Appointments and Hiring Procedures | Human Resource Management

Professional
Faculty
Classified
Graduate Assistant
Student Assistant
Volunteers

Reference for Workflow/Approvals: Authorization Policy for Personnel Transactions

Pre-Employment Background Screening
Buffalo State will perform pre-employment background checks on final applicants prior to all new appointments (part-time and full-time) for faculty, professional staff, classified staff and graduate assistants. Any verbal or written employment offer extended to an applicant on or after January 1, 2017, is subject to a pre-employment background investigation. The policy, forms, and checklists are available under Employment.

Foreign Nationals
Hiring a Foreign National employee differs significantly from hiring a U.S. citizen and requires the university to obtain employment authorization in the form of an employment-based visa before the individual can work in the U.S. For assistance with this process, please contact Human Resource Management.

Nepotism and the Public Officers Law
NYS Commission on Ethics and Lobbying in Government recommended best practice is for the supervisor to recuse themselves from any personnel decisions that involve a family member or a close personal friend. When a potential violation of this policy is identified for current employees, the supervisor or department head will contact Human Resources immediately to identify alternative arrangements for reporting, evaluation, assessment, and supervision. An agreement will be developed with the input of the affected parties and will be approved by Human Resources. This agreement will be maintained in the personnel files of the affected parties.

Professional

Faculty and professional appointments must be in accordance with the SUNY Policies of the Board of Trustees. In addition, UUP professionals are represented by the professional services bargaining unit within the United University Professions (UUP).

Full-Time Term (or M/C)

Department Head/Supervisor initiates and routes a Position Release. A Position Release is required if personal service budgetary resources will be used. Position Release forms are available by emailing hr@buffalostate.edu.
Once the Position Release is fully approved, Human Resource Management will contact the Department Head/Supervisor and inform them of next steps if they will be conducting a search. The search process forms include a posting (recruitment plan), pre-interview report, interview and recommendation report, and the appointment form.
When the Appointment Form is approved by Human Resource Management (or the President where appropriate) in the system, all offices and/or departments will receive an e-mail that the position is filled and Human Resource Management will generate a contract letter for the Vice President/Provost/CIO's signature and mailing.
Department Head/Supervisor initiates a Performance Program within four (4) weeks of the date of hire for Professionals and M/C's. (Article XI, Title B (faculty); Title C (professional); Title A (management/confidential) of the Policies of the Board of Trustees)

Full-Time or Part-Time Temporary
To fill a professional position on a temporary basis, please review the search procedures. If the request does not require a search, Department Head/Supervisor may initiate a Faculty and Professional Appointment Form and route it for approval. For assistance with identifying an appropriate budget title and salary for a temporary appointment, please contact Human Resource Management. Because of collective bargaining requirements, temporary appointments may not exceed one (1) year in duration without prior consultation with Human Resource Management.

Temporary Appointments, Article XI, Title F:

can be terminated at any time
anticipated duration for a period of one year or less
ordinarily given only when service is to be part-time
may be tied to a leave replacement
after 3 years of full-time temporary service, an employee is entitled to reasons for the temporary appointment; the appropriate remedy for failure to receive such reasons shall be to have them provided. (UUP Article 30.1 Appointments)
full-time temporary service counts as service credit for permanent appointment

Extension of Temporary
Department Head/Supervisor initiates a Current Employee Change Form and routes for approval with an appointment recommendation of 'extend existing temporary'. Note, temporary appointments end automatically on the end date specified on the appointment form unless action is taken to extend. Temporary appointments have no notice requirement.

Faculty

Full-Time Term

Department Head/Supervisor initiates and routes a Position Release. A Position Release is required if personal service budgetary resources will be used. Position Release forms are available by emailing hr@buffalostate.edu.
Once the Position Release is fully approved, Human Resource Management will contact the Department Head/Supervisor and inform them of next steps if they will be conducting a search. The search process forms include a posting (recruitment plan), pre-interview report, interview and recommendation report, and the appointment form.
When the Appointment Form is approved by Human Resource Management (or the President where appropriate) in the system, all offices and/or departments will receive an e-mail that the position is filled and Human Resource Management will generate a contract letter for the Vice President/Provost/CIO's signature and mailing.
Department Head/Supervisor initiates a Performance Program within four (4) weeks of the date of hire for Professionals and M/C's. (Article XI, Title B (faculty); Title C (professional); Title A (management/confidential) of the Policies of the Board of Trustees)

Part-Time Temporary
To fill a faculty position on a temporary basis, please review the search procedures. If the request does not require a search, Department Head/Supervisor may initiate a Faculty and Professional Appointment Form and an Obligation Form for Part-Time Faculty and route it for approval. Because of collective bargaining requirements, temporary appointments may not exceed one (1) year in duration without prior consultation with Human Resource Management.

