Glossary of Terms

Term	Definition
academic employee	An academic rank or qualified academic rank employee in the Professional Services Negotiating Unit.
academic rank	Rank held by those members of the professional staff having the title of professor, associate professor, assistant professor, librarian, associate librarian, senior assistant librarian, and assistant librarian.
academic year obligation	An annual obligation of service for the academic year, not to exceed 10 months.
Accident Reporting System (ARS)	Used to report and manage employee accidents/injuries.
acting appointment	An employee who fills in during a temporary absence, such as sabbatical or medical leave, after which the other employee can be expected to return.
ASU	Administrative Services Unit. A collective bargaining unit that includes clerical/office worker positions in State service. It is currently represented by CSEA.
ante	At Not To Exceed (maximum amount which may be paid to an incumbent).
Appendix A, B, C	Appendices of the SUNY Policies of the Board of Trustees that identify professional employee titles in the SUNY professional services negotiating unit in which appointees are ineligible for permanent appointment.
appointing authority or appointing officer	The officer, commission or body having the power of appointment to subordinate positions. In SUNY, each campus President is an appointing authority.
calendar year obligation	An annual obligation of service for a full year, (i.e., 12 months).
canvass	An inquiry as to whether an eligible candidate for a classified service vacancy would be willing to accept appointment, if offered.
classified service	The positions in the classified service are divided into four classes: exempt class, non-competitive class, labor class, and competitive class. Employees are classified and appointed pursuant to the process contained in the NYS Civil Service Law, rules and regulations. These are unionized employees; depending on title, they are represented by the following unions: CSEA, PEF, NYSCOPBA, PBANYS.
COBRA	Consolidated Omnibus Budget Reconciliation Act of 1985. Provides for limited continuation of health insurance.
college year obligation	An annual obligation of service for any period less than the full year.
competitive class	The competitive class shall include all positions for which it is practicable to determine the merit and fitness of applicants by competitive examination.
contingent permanent	An appointment, transfer, or reinstatement to a temporarily vacant position of a person meeting all merit and fitness requirements for such appointment. Except in the case of the return of a prior incumbent, contingent permanent appointees have all rights and benefits of permanent appointees.
continuing appointment	An appointment to a position of academic rank which shall not be affected by changes in such rank and shall continue until resignation, retirement, or termination.
counseling	A private conference between a supervisor and an employee at which the employee's performance deficiencies are discussed. The motivation for such counseling sessions is to improve the employee's performance and eliminate the performance deficiencies.
counseling memorandum	A written follow-up to an employee following corrective counseling which confirms the reason for the counseling, a summary of the effect of the employee's deficiencies, a summary of the employee's response to the counseling, and the corrective actions expected.
CSEA	Civil Service Employees Association - Union that represents State employees appointed to titles assigned to the administrative (office support staff), and operational (mostly facilities) collective negotiating units.
NYS Department of Civil Service	The State's agency responsible for the classification and allocation of classified service positions, the recruitment and selection of candidates for classified service employment, and the development and maintenance of statewide agency personnel systems.
dormitory income fund reimbursable (DIFR)	Budgetary term to describe funding for positions and budgets supported by income generated from dormitory (residence hall) fees. Positions may be established as PSR (personal service regular) or TS (temporary service) even though funded by revenues.
dual employment	Dual Employment occurs when an employee works part-time at two or more State agencies and the combined service in all positions and agencies does not exceed full-time (100%) service.
eligible list	A certified list of candidates for a competitive title ranked in order of their respective final examination ratings, including seniority and veterans credits.
ethics	New York State Commission on Ethics and Lobbying in Government established by the Public Officers' Law.
ethnicity	American Indian or Alaska Native, Asian, Black or African American, Hispanic, Native Hawaiian and other Pacific Islanders, White
exempt class (classified)	All positions for the filling of which competitive or non-competitive examination may be found to be not practicable.
exempt employees (professional)	employees in jobs that are purely management, administrative, or professional that perform without close supervision and consequently, they are exempt from coverage under the Fair Labor Standards Act. Rules regarding overtime and wages do not apply.
extra service	Extra Service is work performed by UUP or M/C professionals who are on a State payroll, or the SUNY Research Foundation, other than the one to which the employee is regularly assigned, or special assignments performed at their own campus that are substantially different from, or in addition to, their regularly assigned duties and responsibilities when the extra service work, in combination with the employee's regular assignment and any other dual appointment or extra service assignments, will exceed full-time (100%) service. The additional service is performed entirely outside the employee's normal work day/shift and must not interfere with the employee’s regular obligation.
Fair Labor Standards Act (FLSA)	Law enacted to establish a minimum wage, to limit work hours, and to discourage oppressive child labor. Referred to as the Wage Hour Act because it ensures fair treatment of employees with respect to wages and hours. Act defines exempt and nonexempt employees. For more information go to Fair Labor Standards Act Handbook or Fair Labor Standards Act Regulations.
