V. Professional Staff Policies and Procedures

V.A. Verification of Credentials
V.B. Appointments

V.B.1. Term Appointment
V.B.2. Five-Year Term Appointment
V.B.3. Appointment to Titles Listed in Appendix A
V.B.4. Appointment to Titles Listed in Appendix B
V.B.5. Appointment to Titles Listed in Appendix C - Fundraising
V.B.6. Renewal of Term
V.B.7. Permanent Appointment
V.B.8. Service Credits Applicable to Permanent Appointment
V.B.9. Change in Professional Title (Probationary Appointments)
V.B.10. Basic Annual Salary Protected

V.C. Evaluation and Promotion

V.C.1. Evaluation System
V.C.2. Promotion
V.C.3. Notice of Change in Status

V.D. Leave of Absence
V.E. Professional Obligation
V.F. Attendance Records
V.G. Resignation
V.H. Departure Interviews
V.I. Grievance Procedure
V.J. Discipline
V.K. Jury Service
V.L. Extra Service Compensation (See Also Extra Service Compensation by Faculty and Professional Employees in Section VI of the Faculty-Staff Handbook)

V.A. Verification of Credentials

It is the University's policy to verify the academic credentials claimed by a prospective professional staff member. This verification is accomplished at the search committee or departmental level, and no invitations for interview should be issued unless the verification has occurred. Should the verification not support the claim, any offer of employment to the individual will be withdrawn, or, when necessary, the individual's appointment at the institution will be terminated.

V.B. Appointments

V.B.1. Term Appointment

Except as provided in Article XI. Title D. Section 6. of the Policies, a term appointment is an appointment for a specified period of not more than three years that automatically expires at the end of that period unless ended earlier because of resignation, retirement, or termination. For further information concerning Eligibility, Method of Appointment, Renewal of Term, and Notice, refer to Sections 2 through 5 of Title D of Article XI. See also Management Procedures 602 (http://bingdev.binghamton.edu/administration/procedures/600series/602.htm) and 616 (http://bingdev.binghamton.edu/administration/procedures/600series/616.htm).

V.B.2. Five-Year Term Appointment

Article XI. Title D. Section 6. provides for five- year term appointments and for renewals of employees in professional titles listed in Appendix A of that Article. This type of appointment is subject to the same procedures for method of appointment, renewal, and notice of non-renewal of term appointments as found in Title D. Sections 2 through 5. A person whose initial appointment is to a title contained in Appendix A must be granted term appointments for the first three years of employment before being eligible for a five-year appointment.

V.B.3. Appointment to Titles Listed in Appendix A

A professional employee serving in a permanent appointment who is appointed to a title listed in Article XI, Appendix A of the Policies of the Board of Trustees is granted a five-year term appointment in the new title and relinquishes the permanent appointment in the former title. If the employee is subsequently appointed to the same position held prior to the five-year term appointment, the employee resumes the permanent appointment in the former title; otherwise, a term appointment is given. If the employee is serving a term appointment in which a permanent appointment may be granted, and is appointed to a title listed in Article XI, Appendix A, the employee is granted a five-year term appointment and relinquishes the term appointment in the former title. If the employee is subsequently appointed to a title in which permanent appointment may be granted, a new term appointment is given in that title.

Initial Appointment to Titles in Appendix A

In the event that the employee is appointed initially to a title listed in Article XI. Appendix A, and is then subsequently appointed to a title in which permanent status may be given, a term appointment is given only in the new title. The employee does not retain the term appointment in the former title.

V.B.4. Appointment to Titles Listed in Appendix B

Appendix B titles were created during bargaining with UUP for the 1999-2003 Agreement. These titles are used for term appointments within the athletics area only and are from 1-5 years in duration. The rules and procedures for utilizing titles within this series are outlined in the Policies of the Board of Trustees, Article XI. The Office of Human Resources should be consulted prior to considering the use of these titles as per university classification procedures.

V.B.5. Appointment to Titles Listed in Appendix C–Fundraising

Appendix C titles were adopted by the Board of Trustees in 2004. Employees in Appendix C titles cannot gain permanency.

