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2,515: Guidelines for Faculty Promotion

Revised: March 2015

Academic Faculty

Promotion

Upon promotion from one rank to another, academic faculty will receive a 10% increase in salary.

Post-doctoral Fellows

A post-doctoral fellow who was hired through a competitive search may be promoted to a research scientist or research assistant professor position. A post-doctoral fellow who was hired as a grant-named exception may not be promoted without a competitive search.

Internal Search

In general, academic faculty may not be promoted or hired through an internal search process.  In certain situations, an internal search may be conducted for academic faculty if approved by Human Resources and the Provost's office. 

Medical Residents

Medical residents and clinical fellows may participate in, and be hired through, an internal search process for clinical faculty. The following process will be used in such recruitments.

  1. The chair of a clinical department can request through the dean and the Executive Vice President & Provost approval for an internal search for an assistant professor(s).
  2. All eligible residents and fellows are eligible to apply and will be notified through internal communication. Applicants will apply via the mechanism prescribed by Human Resources.
  3. The search will be open for two weeks, before a review of applicants begins.
  4. The department chair in consultation with the department faculty and Associate Dean, Graduate Medical Education, will make a recommendation to the dean on residents and fellows that should be considered for faculty positions.
  5. Successful applicants must meet the minimum qualifications and possess the required credentials for the position.

Academic Administration (Range 1-7)

Internal searches for positions within academic administration (assistant and associate deans, vice provosts, etc.) may be conducted.

  1. The dean may request through the Executive Vice President & Provost and Human Resources approval for an internal search for an assistant or associate dean within the college.
  1. All eligible faculty within the appropriate unit, (generally tenured faculty) may apply and will be notified through internal communication. Applicants will apply via the mechanism prescribed by Human Resources.
  1. The search will be advertised within the unit and ample time allowed for faculty to apply.
  1. The dean will make a recommendation to the Executive Vice President & Provost.
  1. Successful applicants must meet the minimum qualifications and possess the required credentials for the position.

Administrative Faculty

An administrative faculty promotion is an increase in range based on a faculty member assuming significantly greater responsibilities and duties relative to their current position.  Administrative faculty promotion can occur four ways:

  1. Through reevaluation of an existing Job Description
  2. Promotion from one position to another approved Job Description at a higher range
  3. Through an approved Line of Progression
  4. Through an internal or competitive search  

The following guidelines apply:  

  • With exception of a competitive search, the faculty member must hold the appointment for a minimum of one year prior to reevaluation or promotion. In all cases, the faculty member must meet the minimum qualifications of the position associated with the additional duties performed.
  • Up to a 10% increase or at least the minimum of the new range may be granted for promotional increases (except in the case of a competitive search which allows for an increase beyond 10%).  All salary considerations should be reviewed in the context of equity with similar positions in the immediate unit and across the University.

Promotion by Reevaluation

A request for a promotion of an existing Job Description (reevaluation) is submitted to Human Resources, through administrative channels, for review and placement using the Administrative Faculty Job Evaluation Model.  The greater responsibilities and duties should meet the requirements of the next level range of the salary schedule (more of the same type of work does not qualify for a promotion). Promotion by reevaluation will not be approved into Ranges 6 and 7; a competitive search is expected.

A placement decision will typically be completed within two to six weeks following submission of a Job Description Form to Human Resources. The effective date of an approved reevaluation promotion will be the first day of the month following approval by Human Resources.  The submitting office may make the action effective any date after the approved effective date by Human Resources, depending on budget considerations.     

Where the new duties and responsibilities are determined by Human Resources not to be significantly different from those of the current position, the position remains at the same range. A hiring authority who believes that a position has been assigned to an inappropriate range may appeal in writing to the Associate Vice President, Human Resources (AVPHR) through normal administrative channels. The written statement must include justification provided by HR for the placement decision and explain how the Job Description meets the requirements of the requested range. Following appeal to the AVPHR, the hiring authority may appeal in writing to the Provost's Office through appropriate administrative channels. The written statement must include the same elements as required in the first appeal and any additional placement decision justification provided by the AVPHR.  

