The following general guidelines and resources are provided to assist supervisors, managers, and department chairs with personnel-related responsibilities.  While many issues are common for all employees on your staff, there are differences in policy and administration depending upon the job classification of the employee.  For example, time and attendance recording is required for all employees, but depending upon the union, job title, part-time or full-time status, etc., the procedures and legal requirements differ. 

For interpretation of policy and applicability to specific employee groups, please consult with Human Resource Management before taking any action.  Human Resource Management provides guidance on any supervisory or personnel-related questions.  If you are a new supervisor, manager or department chair, please review the information and contact Human Resource Management with any questions.

Resource:  Supervising UUP Professional Staff

Appointments and Hiring Procedures

The Equity and Diversity Office provides search procedures for hiring faculty, professionals, and graduate assistants. Hiring is decentralized to departments, who conduct the interviews and select the candidate(s). Appointment and hiring procedures for faculty, professionals, graduate assistants, classified staff, and student employees is available in the HRM Procedures Manual and includes a link to the Equity and Diversity Office's search procedures.

Extra Service

Additional compensation paid according to strict campus, SUNY and Office of the State Comptroller policies and guidelines.  For details, visit Extra Service and Dual Employment.

Onboarding Your New Employee

Employment
The most important service you can provide to your new employee is to ensure that the appointment form is initiated and routed timely, well before the hire date, so the new employee receives a timely paycheck and access to computer services including network and e-mail accounts.  Employment forms required on new hires are included with their contract offer and are detailed under Appointments and Hiring Procedures.

Benefits
New employees are contacted by the Employee Benefits Office within Human Resource Management if they meet the criteria for fringe benefits including health insurance options.  Benefit information and eligibility criteria is available from the Employee Benefits Office.

Attendance Records
All employees are required to certify their presence and record absences and accruals as a condition of employment.  Faculty, professional, and classified employees (excludes hourly and fee paid employees) use the SUNY online time and attendance system (TAS).  Information and resources is available at https://hr.multistg.buffalostate.edu/attendance-records. 

Performance Programs and Evaluations
Department chairs, managers and supervisors are responsible for completing performance programs and evaluations for their classified and professional staff.  Union agreements require classified and UUP professional staff to be evaluated annually and sometimes more often during their first year of employment. New or newly promoted classified employees serve a probationary period and an evaluation form is sent to the supervisor every 8 weeks for completion.  For professional employees, a draft performance program should be discussed between employee and supervisor within the first 30 days, and a final program should be submitted and routed within the first 45 days from hire.  For more information, visit Performance Management.

Leaves

Various leave types are available to eligible employees. Employees and supervisors should contact Human Resource Management if an employee will be absent from work for an extended period of time for personal or family illness, maternity leave, chronic health conditions, etc. as they may qualify for certain benefits.  Human Resource Management will determine if medical documentation will be necessary and will receive such information directly and communicate with the supervisor that satisfactory documentation has been received.

Employee/Labor Relations

As a supervisor, your responsibilities include:

  • Familiarizing yourself with the bargaining unit contract(s) which apply to your employees.
  • Be sure employees have assignments consistent with their job descriptions and performance programs.
  • Evaluate employees on an annual basis. Clarify job expectations and provide meaningful feedback, balance the positives with areas needing improvement and offer suggestions for improvement.
  • Encourage employees in professional development initiatives and make sure they complete any required training.
  • Treat employees consistently with regard to leaves, scheduling, privileges, etc. in accordance with their bargaining unit contract.

If you have a concern about an employee issue or recognize a situation that could be in conflict with contract language, contact Human Resource Management at 878-4822.  Examples include time and attendance issues, performance evaluations, grievances, inquiring about counseling or disciplinary action, etc.

Non-Renewals/Expiration of Term (UUP Professionals)

As a supervisor, in the event that you are experiencing a performance issue with an employee and may be considering non-renewal/expiration of term, contact Human Resource Management immediately.  If you are experiencing a performance issue with a classified employee, please also contact our office immediately. 

Resignations/Separations

If an employee is resigning or has not reported to work, contact Human Resource Management as soon as possible.  These situations could result in overpayments to employees and are a serious issue.  Overpayments may also adversely affect individual departmental budgets.  Procedures are outlined in the Policies and Procedures Manual.

Salary Schedules

Salary schedules for the various bargaining units are available at http://hr.buffalostate.edu/salary-schedules

Official Personnel Files

For details, visit https://hr.multistg.buffalostate.edu/official-personnel-file-and-records-retention