SUNY University-Wide Human Resources Manual
Orientation

last updated: Thursday, July 8, 2004

This section of the SUNY University-Wide Human Resources Manual provides summary information related to a variety of topics on which all SUNY employees should be knowledgeable. Additional links to related resources or related forms may be included at the end of each topical section as available. Responsibility for ensuring the proper orientation of all employees is shared by three entities--the human resources office, the employee, and the employee's supervisor/unit head.

Policies and Other Important Orientation Information:

Affirmative Action	Environmental Health and Safety	Parking
Attendance and Leave	Ethics (same as "Code of Ethics" above)	Personnel Files
Computer Software Policy	Evaluation	Political Activities
Computing Ethics - Usage	Extra Service	Professional Development
Code of Ethics	Financial Disclosure	Property Control
Consulting	Gifts and Gratuities	Reductions in Force
Counseling	Grievances	Smoking
Direct Deposit	Harassment	Summer Session
Directory Information	Immigration	Suggestion Program
Discipline	Indemnification	Travel
Drug Free Workplace	Insubordination	Utilization of Secretaries
Dual Employment	Internal Control	Vehicle Use (valid driver's license required)
Employee Assistance Program	Medical Emergencies	Voter Registration
Equal Employment Opportunity	Omnibus Transportation Act	Workplace Violence

Human Resources Responsibility
The campus Human Resources Office is responsible for providing new employees with a general orientation to SUNY and the individual campus. It will:

• ensure that employees understand the eligibility criteria for employee benefits,
  
• ensure that employees are provided the forms required to do a timely enrollment in the benefits and programs for which they are eligible,
  
• ensure that employees understand the attendance requirements for their category of employment,
  
• ensure that employees understand when and how they will receive pay,
  
• ensure that employees understand the performance evaluation system that pertains to their category of employment,
  
• ensure that employees understand the nature and anticipated duration of their appointment and when the appointment and payments will end, and
  
• ensure that employees understand the general State, SUNY and Campus policies that relate to all employees.
  

An Orientation Checklist for Human Resources Officers is available in several formats under forms at the end of this page.

  Employee Responsibility
Employees are responsible for completing timely enrollment applications to ensure they receive the benefits they desire. Failure to complete required program election and application forms on time may prevent employees from having a choice in such matters. For example, full-time SUNY professional staff (academic, professional, and SUNY managerial/confidential employees) must elect a retirement program and complete enrollment within 30 days of their appointments that first make them eligible. However, if full-time professional staff appointees fail to elect a retirement system within 30 days of eligibility, they must join the New York State Teachers' Retirement System.

Part-time academic employees and professional employees do not have to join any retirement but they may at any time join one of the defined benefit programs (ERS or TRS) and, if and when they receive a term appointment they become eligible to participate in SUNY's optional retirement program (ORP). If they complete an election and application within 30 days of their eligibility, their participation is effective as of the date of their term appointment. However, if their election is made at a later date, their participation is effective on the date they file their election to participate.

Part-time managerial/confidential employees do not have to join a retirement system but may chose to participate in any of the programs, including the ORP, at any time. If they complete an election and application within 30 days of their eligibility, their participation is effective as of the date of their M/C appointment. However, if their election is made at a later date, their participation is effective on the date they file their election to participate.

There are other important enrollments such as Health Insurance that are similarly affected by timeliness so it is extremely important for employees to review benefits materials and take appropriate actions upon initial appointment and upon any changes in their appointment status.

Employees at all organizational levels are also responsible for being ready, willing, and able to satisfactorily perform the duties and responsibilities of the positions to which appointed and for understanding and complying with the general policies, laws, rules, and regulations under which the State University of New York and its campuses operate.

Supervisor Responsibility
Supervisors are responsible for ensuring that employees receive a proper orientation at the departmental level. They will:

• ensure that new employees in their units are introduced to the people with whom they will interact,
• ensure that employees understand their duties and responsibilities and, where required (all employees except academic staff and M/Cs), that performance programs are developed and provided to employees to inform them of the performance expectations upon which their annual evaluations will be based,
  
• ensure that they have the space, equipment, supplies, materials, and access (computer systems, etc.) required to do their job,
• ensure that they are familiar with their work location (rest rooms, breaks, coffee service, emergency exists and procedures) and unique departmental rules and procedures, and

• ensure that appropriate non-campus entities (i.e., appropriate SUNY System Administration staff, external agency staff, subscription services, etc.) are appropriately notified when turnover occurs in key positions that interface with such external entities.

Reference(s):

The NYS Governor's Office of Employee Relations maintains an Orientation "Checklist for New Employees" at: http://www.goer.state.ny.us/orientation/checklist.html that is helpful to both new employees and their supervisors.

For classified service employees there is a very informative web-based orientation available at the site created by the NYS Governor's Office of Employee Relations. On many matters it is also quite informative for SUNY employees in the professional (unclassified) service. The site is found at: http://www.goer.state.ny.us/orientation/.

For SUNY Professional Staff (Academic and Professional Employees) in the SUNY professional services negotiating unit there is a very informative web-base benefits and payroll orientation available at a site created by SUNY at Binghamton that has been modified, with assistance from the Office of University-wide Human Resources to reflect SUNY-wide information. This site may be found at:
http://humanresources.binghamton.edu/orientation/sunywide/#.

Form(s):

Orientation Checklist for Human Resources Officers (html) -- or choose MSOffice, or pdf versions.

last updated: Thursday, July 8, 2004