Extension of Temporary
Evaluate the candidate based on established department procedures for review of part-time employees. Department Chair initiates a Current Employee Change Form and an Obligation Form for Part-Time Faculty and routes for approval.

Classified

Permanent
Classified recruitment and appointment procedures are determined by the New York State Civil Service law, rules, and regulations, and applicable collective bargaining agreements negotiated under the laws of New York State.

Department Head/Supervisor initiates and routes a Position Release. A Position Release is required if personal service budgetary resources will be used. Position Release forms are available from the Financial Management Department. If you need assistance with populating the budget title and salary for this form, please contact Human Resource Management for assistance. Typically, the grade hiring rate is populated for salary. However, an actual salary cannot be determined until a candidate is identified because classified service salaries are set by contract, a formula is used, and they are non-negotiable.
Once the Position Release is fully approved, the Department Head/Supervisor should contact Human Resource Management to discuss Civil Service lists and canvassing procedures, position posting, and scheduling interviews:
- For competitive class positions, Human Resource Management orders the appropriate list from the Department of Civil Service, prepares a job posting, and mails canvass letters. Non-competitive and labor class positions may be posted immediately. A copy of all postings are sent to CSEA.
- Eligible current State employees may apply for positions in which they qualify by submitting an employment application to Human Resource Management for consideration.
- After the canvass and/or posting deadline, Human Resource Management tallies the responses and candidates are selected for an interview according to the rule of three for competitive class positions and according to the OSU contract for non-competitive and labor class positions. Eligible candidates are provided to the Department Head/Supervisor to schedule interviews.
Department Head/Supervisor interviews candidates. All applicants are provided with an Interview Guide Form to return to Human Resource Management.
Once all interviews are complete, Department Head/Supervisor contacts Human Resource Management with the name of a final applicant. Human Resource Management will contact the applicant and offer the position, initiate the Classified Service Appointment Form and route for approval, and notify the applicants not selected. Note, all classified appointments require approval from the NYS Department of Civil Service.
Department Head/Supervisor initiates a Classified Employee Performance Program, reviews its contents with the employee and secures their signature, then routes for approval.
Department Head/Supervisor will complete a Probationary Evaluation Form every 8 weeks up through the remainder of the employee's probationary period to assess individual performance in relation to standards for the job, to note aspects of work in which the employee does well, and to note areas needing improvement to meet departmental standards. Reference Steps in Performance Evaluation for CSEA Employees.

Temporary
If you need assistance with identifying a qualified temporary employee, please contact Human Resource Management. Once a candidate has been identified, complete a Classified Service Appointment Form and route for approval. The maximum initial duration for a temporary classified employee in a competitive class title, e.g., Office Assistant 1 (Keyboarding), is three (3) months per Civil Service Law § 64. Some exceptions for specific circumstances may be considered upon consultation with Human Resource Management. Temporary classified employees must be paid the minimum salary grade level for the title, e.g., Office Assistant 1 (Keyboarding) is a SG-6, Cleaner is a SG-5.

Graduate Assistant

What is a graduate assistantship?
A graduate assistantship is a paid academic appointment, either one semester or full academic year in duration, where a graduate student receives a stipend in association with assignments in teaching, research, administration, professional assistance, or clinical duties.

Terms of Appointment
A student must enter the university in good academic standing to be considered for appointment. A student must remain in good academic standing and must have satisfactorily performed the assigned assistantship duties to continue the assistantship. Full-time student status is required to hold an assistantship. Please contact the Graduate School with any graduate assistantship questions.

In general, graduate assistants are expected to provide their usual services following the academic calendar. However, assistants in certain administrative offices or departments may be expected to provide services over the entire period including the intersession recess, provided this arrangement is stated in the contract letter at the time of appointment. Please indicate on the appointment form if the position requires service during intercession recess so it can be included in the contract letter.

