Transfers and Promotions-Eligibility and Notice
This policy applies to: All staff.
Those represented by a labor union are covered under this policy. However, in the event any provision of this policy conflicts with an applicable collective bargaining agreement, the collective bargaining agreement shall control.
Table of Contents
I. Policy
Transfers are an important means of assuring the best possible match of University jobs to individual skills, of developing and expanding individual skills and experience, and of achieving University goals of equal employment opportunity and promotion from within. Therefore, generally on the individual staff member’s initiative and occasionally, as a part of an administratively initiated change, the University may reassign staff by transferring them from one position to another. Supervisors are expected to be receptive to and encourage such changes.
II. Guidelines
A. Definitions
- Transfer – includes an employee’s movement to a position in the same pay range as their former position.
- Promotion – an employee’s movement to a position in a higher career level and/or higher pay range.
- Job Family Change–transfer to a position in a different job family. This transfer requires the Office of Human Resources to determine whether the resultant action would be a promotion or a transfer.
B. Eligibility
All staff members who have completed their probationary period (or at least one-year of service for those in professional, leadership and clinical career streams (in level C5 or above) (including those paid hourly)) may apply for any posted vacancy within the University. Staff members must be in good standing (meaning they are at least meeting expectations and have no performance concerns since the last performance review) to be considered for promotion or transfer. Hourly paid staff members in nonexempt job classifications who have not completed their probationary period in their present position, or those in professional, leadership and clinical career streams (in level C5 or above) (including those paid hourly) who have not completed one year in their present position, must receive permission from their supervisor to seek a promotion or transfer before submitting a resume to a department.
C. Notice to Supervisor
Employees should inform their supervisor that they are seeking a transfer or promotion as soon as practical after they complete the final interview. The University of Rochester supports employees in their pursuit of employment growth and their desire to seek advancement opportunities across the University. Managers are expected to support employees in good standing (meaning they are at least meeting expectations and have no performance concerns since the last performance review) in these endeavors.
When a staff member is selected to fill a vacancy in another department or another unit of the same department:
- Hourly paid staff in nonexempt job classifications are expected to provide their supervisor with two weeks’ notice.
- Those in professional, leadership and clinical career streams (in level C5 or above) (including those paid hourly) are expected to provide their supervisor with one month’s
- Supervisors will facilitate staff promotions or transfers to a new position within the notice periods provided immediately above unless delay is acceptable to the employing.
D. Assignment of Rates of Pay
Departments should consult with Human Resources in conjunction with the pay administration guidelines to determine pay rates on a promotion or transfer.
E. Assignment of Benefits
Upon promotion or transfer, the staff member will be eligible for benefits based on the new position, work status, employment status and salary/rate of pay.
III. Procedures
A. Staff members should submit an updated resume for a specific job opening directly to the hiring department via the myURHR system (applies to non-represented positions only).
B. Staff whose qualifications best suit the requirements for the job openings will be considered by the hiring departments.
C. When the employee completes the final interview, the employee should notify their immediate supervisor as described in II. C.
D. Prior to making a job offer to a candidate the hiring supervisor must obtain a reference from the employee’s current supervisor per policy 406-Providing References.
E. Staff job offers are coordinated by HR-Employment Services. Offers cannot be made without the prior review and approval of Human Resources. An offer made to anyone without the express approval from the Office of Human Resources will not be considered an official offer of employment with the University.
When a University of Rochester employee applies for a promotion or new position with cash handling responsibilities or with direct, regular and frequent contact with minors as outlined in the Policy for Minimum Standards for Programs for Minors and Children, HR will conduct an updated criminal background check. The offer of employment will be contingent upon the successful completion of all pre-employment requirements, including the updated criminal background check.
For the purposes of this policy, ‘cash handling’ is defined as access to, or oversight of, petty cash, or a cash drawer. Examples include, but are not limited to, the Bursar’s office, the Cashier’s office, Cafeteria cashier positions, or positions in medical practices where payments are accepted.
F. When a candidate moves into a new job, via promotion or transfer, Human Resources will verify the educational background of the candidate. All offers for transfers and promotions are contingent upon successful verification of education and all other pre-placement requirements.
G. In the event that there are institutional considerations or significant penalties to the organization losing a given employee, the losing and gaining organizations should work together to ensure that institutional objectives are met without penalizing the employee in question. The Human Resource Service Center along with the divisional Human Resource Business Partner can facilitate these discussions as necessary.
IV Consequences
Compliance with this policy is required. Violations may result in disciplinary, corrective, or administrative action consistent with the University’s Code of Conduct and applicable policies, and may result in the employee being disqualified from consideration for the position.
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