become a lecturer with a term appointment. If a part-time Adjunct Lecturer misses a full semester, the count for 6 consecutive semesters must restart.

  • GA/TA: Admin

  • Librarian: Temp, Term appt requiring a notice date, Continuing (often referred to as tenured)

  • M/C: Admin

  • Professional: Probationary, Temp, Term appt requiring a notice date, Perm (often referred to as tenured)

  • Other types:

    • Chair or Special Assignment/Title in addition to current duties. Examples would include Chair, Associate Dean, Coordinator.

      • An appointment form is required for these special assignments. List all current status of primary appointment. 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 an 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".

      • 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, birth date, 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 employee'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:

CALendar 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. Professional, Classified, and rarely Faculty employees.

ACAdemic 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. Faculty and Graduate/Teaching Assistant employees.

COLlege Year Full 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. Professional employees.
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 to Department Dates:

These dates are not applicable to every type of employee. Employee Obligation dates are the dates that the employee actually works. For faculty appointments, employee obligation dates and payroll obligation dates are often not the same. Please see the academic calendar for the faculty obligation to department 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 this field filled in.

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

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.


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 out full-time employees are paid on an annual salary basis.


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 {part time 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.

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 End Date

C.O.B. Payroll End Date - Close Of Business to identify the last date the employee should be paid through.

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.


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.


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 essential that this information be provided in the appropriate places on the appointment/status change recommendation form.


Leaves

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.

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


Separation

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.

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.

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 administrative 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.


Notes/Comments

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.

Additional Information


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.