Full-time college year and calendar year employees in the titles in Appendix C of this Article, shall, for the first four years of employment in any of the titles in Appendix C of this Article, be provided a minimum term appointment of one year up to a maximum term appointment of three years. Following the fourth year of employment, employees in titles in Appendix C of this Article shall receive a term appointment of three years. Term Appointments for employees in titles in Appendix C of this Article shall be subject to the same procedures for methods of appointment and renewal of term appointments in accordance with this Article except as modified herein. Except in cases of discipline or retrenchment, in the event the university elects to terminate a term appointment before the expiration of the term, the university shall compensate the individual for the time remaining on the term appointment.

APPENDIX C to Article XI - Fundraising Titles

  • Director of Fundraising
  • Associate Director of Fundraising

V.B.6. Renewal of Term

Except as provided in Article XI of the Policies, term appointments may be renewed by the president for successive periods of not more than three years each. Written notice that a term appointment is not to be renewed upon expiration is given to the appointee by the president or a representative as soon as possible and not less than:

  • forty-five calendar days prior to the end of a part-time service term appointment;
  • three months prior to the end of a term expiring at the end of an appointee's first year of service within the University;
  • six months prior to the end of a term when the employee has more than one year but not more than two years of service within the university;
  • twelve months prior to the expiration of an appointment after two or more years of service within the University.

V.B.7. Permanent Appointment

Article XI. Title C. of the Policies provides for an eligible professional employee's permanent appointment to a professional title with the approval of the Chancellor. Such an appointment continues until the employee resigns, changes to a different title, retires, or is terminated under certain circumstances. Permanent appointments cannot be made to those titles designated Management/Confidential or which are included in Appendix A, Appendix B or Appendix C of Article XI. (See also Management Procedure 615, http://bingdev.binghamton.edu/administration/procedures/600series/615.htm.)

Eligibility for Permanent Appointment

To be eligible for permanent appointment, the professional employee must have completed seven (7) consecutive years of full-time service, the last two years of which must have been in the title to which permanent appointment is to be given.

V.B.8. Service Credits Applicable to Permanent Appointment

At the request of the professional employee and at the discretion of the Chancellor or a designee, credit for some prior service within the University may be granted in determining eligibility for permanent appointment under these provisions. (For further information, refer to Article XI of the Policies)

V.B.9. Change in Professional Title (Probationary Appointments)

A professional employee holding a term or permanent appointment who accepts appointment to a different professional title must be given a probationary appointment for a period of one year in the different title. An employee who holds a term appointment in the former title and who completes the probationary period in the new title is then given a new term appointment in the new title and does not retain a term appointment in the previous title. The new term appointment cannot be for a lesser period than the unexpired time in the former appointment.

An employee serving a probationary term and holding a term appointment in a different title who returns to the former position must be granted a new term appointment in that title. Until the eligibility requirements specified in Article XI. Title C. Section 4. of the Policies are met, the employee is not eligible for a permanent appointment.

An employee holding a permanent appointment who completes a probationary term in a different title is granted a permanent appointment to the new title only, and relinquishes the permanent appointment in the former title. An employee serving a probationary term and holding a permanent appointment in a different title who returns to the former title resumes the permanent appointment in that title.

If an employee's professional title is one to which permanent appointment may be made, and if that title is changed to a different title to which permanent appointment may also be made, then a probationary appointment must be given in that title. A temporary appointment may be made to a position that has been vacated by a professional employee who is serving a probationary appointment as described above. At any time during the probationary period, the President may require the employee to return to the former professional title. A probationary period may be terminated at any time. For further information concerning service credit during the probationary term, refer to Article XI. Title C. Sections 5(a)(2) and 5(b)(2) of the Policies.

V.B.10. Basic Annual Salary Protected

Upon returning to the former professional title, the employee receives the former basic annual salary and, in addition, any improvements that would have been earned had the employee remained in that title.

V.C. Evaluation and Promotion

Article XII. Title C. of the Policies provides for an evaluation and promotion procedure for professional employees in the Professional Services Negotiating Unit. The appropriate appendix to the UUP Agreement serves as the basic template for this campus's policy (see also Management Procedure 607, http://bingdev.binghamton.edu/administration/procedures/600series/607.htm).

V.C.1. Evaluation System

Professional employees are evaluated and promoted pursuant to the provisions of Article XII, Title C. of the Policies of the Board of Trustees and to provisions of the UUP Agreement. Copies of these documents, as well as details about the University's operating procedures, are available from the Office of Human Resources.

V.C.2. Promotion

Promotion is defined as a permanent and significant increase in duties, accompanied by a change in title, grade, and salary.

