SUNY University-Wide Human Resources Manual
Classification - Positions/Jobs

last updated: Sunday, July 23, 2006

These are general guidelines for the classification of State budgeted positions in SUNY. Individual campuses, including System Administration, have their own detailed processes for the submission, review, and approval of classification/reclassification requests at the campus level. It is important to keep in mind that the proper classification of a position is the first step in the employment process and that the official positions to which employees are appointed determines most of their terms and conditions of employment. This section, like most sections in this manual, has been written in manual form and will be most beneficial if read from beginning to end. However, for those wishing to make a quick reference to a particular topic of interest, a hypertext index is provided.

Definition
Classification means to group positions according to their duties and responsibilities and to assign positions a class title. A class is one or more positions sufficiently similar in respect to duties and responsibilities that the same title may be used to designate each position in the group, the same salary may be equitably applied, the same qualifications required, and the same criteria used to select qualified employees. Appointees to a class title may perform different duties from among the many duties that are appropriate for the class title. For example, one Groundsworker may be responsible for mowing grass where no particular expertise is required while another might be responsible for applying herbicides and be required to possess an appropriate license or certification. It is therefore important not to confuse a classification standard or specification with a job description or vacancy announcement which needs to describe the particular job within the title class that is to be filled.

Important Considerations Before You Classify/Reclassify a Position.

• Americans with Disabilities Act.
  The Americans with Disabilities Act requires employers to make reasonable accommodations to provide employment opportunities for the disabled. Although new enabling technologies are constantly increasing the number and types of functions that the disabled can perform, it is still imperative that job descriptions and job postings contain some prioritization of tasks, duties, and responsibilities so that disabled employees can adequately evaluate their ability to perform SUNY jobs. Due consideration of the provisions of the Americans with Disabilities Act in the classification process is also necessary to support SUNY's equal employment opportunity policies. When writing job descriptions, classifying positions, and preparing vacancy announcements, it is important to outline the essential duties and responsibilities that an employee in the position must be able to perform. (For more information see Americans with Disabilities Act under references at the end of this section.)
  
  
• Collective Negotiations and Unit Work Determinations.
  It is also important to consider the impact of collective negotiations and unit work determinations in choosing the appropriate job category based upon the job description. In New York State, the Taylor Law was passed to provide State employees the right to collectively negotiate their terms and conditions of employment. The Public Employee Relations Board (PERB) was established to oversee collective bargaining for public employees in New York State and to resolve issues and complaints relative to this right. The threshold determinations before collective bargaining could commence in New York State had to do with the definition of bargaining units. PERB was guided by language in the Taylor Law that states "the definition of the unit shall correspond to a community of interest among the employees to be included in the unit". "Community of interest" included such things as the nature of the work assigned to different types/groups of State workers, along with consideration of the terms and conditions of employment already enjoyed by the different groups of employees (i.e., attendance requirements, exempt or non-exempt, classified or unclassified service, qualifications required, etc.) at the time these determinations were made. Based upon its findings, PERB determined both the definition of the bargaining units and the definition of the work that belonged to them based upon the community of interest among the employees to be included in the unit. Within SUNY, the following bargaining units exist:

Negotiating Unit	Common "Unit" Work	Current Negotiating Agent
Administrative Services (NU02)	Secretarial/Clerical	Civil Service Employees Association (CSEA)
Agency Law Enforcement Services (NU31)	University Police I & II University Police Investigators I & II	Council-82 (AFL-CIO)
Confidential (NU06)	For SUNY generally applies only to classified service titles such as the President's Secretary, Payroll Clerk IVs, Senior Personnel Administrators.	Not Represented
Graduate/Teaching Assistants (NU28)	Graduate /Teaching Assistants	Graduate Student Employee Union (GSEU)
Institutional Services (NU04)	Patient and Client Care	Civil Service Employees Association (CSEA)
SUNY Professional Service Management Confidential (NU13)	Administrative Policy Makers or Officers involved at a significant level in collective negotiations or labor contract administration	Not Represented
Operationsl Services (NU03)	Care and Maintenance of Facilities	Civil Service Employees Association (CSEA)
Professional, Scientific and Professional Services (NU05)	Classified Service Professional Level Work	Public Employees Federation (PEF)
Security Services (NU01)	Campus Public Safety Officers (Note: University Police are in NU31 above)	New York State Corrections Officers Police Benevolent Association (NYSCOPBA)
Security Supervisors Service (NU61)	University Police Supervisors	Council-82 (AFL-CIO)
SUNY Professional Services (NU08)	Academic Staff and Professional Employees)	United University Professions (UUP)