Family Medical Leave Act (FMLA)	Family Medical Leave Act. For more information, go to Family Medical Leave Act Handbook (FMLA) or Family Medical Leave Act Regulations.
fiscal year	The States fiscal year is from 4/1-3/31; SUNY's fiscal year is from 7/1-6/30.
Freedom of Information Act	Establishes that any person has the right to request access to federal agency records or information.
FTE (full time equivalent)	A full-time position budgeted from 7/1 to 6/30. The term equates an employee to a full-time equivalent. For example, a part-time employee who works one half of the time required of a full time employee would be counted as .50 FTE.
Graduate Student employees	Employees who are pursuing advanced degrees at SUNY. They are represented by the Communication Workers of America, Local 1104, Graduate Student Employees Union (GSEU).
I-9	Form required to verify the identity and employment authorization of each new employee (both citizen and noncitizen) hired after 11/6/1986 to work in the U.S.
income fund reimbursable (IFR)	Budgetary term to describe funding for positions and budgets support by income generated from fees. Positions may be established as PSR (personal service regular) or TS (temporary service) even though funded by revenues.
increment (classified)	An established salary increase between steps of a given salary grade, marking a steady progression from the minimum of the grade to the maximum.
insubordination	The intentional and willful refusal to accept the valid authority of a supervisor ... the refusal to act on a direct order.
interim appointment	An employee who serves between the departure of one employee and the installation of another "permanent" employee.
job description	A written summary of tasks, duties, and responsibilities of a job.
jurisdictional classification	Means the assignment of positions in the classified service to the competitive, non-competitive, exempt, or labor classes.
labor class	The labor class shall comprise all unskilled laborers in the service of the state and each of its civil divisions except those whose positions can be examined for competitively.
layoff (classified service)	Termination of employment status for classified service employees in the State of New York. Chancellor must approve, SUNY Employee Relations must review plan, Civil Service rules and regulations and applicable collective bargaining agreements need to be followed.
line number	The unique number assigned to a position to identify it for payroll, accounting and budget certificate purposes.
longevity rate	Salary resulting from the addition of one extra increment provided to employees who have rendered continuous and satisfactory service for five years after having attained the normal maximum pay of their salary grade.
lost time	Employee absence not covered by allowable leave credits results in a lost-time pay deduction.
management/ confidential	Management/Confidential professional appointments (administrative) are at-will at the discretion of the President and are not represented by a union. The M/C group, as defined by the Taylor Law, includes New York State employees with a variety of backgrounds and expertise, encompassing a broad range of occupations. In this group are policy-making managers, middle managers, and specialists in fields as diverse as education, law, computer science, medicine, administrative support, and law enforcement. The Taylor Law, while it authorizes collective negotiations for most of New York State's public employees, does not permit M/C employees to organize or to bargain collectively on terms and conditions of employment due to the nature of the work their positions require, as defined by that law.
minimum qualifications	Education, training, and/or experience requirements denoting the minimum standards that all candidates are required to possess to give reasonable assurance that they can perform satisfactorily.
minimum wage	The minimum hourly rate an employee may be paid for employment in the United States by federal statute.
negotiating unit	The grouping of employees for the purpose of collective negotiations. When it is agreed or determined which employees shall make up a unit, the employees then select the employee organization they want to represent them in negotiations.
NYSHIP	New York State Health Insurance Program
non-competitive class	Positions that are not in the exempt or the labor class and for which it is found by the commission having jurisdiction to be not practicable to ascertain the merit and fitness of applicants by competitive examination.
non-renewal	The act of non-renewing a term appointment for an employee in the unclassified service covered by the United University Professions Collective Bargaining Agreement. Procedural aspects of the Collective Bargaining Agreement need to be followed for the non-renewal to be effective. Notice is required. For employees who have served for two years or more, one year’s notice is required.
Office of Federal Contract Compliance Programs	Office of Federal Contract Compliance Programs. A compliance agency that ensures that organizations receiving federal grants adhere to policies including those relating to affirmative action and equal employment opportunity.
Office of the State Comptroller	The Office of the State Comptroller (OSC) in New York State is responsible for the audit and control function, for payroll auditing, for legal opinions, and for managing the NYS defined benefit retirement programs.
open-competitive list	A certified list of appointment eligibles containing the names of candidates who passed an open competitive examination for a title ranked by examination scores. Transfer lists, preferred lists, reemployment rosters, and promotional lists, if any take precedence.
OSU	Operational Services Unit. a bargaining unit in NYS service composed of craft workers, maintenance and repair personnel and machine operators. It is currently represented by the Civil Service Employees' Association, Inc., (CSEA).
PayServ	NYS payroll system administered by the Office of the State Comptroller.
pay mode	The methodology used to compensate an employee. For full-time personal service positions the pay mode is annual. For part-time and/or temporary service employees it is typically bi-weekly, hourly, or fee.
payroll deduction	an after-tax deduction from an employee's pay check for payment of taxes, insurance premiums, unions dues, health insurance premiums, etc.
