Internal Employment Opportunities

Policy no. III-1

Effective Date: 12/01/2009
Scope: senior staff and staff employees
Exclusions: faculty, executive staff, and temporary employees

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 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.

Employees who wish to pursue an internal employment opportunity are responsible for satisfying the following qualifications:

  • Responding to the job posting by providing the appropriate documentation in a timely manner;
  • Maintaining performance level of meets standards or better*;
  • Performing in their current job for a minimum of twelve months. If the vacant position is within the same department, then this may be a minimum of six months;
  • Notifying current supervisor if interest continues after an initial interview.

*Consideration may be given to an employee to pursue an internal employment opportunity whose performance is below meets standards on the most recent Performance Management Outline and extenuating circumstances exist. The decision to allow an employee to pursue other employment opportunities will be made by the supervisor and Employee Relations.

The Employment office is responsible for:

  • Ensuring that internal job postings occur concurrently with external postings;
  • Reviewing internal candidates concurrently with external candidates;
  • Referring qualified internal candidates to the hiring supervisor for an interview;
  • Determining whether an internal candidate is applying for a position that is a transfer or a promotion and confirming same with the hiring supervisor;
  • Notifying unqualified candidates that the opportunity is not appropriate and suggesting ways in which the candidates may improve their qualifications.

The hiring supervisor is responsible for:

  • Considering all qualified internal and external candidates;
  • Interviewing all qualified internal candidates;
  • Preparing an interview report on each internal candidate that may be reviewed with that candidate;
  • Selecting 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 career counseling session with the Employment office. In the career counseling session, the employee will benefit from a discussion on self-marketing topics such as resume preparation, interviewing skills, and job skills enhancement.

In the event that an employee is selected for the position, the hiring supervisor, Employment office, and the employee are responsible for allowing a minimum of a two 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.

When the employee transfers to the new position, the employee will begin an orientation period. So that the employee will be fully aware of the level of success in the new position, the transferee will receive progress reports on or about 30 and 60 days after beginning the job and at the end of the three month orientation period.

If at any time during the orientation period the employee believes that the job change was inappropriate, the employee is exempt from the internal employment requirement of twelve months in the current assignment and may apply for other positions, including the 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 are effective upon the date of the transfer. Any change in the accrual calculation for discretionary and income protection days will be effective upon the date of the transfer.

Policy Administration: Employment, Benefits, and Compensation offices with supervisor.

References: Compensation Policies (Section IV), Position Requirements Policy (II-8), Employment Planning Policy (II-6), Internal Employment Opportunity Procedure (III-1a), Employment Orientation Period Policy (II-10)