Negotiating agents have a legal right to represent the employees who perform the duties and responsibilities (unit work) that belongs to them in accordance with PERB's determination. If unit work belonging to one bargaining unit is assigned to employees in another unit it can lead to improper practice charges that would have to be resolved through hearings with PERB. As an example, jobs performing routine clerical or secretarial functions must be placed in the classified service in the administrative services bargaining unit, not in the professional service. Although with the advent of computers the distinction between secretarial and professional duties may be cloudy, careful analysis will result in the correct placement of positions, particularly if Section 355 of the Education Law, and unit work issues are considered. (See Education Law 355-SUNY Professional Service and the Public Employment Relations Board under the references at the end of this section).

• Equal Opportunity Employment Policies.
  In establishing the levels of education and experience required for jobs when classifying them or posting them, due consideration should also be given to Equal Opportunity Employment policies. The purpose is to ensure, to the extent possible, that potential candidates with the ability to perform the duties and responsibilities of the position are not screened out because of higher than necessary education and experience levels. (For more information see Affirmation Action, Appointment, and Equal Opportunity Employment in the Orientation section of this manual.)
  
  
• Fair Labor Standards Act.
  The Federal Fair Labor Standards Act (FLSA) requires that positions/employees be placed in either exempt or non-exempt categories based upon the nature of the work that is to be performed. Except for SUNY Professional Employees, the budget title of the position to which an employee is appointed determines whether the employee is exempt or non-exempt. However, for SUNY Professional Employees paid on a salaried basis, SUNY Human Resources Offices must determine individual employee's exempt or non-exempt status by reviewing the nature of work assigned against the FLSA standards. SUNY or its campuses have never identified non-exempt professional titles and for good reason. In the professional service it is the nature of the work to be assigned to the incumbent of a specific position (not title) that determines whether the position is exempt or non-exempt. So, for example, one incumbent of the Admissions Counselor title whose duties only include office coverage from 9-5 Monday-Friday, interviewing applicants in the office, and giving campus tours might have his/her position designated non-exempt. In the same office you might have an exempt Admissions Counselor who has no office coverage responsibilities at all who only does recruitment travel. This second Admissions Counselor works very independently, sets his/her own schedule, and has a general assignment to visit "x" number of schools in a defined period of time. While both of these Admissions Counselors are directly involved in student recruitment, the level of control that they have over the completion of their assigned duties and responsibilities and hours of work determines their exempt or non-exempt designations, among other factors.
  
  
  • Exempt positions/employees are paid on an annual salary basis instead of an hourly basis and their duties fall within the one of the following categories defined in the Fair Labor Standards Act: Administrative, Executive, Professional. In these categories, employees have significant discretion in determining when, where, and how they perform their duties and responsibilities. Exempt employees are not eligible to receive premium overtime pay. In SUNY almost all unclassified titles have been determined to be exempt with a few exceptions by position within professional employee titles.
    
    
  • Non-exempt positions/employees, except for some Professional Employees paid on an annual salary basis but determined by their duties to be non-exempt, are generally paid on an hourly basis. All non-exempt positions, including Professional Employees appointed to non-exempt duties, are subject to the minimum wage and overtime provisions of the Fair Labor Standards Act. Non-exempt employees must be paid premium compensation for overtime work (1 ½ times normal hourly rate for hours in excess of 40 in the defined standard work week - [Thursday - Wednesday]). [Note: In SUNY almost all classified service employees are considered hourly (37 1/2 or 40 hour work week) even though they are placed on the payroll at an annual salary upon the assumption that they are working their full 37 1/2 or 40 hour workweek or taking pay cuts or charging leave for missed time. Therefore, with few exceptions over the years, SUNY classified service titles have been determined to be non-exempt. [In fact, as of 4/6/2004, there are no exempt classified service titles in the SUNY University Title File].
    

    [Note: Bi-weekly pay, and FEE pay positions generally will be exempt. However, Human Resources Officers/Payroll Officers should review exemption standards for Professional Employees paid BIW or FEE to ensure that appointees meet the test for exempt status.]

    (See 5. Position Attributes below and Fair Labor Standards Act in the list of references at the end of this section for more information.)
    

