NEW YORK STATE DEPARTMENT OF CIVIL SERVICE
State Personnel Management Manual
Advisory Memorandum # 01-04
|1850 (H) Traineeships
Department and Agency Personnel, Human Resource and Affirmative Action Offices
FROM: William E. Doyle, Director of Staffing Services
SUBJECT: Decentralizing Two-Year Administrative Trainee Program Early Advancement
|PREVIOUSLY INFORMATION ON THE TOPIC OF "ADMINISTRATIVE
TRAINEESHIPS" HAS BEEN ISSUED AS GENERAL INFORMATION BULLETINS
NOS. 89-07 AND 89-18. HOWEVER, YOU SHOULD FILE THIS MEMORANDUM IN
YOUR STATE PERSONNEL MANAGEMENT MANUAL UNDER 1850 (H) TRAINEESHIPS
In an effort to simplify agency personnel operations, we have determined
that it will no longer be necessary for agencies to request prior approval
from this department for "Early Advancement" (fast track) under
the Two Year Administrative Traineeship program. This change is effective
NYSTEP transactions involving an "Early Advancement" should
be submitted in the same manner as other trainee advances.
All other Two-Year Administrative Traineeship program requirements are
unchanged. The following is an outline of the basic requirements:
A. Agency Responsibilities
I. Review - Agencies must maintain an internal review process in order
to insure consistent, objective administration of the Program, and to
provide guidance and assistance to supervisors and trainees. Because
of the diverse nature of state agencies, no particular configuration
is required. Agency level review boards, administrative officers or
personnel/training officers may be vested with this responsibility and
have the authority to establish and insure that adequate administrative
practices exist in support of the Program.
II. Role and Functions - Agencies will be responsible for:
- Monitoring the timeliness of preparation of Individual Development
Plans (IDP's) and evaluations.
- Determining that consistency exists between the duties described in
the IDP and existing position classification standards/specifications.
- Ensuring that rating levels across title/organizational lines are
consistent and that sufficient justification exists to support rating
levels assigned and the ultimate personnel decision to retain, advance
or terminate the trainee.
- Fostering adequate training and development activities to provide
trainees with the opportunity to acquire and demonstrate knowledge,
skills and abilities necessary for successful journey level performance.
B. Documentation Requirements at the Agency Level
I. Individual Development Plans - Supervisors must develop IDP's order
to furnish trainees with relevant information about their duties and
the standards against which their performance will be measured during
the term of trainee service. The trainee's background and experience
should be assessed against the requirements of the position and applicable
training and development activities should be identified and included
in the Plan.
II. Performance Evaluation and Payments - Trainees are to be evaluated
at each six month interval of service, and based on their observed performance,
assigned one of the three rating levels currently in use - Substantially
Exceeds, Meets or Below PerformanceStandards. Trainees, who otherwise
meet payment eligibility requirements, will be entitled to receive applicable
performance advance payments on the beginning of the pay period which
follows completion of 6, 12 and 18 months of service. Payment amounts
will continue to be published by the Director of Classification and
Compensation in Title and Salary Plan advisories.
C. Early Advancement - This provision allows an agency to choose
to advance a trainee to Grade 18 at the 18th month interval or at any
point between the 18 month and 24 month intervals of service when conditions
for "Early Advancement" are met.
The basic conditions for "Early Advancement" are a rating of
Substantially Exceeds at the 12th and 18th month intervals of trainee
service AND demonstrated performance of the full range of duties and responsibilities
of the Grade 18 position.
D. Applicable Titles - Two-Year Administrative Traineeship leading
- Senior Administrative Analyst
- Senior Personnel Administrator
- Senior Classification and Pay Analyst
- Senior Staffing Services Representative
- Senior Personnel Examiner
- Senior Municipal Personnel Consultant
- Senior Affirmative Careers Program Specialist
- Agency Training and Development Specialist 1
- Employee Benefits Representative 1
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