A Brief Guide for Supervisors

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A Brief Guide

for Supervisors

We understand that there is a difference

between supervising the work and supervising

employees. Whether you are managing State or

Research Foundation employees, this guide has

been developed to assist you in conjunction

with the supervisory training provided by

Human Resource Services.

West Campus

390 Administration Building

(631) 632-6200

Health Sciences Center

Level 4 Room 4-146

(631) 444-2015

For more information, visit stonybrook.edu/hr

Email: HRS_info@stonybrook.edu


YOUR TEAM

Your team may consist of State and/or

Research Foundation (RF) employees. All

Stony Brook University employees are subject

to the Stony Brook University Policies. The

University Policy Manual can be viewed at:

stonybrook.edu/policy

STATE EMPLOYEES

State appointments at Stony Brook University

may be subject to agreements between New

York State and the Civil Service Employee

Association (CSEA), Public Employees

Federation (PEF), United University

Professions (UUP), Police Benevolent

Association of New York State (PBANYS), the

NYS Correctional Officers and Police

Benevolent Association (NYSCOPBA),

Graduate Student Employees Union (GSEU)

and Research Project Assistants (RPAs).

Employees appointed as Management/

Confidential are not subject to an agreement.

The agreements outline conditions of

employment and detail related employment

procedures. Agreements can be viewed at:

goer.ny.gov/Labor_Relations/Contracts/

index.cfm

State employees are also subject to the SUNY

Policies of the Board of Trustees.

The Policies can be viewed at: suny.edu/

about/leadership/board-of-trustees/

RESEARCH FOUNDATION EMPLOYEES

The Research Foundation for SUNY is a

private non-profit education corporation.

RF employees are employed on an “at-will”

basis.

Employment is subject to the Research

Foundation Code of Conduct, which can be

viewed at: rfsuny.org/media/RFSUNY/

CREATING A CULTURE OF SUCCESS

Set the Right Tone

You may not know everyone’s name yet, but

a greeting and a smile go a long way.

Get to Know Your Team

Schedule one-on-one meetings to find out

what kind of talent you have on your team,

their interests, what motivates them, and

their career ambitions.

Skills Gap Assessment

Individual meetings will also help you to

identify any skill gaps you may have on your

team and to determine training opportunities

that are appropriate.

Set Clear Expectations

Make sure you clearly communicate your

expectations. Discuss this year’s performance

goals and long term goals. Document the

goals in a performance plan.

Respectful Communication

While establishing expectations and setting

goals, encourage open and respectful

communication amongst your team. Sharing

of ideas should be encouraged and an “open

door” approach can foster a collaborative

work environment.

Campus Training Opportunities

Ensure employees are provided with

opportunities to expand and master their skill

set.

Human Resource Services

stonybrook.edu/hr/training/

Division of Information Technology

it.stonybrook.edu/events/home

Center for Corporate Education

stonybrook.edu/cce

Ombudsman

stonybrook.edu/commcms/ombuds/

resources/workshops.php


PERFORMANCE MANAGEMENT

As the supervisor, it is your responsibility to

clarify expectations, set objectives, identify

goals, provide feedback, and review

performance for your staff.

Within 30 days of appointment, and annually

thereafter, you must meet with each

employee to discuss objectives and

expectations for the upcoming year. This

conversation must be documented using the

appropriate performance program form.

You should provide on-going feedback to

employees during the year. We recommend

keeping notes of satisfactory and

unacceptable performance, training

opportunities offered and completed,

counseling, time and attendance issues,

accomplishments and customer feedback.

If there are performance issues, you should

meet with the employee immediately to

address your concerns and to reaffirm

performance expectations. For additional

assistance, contact Labor Relations.

At the end of the annual performance cycle

you must evaluate the employee’s

performance compared to the goals and

objectives set in the performance program.

You must meet with the employee to discuss

the review. This conversation must be

documented using the performance

evaluation form.

If there is a possibility of an unsatisfactory

evaluation or a recommendation for a nonrenewal/termination,

you must contact the

Vice President Coordinator for your division

immediately to discuss appropriate

procedures. State employees recommended

for termination may have additional

procedural rights under a collective

bargaining agreement. (Refer to State Notice

Period and State Civil Service Probation

Period)

To download the performance program and

evaluation forms, visit: asa.stonybrook.edu/

asa/ASAForms/Department/HRS

Training Opportunities

Mastering Performance Reviews

Performance Management

Counseling & Discipline

Respectful Communications

STATE CIVIL SERVICE PROBATION PERIOD

All classified permanent and contingent

permanent appointments require a

probationary period to be served.