• Other Requirements for Proper Classification of Positions.
  SUNY is required to report on its staffing to many outside agencies and to participate in many surveys, both in the normal course of business and when required to respond to a specific complaint, grievance, or lawsuit. Some examples include Affirmative Action Reports, Complaints Under the Americans With Disabilities Act, Responses to Improper Practice Charges, the EEO6 report, responses to the Equal Opportunity Commission, salary surveys conducted by the College and University Personnel Association for Human Resources [CUPA-HR], and internal SUNY reports. The budget title to which an employee is officially appointed determines the employee's terms and conditions of employment. Additionally, each title is associated with standard title attributes that place the position into reporting categories for EEOC, U.S. census, and for the internal reporting of instructional and non-instructional positions for the purpose of determining faculty-student ratios. It is therefore essential that all positions be properly classified to ensure the accurate reporting of our staffing--especially when we are attempting to compete with other universities for "excellent ratings" or to ensure that we receive our correct share of special funds.
  
  
• Schedule of Positions (SOP)
  Section 44, Article IV (Appropriations) of the State Finance Law (see link from Schedule of Positions in references at the end of this section) requires the inclusion on a schedule of positions (SOP) of all positions for which appropriations are authorized in the State budget. Such positions are considered personal service regular (PSR) positions. The schedule of positions is a listing of positions in order by the item number assigned to the position during the classification process. In addition to the line item number, it includes the title, the salary grade (SG/NS for classified service) or the at-not-to-exceed budgeted amount (ANTE for unclassified service) plus the effective date that may be in the future if a classification transaction is pending. In the case of pending transactions, the number of the SOP in which the new position or changed position will become effective is also listed. For unclassified service positions, the ANTE is the current incumbent's salary if filled and, either the last incumbent's salary or the salary budgeted for a new position in the classification process for a vacant position. In cases where the appointee to a position is receiving an "ALSO Receives" payment or a "Chair Stipend" there will be an entry of an amount in an associated column. Such amounts and the coding of the payment type are entered using the HRMS position management system. Additions of new positions or changes to existing positions on the schedule of positions is accomplished through the classification process. The basic changes that must be entered on the schedule of positions through the HRMS position management system pertain only to PSR positions and include: New positions; percent changes from full to part or part to full-time; changes to title code, nu code, juris cls code, salary grade, stipends, ante amounts; change of duration code from or to 'SL' (seasonal); change of duration code from or to 'CY' (college year); and positions being inactivated or reinstated.

  It is important to note that the Department of Civil Service and the Office of the State Comptroller cannot approve appointments charged to State personal service regular (PSR) appropriations unless the positions have been approved and are in either SOP or USE status in HRMS or listed on the current schedule of positions. Paragraph 3 in Section 44, Article IV referenced above states: "In identifying and connecting any officer or employee, other than a legislative or judicial officer or employee, with his office or position, for the purposes of this section, the state comptroller, the state civil service commission and the heads of departments shall be governed by a certificate of identification (SOP) certified to them by the director of the budget, and such certificate shall have the force and effect of law for such purposes.

  A SUNY campus's schedule of positions is a report created from the position file in HRMS. Although temporary service positions supported by temporary service funds (other service as distinguished from personal service) must also be classified in the HRMS system to facilitate position budgeting and payroll processing, the program that creates the SOP excludes them. A schedule of positions calendar is created at the beginning of each fiscal year and SUNY system runs a program to produce the SOP according to that schedule and then submits them to the Division of Budget for approval following which copies are distributed to the Department of Civil Service, the Office of the State Comptroller, and the campus.

  Paragraph 4 in Section 44, Article IV of the State Finance Law also states: When in any act an appropriation is made for personal service and is accompanied by a schedule showing positions and salaries, no part of such appropriation shall be expended for a purpose or position not enumerated in such schedule nor shall any schedule item be exceeded; provided, however, that upon the approval of the director of the budget and the state civil service commission where the position involved is in the classified civil service, and of the director of the budget where the position involved is in the unclassified civil service, a part of any such appropriation may be expended for a position in the same occupational field or service, carrying a title, grade and salary lower than the position for which the appropriation is made, the provisions of any general or special statute to the contrary notwithstanding. Under certain conditions, this section of the law authorizes agencies to make appointments to a PSR position at a lower title and grade than lined out on the schedule of positions. In SUNY the HRMS system accommodates such position downgrade appointments (UP-11 procedures for unclassified service titles and PR-50 procedures for classified service titles) because it provides an override of the default position title and grade when processing an appointment transaction. In such cases, the employee appointment record can be entered for the title to which the appointment is being downgraded by entering the title code of the lower position title. However, such downgrades are restricted by edits to appropriate occupational fields (academic titles) or job families (clerical series). Furthermore, because position classification processing is much more timely than when these downgrade procedures were established, SUNY is currently reviewing the need for position downgrades.

