Title of List 39 Memo
To: Executive Vice Presidents, Chancellors, Vice Presidents, Vice Chancellors, Vice Provosts, Deans, Directors, and Heads of Schools, Divisions, Departments and Offices
From: Bill Bell, Vice President for Human Resources
Date: November 8, 2019
Re: Staff Promotion Guidelines
The new Staff Promotion Guidelines are now available. In connection with the job family structure, these guidelines are intended to provide more consistency and transparency around the staff promotion process. At the same time, we’ve tried to write the guidelines in a manner that provides you, as senior leaders, the flexibility to tailor the process in a way that makes the most sense for your college/business unit.
As you read through the guidelines, you will note that the senior leader for each college/business unit:
- Can decide if they will have one or two promotion periods each year (effective January 1 and/or July 1 - only)
- Has the responsibility to determine the internal approval process that will be used for “Career Promotions within Job” for their area
- Has final approval for the promotions in their area
Prior to final approval, the guidelines require a high-level review by the senior Human Resources leader for your campus to bring to light any additional information that may be helpful in the decision-making process (ex. organizational-wide implications/impacts, equity, adverse impact, etc.). Moving forward, for January 1 promotions, the deadline for the submission of this information is November 1. For this first year only, this deadline will be extended to December 2.
If you wish to open a promotion period to be effective January 1, 2020, in the coming weeks you will need to:
- Outline the approval process you will use
- Communicate to the supervisors/managers in your area
- Submit an HR Promotion Review Template to the senior Human Resources leader for your campus by December 2
Key Dates
Nov. 12: Announcement sent to managers/supervisors
Dec. 2: Deadline to email HR Promotion Review Template to senior HR leader
Dec. 11: Latest HR Promotion Review Template will be returned to senior leader with comments
Dec. 18: Promotion decisions should be made and communicated to manager (to inform employee) for communication to employee and business office (for system entry)
Jan. 1: Promotion job title changes and pay changes take effect
If you have any questions, please contact your Human Resources business partner or the Compensation team.