Procedure Number: 103 Effective Date: 08/01/73
Title: Transfer, Promotion, and Demotion Revised: 07/01/97; 03/15/05
Approval Date: 04/19/06 President’s Signature: on file

STATEMENT:

The University encourages the transfer and promotion of employees when they are to the mutual advantage of the employee and the University.  To the fullest extent possible and practical, the Procedure shall be to fill the job vacancies by internal transfer and promotion of qualified, capable staff members.  This Procedure is intended to develop and provide effective incentives for initiative and ambition to employees and aid departments in obtaining the best skills and experience available.

Transfer or promotion of employees may be made within a department or may be made across organizational lines.  Consideration of transfer or promotion should be handled with care and intelligent thought for the benefit and welfare of the employee, as well as for the best interest of the University, and will be handled in accordance with Higher Education Policy Commission Rule Series 8, “Personnel Administration”.

It should be recognized that in working relationships there may be difficulties of supervision, working conditions, or personality problems for which transfer might be the best solution for the University and the employee.  Adhering to this course of action will enable morale and general efficiency of the entire University to be most effectively served.

PROVISIONS:

I. TRANSFERS: A transfer is movement from one position or job title to another position or job title requiring the same degree of skill, effort, and authority.  Both positions are in the same pay grade.

A. WITHIN A DEPARTMENT (Intra-Departmental)
1. These actions must not be taken without consulting the Human Resources Department.
2. Requests made by employees should be to the Supervisor or Department Head.
3. The department must consult with the Human Resources Department to aid in establishing qualifications, skills, or abilities.

B. BETWEEN DEPARTMENTS (Inter-Departmental)
1. These personnel actions must be made by the Human Resources Department.
2. These requests may be initiated by department heads, by the employee, or by the Human Resources Department.
3.   When a supervisor or department head wishes to request the transfer of an employee:
a. submit a letter of recommendation to the Human Resources Department stating reasons, noting skills and abilities, and evaluation of work performance.
b. The employee must be informed of this recommendation before any action is taken.
4. When requested by an employee:
a.  The employee must have the initial discussion with the Human Resources Department.
b. The employee will be informed that the present Supervisor/Department Head will be notified before any final transfer arrangement may be approved.
5. When requested by the Human Resources Department:
a. May be requested due to knowledge of abilities, talents, or experience  of staff member that would result in better utilization of skills.
b. The present Supervisor/Department Head and the Human Resources  Department will discuss the transfer with the employee.

C. GENERAL PROVISIONS APPLYING IN ALL CASES

1. The employee must meet the qualifications standards of the position under consideration.
2. The employee must be acceptable to the Supervisor/Department Head into which the transfer is anticipated.
3. There must be mutual agreement between the two Supervisors/Department Heads and the Human Resources Department relative to the terms of the proposed transfer.
4. No Supervisor/Department Head should discuss the potential transfer of an employee without clearance through the Human Resources Department.  If a supervisor wishes to investigate the possibility of securing the services of an employee in another department, he/she shall submit a letter to the Human Resources Department indicating the interest and providing such additional information as might be pertinent in determining whether such a transfer might be suitable action for all parties concerned.  If the preliminary review indicates the transfer would warrant further consideration, the Human Resources Department will coordinate the subsequent actions necessary to initiate the transfer process.
5. An employee may not enter into direct contact with another department regarding transfer and must receive clearance from the Human Resources Department before any negotiations take place.
6. Transfer of an employee from one department to another will carry into the new department the accumulated vacation and sick leave allowances earned in the previous department.
7. All transfers will be in accordance with HEPC Rule Series 8 provisions.

II. PROMOTIONS: Promotion is movement from a position requiring a certain level of skill, effort, and authority to a vacant or newly created position assigned to a different job title and higher pay grade requiring a greater degree of skill, effort, and authority.

A. Promotions may occur:

1. WITHIN A DEPARTMENT
The same procedure will be followed as outlined above in Section I (A).

2. BETWEEN DEPARTMENTS
a. These personnel actions must be negotiated through the Human Resources Department and follow job-posting procedures.
b. To be eligible for promotion involving greater responsibilities, an employee must:
1. Meet the qualification standards of the position.
2. Have a satisfactory record of performance on his present job.
c. Any classified employee may express an interest in promotion opportunities through the job posting procedure.

B. GENERAL PROVISIONS APPLYING IN ALL CASES
1. A number of factors must be considered in promotional possibilities to positions involving greater responsibilities including past job performances, initiative, and dependability to aid in selecting qualified candidates for any given position.
2. Members of the staff are encouraged to discuss future promotional opportunities at any time with their Supervisor/Department Head or the Executive Director Human Resources.
3. A promotion provides an opportunity to take on additional responsibility and development which in turn should involve sufficient continuation of service on the part of the employee.
4. Qualified employees will be considered for promotional opportunities regardless of race, sex, age, religion or national origin, disability, and/or veteran status.

III. DEMOTIONS: A demotion is movement from a position requiring a certain level of skill, effort and responsibility to a vacant or newly created position assigned to a different job title and lower pay grade requiring a significantly lesser degree of skill, effort, and responsibility. Such demotions may be considered as voluntary or involuntary depending upon the circumstances leading to the demotion.

A. An involuntary demotion may be considered in a case where an employee is not able to perform work satisfactorily in his/her present position.

1. In all such cases, the situation will be discussed with the employee by the Supervisor/Department Head before any action is taken.

2. Demotions may naturally occur when an employee selects a job in a lower pay grade through the job posting process or as a result of a position reclassification.

B. A Supervisor/Department Head may recommend involuntary demotion for a staff member for inefficient work performance, disciplinary reasons, or other just cause.

C. In the event involuntary demotion is being recommended, a written statement of reasons for such action must be forwarded to the employee and the Human Resources Department. No action will be taken without an investigation into the reasons brought forth.

D. Occasions may arise where a joint discussion by the employee and Supervisor / Department Head to effect a transfer would be in the best interest of all concerned rather than an involuntary demotion.