• Unclassified Service Restrictions.
  All State positions are to be placed in the classified service unless they meet the definition of unclassified service (SUNY professional service) contained in the New York State Civil Service and New York State Education laws:

  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 Commission, 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.

Classification Process:
(For establishing new positions or reclassifying existing vacant positions).

1. Write Job Description
Write a job description detailing the duties and responsibilities of the job including the level of education and experience that will be required for an appointee to perform satisfactorily in the job. A job description must be written for, or revised for, every new position, or before existing positions are filled, respectively. The job description outlines the tasks, duties, and responsibilities to be assigned to the job, highlights those duties and responsibilities that are essential, proposes the levels of education and experience necessary for satisfactory performance and identifies the placement of the position within the organization.

(See SUNY Detailed Position Description Form under the forms listing at the end of this section for a link to a form to assist in the development of a job description for classification purposes.)

Important notes: (1) Title Specifications/Standards provide guidance for determining the proper classification of positions. However, they should not be used as the basis for writing a job description. The job description should be written exclusively based upon the nature of the duties and responsibilities that are expected to be required of the position. After the job description has been written the title specification can be used to determine the appropriate title and title attributes that should be assigned to the position. (2) It is likewise true that title specifications/standards should not be used exclusively in the design of performance programs and/or vacancy announcements. Within a title description that establishes the salary grade for a title and some of the acceptable job assignments within such title, among other attributes, there can be many different job/position assignments. While a title description may allow the assignment of duties and responsibilities A-Z, positions/incumbents within the class may be assigned only some of the duties appropriate to the title. Likewise, the preferred qualifications may vary depending upon the specific, and appropriate, duties to be assigned to a particular position holding the title. As an example, a supervisor would invite problems if a vacancy created a need for a programmer-analyst with expertise in a particular programming language, if s/he used only the preferred qualifications for that title in the vacancy announcement. While title description may also be used as guides in the preparation of performance programs and vacancy announcements, and in determining a unit's organizational structure, these activities require a thorough analysis of individual positions/jobs with title descriptions only providing benchmarks.

2. Compare Job Description With Available Title Specifications/Title Standards.
Compare the job description with available Title Specifications or Title Standards to determine the appropriate position category (managerial, professional, classified, academic).

There are many tools to assist in determining the appropriate position category and class title for a job. First, job descriptions should be compared to title specifications/classification standards available from the New York State Department of Civil Service, the State University of New York, and/or the U.S. Department of Labor's Dictionary of Occupational Titles (DOT) as superseded by O*NET On Line.
(See NYS Classified Service Title Specifications, SUNY Professional Title Descriptions and the Federal DOL's O'NET ON Line in the list of references at the end of this section).

Title Specifications, also referred to as Title Standards; define classes of positions and minimum qualifications. They also describe the various types and levels of duties and responsibilities that may be assigned to them. They are much broader in scope than job descriptions because they cover "what work might appropriately be assigned" to a position, not just what the employer "intends to assign" to a specific position.

For academic titles, the category and class title determinations are fairly simple. If the majority of the job is teaching, research, scholarship, and/or service, the appropriate class title can be found in the academic category -- Instructor, Lecturer, Assistant Professor, Associate Professor, Professor, and also these titles with qualifiers such as Adjunct or Visiting.

Following is the old Dictionary of Occupational Titles (DOT) title description for a faculty member. Obviously a "job description" would be much more specific in providing information about the departmental assignment, the required subject matter expertise, the level of scholarship required, and any other required duties and responsibilities.

