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GENERAL
There
are a variety of instances where faculty and professional staff change
their status at the University, which necessitates required and appropriate
transactions. These are actions
taken subsequent to initial appointment, in all cases. Such actions may include renewal of term appointment, renewal of
temporary appointment, the designation of permanent appointment, starting
and returning from leaves of various types, resignation, non-renewal
and other forms of termination, changes in title, grade or salary, promotion
and reclassifications.
When
any of these changes occur in the professional status of academic or
professional staff, the department must initiate a HR smart form indicating
the appropriate change, along with required supportive documentation
as appropriate. Departments should feel free to contact the
Human Resources Office for specific guidance. The HR smart form moves
electronically to the HR department and is then shared with offices
as appropriate, including the Budget Office and the Vice President's
Office.
The
HR Office then inputs the change of status into the Oracle HR system,
the SUNY HRMS system and other required systems. In some cases, such
as reclassification or promotion, it is critical that the department
sponsoring the request communicate as early as possible with the Human
Resources to assure that the appropriate position is in place at the
time the transaction is to be effective. Often, especially for personal
service regular lines, it may take up to a month or more to assure that
the position title change is effected on the schedule of positions at
the Office of the State Comptroller in Albany. The more notice the Human
Resources Office has of the possible change, the better.
If
the change of status involves a change in title for a professional employee,
a revised performance program should be forwarded to the Human Resources
Office no later than 30 days following the effective date of the change.
LEAVES
When
the change in status involves a leave of any sort, it is often best
for the employee to consult with the Human Resources Office to explore
options and alternatives. Sometimes HR will require back up documentation
as per practice or law. Leaves that include child-rearing leave, family
medical request leaves, general leaves without pay should be discussed
with both the home department and the HR Office. For faculty requests
having to do with sabbaticals or title F leaves, faculty and professional
staff are required to apply to the Dean for these leaves in a timely
fashion and to provide those offices with sufficient information regarding
proposed activities and research to be conducted throughtout the leave.
TERMINATION
In
the event of non-renewal, resignation, retirement or death of an academic
or professional employee, a discussion with the Human Resources Offices
is important. When transferring to another SUNY unit, often prior service
credit requests are important to understand as well as the transfer
of accrued leave credits and establishing continuity of benefit coverage. The death of an employee triggers the Human
Resources Office to counsel the family and make appropriate notifications
to various systems in the state system.
Any professional employee non-renewals require extensive discussion
and planning with the Human Resources Office prior to implementing that
action.
CHANGE OF EFFORT
Contacts:
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