New appointments

Promotions (to SG-13)

Promotions (SG-14 & above)

As the supervisor, it is your responsibility to

document performance during the

probationary period and provide feedback to

the employee. If there is a possibility of a

probation termination, you must contact the

Vice President Coordinator for your division

immediately.

If the Probation Evaluation form is not

submitted timely, the employee will pass

probation by default and will remain a

permanent employee until resignation,

position change, or termination for cause.

STATE NOTICE PERIOD

Management Confidential, and State

temporary appointments are employed

“at-will”.

In the event of an appointment termination

or a non-renewal recommendation, UUPrepresented

term employees must receive

appropriate notice from the University

President or designee prior to the

appointment end date. (SUNY Policies and

UUP Agreement Article 32.1 )

Part time

Full time 1st year of service

Full time 2nd year of service

and Appendix B(1) & (2)

Full time after completion of

two or more years of service

26 to 52 weeks

8 to 26 weeks

12 to 52 weeks

45 days prior to end date

3 months prior to end date

6 months prior to end date

1 year prior to end date

RF NOTICE PERIOD

RF employees are employed on an “at-will”

basis.


HUMAN RESOURCES & LABOR RELATIONS

Provided below is a summary of who we are and

how we can help.

CLASSIFICATION & COMPENSATION

Classification and Compensation maintains a

compensation program directed towards attracting,

motivating, and retaining a qualified and diverse

workforce. Within the boundaries of financial

feasibility, employee compensation shall be externally

competitive and internally equitable.

Training Opportunities

TMS 102: Writing Position Descriptions

Contact: HRS_Classcomp@stonybrook.edu

RECRUITMENT

Recruiters assist departments with the search,

selection and retention of appropriately qualified staff

in order to support quality education, research and

healthcare. Our team will help with outreach to ensure

diversity.

Training Opportunities

Search and Selection

Contact: HRS_Recruiting@stonybrook.edu

The Talent Management System (TMS) enables

supervisors to recruit, onboard, promote, or update a

position description for professional or classified

positions.

Training Opportunities

Offer Grid

Onboarding

Contact: HRS_TMS@stonybrook.edu

APPOINTMENTS

State and RF appointments are responsible for the

appointment of employees. The team assists

departments with ensuring all hires, position changes,

leaves, salary changes, and separations are made in

compliance with Federal and State regulations, SUNY

and University policies, NYS Department of Civil

Service policy, collective bargaining agreements

(State), and RF for SUNY policies.

Training Opportunities

State Appointments

Permanent Appointments

RF Appointments

Contact: RF_Appointments@stonybrook.edu

HRS_State_Appointments@stonybrook.edu

PAYROLL

Payroll is responsible for the accurate and timely

payroll processing of all new appointments,

terminations, salary and other transactions.

Contact: RF_Payroll@stonybrook.edu

State_Payroll@stonybrook.edu

BENEFITS

The Benefits unit assists employees in understanding

benefit programs. These programs include health

insurance, life insurance, state supported tuition

assistance programs, retirement, tax-deferred

programs, long-term and short-term disability,

workers compensation, and medical leaves for

Research Foundation.

Contact: HRS_Benefits@stonybrook.edu

TIME & ATTENDANCE

State Time & Attendance and RF Payroll maintain

records for all Campus and HSC employees ensuring

compliance with collective bargaining agreements,

NYS Attendance and Leave policy, and RF Policy. State

Time & Attendance is responsible for records

pertaining to job related injuries, and serves as liaison

between the State Insurance Fund and the University.

The team advises on all forms of medical leave for

State employees. RF Payroll partners with Benefits on

all medical leaves for Research Foundation

employees.

Training Opportunities

FMLA

Contact: HRS_TimeAtt@stonybrook.edu

RF_Payroll@stonybrook.edu

LABOR RELATIONS

Labor Relations advise supervisors regarding the

development of solutions to address workplace issues

and to resolve workplace conflict which recognizes

both organizational and individual needs and

objectives.

Training Opportunities

Counseling & Discipline

Contact: HRS_LR@stonybrook.edu

HR INFORMATION SYSTEMS

HRIS provides access to customized reports to help

make organizational and personnel decisions.

Contact: HRS_HRIS@stonybrook.edu

EMPLOYEE RECORDS & VERIFICATIONS

Records and Verifications is responsible for the

personnel files for all West Campus and HSC state

classified and professional employees (excluding HSC

Faculty), all Research Foundation employees, and all

graduate student employees. Written requests from

external sources, such as banks and future employers,

for salary and employment information is processed in

this section.

Contact: HRS_Verify@stonybrook.edu

Stony Brook University/SUNY is an affirmative action, equal opportunity educator and employer.

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