Establishment of New Positions

Useful Definitions
Job Description
A written statement of the major duties performed; describing the job not the incumbent.
Essential Duties
Duties which are critical to carrying out the function of the job and, if eliminated, would alter the nature of the job.
The establishment of a new position always requires developing a job description with essential duties clearly identified with an "E".
Why are job descriptions necessary?
  • They clarify job responsibilities.
  • They facilitate wage and salary administration. By comparing duties and responsibilities, equitable salary grades within an organization can be assigned.
  • They are used as a tool to measure employee's performance.
  • They are necessary for satisfying such legal requirements as the Fair Labor Standards Act and the Americans with Disabilities Act.

State Professional Positions

How do I establish a new State Professional position?
Submit the following items to Classification and Compensation:
  • A detailed Position Description: Non-Teaching Professional form with appropriate approvals. Essential job duties indicated with an "E" and effort percentages totaling 100%.
  • An organization chart showing all positions in the department. Include names, official titles and line numbers (salary grades and other supporting data can be helpful in expediting the review process).
  • A cover memo explaining:
    • Why the position is necessary.
    • Who did the work before.
    • How it will impact the office, department and/or division.
    • Identify, if possible, comparable positions within Stony Brook or the SUNY system.
Classification and Compensation will review the job description, discuss appropriate action and make recommendations to the Vice Presidential Coordinator. Based on the discussions, appropriate steps will be taken.
How long will it take?
New State UUP positions are entered on the SUNY-wide Human Resource Management System (HRMS). Please plan on a waiting period of about 4 weeks. Classification and Compensation will notify the department representative when the certification process is complete.
Management Confidential (M/C) positions require external review and the approval of the Assistant Vice Chancellor for Personnel located in Albany at SUNY Central. Classification and Compensation will submit the job descriptions and pertinent information to the Assistant Vice Chancellor. The waiting period is contingent upon Albany's approval and may take six weeks or more. Once approved, Classification and Compensation will notify the department representative.

State Classified Positions

How do I establish a new State Classified position?
Submit the following items to Classification and Compensation:
  • An organization chart showing all positions in the department. Include names, official titles and line numbers (salary grades and other supporting data can be helpful in expediting the review process).
  • A cover memo explaining:
    • Why the position is necessary.
    • Who did the work before.
    • How it will impact on the office, department and/or division.
    • Identify, if possible, comparable positions within Stony Brook or the SUNY system.
Classification and Compensation will review the request and recommend the appropriate action. These recommendations will be discussed with the Vice Presidential Coordinator and the appropriate steps will be taken.
How long will it take?
Requests for the establishment of new State classified positions must be approved by the Department of Civil Service and the Division of the Budget. This process usually takes about 6 weeks from the time the paperwork leaves campus. Once approved, Classification and Compensation will notify the department representative.