The basis for permanent appointment is in the SUNY Policies of the Board of Trustees and the UUP Agreement. Performance evaluations are often the basis for decisions regarding permanent appointment, as well as renewal and non-renewal, and should occur on an annual basis for all professional employees.
Permanent appointment may be granted to a professional employee who has completed seven consecutive years of full-time service (including temporary) in a professional title, provided the last two or more years have been in the same budget title. Employees serving in titles designated as Appendix A, B or C of the Policies are not eligible for permanent appointment. Part-time service and periods of leave at partial salary or without salary is not included in the computation. The granting of prior service credit (up to 3 years) may shorten the timeline to permanent appointment. This recommendation requires the approval of the President and the Chancellor.
Recommendation Process and Timeline
The decision process begins approximately 3 months prior to the employee's notification deadline. It is initiated by Human Resource Management with a memo to the supervisor regarding upcoming and important dates for the professional employee.
Supervisor prepares evaluation, makes recommendation of either permanent appointment (with justification memo and copies of last three years of annual evaluations) or expiration of term, and Current Employee Change Form. Shares copy of recommendation with employee before forwarding recommendation along with any written comments that the employee has submitted.
Department Head (if not direct supervisor) reviews evaluative file and recommendation, recommends either permanent appointment (with justification) or expiration of term. Shares copy of recommendation with employee before forwarding.
Associate Vice President or Dean (if applicable) reviews evaluative file and recommendations, recommends either permanent appointment (with justification) or expiration of term. Shares copy of recommendation with employee before forwarding.
Provost/Vice President/CIO reviews evaluative file and recommendations, recommends either permanent appointment (with justification) or expiration of term. Shares copy of recommendation with employee. Forwards Current Employee Change Form to Financial Management Department, but retains evaluative file.
Financial Management Department reviews and forwards Current Employee Change Form to Human Resource Management.
Human Resource Management prepares letter to employee notifying him/her of contractual right to review evaluative file in Provost/VP/CIO Office and submit a written response by a specific deadline date (we must allow five business days) before the file is forwarded to the President for review and decision. Evaluative file is held in the Provost/VP/CIO office until the deadline for employee response.
After deadline for employee’s review and response has passed:
If Provost/VP/CIO recommends Permanent Appointment: HR prepares UP-3, appointment data, attaches oath of office document. (President’s Office prepares letter to employee notifying that recommendation for permanent appointment being sent to the Chancellor.)*
If Provost/VP/CIO recommends Expiration of Term: HR prepares letter for President’s signature notifying employee of expiration of term*
Evaluative File forwarded to the President for review and decision. Notification letter sent to employee by contractual deadline date (12 months prior to the end of the current term appointment).
*If the President does not concur with the recommendation of the Provost/VP/CIO, HR would work with the President’s Office to prepare appropriate letter, documents per her decision.
Permanent appointment decisions are reported to the Cabinet by the Provost/Vice President/CIO.
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