"090.227-010 FACULTY MEMBER, COLLEGE OR UNIVERSITY (education)
Conducts college or university courses for undergraduate or graduate students: Teaches one or more subjects, such as economics, chemistry, law, or medicine, within prescribed curriculum. Prepares and delivers lectures to students. Compiles bibliographies of specialized materials for outside reading assignments. Stimulates class discussions. Compiles, administers, and grades examinations, or assigns this work to others. Directs research of other teachers or graduate students working for advanced academic degrees. Conducts research in a particular field of knowledge and publishes findings in professional journals. Performs related duties, such as advising students on academic and vocational curricula, and acting as adviser to student organizations. Serves on faculty committee providing professional consulting services to government and industry. May be designated according to faculty rank in traditional hierarchy as determined by institution's estimate of scholarly maturity as Associate Professor (education); Professor (education); or according to rank distinguished by duties assigned or amount of time devoted to academic work as Research Assistant (education); Visiting Professor (education). May teach in two-year college and be designated Teacher, Junior College (education); or in technical institute and be designated Faculty Member, Technical Institute (education)." May be designated: Acting Professor (education); Assistant Professor (education); Clinical Instructor (education); Instructor (education); Lecturer (education); Teaching Assistant (education).

Note: One academic title classification issue has at times been of concern at different campuses. It has to deal with when it is appropriate to classify an academic title with a calendar year professional obligation. Following are some are things that should be considered before creating calendar-year obligations for academic titles: Faculty appointed to calendar-year obligations are eligible for holiday and vacation accruals. Appointing an academic employee to a calendar-year obligation position is not like just appointing a "serve at the pleasure" chair of a department where you pay them with a stipend or grant them a reduced teaching load for the additional responsibilities and can stop this at any time. When you appoint a faculty member to a calendar-year obligation, that becomes an attribute of his/her term or tenured appointment. Consequently, you can only change that obligation if they are non-renewed, resign, are retrenched, or terminated "for cause". Such calendar-year obligations greatly reduce flexibility. If you reclassify an encumbered academic-year obligation position to a calendar-year obligation the increased cost, usually an annualization-factor salary increase of 20%, will usually impact on State PSR appropriations. Before annualizing an academic employee, you must have a consistent policy for handling both the annualization of salaries and the deannualization if and when the person returns to an academic year obligation. Finally, because of the truly exempt nature of the duties and responsibilities of academic employees which are not condusive to measurement based on time and attendance, a campus may find it has an obligation to pay 30 days of vacation credits and make provisions for the use of an additional 10 days of vacation and 13 holidays if and when a calendar-year obligation academic employee returns to an academic-year obligation or leaves service. Generally faculty positions are only classified with calendar-year obligations for unique programs that run all year or when the faculty member has permanent program responsibilities that require him/her to work through the summer as well as the academic year. For example, the position of a speech professor who also is responsible for a speech clinic that runs all year might be classified with a calendar year obligation. If the position truly fits the calendar-year obligation mode, it is appropriate to classify the position that way and to appoint the faculty member to it. So, while classification of academic titles with calendar-year obligations is possible, it is important that such obligations can be justified based upon the nature and duration of the duties and responsibilities and that all parties consider these concerns. If a calendar-year obligation position cannot be justified, summer duties and responsibilities are more appropriately paid on the summer session payroll.

While the determination of the proper classification of academic positions is fairly simple, such decisions are more complex when establishing other positions that may be in either the classified service or the unclassified service (SUNY professional service).

3. Review Existing Titles.
Determine if an appropriate class title has already been approved for use by SUNY by reviewing the University Title Code File for classified positions or the University Title Code File for unclassified positions. (See SUNY Title Code files in the list of references at the end of this section.)

4. Determine Appropriate New Title to propose for addition to the University Title File.
If no match can be found, review the Department of Civil Service's title plan and/or the Dictionary of Occupational titles for assistance in determining an appropriate title for the assigned duties and responsibilities outlined in the job description that has been prepared in number 1 above. If no appropriate title currently exists in the University Title File, propose a new class title (see 8(b) below).

[Note: a request for a new title requires more documentation and takes longer than the classification or reclassification of a position to an already established title.]

5. Position Attributes.
Both Titles and Positions have attributes. For Titles the attributes may include negotiating unit and grade, among others (see SUNY Title Attribute Definitions in the reference at the end of this section). For positions the attributes may include such things as budgeted salary, full-time equivalent (FTE), professional obligation period code, funding sources and payroll mode, among others. These attributes need to be set when a position is classified. It is especially important that the budgetary unit head with authority for requesting the establishment of a position understand the need to define the obligation period and the payroll mode in order for the budgeting and classification of the position to be correct for the support of the desired appointment. The obligation period may be academic-year (most full-faculty), calendar-year (most full-time classified service, managerial, and professional employees), college-year (some professional employees), seasonal (some classified service employees), or other (usually positions of short duration or where payment might be FEE or HOURLY).

