SUBJECT: Staff Employee Promotions, Transfers and Demotions

DATE PASSED: January 8, 1998

DATE REVIEWED: December 1, 2003

REVIEW NEXT BY: December, 2008

PURPOSE:

The purpose of this Texas Woman’s University operating Policy and Procedure (OP) is to define the criteria requirements for the promotion, transfer and demotion of staff employees.

POLICY/PROCEDURE:

All promotions or transfers to positions in the Classified and the Professional Administrative Personnel Groups are on the basis of qualifications and suitability without regard to race, color, religion, sex, sexual orientation, age, national origin, mental or physical disability, or Vietnam veteran status, and in keeping with the laws of the State of Texas. It is the policy of the University to fill a job vacancy with the best-suited candidate either by promoting or transferring an employee or by hiring from outside the University.

Promotion:

A promotion is defined as a selection of an employee to a position assigned to a higher pay grade and requiring greater skills, qualifications, and experience as indicated by the official job description.

A reclassification may also be a promotion if it falls within the definition of promotion. A reclassification may occur when a change of job duties resulting in a change of job title with no change in pay grade, salary level, skills or experience requirements.

An administrator may promote a qualified employee to a vacant position within his/her area of responsibility at any time if the qualified employee posses the only skills and competences for the vacant position. Otherwise job posting requirements would apply. Whenever possible, such change in work assignment is made with due consideration of the employee's preference.

Transfer:

A transfer is a change of an employee from one position to another position assigned to the same pay grade.

An Employment Opportunities Bulletin listing current vacancies is posted daily in the Office of Human Resources (OHR) and on the Human Resources’ web site. Any employee who wishes to apply for one of the vacancies may do so by completing an up-to-date Application for Transfer with the Office of Human Resources.

To be eligible to make application for a transfer, the employee must have been employed in her or his present position for at least six months. However, with the approval of the OHR and the current supervisor, a transfer may occur within the first six months of employment. The employee seeking a transfer should inform her or his supervisor of the desire to change positions. Expressing interest for consideration for a transfer to a vacancy in another department will not affect an employee’s present or future opportunities.

Before an employee may be considered for another position, she or he must meet the minimum job requirements and meet the standard performance evaluation level as defined by the supervisor and reviewable by the OHR, for the vacant position.

The effective date of a transfer will be determined after consultation with the two departments involved. A two-week notice is usually requested unless the employee’s supervisor agrees to a shorter period. All transfers are contingent upon the approval of the appropriate Vice President and the availability of funds. Any salary increases related to the transfer are generally not retroactive beyond the month in which it is processed by the OHR and approved by the appropriate department head.

Demotion:

A demotion is a move to a position with less responsibility and a lower salary range.

An employee may be offered a lower position in lieu of separation because of the employee's inability to perform in his or her current position, or because of a reduction in the work force due to unavailability of funds or program change.

Employees are welcome to apply for positions with less responsibility and lower pay. In such cases, the employee's new rate of pay will be determined based upon the salary range for the new classification, internal equity, and the availability of funds.

Additional information is located on the TWU HR Compensation web page.

Approval of the divisional Vice President and the Associate Vice President of Human Resources is required prior to demoting an employee.

APPROVALS:
Associate Vice President of Human Resources

Vice President of Finance and Administrations