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Instructions for Completing CP-3 Change of Status Form (Full-Time & Part-Time)

This form is used to “reappoint” or “change the status” of current employees. The reappointment of adjunct lecturers are processed on a separate form, the CP-3a. Leaves and separations should include the letter of request for leave or resignation/retirement letter from the employee. In the Status Change section, complete only those items applicable to the situation.

Reason for CP-3

Download CP-3 (Change in Status Form)

CP-3: Please select the appropriate box. The options are:

  • Reappointment (No Break);
  • Permanent/Continuing Appointment;
  • Title/Salary/FTE Change; Promotion;
  • Leave/Employee Separation;
  • Also Receives; Other (Explain Below); or Chairperson.

If the CP-3 being generated is superseding a previous CP-3 form that has already been processed, check the “Supersede” box in addition to the appropriate reason.

Current Status:

The employee’s current information prior to any changes (verify with Human Resource Services, payroll, or budget as needed).

  • Name: Please indicate employee’s legal name as it appears on his/her social security card.
  • SUNY ID: Please indicate employee’s SUNY ID.
  • Line Number: Please indicate the employee's line number.
  • Account Number: Department account number(s) where position is to be charged.
    • %: Please indicate percentage to be charged to each account number, if using more than one account.
  • Department: Please indicate employing department.
  • Salary: Please indicate current salary.
  • FTE (Full-Time Equivalent): If the employee is full-time, it should be 1.0. If the employee is part-time, it should be the percentage of work obligation.
  • Budget Title: Please indicate employee’s current budget title.
  • Campus Title: Please indicate employee’s current campus title.
  • Supervisor’s Name: Indicate the employee’s current primary supervisor (this is critical to the online time and attendance system).

Status Change

Complete only the fields that are changing! Leave blank for pure reappointments.

  • Effective Date of Change: Please designate the date when the change will occur.
  • Line Number: Will be completed by Budget office, if applicable.
  • FTE: If full time use 1.0, otherwise it will be determined by Budget office based on work obligation.
  • Account #: Indicate a change to the account number.
  • Budget Title: Must correlate with approved SUNY System Administration titles. (Reference the Job Specification Reference Guides at www.cs.ny.gov/tsplan/tsp.html or contact Human Resource Services)
  • Campus Title: Descriptive title applicable to SUNY Plattsburgh
  • Department: Indicate a change to the employing department.
  • Supervisor’s Name: Indicate a supervisor change.
  • Compensation: Amount of compensation change or Also Receives/Chairperson payment.
  • Change Amount: Indicate whether the compensation is increasing or decreasing.
    • Amount: Amount that will be added to or subtracted from base salary.
  • Appointment Type: Please select one box on each line – the type of appointment and whether it is part-time or full-time.  If part-time, you must include the average number of hours worked per week as this information is used to determine FTE and benefits-eligibility.  (Reference Board of Trustees policies Article XI, Titles A through G for definitions, if necessary)
  • Appointment/Assignment Effective: Please indicate the beginning and ending dates of the change to the appointment or assignment.
  • Work Obligation: Please select one box and indicate active dates of service if “College Year” or “Other.” Work obligation may differ from appointment dates. “College Year” appointments are appropriate when a professional employee will work less than 12 months. “Other” appointments are appropriate for employees whose obligation differs from the available categories.

Reappointment

  • Appointment Type: Please select one box on each line — the type of appointment and whether it is part-time or full-time.  If part-time, you must include the average number of hours worked per week as this information is used to determine FTE and benefits-eligibility.  (Reference Board of Trustees policies Article XI, Titles A through G for definitions, if necessary). Please note that if the average numbers of hours worked per week is changing from the last appointment, this should also be indicated in the Status Change section.
  • Appointment Effective: Please indicate the beginning and ending dates of the reappointment. If it is a full-time academic re-appointment, the payroll start and end date should be used (9/1–8/31 for a full academic year, 9/1–2/28 for fall only, or 3/1–8/31 for spring only).
  • Work Obligation: Please select one box and indicate active dates of service if “College Year” or “Other.” Work obligation may differ from appointment dates. “College Year” appointments are appropriate when a professional employee will work less than 12 months. “Other” appointments are appropriate for employees whose obligation differs from the available categories.

Leave/Employee Separation

  • Type of Leave: Please select appropriate leave category, if applicable.
  • Pay Status: Please select appropriate leave pay status (Full Pay, Half Pay, W/O Pay, or Other) to go along with the type of leave indicated above.
  • Duration: Please indicate the beginning and ending dates of the leave here, if applicable.  For full-time academic leaves the payroll dates should be used (9/1–8/31 for a full academic year, 9/1–2/28 for fall only, or 3/1–8/31 for spring only).  The semester can be noted in the comment section.  For example, leave duration 9/1/17–2/28/18 with the comment “Fall 2017 Sabbatical”.
  • Employee Separation: Please select one and indicate effective date.
    • Resignation: Select if an employee has resigned from his/her position.  A copy of the resignation letter should be attached to the CP3.  The effective date of resignation is the last day s/he worked or will be on the payroll.
    • Retirement: Select if an employee has retired from his/her position.  A copy of the retirement letter should be attached to the CP3. The effective date of retirement is the first day s/he will be off the payroll.
    • Nonrenewal: Select if an employee is not being renewed after his/her current appointment expires.  The effective date of the nonrenewal is the last day s/he worked or will be on the payroll.
    • Other: Select if none of the above options are appropriate.  For example, an Adjunct Lecturer with a term appointment is appointed for both the fall and spring semesters.  If the adjunct will not be teaching in the spring, you would indicate “Other” with a comment on the bottom that says, “Low Enrollment”, “Class Cancelled”, or other appropriate explanation.  The Effective Date would be the last day of the fall semester (when grades are due).
    • Approvals/ Signature Route: Upon completion of the signature approval section, HR will distribute copies to VP offices.  Each VP office will distribute to deans or departments as appropriate.
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