Internal Employment Promotional Opportunities

Title: Internal Employment Promotional Opportunities
Approved by
Date Approved:
Effective Date: 06/03/2019
Responsible Official: Vice President of Human Resources
Responsible University Office: HR Employment Office
Revision History: 01/01/1995; 01/01/2002; 12/01/2009
Related Legislation and University policies: Compensation PoliciesPosition Requirements PolicyEmployment Planning and Responsibilities PolicyInternal Employment Promotional Opportunities ProcedureEmployment Orientation Period Policy; Vacation Policy
Review Period: 5 years
Date of Last Review
Relates to: senior staff and staff employees
Exclusions: executive staff

Policy Statement

The university recognizes the distinct advantage of talented employees seeking job and career advancement within the university. Therefore, every job opening in the university will be posted for at least five (5) workdays through a variety of media such as the internet, bulletin board postings, and distribution to recruitment sources for referrals. All staff employees who are seeking job advancement or considering a job change are encouraged to use the job posting system as a method for seeking a suitable position within the university community. Employees are also encouraged to refer qualified candidates for employment as part of their contribution to the university's success.

Transfers and Promotions

Employees who wish to pursue an internal employment opportunity must

  1. Respond to the job posting by providing all appropriate documentation in a timely manner; and
  2. Maintain a performance level of Meets Expectations or better* on their most recent Annual Performance Review; and
  3. Perform their current job for a minimum of twelve (12) months. If the vacant position is within the same department, this requires a minimum of six (6) months;* and
  4. Be in good standing (i.e. not have been placed in Positive Corrective Action within the last year)*; and 
  5. Notify their current supervisor if mutual interest continues after an initial interview.

* Employees who have been employed by the university for at least a year but do not meet the above eligibility requirements (i.e. their or they have not been in their current job for twelve (12) months, or they are in Positive Corrective Action) may seek an exception to allow them to pursue internal employment opportunities. They must complete an Exception to Transfer Form and submit it to Employee Relations at The Director of Employee Relations will make the decision to allow an employee who does not meet the requirements to pursue other employment opportunities. The Director may review prior reviews and/or speak to the current or former supervisor. The final decision for an Exception to Transfer is not subject to an appeal. Employees who have not been employed by the university for at least one year are not eligible to request an exception to transfer.

The Employment Office must

  1. Ensure that internal job postings occur concurrently with external postings; and
  2. Review internal candidates concurrently with external candidates; and
  3. Screen eligibility for internal candidates to the Hiring Supervisor; and
  4. Determine whether an internal candidate is applying for a position that is a transfer or a promotion and confirming same with the Hiring Supervisor; and
  5. Notify unqualified candidates the opportunity is not appropriate.

The Hiring Supervisor must

  1. Consider all qualified internal and external candidates; and
  2. Interview all qualified internal candidates; and
  3. Prepare interview data on each internal candidate; and
  4. Select the best candidate who satisfies all the relevant hiring issues related to qualifications, compensation, timing, affirmative action commitments, and equal opportunity.

In the event that an employee is interviewed but is not selected for the position, the employee may request a meeting with the Employment Office. In the meeting, the employee can discuss resume preparation and interviewing skills with an Employment Specialist.

Promoted or Transferred Employees

In the event that a current employee is selected for a transferred position, the Hiring Supervisor, Employment Office, and the employee should allow a minimum of a two (2) week transition out of the releasing department. During that time, the Hiring Supervisor and employee may proceed with completing any position requirements associated with the new position, including obtaining a performance document to date from the releasing department.

Orientation Period for Promoted or Transferred Employees

When the employee transfers to the new position, the employee will begin an orientation period. To allow the employee to be fully aware of their level of success in the new position, the transferee will receive progress reports on or about one (1) month and two (2) months after beginning the job, and at the end of the three (3) month orientation period. During the orientation period, employees are considered probationary employees in all respects, including limitations on utilizing accrued sick and vacation time. 

If, at any time during the orientation period, the employee believes the job change was inappropriate, the employee is exempt from the internal employment requirement of twelve (12) months in the current position and may apply for other positions, including their former position if it has not been filled.

An employee who successfully transfers from one position to another may have changes in status, job level, compensation, overtime eligibility, and benefits eligibility. Any changes associated with a position change, such as a change in the accrual calculation for vacation or sick pay, will be effective upon the date of the transfer.