Promotion to a Vacant Position at the Same or Different Campus

The University announces all position vacancies for which it has received notification and provides salary ranges, minimum qualifications, and brief descriptions of the positions. These announcements specify information required from applicants, and designate time limits by which the campus must receive the applications. All applicants who file within the specified time limits are considered for the positions for which they applied.

If the campus elects to conduct personal interviews, it may select from among all applicants those for whom personal interviews will be arranged. The remaining applicants who are not selected for personal interviews are so advised, and are not given further consideration for promotion to that particular position.

Prior to promoting or appointing the successful applicant, the campus notifies all remaining unsuccessful applicants that they have not been selected. The campus decision is final, provided that all promotions and appointments are in accordance with the Policies of the Board of Trustees.

If, in the opinion of the President, an emergency exists that requires that the vacancy be filled immediately, an employee may be offered the position on an interim basis. If the vacancy is filled on a permanent basis by another person, then the temporary incumbent returns to the position held previously, without loss of benefits.

V.C.3. Notice of Change in Status

Established policy is to notify professional staff of salary recommendations and of promotion and tenure decisions as soon as is practicable.

V.D. Leave of Absence

The president may grant leaves of absence without pay for purposes of professional development or for other purposes consistent with the needs and interests of State University.

Application for leave of absence for Harpur College professional employees should be submitted with four (4) copies. All copies are submitted to the department chair, who keeps one and forwards the original and remaining three (3), with recommendations in triplicate, to the dean. This process is repeated by the dean and by the executive vice president for academic affairs and provost, so that the original arrives on the desk of the president with all endorsements. For units other than Harpur College, an original plus three (3) copies are submitted to the dean, who follows the above procedure for forwarding.

Professional employees in other divisions of the University submit requests for leaves of absence in three (3) copies to their supervisors. The requests and all necessary endorsements reach the president through the appropriate vice president.

Once a leave has been approved, the same procedure must be followed to make changes.

Vacation leave and sick leave do not accrue during a leave of absence.

Any employee who does not return from leave at full or partial salary for at least one additional year of employment may be expected to remit to the University any salary paid by the University during the leave, or to arrange for a new employer to reimburse the University for such salary.

V.E. Professional Obligation

The usual professional employee obligation is for the calendar year.

V.F. Attendance Records

In accordance with the Agreement between the State of New York and UUP, professional staff employees are required to maintain monthly attendance records on which they certify their presence and record any absences. In addition, they must record any accruals of or charges to vacation or sick leave credits. These forms are submitted and processed electronically to their supervisor. Supervisors review and approve the attendance records of their professional staff employees on a monthly basis electronically. An electronic copy is forwarded to the Office of Human Resources.

V.G. Resignation

Employees who intend to leave the employ of the University shall give 30 days’ notice to the president or designee. In the event an employee fails to provide the full 30 days notice, it shall be within the discretion of the president or designee to withhold from such employee’s final check an amount equal to the employee’s daily rate of pay for each day less than the required 30 days. Such action shall not constitute discipline.

V.H. Departure Interviews

When the Office of Human Resources receives word that an employee is leaving the University, they issue a document to the employee with a summary of the status of their fringe benefits, retirement account, COBRA benefits, final paycheck, etc. If the employee still wishes to meet in person with a representative from Human Resources, the employee should call (607) 777-2187 to schedule an appointment.

V.I. Grievance Procedure

The Agreement between the State of New York and UUP provides for a four- step grievance procedure for the resolution of disputes "concerning the interpretation, application, or claimed violation of a specific term or provision" of the Agreement. Professional employees who have questions about the grievance process should discuss them with their supervisors and with the president of the local chapter of the United University Professions (UUP).

V.J. Discipline

The Agreement between the State of New York and UUP is designed to "provide a prompt, equitable, and efficient procedure for the imposition of discipline for just cause." It delineates the authority of the campus president or a designee to impose discipline, and the procedures by which an employee can appeal a notice of discipline.

V.K. Jury Service

Policies covering jury service are defined in the Agreement between the State of New York and UUP.

V.L. Extra Service Compensation (See Also Extra Service Compensation by Faculty and Professional Employees in Section VI of the Faculty-Staff Handbook)

Please refer to the University's extra service compensation policy, Management Procedure 624, which can be accessed at http://bingdev.binghamton.edu/administration/procedures/600series/624.htm.

Last Updated: 8/15/13