CHAPTER THREE: 3360
EMPLOYMENT INFORMATION CONCERNING FACULTY AND
STAFF
July 2003
3360
PROBATION, PROMOTION, DEMOTION, AND
TRANSFER OF CLASSIFIED
EMPLOYEES
PREAMBLE: An original part
of the 1979
Handbook, this section underwent a full revision in 2003 to bring it in line
with Regents policy. For further information, contact Human Resources
(208-885-3609). [ed 7-97, 7-03]
CONTENTS:
A. Probationary Period
B. Promotion
C. Demotion
D. Transfer
A. PROBATIONARY PERIOD.
A-1.
Each employee, following initial appointment or promotion to a classified
position, must successfully complete a probationary period of at least six full
months. The probationary period in a given class must be completed within a
single department and not be interrupted by resignation or dismissal. An
employee who has been separated during the probationary period, other than by
“layoff” [see
3930 B], must begin a new
probationary period upon being rehired or promoted to that class. [ed. 7-03]
A-2. The probationary period serves as a working test period and provides the
appointee's department administrator an opportunity to evaluate the person's
work performance and suitability for the position. The department administrator
must complete an employee performance development plan available on the Human
Resource Development website at
www.uidaho.edu/hrd, and a 3-month and 6-month
evaluation using the “Staff Personnel Evaluation” form [see 3340] available on
the HR website at
www.uidaho.edu/hrs. The 6-month evaluation must be completed,
discussed with the probationary employee, and reviewed by the second-level
supervisor before the probationary period ends. A probationary employee may be
dismissed or returned to his or her former classification, without cause being
assigned, upon the recommendation of the department administrator at any time
before the completion of the probationary period with prior approval of the
assistant vice president for human resources or designee. Normally, a
probationary employee whose appointment is to be terminated will be given two
weeks' notice. Dismissal under these circumstances is not a basis for recourse
to the grievance procedures described in
3860. [rev. 7-02, 7-03]
A-3. In this section and related policy statements, reference to “certified status”
denotes that the employee concerned has successfully completed the probationary
period. [ed. 7-02]
B. PROMOTION.
B-1.
A promotion is a career opportunity that involves greater responsibilities, and
may also involve an increase in salary and a change in title. Promotions are
intended to be non-interim. [rev. 7-03]
B-2.
A promotion may occur in a unit that has a vacancy or is undergoing
reorganization. A supervisor may wish to promote an employee into a vacant
position in the unit if the employee has demonstrated exceptional competency and
skill for that position. In other circumstances, a supervisor may wish to assign
additional, higher-level responsibilities to an employee as a result of an
internal reorganization or change in workflow in the unit. In either case, the
employee may be considered for the promotion on the basis of his or her past
record, length of service, performance in the present position, and
qualification to perform the duties of the higher position. [See also
3380 D.] If
the employee is promoted into a classification for which he or she is not
certified, a 6-month probationary period is required (see FSH 3360, A-1).
[rev. 7-03]
B-3.
HR is the approving authority for all promotions of classified employees.
[add. 7-03]
B-4.
To ensure compliance with the University of Idaho’s equal opportunity policy, a
UI-only search may be required (see FSH
3065). [add. 7-03]
B-5.
Salary recommendations for a promotion made by the hiring authority must be
reviewed and approved by HR. HR will compare the market value of the position
and the salaries of similar positions at the University, and where appropriate,
the salary of similar positions at peer institutions, prior to a final salary
recommendation. [add. 7-03]
B-6. To promote an employee, the hiring authority or designee must take the following
steps: [add. 7-03]
a.
Send a completed and approved Position Authorization Form and a memo of
justification to the director of Employment Services stating the name of the
employee considered for promotion, an explanation of the office or unit changes,
and the reasons why the employee is qualified for the promotion. Include the
employee’s current job description, the new job description and the employee’s
resume with the documentation. [add. 7-03]
b.
Employment Services will review the promotional job description for the
responsibilities, job title and salary range and review the individual’s minimum
qualifications with the minimum qualifications stated in the job description.
[add. 7-03]
c.
Employment Services will communicate to the hiring authority the results of the
review. [add. 7-03]
B-7. When there is more than one employee within the unit who meets minimum
qualifications of the position, the unit administrator must document the
qualifications of each employee using the Internal Promotion Form available at
www.uidaho.edu/hrs. This form must be submitted to Employment Services for
review prior to offering the position. [add. 7-03]
C. DEMOTION.
C-1.
Demotion is the reassignment of an employee from his or her present position to
one that is in a lower pay grade and in which the employee has previously held
certified status or for which he or she has the minimum qualifications. [ed.
7-02]
C-2.
An employee may be demoted, subject to the approval of the department
administrator and the assistant vice president for human resources or designee.
The department administrator may recommend the demotion of an employee for any
of the following reasons: [ed. 7-02]
a.
The reallocation or reclassification of a class or position to a lower pay
grade.
b.
The elimination of the employee's position because of lack of work or lack of
funds.
c.
Expiration of a temporary promotional assignment. [add. 7-03]
d.
The failure of the employee to complete successfully the probationary
requirements of a higher position.
e.
Disciplinary action for causes stated in
3930 C-1
but not of a degree of severity that would warrant suspension or dismissal.
f.
At the request of the employee. [rev. 7-02]
C-3. Procedure.
A department administrator's recommendation that an employee be demoted is
submitted through the dean or equivalent administrator. Concurrently, written
notice is given to the employee and to the assistant vice president for human
resources. An employee with certified status must be given notice of demotion at
least 15 calendar days before its effective date and must be given the reasons
for the demotion. [ed. 7-03]
C-4. Effect of Demotion on Salary.
When an employee is demoted, his or her salary is reduced to a step in the lower
pay grade as recommended by the department administrator and the assistant vice
president for human resources. If demotion is due to failure to complete
successfully the probationary requirements of the higher position, to which he
or she had been provisionally promoted, the salary after demotion will normally
coincide with the salary the employee was receiving before promotion. [ed.
7-02]
D. TRANSFER.
D-1. An employee who wishes to be transferred should make a written request to his or
her department administrator and Employment Services. An employee may also be
transferred by the UI as long as there is no loss of compensation. [rev.
7-02, 7-03]
D-2.
An employee requesting transfer between departments must complete application
materials through Employment Services in HR before a transfer request will be
considered. [rev. 7-03]
D-3.
An employee-requested transfer between departments also requires the written
approval of the department administrators concerned, the employee involved, and
the director of employment services. [add. 7-03]
D-4.
A transfer is made without reduction in rate of pay unless such reduction is
agreed to by the employee and the department administrator. [ed. 7-02,
renumbered 7-03]
D-5. The transfer of an employee does not affect his or her prior earned credited
state service. However, the transfer may affect the employee's leave accrual
rate, which is based on years of service, hours worked, and percentage of
appointment. [rev. 7-02, 7-03, renumbered 7-03]
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