Promotion to an Approved Job Description

An appointment may be approved to promote an individual within the unit, department, or division where the individual currently serves in the next lower range position into an existing Job Description at the next higher level range.  If more than one individual is similarly situated (positions at the next lower range) all individuals shall be considered for the promotion.  A request to promote a person from one position to another approved Job Description is submitted directly to Human Resources, through the appropriate administrative channels, to include justification for the selection, where other similarly situated individuals exist.  The effective date of promotion to an approved Job Description will be the first of the month following approval from Human Resources or a later date as designated by the department.  If the position is more than one range above an open search is required.  Promotion to an approved Job Description will not be approved into Range 6 or 7 positions; a competitive search is expected.

Lines of Progression

A Line of Progression identifies a series of job titles through which an administrative faculty member may be promoted from one range to the next higher range within the series.  The positions within each Line of Progression must be clearly established and listed on each Job Description within the series.  The knowledge, skills, and abilities within the Line of Progression are generally similar.  Each higher range within a Line of Progression demonstrates an increase in complexity of work, functional responsibility, and/or impact. 

Movement from one range to the next is not an entitlement or a function of seniority within a position. Lines of progression are subject to available funding. Departments have a finite number of positions at each range within the progression.  

The following rules are applicable to a Line of Progression:

  1. The series of positions within the Line of Progression must be within the same organizational unit.  
  2. All applicable positions within a Line of Progression must be reviewed and approved by Human Resources prior to an administrative faculty member being promoted.
  3. Promotion from one range to the next within a Line of Progression is neither automatic nor "time in the position" dependent.  The following are required to advance to the next range in the Line of Progression:  

a. Commendable or better job performance rating in the most current evaluation,
b. Acquisition of additional knowledge, skills and abilities
c. More complex duties
d. Increased scope of responsibility and/or impact, and
e. Recommendation of the immediate supervisor

The effective date of a promotion through line of progression is the first of the month following approval from Human Resources or a later date as designated by the department.

Internal Search

An internal search for an administrative faculty position may be conducted. The following process will be used in such recruitments.

  1. The department manager/director/dean can request through the appropriate vice president or dean and upon approval of the Assistant Vice President, Human Resources an internal search for an administrative faculty position.
  2. All eligible administrative and academic faculty and classified employees are eligible to apply and will be notified through internal communication. Applicants will apply via the mechanism prescribed by Human Resources.
  3. The search will be open for two weeks, before a review of applicants begins.
  4. The department manager/director/dean will make a recommendation to the vice president or dean.
  5. Successful applicants must meet the minimum qualifications and possess the required credentials for the position.

Letter of appointment faculty, graduate assistants and temporary classified are not eligible to compete in an internal search. Range 6 and Range 7 positions in administrative units may not be filled through an internal search process; a competitive search is expected. 

Competitive Search

Promotion may also occur through a competitive search whereby an existing employee applies for an open position at a higher range. Internal candidates (either classified or faculty) may negotiate a starting salary if offered a new position in the same or a higher range as the result of an open competitive search. The offer is not to exceed Q2 of the salary range, unless approved by the Provost's Office.

Temporary Salary Adjustment

A temporary salary adjustment, up to 10%, may be granted if an incumbent has assumed duties that are in a higher range (an increase in scope and complexity in work) for at least ten working days. A Temporary Salary Adjustment may not be granted for additional responsibilities that are within the same salary range. The faculty member must meet the minimum requirements for the higher level position in order for the adjustment to be granted. Human Resources may request an updated resume/cv to make this determination.

A request should be submitted directly to Human Resources, through administrative channels, and should include:

  • Name of the employee assuming the duties
  • Rationale for why the employee is assuming the duties
  • Job title and range of the higher level position
  • An explanation of the higher level job duties being assumed
  • Duration of adjustment
  • Amount requested

Temporary assignment of additional duties to an administrative faculty and the adjustment that accompanies the additional duties cannot be effective for more than a one-year period unless approved by the Provost's Office. When the Temporary Salary Adjustment terminates, the faculty member is returned to their former salary base plus any COLA and merit awarded. The COLA and merit amounts are applied to the former base salary.

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