Promotions and Transfers

Promotions and transfers provide employees with the opportunity to develop their skills and talents, which can contribute to career growth and advancement within the University. Supervisors are encouraged to consider internal candidates from within their own school or division, as well as other schools or divisions throughout the University.

The Employment Office issues a list of new job openings each day (if applicable) to encourage promotion and transfer of qualified employees within the same department or to different departments. Additionally, the professional recruitment staff in the Employment Office is available to assist in focusing an employee’s job search to maximize his or her chances for success and to help the employee prepare for interviews. An employee can schedule a time to meet with a member of the recruitment staff to discuss career-related matters by calling the Employment Office at 998-1250 or stopping by the office at 7 East 12th Street, First Floor. A supervisor or Human Resources Officer can also refer an employee to the Employment Office.

• A promotion is a move from the employee’s current position into a different position in a higher salary grade.

• A transfer is a move to any other job in another department. A transfer can be to a higher-grade level (a promotional transfer) or at the same level (a lateral transfer).

Who’s Eligible?

Once an employee has established a good performance record, he or she may seek a transfer to another job. Eligibility for promotions and transfers differs depending on whether an employee wants to move within the same school or division or to another school or divison within the University.

• Promotion within an employee’s school or division.
  
  An employee may apply to his or her Supervisor or Human Resources Officer at any time.

• Promotion or transfer to another school or division.
  
  An employee is eligible to apply after completing eight months of service in his/her current job. If the employee recently transferred from another school or division, he or she will be eligible for a promotion or transfer to another school or division after completing at least a year in the new position.

The Transfer Process

The transfer process works in the following way:

• The employee checks the job postings to find job openings around the University.
  
  For more information, go to the Jobs Page.

• The employee completes a Transfer Application in MATCH. Office and Clerical or Laboratory and Technical staff (Codes 106/116 and 104/114) as well as Service and Security staff (Code 107/117) are also required to submit a Transfer Evaluation Form.
  
  Clerical and Technical staff and Service and Security staff are encouraged to inform their supervisor at the beginning of the transfer process that they are looking for a transfer. The employee should then ask his or her supervisor to complete a Transfer Evaluation Form and send it to the Employment Office. This evaluation form allows the supervisor from the hiring department to evaluate the employee’s current performance, attendance, and punctuality. The completed form must be returned to the Employment Office before an interview can be arranged. If the employee wishes to keep the transfer request confidential initially, he or she may ask the department’s Human Resources Officer to complete the evaluation form.

• The hiring department interviews qualified candidates.
  
  The hiring department or HR officer can contact the applicants directly to schedule interviews. The department must interview all Office and Clerical or Laboratory and Technical Staff (Codes 106/116 and 104/114) who applied during the five-day job posting period and are determined to be minimally qualified e (before external applicants are interviewed). For more information, see see An Important Note Regarding Bargaining Union Employees.

• The employee informs his or her supervisor.
  
  If, after an initial interview, there is mutual interest between the hiring department and employee, the employee must inform the current supervisor that he or she is a candidate, so that the hiring department can check references. A final offer cannot be made until the hiring department has checked references with the current supervisor.

• The hiring department checks references for all final candidates.
  
  If there is mutual interest after the initial interview, the prospective supervisor must contact the employee’s current supervisor for a performance reference before the employee may be offered the job.The HR Officer for the hiring unit must contact the employee’s current HR Officer for a performance reference, as well.
  
  For Codes 106/116 and 104/114 and 107/117: In addition to checking references, the interviewing supervisor should carefully review the Transfer Evaluation Form, which provides information about the applicant’s performance in his or her current position.

• The hiring department decides whether to make the job offer.
  
  After interviewing candidates and checking references of all finalists, the hiring department makes its decision and notifies the selected candidate and the Employment Office. All other applicants must be notified by the hiring unit that the position has been filled.

Giving Notice

If the employee accepts the offer, he or she needs to give the required notice listed below. The employee’s current and future supervisors may jointly agree to a longer or shorter notice period.

Seniority and Benefits

An employee who transfers to another department retains his or her seniority, based on his or her original date of hire. The department to which the employee transfers becomes responsible for unused and authorized vacation days which may be due to the employee.

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