For payroll purposes, stipend checks are divided into ten (one semester) or twenty (full academic year) equal payments and are subject to the lag payroll. Please refer to the Administration Payroll Calendar.

If an assistant resigns the award, withdraws from the academic program, or ceases to satisfactorily perform the assigned assistantship duties, the assistantship should be immediately terminated. Please contact the Graduate School and complete and route a Current Employee Change Form to terminate the appointment.

Graduate Assistant Employees Union (GSEU)
Graduate assistant positions are in the bargaining unit represented for purposes of collective negotiations by the Communications Workers of America, Local 1104/Graduate Student Employees Union (CWA Local 1104/GSEU). Further information is available at www.cwa1104gseu.com.

Search and Appointment Process
Graduate assistant recruitment is subject to Affirmative Action guidelines and is directed by the search procedures. Graduate assistant vacancies are posted at https://jobs.buffalostate.edu. After reviewing the search procedures, the Department Chair/Supervisor may create their job posting in the applicant tracking system. If you are new to the applicant tracking system, please contact Human Resource Management for technical assistance. The search process forms include the job posting (recruitment plan), interview and recommendation report, and the appointment form. Assistantships can only be awarded to students or prospective students who have been formally admitted into a graduate degree program. Graduate assistant applicants are subject to a background check.

When the appointment form is approved by Human Resource Management in the system, all offices and/or departments will receive an e-mail that the position is filled and alerts the Dean's Office to prepare the contract letter. Human Resource Management prepares the contract letter for non-Dean appointments.

Appointment Extension
If a graduate student continues to meet the requirements for a graduate assistantship, the Department Chair/Supervisor may extend the temporary appointment. The Department Head/Supervisor initiates a Current Employee Change Form and routes for approval.

List of Campus Fees
Per the Memorandum of Understanding between the State of New York and the Graduate Student Employees Union (GSEU) for the Graduate Student Negotiating Unit Agreement 7/2/2019 - 7/1/2023, we are required to provide a list of all campus fees (separate document) along with the contract offer so that the graduate student may make an educated decision when accepting/declining an offer. The list of campus fees document must be separate because the obligation to pay all campus fees attaches to a GSEU member in their student status, and not as an employee. Graduate tuition and fees are available from the Student Accounts Office.

Leave Accruals and Attendance Records
Following the completion of one (1) semester of State service, graduate assistants are eligible for a maximum of five (5) days paid leave for personal illness. Assistants do not have any sick leave accruals during the first semester of the appointment. Leave may be granted in increments of one-quarter (.25) day or greater and is subject to the approval of the supervisor. Should an assistant be ill, the department must either arrange for the student to make up missed time or notify the Human Resource Management Office ASAP that the student should be placed on leave without pay. Leave accruals are not cumulative and cannot be carried over from one contract (academic) year to another. (Reference Article 18 of the Graduate Assistant Employees Union GSEU)

Monthly attendance forms are due each month, September to May. Graduate assistant attendance forms are available at Forms. Each assistant and supervisor must certify that the assistant has satisfactorily fulfilled the assignments and duties of the position.

Student Assistant

Individuals assigned to these positions must be SUNY students; this includes State operated community colleges. Individuals must be in student status during the academic year (at least part time). Student Assistants are paid hourly and all payments must be made in accordance with state and federal minimum wage rates.

Per the SUNY Policy on Student Assistant Positions, Student Assistant employment work hours is limited to a maximum of 29 hours per week for all Student Assistant assignments. This limit applies to all time periods, including semester breaks and the summer months. Student Assistants can work through the summer as long as they are registered for the upcoming semester. The existing campus recommendation that Student Assistant hours of employment be limited to 20 hours per week while classes are in session remains unchanged, with consideration given to the student’s academic standing when authorizing work hours over 20 hours per week. International students are limited to working 20 hours per week while classes are in session per USCIS regulations. Student Assistants may work more than one job on the student assistant payroll. However, the maximum number of hours per week cannot be exceeded in combined hours for all jobs. It is the responsibility of the student and the department to ensure hourly limits are adhered to. For more information, view SUNY's Policies and Procedures on Student Assistants.