Completed

#

Action

Person/Group

Responsible

1

NOTE: 

1. The promoted individual must possess the sole skills, education, qualifications, etc. than anyone else would at the dept/university/public based on the JD; otherwise global posting is required.

2. It can be “internal only” posting if more than two individuals at the dept/university would possess the sole skills, qualifications, education, etc. than anyone else would at the dept/university/public based on the JD; otherwise global posting is required.

3. Temporary Employees are not internal candidates and are not eligible for promotions/ transfers.

Hiring Manager

2

Abide by the Promotions and Transfers policy as written in the TWU Personnel Pay Plan:

“An administrator may promote or transfer a qualified employee to a vacant position within his/her area of responsibility at any time as part of a restructure or reorganization.  The qualified employee will have the most or sole possession of the needed position job skills and requirements.  Otherwise, job posting requirements will apply.  Whenever possible, but not required such change in work assignment is made with due consideration of the employee’s performance.”

Hiring Manager

3

Internal candidates applying for promotions or

transfers are required to complete the blue

“Application for Promotion or Transfer” form, which

can be obtained from the Office of Human

Resources (HR).

Internal Candidate

4

Complete a Personnel Vacancy Form (PVF) for

the open or new position. 

Hiring Manager

5

Review the current job description and update as

needed.  If a current job description does not exist, contact the Manager of Compensation and Classification for instructions.

Hiring Manager

6

 Complete the back of the PVF (Section C:

Applicant Summary form) including the name of

the employee you wish to promote or transfer and

the anticipated starting date. 

Hiring Manager

7

Applications and the accompanying forms

should be checked for completeness and

signatures.

Hiring Manager or support employee

8

Obtain all necessary signatures before routing the

PVF to HR.

Hiring Manager or support employee

9

Route the following documents to the Office of

Human Resources:

a)       PVF with approval signatures;

b)       completed Applicant Summary form; and

c)        completed blue application to the Office of Human Resources.

Hiring Manager or support employee

10

In HR, the above documents will go to the Manager of Compensation & Classification to review the replacement or new position, and to review the salary and job description.

Manager of Compensation and Classification

11

PVF then goes to the Manager of Recruitment & Selection for a Job Code number.

Manager of  Compensation and

Classification

12

Copies of the completed PVF and job description will be sent to the Hiring Manager via intercampus mail. 

Manager of  Recruitment and Selection

13

The Manager of Recruitment and Selection will

contact the internal candidate and the official

promotion/transfer offer will be extended.

Manager of Recruitment and Selection

14

Once the internal candidate has accepted the

promotion/transfer, HR will notify the Hiring

Manager of the acceptance, and confirm the start

date. 

Manager of Recruitment and Selection

15

NOTE:  Refer to the Pay Rate Adjustment upon

Promotion and Reclassification policy as written in

the TWU Personnel Pay Plan.  Contact the

Manager of Compensation and Classification for

clarification regarding pay adjustments.

“When a classified staff member is promoted, or

has his/her position reclassified based on

increased responsibility or complexity of duties

requiring a change in salary grade, the staff

member will receive a minimum salary adjustment

to the entry level of the new classification; or to a

salary rate which is 3% above the staff member’s

current salary; whichever is greater.”

Hiring Manager

16

Initiate a Personnel Transaction Form, which will alert Payroll of the change(s).

Hiring Manager