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400 Appointment

400.01 General Procedures

This chapter is designed to guide all members of the College community who are, or who may become, involved in recruitment, selection, or appointment recommendation activities, whether as members of search committees, personnel committees, department chairpersons/heads of primary units, directors, coordinators, deans, or vice presidents.

No person involved in recruitment, selection, or appointment recommendation activities should ever communicate directly with any candidate in such a manner as to indicate, directly or by implication, that an appointment will be offered before the recommendation for appointment for the candidate has been completely processed and reviewed in accordance with these procedures and an actual letter offering the appointment has been signed by the President and placed in the mail to the candidate.

Discussions (or negotiations) with candidates by members of search committees, department chairpersons, etc. about such things as the candidate's proposed teaching (class) schedule are inappropriate before any written offer of appointment from the President is actually signed.

These procedures apply to appointments to academic, non-teaching professional, management-confidential, graduate assistant, and graduate/teaching assistant positions. It should be noted that they apply to adjunct (non-salaried) appointments, appointments from income fund reimbursable accounts, temporary service funds, as well as to permanent service regular (PSR) appointments. The procedures do not apply to student assistants on the College Work-Study Program or paid on the monthly temporary service payroll. These student assistants are covered by other procedures.

400.02 Academic Rank/Qualified Academic Rank Positions

  1. Faculty Allocation Process: For creation and refilling faculty positions, please visit the Position Management Policy.
  2. Recruitment and Selection: Please visit the Affirmative Action website for search procedures and policy information at: http://www.brockport.edu/aao
  3. Appointment: Please see the Appointment Recommendation procedures for completion of the Appointment/Status Change Recommendation form. http://www.brockport.edu/h r/procedures/appoint.html. The approval section of the form contains space for appropriate approval initials of chairs or immediate supervisors, deans, provost and vice presidents, affirmative action officer and director of human resources, president, and the initials of the appointment processor into the Human Resource Management database
  4. Orientation: See http://www.brockport.edu/hr/Benefits/New%20Employees/Handbooks.htm for orientation information as an employee to SUNY College at Brockport.

400.03 Non-Teaching Professionals and Management/Confidential Employees

  1. Position Management: See Position Management Policy.
  2. Recruitment and Selection: Please visit the Affirmative Action website for search procedures and policy information at: http://www.brockport.edu/aao
  3. Appointment: Please see the Appointment Recommendation procedures for completion of the Appointment/Status Change Recommendation form: http://www.brockport.edu/hr /procedures/appoint.html. The approval section of the form contains space for appropriate approval initials of chairs or immediate supervisors, deans, provost and vice presidents, affirmative action officer and director of human resources, president, and the initials of the appointment processor into the Human Resource Management database.
  4. Orientation: See http://www.brockport.edu/hr/Benefits/New%20Employees/Handbooks.htm for orientation information as an employee to SUNY College at Brockport.

400.04 Graduate/Teaching/Student Assistants

  1. Appointment procedures for Graduate/Teaching/Student Assistants in academic departments are identical to the procedures outlined in 220.02 of these procedures.
  2. Appointment procedures for Graduate/Teaching/Student Assistants in Administrative or Student Services units are identical to the procedures outlined in 220.03 of these procedures.

NOTE: All appointments of Graduate/Teaching/Student Assistants must be administrative appointments, which serve at the pleasure of the President.

400.05 Guidelines for Completion of Appointment/Status Change Recommendation Form

  1. Introduction: These guidelines are provided to help employees, involved in making personnel recommendations, to complete the Appointment/Status Change Recommendation form. One important factor often neglected in the appointment recommendation process is the requirement that potential appointees who are already employed by other NYS payroll agencies (including other SUNY units) must have the approval of such appointing authority before they can be appointed, and more importantly to them, be paid by the College at Brockport. Please see Extra Service Compensation Policies , Extra Service for Professionals & M/C who Teach, and Extra Service Approval Procedures for further Extra Service and Dual Employment Policies and Procedures It should be noted that extra service and dual employment appointees cannot occupy a regularly budgeted position at Brockport, but, instead must be paid on an intermittent bi-weekly basis on a position funded by temporary service monies. It would be helpful if employees preparing appointment recommendations would determine whether or not the persons recommended hold other State appointments, at Brockport or elsewhere.
  2. The completion of the Appointment/Status Change Recommendation form provides the information necessary to complete the processing of an appointment including the preparation of appointment letters, the notification to payroll of new appointments or other payroll changes, the maintenance of our Human Resource Management data base, and the notification to SUNY Central Administration of our personnel changes. However, in addition, the form should, in most cases, be accompanied by other documentation which supports or justifies the recommendation. Such documentation includes recent or current evaluations in support of recommendations for renewal of term appointments or for continuing or permanent appointments; copies of retirement or resignation letters for such transactions; affirmative action recruitment reports for new appointments; and appropriate justification for promotions.

Finally, it is important to note that the President is the appointing authority for unclassified positions and the Personnel Director is the appointing authority for positions in the classified service (subject to approval by the Civil Service Commission). Consequently, communication to candidates prior to approval of an appointment by the appointing authority must contain enough caveats to assure that the candidate does not interpret it as an offer, except when the communicator has been specifically delegated authority to make such offer. Also, it is important to understand that persons recommended for appointment cannot be authorized to begin work until the proper appointing authority has approved the appointment recommendation. The completion of the appointment recommendation does not in itself consummate an appointment.

 

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