UUP Frequently Asked Questions

When should I begin the permanent appointment file for my Staff Assistant?

You should begin preparing the file 15-18 months prior to the employee's permanent appointment effective date. This will ensure proper notice in the event that the appointment is denied.

Can the supervisor solicit recommendations?

Yes, it is the responsibility of the supervisor to solicit recommendations from faculty, staff and other individuals with whom the candidate has interacted, both within and outside the department. A minimum of four responses should be included in the file.

My employee worked at SUNY Farmingdale as a Full-time Staff Assistant for four years. Can this time count toward permanent appointment at Stony Brook University?

The employee can be credited with up to three years of prior service if there was no break in service. At the employee's request, this must be approved by the VP/Provost of the current employer within six months of hire.

I have a professional employee who has been temporary for five years. Does this time count toward permanent appointment?

Yes, time served in temporary appointments is included.

I have a professional employee who received a letter from the Chancellor approving permanent appointment. However, before the effective date of the permanent appointment he/she was promoted. Do I need to notify anyone of this?

Yes, contact Human Resource Services. The employee must serve the last two years in the current title to receive permanent appointment. Human Resource Services will notify the employee.

Is there a minimum number of contacts to solicit for reference letters on behalf of the employee?

Yes, we require a minimum of four contacts from both the employee and the supervisor, giving a minimum total of eight.

The supervisor's and employee's list of references to be solicited totals thirty, is there a cap?

Although there is no cap, you should encourage the employee to select those who will give the most accurate and supportive responses.

A staff member who was solicited for a reference informed me that he could not submit a reference letter since he could not support permanent appointment for the candidate. What should I do?

Advise the staff member that his reference is important so that we have complete knowledge of the candidate's professional performance. Remind him that responses are confidential and will not be provided to the candidate without explicit authorization from him.

The faculty in my department want to vote regarding the permanent appointment of the candidate (similar to the faculty Promotion and Tenure Committee/PTC). Can they vote collectively?

No, however the supervisor can solicit individual recommendations from the faculty and others. The immediate supervisor makes the recommendation for permanent appointment. It is not a committee process.

What material/documents in the file will be disclosed to the candidate?

This is an evaluative file, therefore all materials are available to the candidate for review and response prior to the President's review. This includes all documentation to evaluate and make recommendations with respect to the appointment (supervisor's statement, department head and VP recommendation). However, statements/documents from solicited references that do not indicate approval of disclosure shall NOT be available to the employee.

If the employee is denied permanent appointment by the President, is there an appeal process?

Yes, refer to Article 33 of the UUP contract.

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