LU Policy Number: HR. 004
Effective Date: 8/11/2017
Approval Date: 8/11/2017
Revised Date: 8/11/2017
Purpose: The purpose of this policy is to define promotions, reclassifications, and transfers as well as the procedures and eligibility for each type of change.
Additional Authority: N/A
Scope: All Employees(Faculties and Staff) of Life University
Approval Authority: Provost/EVPAA
Responsible Authority: Human Resources
Promotion, Reclassification, and Transfer Policy
Life University is committed to the development of its employees and makes every effort to fill vacant positions with qualified employees. It is the University’s goal to ensure maximum opportunity for promotion from within, consistent with the commitment to institutional needs and institutional excellence, affirmative action, and equal opportunity.
Employees are encouraged to explore vacant positions and career opportunities both within and outside of their current department. Interest in or applying for a position vacancy will not affect employees’ current position or status. Promotions, reclassifications, and transfers are based upon knowledge, training, skills and demonstrated ability.
A promotion is defined as advancement to a different position and/or department that has increased responsibilities, increased challenges and adjustment to a higher grade and salary level. Promotion to a higher position is not a matter of personal right and promotions will be made for the good of the University. Life encourages promotion from within when it is determined to be in the interest of the University to do so.
Eligibility for Promotion
An employee may apply for or be promoted after 90 days of consecutive service in their current position provided he/she has not received any disciplinary action in the previous 12 months.
A reclassification is defined as when a substantive change occurs in the duties and responsibilities of a position due to changes in organization, work, staffing requirements, or technology. The position assigned to the employee is no longer in alignment with the original job description.
Eligibility for Reclassification
An employee may be considered for reclassification provided he/she has not received any disciplinary action in the previous 12 months. The employee must have been performing the “revised” duties for at least six months prior to submitting a reclassification request.
A transfer is defined as a move from one existing position to another existing and vacant position, or to a newly created position. An employee selected for a position through the internal placement process may be retained in his/her former position until a replacement is obtained or satisfactory arrangements are made with his/her present department.
Eligibility for Transfer
Employees are eligible for transfer upon completion of 90 days of consecutive service and a satisfactory performance assessment. Employees who have been subject to any disciplinary action in the previous 12 months may not request a transfer without the approval of their supervisor and Human Resources.
All vacancies created by an internal promotion must be posted for a minimum of three business days on Life University website and filled in accordance with prescribed procedures in the Recruitment and Selection Guide.
All newly created positions and those positions requiring a salary upgrade must be posted for a minimum of three business days on the Life University website.
It is recognized that a promotion may occur through the following ways:
A reclassification of the individual’s existing position as a result of the individual performing duties at a higher degree of responsibility and complexity than the current classification calls for. This requires an analysis of the position through the job evaluation process. Contact Human Resources for details.
The filling of an existing higher-level vacancy by a promotable individual at a lower classification.
Both processes must include a current job description and a new job description of the individual being promoted. Accordingly, it is University expectation to provide internal employment to qualified candidates through intradepartmental and interdepartmental promotion whenever possible. The criteria used when considering employees’ qualifications for promotion must be fair and unbiased, and all university employment policy requirements must be fully met and documented. Employees are to be considered for promotion regardless of age, sex, race, color, national origin or physical impairment. All qualified employees must be considered.
To request that a position be reclassified, a position analysis will be conducted by Human Resources.
A position questionnaire should be completed by the employee in the position or by the supervisor. Once the review is complete Human Resources will notify the supervisor of the status of the reclassification.
If a reclassification is warranted, a new job description should be created by the supervisor and Human Resources. Human Resources has final approval on all job descriptions.
The final step in the process is for the hiring supervisor to obtain Finance budget approval for the position reclassification if the reclassification results in the position moving to a higher-grade level and salary.
A position change due to reclassification is not required to be posted if the current employee will remain in the role. Otherwise, the reclassified position should be posted for all internal qualified candidates to see and apply.
The employee is responsible for notifying his/her current supervisor of the intent to transfer. To be considered for a transfer, employees should go to the Employment Opportunities on the Life website and apply online. In addition, the employee must attach a completed Transfer Request Form to his or her application.
The rules of good business practice shall apply in all matters of transfer as are outlined for promotion. The releasing manager and hiring manager must negotiate the transfer date. A reasonable period is typically two weeks for non-exempt positions and four weeks for exempt positions.
No offer of employment can be made by a hiring manager or one department to an employee of another department without approval of Human Resources and knowledge of the current supervisor.