Supportive Professional Staff Position Administration: Internal Promotion/Reassignment
Section II. Item 16.
In accordance with Board Regulation II.A.5., the president or designee will administer internal promotion/applicant processes as well as external search procedures for vacant positions. Position design, reorganization processes, titles and compensation practices will be administered in accordance with university needs as determined by the president or designee. Title changes, consistent with changes in scope of assigned responsibilities or internal promotions can be implemented subject to approval by the president.
Board Regulation II.A.5. allows for three levels of search activity that may be undertaken depending upon relevant circumstances and approvals. Ordinarily, regular new or vacant positions, or temporary appointments exceeding one year in duration, will be filled by means of an external search. In the event that the supervisor wishes to consider an internal candidate, the administrative policy described below pertains to situations wherein search activities may be limited to the campus or a particular department or operating unit.
Regional/national search: A full-scale search involves standard procedures of advertising across an appropriate regional scope (including the campus), derivation of a candidate pool, and participation of a search committee.
Campus search: A campus search involves consideration of all qualified individuals within the employee population and may be undertaken if no obvious successor or candidate for reassignment is identified and recommended by the supervisor. In this situation, an external search is determined to be unnecessary or is delayed pending a review of any internal candidates derived from the campus search.
No search: No search may be undertaken in situations where a qualified internal candidate(s) is known to the hiring supervisor. In such cases a search may be replaced by the affirmation process described below.
Affirmation Process: An internal candidate must possess adequate qualifications for the position in question. An assessment of the qualifications and suitability of an internal candidate shall be conducted, including evaluation by the immediate hiring supervisor, and all higher direct supervisory levels, culminating in recommendation of the divisional vice president. Input from specific positions or administrative units reporting to the position in question shall be sought and considered in the process.
In accordance with Board Regulation II.A.5., qualified internal candidates may be assigned to new or vacant positions pursuant to the following procedures:
- A new or vacant position is defined as any position for which a Position Request Form Faculty (PRF) document is required. The hiring supervisor may evaluate the status of any internal candidates who are identified prior to the initiation of standard external search procedures. In reviewing this status, the hiring supervisor must determine the scope of employee eligibility and level of internal mobility appropriate for the affected position. For purposes of this evaluation, updated job descriptions are required.
- Internal candidates will generally involve one of the following designations:
- Internal promotions involve pre-established or obvious lines of ascension for a particular position or group of positions. In cases of internal promotion, a potential successor to a new or vacant position will have been identified and recommended by the hiring supervisor. In such cases, a search is deemed unnecessary and inefficient. The search process is then replaced by the internal affirmation/selection process.
- Reassignment involves a lateral move or transfer to a related position and similar level of responsibility within the same organizational unit or across organizational units. Following recommendation by the hiring supervisor or a review of potential internal candidates, a search may be deemed unnecessary and inefficient. The search process is then replaced by the internal affirmation/selection process.
- Affirmation Procedure
- Following identification of internal candidates within the categories described above, an affirmation process shall be conducted by the immediate supervisor or committee empaneled for this purpose. The immediate supervisor (or designated committee) is responsible for obtaining written concurrence regarding selection of a candidate across all related channels of direct supervision culminating with the divisional vice president. This process shall involve careful consideration of the qualifications and performance demonstrated by the internal candidate. In the event that this process does not result in a single recommended internal candidate, campus or external search procedures may be initiated.
- The divisional vice president (or designee) will solicit input from specific positions or administrative units reporting to the position in question and will confer with other departments, offices, and programs that would be directly affected by duties which would be assumed by the internal candidate, if selected. Based on this feedback, the division head will either:
- Recommend placement of the internal candidate into the position in question, or
- Initiate a more expansive search for the position (campus or national/regional) for which interested parties (including the internal candidate) can apply.
- In the event that the divisional vice president recommends placement of an internal candidate into a new or vacant position, this recommendation shall be made via memorandum and confirm compliance with the steps outlined in the above affirmation procedure. This recommendation in conjunction with a completed Request for Waiver of External Search form and appropriately signed Personnel Action Form (PAF) shall be forwarded to HRS who will arrange for necessary review by the president (or designee).
Approved by Senior Cabinet, March 25, 1997