2,515: Guidelines for Faculty Promotion
Revised: March 2018
Upon promotion from one rank to another, academic faculty will receive a 10% increase in salary.
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.
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 and clinical fellows are eligible to apply through an internal search process for an academic faculty position. If an internal search is approved by the dean and the Executive Vice President & Provost, the following process will be used in such recruitments
- All eligible residents and fellows may apply and will be notified through internal communication. Applicants will apply via the mechanism prescribed by Human Resources
- The search will be open for two weeks before a review of applicants begins.
- The department chair in consultation with the department faculty will make a request to hire to the dean using the standard process.
- Successful applicants must meet the minimum qualifications and possess the required credentials for the position.
Academic Administration (Compensation Grade A-E)
Internal searches for positions within academic administration (assistant and associate deans, vice provosts, etc.) may be conducted.
- 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.
- 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.
- The search will be advertised within the unit and ample time allowed for faculty to apply.
- The dean will make a recommendation to the Executive Vice President & Provost.
- Successful applicants must meet the minimum qualifications and possess the required credentials for the position.
Administrative Faculty Job Descriptions:
An Administrative Faculty Job Description Form is available on the Human Resources website. A Job Description is required when the following are proposed:
• New or revised administrative faculty position
• Within compensation grade adjustment
• Compensation grade change
• Formal title change
Job Descriptions should accurately reflect the current responsibilities of the position and be reviewed periodically. A review by the manager is required prior to recruitment.
All new or revised Job Descriptions are submitted to Human Resources, through administrative channels, for evaluation and placement within an appropriate compensation grade using the Administrative Faculty Job Evaluation Model. For instructions visit the Human Resources website.
A placement decision will typically be completed within two weeks following submission of a Job Description Form to Human Resources. The effective date of an approved job description 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. In order to accommodate the July 1 effective dates for revisions to current, filled Administrative job descriptions/positions, submissions for job evaluation review must be received by Human Resources by May 5 for a June 1 or later effective date. Requests received after May 5, if approved, will not be effective until August 1 at the earliest.
Administrative Faculty Promotions:
An administrative faculty promotion is an increase in compensation based upon a faculty member assuming enhanced or significantly greater responsibilities and duties relative to their current position. Administrative faculty promotion can occur five ways:
1. Through reevaluation of an existing Job Description resulting in a within compensation grade adjustment or a compensation grade change.
2. Promotion from one position to another approved Job Description within the same compensation grade or a higher compensation grade.
3. Through an approved Line of Progression
4. Through an internal search
5. Through an external search (Note: external competitive searches are required for compensation grade E)
The following guidelines apply for items 1-3 above:
• The faculty member must hold the appointment for a minimum of one year. In all cases, the faculty member must meet the minimum qualifications of the position associated with the additional duties performed.
• Incumbents must demonstrate:
o Commendable or better job performance rating in the most recent evaluation.
o Acquisition of appropriate knowledge, skills and abilities.
o Assumption of more complex duties and/or increased scope of responsibility.
o Recommendation of the immediate supervisor, if appropriate.
The following guidelines apply for items 1-4 above:
• Up to a 5% increase may be granted for within compensation grade adjustments (this limitation does not apply to external competitive searches).
• Up to a 10% increase or at least the minimum of the new compensation grade may be granted for compensation grade changes (this limitation does not apply to external competitive searches).
• Salaries must adhere to the minimum salary requirements of the Fair Labor Standards Act.
• 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. A promotion by reevaluation may result in a within compensation grade salary adjustment or a promotion to the next compensation grade.
Within Compensation Grade Adjustments
Within compensation grade adjustments occur when the enhancement of existing duties or the addition of new duties result in a minimum of 20% change to the complexity of the position, but the change in complexity does not warrant movement to the next compensation grade. No more than three adjustments within a compensation grade may be granted.
Promotions to the Next Compensation Grade
Administrative faculty are eligible for promotion to a higher compensation grade when the scope of work meets the requirements of the next higher compensation grade. This requires evaluation of the position and concurrence of the operational manager overseeing the position. Additional work volume of the same type/level of work does not qualify for a promotion to the next compensation grade. Promotions to the next compensation grade occur when the enhancement of existing duties or the addition of new duties result in a minimum of 30% change to the complexity of the position.
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 compensation grade with no salary adjustment.
A hiring authority who believes that a position has been assigned to an inappropriate compensation grade 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 compensation grade. 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 current or next lower compensation grade position into an existing Job Description at the current or next higher level compensation grade. 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.
Lines of Progression
A Line of Progression identifies a series of job titles through which an administrative faculty member may be promoted within an existing compensation grade or from one compensation grade to the next higher compensation grade within the series. The positions within each Line of Progression must be clearly established and listed on each Job Description within the series.
Movement within a line of progression is not an entitlement or a function of seniority within a position. Promotion within a Line of Progression is neither automatic nor "time in position" dependent. Lines of progression are subject to available funding. Departments have a finite number of positions at each compensation grade 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.
An internal search for an administrative faculty position may be conducted may be conducted for Compensation Grades A-D. The following process will be used in such recruitments.
1. A dean or vice president may request to conduct an internal search. The request must be sent to the AVPHR outlining the rationale for an internal search.
2. All eligible administrative Administrative and academic faculty who have held their current appointment for one year and classified employees are eligible to apply and will be notified through internal communication. Temporary faculty, letter of appointment faculty, graduate assistants and temporary classified employees are not eligible to compete in an internal search.
3. Applicants will apply via the mechanism prescribed by Human Resources.
4. The search will be open for two weeks, before a review of applicants begins.
5. The department manager/director/dean will make a recommendation to the vice president or dean.
6. Successful applicants must meet the minimum qualifications and possess the required credentials for the position.
7. If warranted, a salary increase may be approved to a maximum of 10% or to the minimum of the compensation grade. All salary considerations should be reviewed in the context of equity with similar positions in the immediate unite and across the University.
Promotion may also occur through a competitive search whereby an existing employee applies for an open position. Internal candidates (either classified or faculty) may negotiate a starting salary if offered a new position in the same or a higher compensation grade as the result of an open competitive search. The offer is not to exceed Q2 of the salary compensation grade, unless approved by the Provost's Office. External competitive searches are required for compensation grade E.
Temporary Salary Adjustment
A temporary salary adjustment, up to 10%, may be granted if an incumbent has assumed additional duties that are in a higher compensation grade (an increase in scope and complexity in work) for at least 90 working days. A temporary salary adjustment, up to 5% may be granted if an incumbent has assumed additional duties that are in the same compensation grade (an increase in scope and complexity in work) for at least 90 working days. The faculty member must meet the minimum requirements for the 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 compensation grade 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.