In SUNY, the funding source, temporary service (TS) or personal service regular (PSR), determines whether or not an incumbent of a position can be paid on an annual salary basis or must be paid on a FEE, BIWEEKLY, or HOURLY basis. Annual salary payments are limited to personal service regular (PSR) positions lined out on the campus's approved Schedule of Positions (SOP). Once the obligation, source of funding, and part-time or full-time status have been determined, due consideration to the Fair Labor Standards Act (FLSA) must be given. With few exceptions, classified service positions in SUNY are non-exempt under the FLSA and must be paid time and one-half for hours in excess of 40 hours in a defined workweek (Thursday - Wednesday) unless they have been specifically approved as exempt through the classification process. All positions paid on an hourly basis are non-exempt as well -- whether classified or unclassified. Most SUNY Professional Staff positions (Academic, Managerial, and Professional Employees) paid on an annual salary basis are exempt. However, some professional employees paid on an annual salary basis may also be non-exempt if the duties to which they are assigned fail to meet the exemption definitions under FLSA. If such a non-exempt determination is made it needs to be shared with the Office of University-Wide Human Resources as an entry in the position's classification record in SUNY Human Resources Management Information System (HRMS). Campus determined special attendance reporting requirements are also required for appointees to such non-exempt professional employee positions in order to manage overtime pay.

6. Position Salary Allocation.
Determine the salary level to propose if a new class title is being proposed that does not currently exist in either the SUNY or Department of Civil Services' title files. Consideration should be given to how this position fits into the organization and how the proposed salary level compares to other positions. Likewise, consideration should be given to the issues of Pay Equity and Equal Pay for Equal Work.

7. Item Number.
Assign a unique 5-digit line item number to the position. For an new position, it cannot be a line item number that is currently listed on the SOP in active status. However, an existing line item number in "inactive" status could be reactivated and used, and reclassified, if necessary, after reactivation if necessary to meet the campus's needs.

8. Classify Position.

(a) If the class title currently exists within the University Title File, classify it by creating the position (using appropriate title code from the title file) in the Human Resources Management System. If the position has been designated management or confidential, System Administration must be notified so that the professional management/confidential positions can be approved and so that the proper bargaining unit can be assigned for classified service positions designated confidential. [Note: although unique title codes exist for managerial/confidential positions in the unclassified service, in the classified service the same title code might be used for positions assigned to either confidential or bargaining unit status. Thus, System Administration must enter the confidential status for such classified service position).

(b). If the title class does not currently exist in the University Title File, the job description and supporting documentation including proposed salary level must be sent to System Administration. For classified service positions the documentation is a CC-1 (New Position Description) form. For the unclassified service the documentation includes the position description, an organization chart, and a point factor analysis. Additionally, if the request also includes a Management or Confidential designation, a written justification for such designation must be included. For new titles, no entry can be made to the HRMS system until the class title is approved and added, with a title code, to the University Title File.

Approval Process
A position cannot be filled until it exists. It must be recommended and approved through the classification process. There are different approval levels in the position classification/reclassification process that are dependent upon the class to which a position must be assigned as a result of the duties and responsibilities (body of work) assigned to it, and, in some cases, dependent upon the source of funding.

Personal Service Regular
If personal service regular (PSR) funds support the position, an appointment to the new or reclassified position cannot be made until the new position/new title either appears on a printed Schedule of Positions (SOP) or, after all required approvals have occurred, the position appears in HRMS in PEND, SOP or USE status and, if its PEND or SOP status, the effective date is earlier than or equal to the desired appointment effective date. (Note: it will take from 1 to 4 weeks for a new position or position reclassified to a different title to appear on a new Schedule of Positions-SOP).
[Note: PSR positions must be assigned one of the annual salary payroll mode codes (ANN, CAL, CYF, CYP, 21P. Many SUNY campuses no longer allow appointees to elect the CYP and 21P payment options.]

Temporary Service (TS)
If temporary service (TS) funds are used to support the position, it can be filled as soon as the final authority (e.g. Campus, Department of Civil Service or SUNY System Administration) has approved the request and the position has been established and in PEND or USE status in SUNY's position file in its Human Resources Management System (HRMS), and if, USE, the effective date is earlier or equal to the desired appointment effective date..
[Note: TS positions cannot have a pay basis of ANN - must be HRY, BIW, or FEE].

