In an effort to give agencies additional tools to reward and retain skilled employees, the Department will expand the early advancement option for all trainees serving in professional titles with two-year traineeships leading to Salary Grade 18. This change is effective February 26, 2015.

Early Advancement (fast-tracking) is defined as advancement from the second level of a two-year traineeship to the full-performance level of the target title after 18 months of service that exceeds the traineeship's performance standards. The trainee must be, therefore, functioning at the full-performance level of the title after 18 months of service. Use of early advancement is at the discretion of the appointing authority after a documented review of an employee's performance.

"Advanced placement" within a traineeship is distinct from early advancement. Advanced placement allows appointment, based upon a candidate's qualifications, to either the second level of a traineeship or the full performance level of the target title. Use of advanced placement is at the discretion of the appointing authority and used only at the time of original appointment. Only professional experience is creditable toward advanced placement.

NYSTEP transactions involving early advancement should be submitted in the same manner as other trainee advances.

All other 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 to ensure 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 ensure 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 position classification standards.
• 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 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 months of service, and based on their observed performance, assigned an appropriate rating. Trainees, who meet payment eligibility requirements, will receive any applicable performance advance payment on the beginning of the pay period that follows completion of 6, 12 and 18 months of service. Payment amounts for titles not equated to salary grades are 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.

Generally, the conditions for early advancement are that trainees received the highest performance rating at the 12th and 18th month intervals of trainee service AND demonstrate performance of the full range of duties and responsibilities of the Grade 18 position. By early advancing a trainee, the agency is attesting that the trainee is performing the full range of duties and responsibilities of the Grade 18 position.

Early advancement is not allowed in the following instances:

• The trainee was advanced placed to the second level of a traineeship to the target title. Accordingly, an appointee to the second level of a traineeship must still complete 52 weeks as a trainee.
• Titles that allow automatic advancement to higher allocated titles after the completion of one year of satisfactory service.
• Traineeships or automatic advancement plans that rely upon completion of college coursework, formal training, or the earning or possession of certifications, licensure, or other credentials.

The Director of Classification and Compensation retains the discretion to modify or terminate this program.

D. Applicable Titles

Professional titles with two-year traineeships leading to Salary Grade 18 (current titles listed in the chart below).

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