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Normally the largest expenditure area in a sponsored
award is personnel costs. We believe it is important
that personnel considerations are carefully reviewed
at the proposal stage. Staff in Sponsored Funds and
Research Development Services work together to be sure
that your proposal properly classifies personnel and
budgets sufficient salary.
The campus has a Research Foundation Personnel/Payroll
Office that is responsible for processing appointments,
providing new employee orientation, maintaining personnel
files, overseeing leave records and providing advice
to Research Foundation employees and project personnel
on an array of Research Foundation personnel, payroll
and benefit issues.
The Associate Vice President, Sponsored Funds Administration,
is responsible for policy matters associated with RF
employment and to ensure that all appointments are consistent
with Research Foundation, SUNY and university guidelines.
The AVP works closely with project directors as needed
to assist with this important area.
Contact information
Research Foundation Personnel/Payroll staff can be
reached at 777- 4264, Administration Building,
Room
208.
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Recruitment
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Recruitment of New Employees:
The Research Foundation of State University of
New York is committed to affirmative action and
each campus establishes a recruitment process
that promotes affirmative action yet provides
the flexibility needed to carry out sponsored
project activities. In conjunction with the Office
of Affirmative Action we have established guidelines
for recruiting employees. For further detail on
recruitment and the affirmative action process,
please visit the site Hiring Research Foundation
Personnel or request a copy of the brochure from
Sponsored Funds.
When is an employment
search process not required?
A search process is not required for student
employees, personnel identified in the project
proposal and for those appointments that are less
than six months in duration and/or when total
compensation will be less than $3,500.
Employee classification
and compensation
The Research Foundation establishes corporate
classification and compensation standards. The
position description provided by the project director
is used to determine the classification. There
are salary ranges for each position. The Research
Foundation Personnel/Payroll Office and the Director
of Sponsored Funds will work with you on proper
classification and compensation.
Advertising the position
vacancy
Project directors are encouraged to advertise
position vacancies in local and regional papers,
professional magazines and organizations. The
cost for advertising is usually an allowable charge
to a sponsored project. All notices of position
vacancies are distributed by the Research Foundation
Personnel/Payroll Office to locations throughout
the campus and to local job service and employment
agencies. Vacancies are also announced on the
campus e-mail "Dateline" and "Inside"
publication.
Affirmative action:
The Research Foundation "Statement of Policy"
states in part "It is the policy of the Research
Foundation of State University of New York to
provide equal opportunity in employment; and to
participate in the promotion of the full realization
of equal employment opportunity through a positive,
continuing program for the University as a whole
and for each constituent unit and affiliated organization
of the University as it relates to the Research
Foundation." The responsibility for insuring
proper recruitment of new employees and fair and
equal treatment of existing employees is a collaborative
effort between the project directors, Sponsored
Funds Administration and Affirmative Action.
The President of the University has designated
the Director of Affirmative Action and as the
contact for issues relating to complaints of discrimination
and harassment of or from Research Foundation
employees. In all matters, confidentiality will
be maintained to the fullest extent possible.
The Affirmative Action Office is located in Couper
Administration Building Room 138, telephone 777-2388.
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Appointment
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Appointment to research foundation payroll
Once the recruitment process is completed and
the Affirmative Action Office has approved the
person to be hired, the applicant can be notified.
Contact the RF Personnel/Payroll Office for forms
and to answer any questions. All new employees
should meet with the RF Personnel/Payroll staff
before their first day of work.
Offers of Appointment
Any offer of appointment must state that the
position is with the Research Foundation of SUNY,
a private, not-for-profit, corporation. All appointments
are terminable at will, serve at the discretion
of the project director and contingent upon availability
of funds. The Director, Sponsored Funds, should
review all appointment letters sent to new employees
by the project director.
Non U.S. citizen appointment
Appointments of non U.S. citizens requires careful
attention to the individual's current visa status
and nature of appointment with the Research Foundation.
If you are planning to hire a non U.S. citizen,
please contact the Research Foundation Personnel/Payroll
Office to be sure all requirements for employment
have been met.
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Performance period
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Payroll information
Research Foundation employees are paid biweekly
on alternating Fridays. We encourage salaried
employees to use direct deposit although several
payroll options are available for your convenience.
Promotions, salary
adjustments, performance reviews
Each year the Research Foundation approves a
salary plan that outlines the allowable cost of
living and discretionary increases for RF employees,
funds permitting. Supervisors should conduct annual
performance reviews that document the strengths
of an employee and where an employee needs improvement.
Contact the Director, Sponsored Funds, if you'd
like assistance with performance reviews.
We support salary adjustments to recognize performance,
merit or changes in duties and responsibilities.
Salary adjustments should take place on the anniversary
of an employee's appointment, the anniversary
of the project funding or on July 1. Increases
are limited to one per year. We recognize that
the duties and responsibilities of an employee
do change. In this regard it may be appropriate
to request a reclassification or promotion. All
requests for salary adjustments and promotions
should be directed to the Director of Sponsored
Funds.
Leave and attendance records
Employees appointed on a salaried basis for
at least 50% effort are usually eligible for leave
benefits. You will receive notification of eligibility
and leave accrual rates at the time of your appointment.
Hourly employees cannot accrue leave time. Employees
will be provided with the appropriate attendance
records and instructions for completion.
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Workplace issues
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Employee termination:
It is important that project directors are provided
the flexibility required to carry out their sponsored
project activity. The Research Foundation permits
a hiring and termination process to adapt quickly
to the availability of funding and special project
needs. All Research Foundation employees are terminable
at will and continued employment is contingent
upon availability of funding. We do not permit
termination as a means of retaliation or when
a discriminatory action appears to be taking place.
If it is necessary to terminate an employee prior
to their scheduled termination date, with or without
cause, contact the Director, Sponsored Funds,
to review the situation immediately. It is our
objective to provide the most humanistic approach
possible when taking employment action.
Workplace complaints:
There may be instances where an employee needs
to discuss a workplace issue that could be difficult
or awkward to discuss with his/her supervisor
or other persons within their unit. The Director,
Sponsored Funds Administration is designated as
the Workplace Complaint contact for Research Foundation
employees. Any issue will be reviewed in confidence
unless the employee requests that the Director
take formal actions. Research Foundation employees
may also seek assistance from the University Ombudsman.
The Ombudsman provides impartial, objective, and
confidential assistance to employees with workplace
complaints. The University Ombudsman will explore
issues "off the record", help interpret
policies, provide information and referral, and
without taking sides, help parties develop options
for resolving conflict. For more information contact
the Office of Affirmative Action and Ombudsman
at 777-2388.
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