Academic staff, Professional Employee, and Graduate/Teaching Assistant Positions
Within "available to fill" limitations referenced in the funding section above, authority for the classification of graduate/teaching assistant positions and positions in the SUNY Professional Services Bargaining Unit (Academic staff and Professional Employees), the campus has final authority, except that when a campus seeks to establish a brand new title to the University Title File it must be approved by SUNY System Administration and reported by the Chancellor to the Department of Civil Service (CS) and the Office of the State Comptroller (OSC). Until a new title has been added to the University Title File with an appropriate title code, it is impossible to enter the position record into HRMS.

Classified Service
The Department of Civil Service has authorized SUNY to be a fully decentralized agency for position classification/reclassification activities. Campuses are responsible for all position classification decisions and must complete and maintain all appropriate documentation to support the decisions. Except for entry-level (CC-1A) titles, appropriate documentation (CC-1 New Position Description, CC-2 Application for Change in Title or Salary, and/or CC-3 Existing Position Description) must be prepared and maintained at the campus. This documentation will be subject to post audit review by the Department of Civil Service and SUNY System Administration. The authority for decentralized classification decisions for classified service transactions may be withdrawn from a campus if a rigorous classification process and documentation and transaction documentation are not maintained. CC-1A titles not requiring the maintenance of such documentation may be identified by reviewing the column headed by "1A" in the NYS Title and Salary Plan. (See NYS Title and Salary Plan in the references at the end of this section.) Where the desired title currently exists in the University Title File, positions can be entered into HRMS and will be processed in NYSTEP by the SUNY Office of University-wide Human Resources. However, when entering transactions into HRMS for classified positions other than CC-1A titles, comments must be entered that include:

• the position location (campus and department);
• the title of the immediate supervisor of the position;
• the number of employees in the same requested title in the unit;
• the number and titles of subordinate staff if the requested position is supervisory; and
• a brief statement of how the position conforms to the criteria in the classification standard for the requested title.

Samples of the types of comments required are:

"Incumbents will work in the Undergraduate Admissions Section of the Office of the Registrar and will be supervised by an Unclassified Service Staff Associate. Incumbent will supervise the activities of (3) Clerks 1, Grade 6, in the receipt and processing of applications for admission. Clerk 2 is the appropriate title because the incumbent will supervise a group of subordinate Clerks who perform a variety of clerical support activities."

"Incumbent will report to a Plant Utilities Engineer 4 and will supervise (3) Plant Utilities Engineers 1 and various maintenance positions in the operation and maintenance of the Physical Plant. This will be one of four Plant Utility Engineers 2 at the Physical Plant who function as shift supervisors."

When a position classification transaction is entered in HRMS that is a "long form/CC1 title" that is included in the University Title File, the entry will automatically roll to a comment panel where these comments may be entered.

Where an appropriate classified title is not available in the University Title File, a CC-1 form and appropriate documentation must be prepared and sent to the Office of University-wide Human Resources. No position classification entry can be made in HRMS until the request has been reviewed and approved by both System Administration and the Department of Civil Service and the new title has been added to the University Title File. Upon receipt of such approvals, the new position should be immediately entered into the HRMS system.

Once approved, classified service positions supported by temporary service funds may be filled immediately once the status of the position in HRMS has been set to PEND or USE and, if PEND, the effective date is earlier or equal to the desired appointment effective date.

Personal Service Regular positions can be filled once the new position/new title has been approved and either appears on a printed Schedule of Positions (SOP) or, after all required approvals have occurred, the position appears in HRMS in PEND, SOP or USE status and, if it's PEND or SOP status, the effective date is earlier than or equal to the desired appointment effective date.

Confidential Designation
In SUNY, a classified service position that has been designated "confidential' usually reports to the President or a Vice President who is involved in policy making or significantly involved in collective negotiations or labor contract administration. If a "confidential" designation is being requested (see the link to criteria under Managerial/Confidential below) the CC-1 form and a justification for the "confidential" designation must be forwarded to the Office of University-Wide Human Resources. For titles currently existing in the University Title File, enter the classification transaction in HRMS and then notify the Office of University-Wide Human Resources that you have made the entry and are sending the documentation. In some cases a classified title may be used to establish both negotiating unit and confidential positions. For examples, for the unique title, Secretary I, positions exist that are in the Administrative Services Negotiating Unit as well as in the Confidential Unit. In these cases, only SUNY System Administration has authority to enter the "confidential" designation into HRMS since such designation cannot be derived from the entry of a title code into the HRMS position classification record. If a new title with a "confidential" designation is being requested, the requested position cannot be entered into HRMS or filled until all approvals have been obtained and the title has been added to the University Title File.

