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Instructions for Employee Salary Adjustment Process Due to Career Advancement,
Promotion, or Career Shift During the Budget Year

College/Division Review process

 

 

Supervisor/Employee Set Job Expectations

• Jointly review unit needs and career interests to identify new responsibilities and performance expectations for these responsibilities
• Supervisor provide regular feedback and coach to enhance skill development
• Document progress on Documentation of Career Development Form (E-form) using MS Word

Supervisor/Employee requests a Career Advancement, Career Promotion or Career Shift and Corresponding Salary Adjustment

Supervisors should do the following to review or support a request for a salary adjustment:

• Review resource information available on the web.
• Consult with local Human Resource representative to determine recommendation for salary increase amount
• Send completed Documentation of Career Development Form with salary increase recommendation by email or other preferred method (established by the respective unit/department/college/division) to unit/department leadership.

Follow Unit/Department/College/Division processes for initial approval

• Unit/Department representative(s) review resource information available on the web. Department approves or denies request for career advancement, career promotion or career shift, and determine recommendation for salary increase amount, if approved.   (This review also requires identifying the potential funding source and seeking approval from the budget officer or other designee).
• Send completed Documentation of Career Development Form with salary increase recommendation by email or other preferred method (established by the respective unit/department/college/division) to college/division leadership.
• College/division approves or denies request for career advancement, career promotion or career shift; approves/denies recommendation for salary increase amount (confirms funding source, seeks approval from budget officer or other designee).

Initiating the Transaction

 

 

• Initiate appropriate transaction form in Self-Service and initiate workflow
  (Completed and approved Documentation of Career Development form is attached)
• Transaction will follow normal workflow routing for form type (established by the respective unit/department/college/division) to unit/department leadership
• Effective date will be the first of the month after the transaction is approved.

New Professional & Scientific Change of Status Reason Codes

 

 

Appeal Process For Request for Career Promotion or Career Shift (Classification Change)

 

 

• Upon written notification of the denial of a request to change University classifications (career promotion or career shift), the initiator of the request has fifteen (15) calendar days to submit a written request for appeal to the Chair of the Division/College Review Committee (DCRC) or, if the division/college does not have a DCRC, then to the Chair of the University Review Committee (URC). The written request for appeal addresses why the staff member or supervisor believes the division/college decision to be incorrect. In the written request for appeal, the initiator may ask to meet with the DCRC or URC in person and such a request shall be granted.  If a written request for appeal is not submitted within the 15 calendar day period, the denial is final.
• The Division/College Review Committee (DCRC) or the University Review Committee (URC) recommends approval or issues final denial (within 30 calendar days of the Committee's monthly meeting). The individual originating the appeal will receive from the DCRC or URC the formal appeal decision giving specific reasons for upholding the denial or recommending the reclassification. Copies of this document will be forwarded to all parties involved in the original denial (staff member, supervisor, department, division, or college).
  • If the recommendation is approved, the documentation advances to the Vice President of Human Resources. The DCRC or URC decision is included as part of the reclassification review materials.
  • If the recommendation is denied, written notification is provided to the staff member, supervisor, and department, giving reasons for denial that are based on the position's current responsibilities and the needs of the department. This denial is final.
• Vice President of Human Resources issues final approval or denial (within 30 calendar days following receipt of the college/major administrative unit or DCRC/URC recommendation).
• If appeal is approved, the transaction form is completed.  If appeal is denied, the transaction form is voided.

Appeal Process For Request for Career Advancement

 

 

• Upon notification of denial of a request for career advancement, a staff member may initiate administrative review, within fifteen (15) calendar days, by requesting a face-to-face conference to discuss the denial with either the immediate supervisor or unit Human Resource representative. The staff member must identify the request for a conference as their request to initiate administrative review under this procedure.  At the initial conference, the participants will agree upon a time frame for a response from the immediate supervisor or unit Human Resource representative. The supervisor or unit Human Resource representative will consult with other departmental administrative staff, as appropriate and available, and respond to the employee.
• If the appeal is not resolved at the unit level, the staff member may proceed to the college/division level. The individual will need to fill out an Administrative Review (AR) form within 10 days following the response to paragraph (1) above to proceed to the next level. The staff member will complete the top portion of the Administrative Review form and share with the collegiate/division administrator or Human Resource representative.
• Review and discussions at the college/division level will involve the Dean/VP/Director or designee and may include input from University Human Resources to resolve the appeal. If a face-to-face conference is determined by the collegiate area to be helpful in the resolution of the issue, this will be scheduled. The participants will agree upon a time frame for a response not to exceed 30 calendar days.
• Upon completion of the review the collegiate/division administrator or Human Resource representative will complete the Administrative Review form and send a copy with the decision/rationale and/or resolution to University Human Resources, to Employee and Labor Relations, and to the employee. The collegiate level review/response is considered a final position and end to the administrative review process.
• If the appeal is upheld, the appropriate salary adjustment transaction form is initiated.  If the appeal is denied, the process is complete.

Last updated January 2012