Procedures for Consideration of

Permanent Appointment for Professional State Employees

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Permanent appointment can  be offered as positive encouragement to qualified professional employees so that UB will be enriched by their continued contributions and service. Find out how to be considered for permanent appointment.

Philosophy and Criteria For Permanent Appointment

The university is not a static organizational entity, but one which must be flexible, receptive to change and an initiator of change if it is to continue to evolve and pursue its missions successfully. Consequently, consideration for permanent  appointment — the identification of those employees to whom the university entrusts its future — must encompass a thorough examination of the employee's potential to contribute to the future goals and excellence of the department, division and university. Permanent appointment, then, should be offered as positive encouragement to qualified professional employees so that the university will be enriched by their continued contributions and service.

Examination of the employee's potential should be accomplished through a formal evaluation, a process which should begin at  the time of appointment and be ongoing. Since the evaluation is a major opportunity to review a person's performance in a long-range perspective, thorough preparation is absolutely critical. The degree of preparation is important not only to the process, but to employee's perception of how much importance is being placed on the performance evaluation and perhaps on them. Further, regular and thorough preparation promotes communication and understanding between the supervisor and employee, a factor critical to the permanent appointment decision.

The Policies of the Board of Trustees (Article XI, Title C, Section 2) refer to the granting of permanent appointment to those "best qualified". The concept  of "best qualified" goes beyond satisfactory job performance as demonstrated through satisfactory appraisals. It must also include:

  1. Critical assessment of the employee's ability to contribute to the attainment of departmental objectives, adaptability to change, potential for growth, benefits to be derived by the university if permanent appointment is granted
  2. Assessment of the employee's interpersonal skills, creativity, judgment, initiative, decision-making ability, sense of responsibility, technical competence and other relevant considerations

Such considerations become increasingly important the higher the employee's rank.

What follows are the procedures through which consideration of permanent appointment for professional employees will take place at the State University of New York at Buffalo.

Definition

Permanent appointment is defined in the Policies of the Board of Trustees as "...an appointment of a professional employee in a professional title which is eligible for a permanent appointment, which shall continue until a change in such title, resignation, retirement or termination." (Article XI, Title C, Section 1(a)).

The Policies also state that further employment of a professional employee at SUNY at Buffalo, following seven (7) consecutive years of full-time professional service the last two of which have been in that professional title, must be on the basis of permanent appointment and that permanent appointment shall not be effective until made so by the Chancellor.

Additionally, the Policies provide for "early consideration" of permanent appointment after the completion of "three (3) or four  (4)" consecutive years of full-time professional service for employees in SL-1 to SL-4 ranked positions.

Eligibility

Initial Permanent Appointment Requirements

A professional employee must:

  • Have completed seven (7) consecutive years of full-time professional service by the time permanent appointment is made effective
  • Have been in the professional title in which permanent appointment is proposed during the last two (2) years of that appointment

Second and Subsequent Permanent Appointments Requirements

A professional employee must:

  • Hold permanent appointment at SUNY at Buffalo
  • Serve a one-year probationary appointment in a new professional title. During the probationary period, supervisors may recommend one of two options:
    • That the employee be returned to the former title to resume permanent appointment status in such former title
    • That permanent appointment be granted in the new title effective on the day following the end of the probationary appointment

Early Permanent Appointment Requirements

A professional employee must, at the time of this request, meet all these requirements:

  • Have an appointment in an SL-1 through SL-4 ranked position
  • Have completed three (3) or four (4) consecutive years of full-time service as a professional employee at SUNY at Buffalo
  • For the last year, have been in the professional title in which permanent appointment is requested
  • Make this request in writing (i.e., Request for Consideration Application) to the President no later than nine (9) months prior to the notice date for the current appointment

Application Procedure

Timeliness

The consideration for permanent appointment is accomplished through the process of consultation by the employee and his or her immediate supervisor several months before the non-renewal notice date.

Consultation Timing

Request Type Review Timing
Initial Permanent Appointment Review is conducted in the sixth year of full-time service. Decision is due by the end of the sixth year.
Second and Subsequent Permanent Appointment Review is conducted no less than three (3) months prior to the end of the employee's first year in a probationary appointment. The decision is due by the end of the first year.
Early Permanent Appointment

Review, if approved by the president, is conducted in years four (4) or five (5) of consecutive full-time service and no less than nine (9) months prior to the date upon which such employee would otherwise receive notice that a term appointment is not to be renewed upon expiration. Decision is due by the end of the fourth or fifth year, as appropriate.

A positive decision will result in the granting of permanent appointment upon the completion of five (5) or six (6) consecutive years of full-time service.

Human Resources will notify the employee's immediate supervisor of this information and the appropriate schedule for the completion of the several levels of review.

Human Resources will notify the employee's immediate supervisor of this information and the appropriate schedule for the completion of the several levels of review.

Documents

Regardless of the type of permanent appointment sought, the application process requires the following documents:

Item Description
Up-to-date vitae Prepared by the employee
Recommendation from the immediate supervisor Regarding merits of the employee's candidacy for permanent appointment. Signed by the immediate supervisor, such a statement should give the employee's name, official title and university unit, and should comment on any aspects of the employee's past performance and future potential which the supervisor believes bear upon the permanent appointment decision. For example, in his or her statement, the supervisor may wish to discuss such matters as the employee's most significant contribution(s) while in university service, technical and professional competence, skills and strengths, weaknesses, motivation, interpersonal skills, adaptability to change, efforts to achieve, likelihood of continuing professional growth.
Employee Statement (optional) Statement from the employee regarding his or her candidacy for permanent appointment. Signed by the employee, such a statement should give the employee's name, official title and university unit, and should comment upon aspects of his or her performance and potential which the employee believes bear upon the permanent appointment decision. The employee may comment on the same items on which the supervisor comments.
Performance Programs and Appraisals Programs and appraisals for current appointment period, as well as previous appointment periods,  must be complete and on file in the Department of Personnel Services or the recommendation cannot proceed to the intermediate supervisor level.

Contact an Expert

Dana Moore

Manager

State Appointment Processing

Phone: 716-645-8157

Email: dlmoore@buffalo.edu

Angela Kuc

State Appointment Processing

Phone: 716-645-4427

Email: akuc@buffalo.edu

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