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Preface

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A. Factors used

B. Provisions applicable to both

C. Provisions applicable to promotions only

D. Provisions applicable to transfers only

E. Role of UHRS

 

Promotions and Transfers
AFSCME 2.8

Revised July 1, 2004

A. Factors used in determining promotions and transfers

1. Promotions and transfers should be made by examining all factors necessary to determine the best qualifications and capabilities to fill the position. These factors may include, but not be limited to:

   1. Experience

   2. Past performance

   3. Job-related educational background

   4. Ability and qualifications to perform the work

   5. Attendance record over the last twelve (12) months (not including extended periods of sick leave of two weeks or more due to serious illness or injury or approved leaves of absence)

2. When qualifications and capabilities are found relatively equal, employees should then be ranked in order of occupational unit seniority date (in the occupational unit of promotion) first and University seniority date second.

   1. For SM positions, employees in the SM functional classification are defined as having more seniority than employees in other functional classifications.

3. Unless otherwise mutually agreed to by management, employee, and Union Local 832, and except for openings occurring in jobs of a unique nature requiring unusual skills and abilities, an employee must work on a job for at least the following times:

   1. Three (3) months before requesting a promotion to another job

   2. Six (6) months before requesting a transfer to another job

B. Provisions applicable to both promotions and transfers

1. Employees are responsible for ensuring that their application is up to date before it will be referred.

2. When a position may be filled by a promotion or transfer from within the occupational unit, the department head must make the vacancy known to all employees in the occupational unit, regardless of the area of the occupational unit where they are employed.

   1. Each vacancy shall be posted on appropriate bulletin boards in each work area or near the time clock.

3. 60-day timeframes

   1. SM employees promoted within their occupational unit can return voluntarily to their former job classification within 60 calendar days from the effective start date of the promotion.

   2. SM employees who transfer to or are promoted to a job in another occupational unit can return voluntarily to the former unit and job classification within 60 calendar days from the effective start date of the promotion or transfer and regain unit seniority as of the effective date of promotion or transfer.

   3. SM employees will serve a 60-calendar day trial period from the employee's effective start date of the promotion or transfer. If the employee is disqualified during the trial period, the disqualification must be on merits subject to the grievance procedure. If disqualified during the trial period, the employee can return to his or her former unit and job classification and regain unit seniority as of the effective date of the promotion or transfer. If disqualification is appealed and upheld, the employee can return to his or her former unit and job classification and regain unit seniority as of the effective date of the promotion or transfer.

4. The hiring department shall inform in writing all bargaining unit applicants that were considered, including interviewees, that the position has been filled, the name of the person selected, the selected person's seniority date, and the basis for selecting another applicant rather than employee; either best qualifications or most seniority.

   1. Any applicant interviewed is entitled to know the qualifications of the selected applicant, if requested.

   2. For promotions only, when a senior employee who meets the minimum qualifications is not selected, the hiring supervisor shall notify the employee in writing of the decision and the related qualifications of the person selected that are significantly greater.

5. For promotions or interdepartmental transfers, the HRMS documentation is to be initiated by the new department head.

6. An employee's benefits will be transferred between departments and campuses, except that accrued compensatory time off is to be paid or granted by the employee's current department before the promotion or transfer occurs.

C. Provisions applicable to promotions only

1. When a senior employee who meets the minimum qualifications is not selected, the hiring supervisor shall notify the employee in writing of the decision and the related qualifications of the person selected that are significantly greater.

2. Employees promoted to a position with a higher salary grade on the SM salary schedule are entitled to a minimum increase of three percent. This increase is to be given provided the new salary rate does not exceed the maximum of the new salary grade.

D. Provisions applicable to transfers only

An employee should not be given a transfer commitment until the employee's present department head has been informed.   Interdepartmental transfers are to be coordinated through University Human Resource Services.

E. Role of University Human Resource Services

1. University Human Resource Services acts as the clearing agency for information, interviews, and transfer arrangements regarding interdepartmental promotions and transfers.

2. Employees interested in promotional or transfer opportunities outside their present department should request an interview with University Human Resource Services to present their interests and related qualifications. Employees are expected to screen the listing of available positions and contact University Human Resource Services when interested in a particular listing.

3. Vacant positions listed with the University Human Resource Services for recruitment and referral are posted weekly on appropriate bulletin boards in each work area or near the time clock.