Promotion Guidelines

Purpose

The following guidelines help support the Human Resources Staff Promotion Guidelines and provide a tailored process for promotion requests within Administrative Operations. 

Promotion Request Form

The Promotion Request Form (.xlsx) facilitates the process within AO for promotion reviews. While promotions take effect January 1 or July 1 each year, AO will continuously review promotions for approval throughout the year. Approved promotions will be submitted to Human Resources two times per year in conjunction with the University timeline.  

The Promotion Request Form (.xlsx) is an Excel tool with the following worksheets:  

  • Job Code Lookup – This job data will provide managers with the correct job number for entry into the salary calculator. The job title must also be known. If the job title is unknown, the job number and other job data can be found in SuccessFactors. 
  • Salary Calculator – The purpose of the salary calculator is to determine the appropriate promotional increase. Managers enter employee data in the highlighted gold fields and the remaining fields are automatically populated. The primary driver for data completion is the job number field, which can be found in the job code lookup worksheet. Job numbers can also be found in SuccessFactors under Employment Information > Job Information > Job Classification and are in parentheses.   
  • Promotion Request Form (.xlsx) – This is the form that will be reviewed by Human Resources and leadership for review and approval of the promotion request.  

Promotion Process Steps

  1. Discuss promotion with your leadership (director & executive level). Is there a business need for the promotion? Does the department’s budget support the promotion? Does the promotion fit the criteria of a true promotion? (see HR guidelines)  If unsure whether the promotion fits the definition of a true promotion, reach out to me guidance.
  2. Be sure that the new position has a current (updated) job description and submit with promotion request form.  
  3. Complete Promotion Request Form and send to Amanda Carlson by October 17th.
  4. AO Executive team will review/approve promotions and submit final list to HR by November 1st.
  5. Amanda Carlson will communicate final approval to requesting manager and provide a congratulations letter to give to promoted employee.
  6. Lastly, celebrate! Receiving a promotion is a career milestone for an employee. Be sure to celebrate the success and make them feel special!