College Work-Study and Student Assistant Positions
If a campus intends to pay a Student Assistant on the regular state payroll, such a position must be classified in HRMS. The approval authority for such exceptions is the chief administrative officer at a campus, or designee. There is no requirement that positions be classified in order to pay College Work-Study or other student assistants on the special payrolls designed for such purpose. Since all such appointees are given the title of Student Assistant, the only requirement is to develop a system to ensure that each student appointed to one of these payrolls is assigned to a unique line item number.

Managerial/Confidential Positions (M/Cs)
All requests for the classification or reclassification of positions to managerial/confidential (M/C) titles require the approval of SUNY System Administration, and for new titles, the Public Employment Relations Board (PERB). Before commencing a request for a new (M/C) title, or the reclassification of a position to an existing (M/C) title, review the "Criteria for Determining M/C Designation Eligibility" in the references at the end of this section. Request (M/C) titles only for positions that clearly meet these criteria.

For (M/C) titles currently listed in the University Title File, enter the position in the HRMS system and notify System Administration that the position has been entered. You should also maintain support documentation similar to that required for a brand new title below that describes how the position meets the (M/C) designation criteria.

If the request is for a brand new title to be added to the University Title File, the job description and supporting documentation (organization chart and point-factor analysis) must be sent to System Administration. If your position meets these criteria, submit a cover letter explaining why the particular title/position should be designated M/C including a comprehensive duties description; a complete and meaningful organization chart that shows budget titles, line item number, names and salaries for the unit to which the title will be assigned with the requested position highlighted; a point-factor analysis; and any other material considered pertinent to the justification such as salary surveys, demographics, testimonials, publications, professional organization criteria, etc.

For classification of positions to new titles not currently listed in the University Title File, the (M/C) designation must be reviewed and not contested by the appropriate bargaining unit representative before it can be approved by SUNY System Administration. In the event that a negotiating unit representative opposes the designation, it cannot be established until a determination by the Public Employment Relations Board (PERB).

Americans with Disabilities Act
http://www.usdoj.gov/crt/ada/adahom1.htm

Criteria for Determining M/C Designation Eligibility

Education Law, Article 8, Section 355-a (SUNY Professional Service)
see Education, Art 8, Section 355-a at http://public.leginfo.state.ny.us/menugetf.cgi?COMMONQUERY=LAWS

Fair Labor Standards Act
http://www.dol.gov/dol/compliance/comp-flsa.htm

Fair Labor Standards Act Amendments of 1985 Affecting Public Sector Employers

Federal Dictionary of Occupational Titles:
http://www.oalj.dol.gov/libdot.htm

MACCC (Management Advisory Committee on Classification and Compensation) recommendations for implementation of the Arthur Young Study (1987)

NYS Classified Service Title Specifications
http://www.cs.state.ny.us/tsplan/titlesalaryplan.cfm

NYS Classified Service Title and Salary Plan
http://www.cs.state.ny.us/tsplan/titlesalaryplan.cfm

Occupational Information (replaces Dictionary of Occupational Titles)
http://online.onetcenter.org/

Provost Burke (1987) Memorandum to Presidents about the implementation of the Arthur Young Study of the Classification and Compensation System for SUNY Professional Employees

Public Employment Relations Board
http://www.perb.state.ny.us/

Schedule of Positions (SOP)
see State Finance, Section 44 at http://public.leginfo.state.ny.us/menugetf.cgi?COMMONQUERY=LAWS

SUNY Title Attribute Definitions

SUNY Professional Title Descriptions

SUNY Title Code Files

Forms:

(CC-1) New Position Description - NYS Classified Service (MSWord fill-in) or (PDF non fill-in) or (PDF fill-in)

(CC-2) Application for Change in Title or Salary - NYS Classified Service (MSWord fill-in) or (PDF non fill-in)

(CC-3) Existing Position Description - NYS Classified Service (MSWord fill-in) or (PDF non fill-in)

FSLA Administrative Exemption Checklist (MSWord fill-in) or (PDF non fill-in) or (PDF fill-in)

FSLA Executive Exemption Checklist (MSWord fill-in) or (PDF non fill-in) or (PDF fill-in)

FSLA Professional Exemption Checklist (MSWord fill-in) or (PDF non fill-in) or (PDF fill-in)

SUNY Detailed Position Description Form (MSWord fill-in) or (PDF non fill-in)