PEF	Public Employee Federation. A bargaining agent that represents NYS classified service professionals.
performance evaluation	A method of evaluating the behavior of employees in the workplace, normally including both the quantitative and qualitative aspects of job performance.
permanent appointment (Classified)	An appointment to an unencumbered position of a candidate who has met all of the merit and fitness requirements for such appointment, including passing the necessary competitive examination and being reachable for appointment from an eligible list, if necessary. An appointment other than a Contingent Permanent, temporary, or Provisional appointment. After completion of a probationary term a permanent appointment continues until retirement, layoff, termination for incompetence or misconduct, resignation, or death.
permanent appointment (professional)	An appointment of a professional employee in a professional title, except those titles listed in Appendix A, B, and C of the SUNY Policies of the Board of Trustees, which shall continue until a change in such title, resignation, retirement, or termination.
personal service regular (PSR)	A budgetary term to identify the type/source of funding. May include positions funded from IFR and DIFR as well as state positions (FTE) authorized in the NYS executive budget. Appointees to PSR positions must be paid on an annual salary basis.
Policies	SUNY Policies of the Board of Trustees applies to all State employees in the SUNY unclassified/professional service (M/C, UUP).
preferred list	A certified list of employees laid off from a title ranked by their seniority date. Preferred list candidates have absolute preference for positions based upon the "rule of one". Appointing officers must either reinstate the number one eligible willing to accept appointment or leave the position vacant.
probationary period	Every permanent appointment from an open competitive list and every original permanent appointment to the noncompetitive, exempt, or labor class shall be subject to a probationary period of not less than 26 weeks. If the probationer's service is less than satisfactory, employment may be terminated any time after the completion of eight weeks.
professional employee	An employee in the professional Services Negotiating Unit, other than an employee with academic rank or qualified academic rank.
professional obligation	The professional obligation of an employee consistent with his or her academic rank or professional title shall include teaching, research, University service, and other duties and responsibilities required of him or her during the term of the professional obligation. Except for part-time or temporary employment where the obligation may be less, the term of professional obligation will be calendar year, or academic year, or college year.
professional staff	All persons occupying positions designated by the Chancellor as being in the unclassified service.
professional title	The title of a position in the professional Services Negotiating Unit, other than a position of academic or qualified academic rank, as shown on the budget certificate for the position on file with the State Director of the Budget.
promotional list	A certified list of appointment eligibles containing the names of candidates who successfully passed a promotional examination for a title ranked by examination scores. Promotional lists take precedence over open-competitive lists but are subordinate to preferred lists.
protected class	Legally identified groups (by race, color, sex, and national origin) that are specifically protected by statute against employment discrimination.
Public Employee Relations Board (PERB)	A State agency with responsibility for providing oversight of collective bargaining for State employees including making unit determinations, rendering decisions in disputes, etc.
qualified academic rank	Rank held by those members of the academic staff having titles of lecturer or titles of academic rank preceded by the designation "visiting" or other similar designations. Service in qualified academic rank does not count in meeting the service requirements for tenure.
rank	The salary grade level assigned to a position.
retrenchment	Termination of the employment of any academic or professional employee during any appointment other than a temporary appointment as a result of: reallocation of resources, reorganization of degree or curriculum offerings OR requirements, reorganization of academic functions OR curtailment of one or more programs or functions University-wide or at the campus level. Chancellor must approve, SUNY Employee Relations must approve plan, and UUP Article 35 must be followed.
SG	Salary Grade (statutory salaries tables).
student employees	Graduate and undergraduate students who are provided employment as student assistants or college work study students and paid (hourly or by fee) through a separate payroll. These employees are not unionized and receive no benefits beyond pay and the option to join the Employee’s Retirement System (ERS).
temporary appointment (classified)	An appointment to a position which is established for only a temporary, short duration, or an appointment to a permanent position which is temporarily vacant.
temporary appointment (professional)	An appointment which may be terminated at any time. Temporary appointments ordinarily shall be given only when service is to be part-time, consistent with section 2 of Title D, Article XI, voluntary, or anticipated to be for a period of one year or less, or when an employee's initial appointment in the University is made to a position vacated by a professional employee who is serving a probationary appointment pursuant to Title C, section 5, or Title D, section 6. A temporary appointment is also appropriate whenever a position has been vacated by an employee on approved leave.
term appointment	Except as provided in section 6 of title D of Article XI of the SUNY Policies of the Board of Trustees, a term appointment shall be an appointment for a specified period of not more than three years which shall automatically expire at the end of the period unless terminated earlier because of resignation, retirement, or termination.
unclassified service	SUNY employees not subject to NYS Civil Service Department jurisdiction, laws, rules or regulations; includes academic and professional employees represented by United University Professions as well as SUNY MC13 employees.