These policies and procedures apply to all changes that do not involve a formal search and screen process.
5.01 Retitling Retitling involves assignment of a different Unclassified Title Salary Range Structure title and/or prefix/scope/FTE to a position due to a change in defined duties or responsibilities, role, function or scope as measured against the original position description (e.g. from advisor to program manager). Retitling may involve an increase, decrease, or no change in salary grade. Retitling may occur without the consent of the staff person currently holding the position which is being retitled. Requests for retitling must be made on the appropriate forms available in the Personnel Office and must follow all procedures and time lines as outlined by the Personnel Commission.
5.02 Promotion Promotion involves a change in prefix which reflects a person's successively greater experience, expertise and applied ability in a particular specialty area as compared with those experiences, expertise, and abilities on original resume submitted for that position (e.g. from counselor to senior counselor). Promotion always involves an increase in salary grade. Requests for promotion must be made on the appropriate forms available in the Personnel Office and must follow all procedures and time lines as outlined by the Personnel Commission.
5.03 Initiation of Request A request can be made by either the individual in the position or any line supervisor of the position.
5.04 Retitling Forms Retitling involves two steps. First, the Initial Retitling Review Form and Position Description Questionnaire must be completed (usually in the fall) for only retitling requests to determine that there are new duties that need to be assigned. The request is reviewed for approval by the immediate supervisor, area head, and chancellor and, then, forwarded to the Personnel Commission for review according to Unclassified Title Salary Range Structure criteria. If the initial review is approved by the chancellor, then the person requesting the retitling can begin performing the new duties. The chancellor's approval indicates that the new duties may be added and reviewed in the spring but does not endorse the retitling. If the chancellor does not approve the request, the position duties assigned to the individual will be revised to match the present position title. Secondly, the Retitling and Promotion Review Form is completed (usually in the spring) and submitted with supporting documentation and Position Description Questionnaire to the immediate supervisor, personnel commission, administrative officer, and chancellor.
5.05 Promotion Form Promotion involves one step. The Retitling and Promotion Review Form is completed in the spring usually and submitted with supporting documentation and Position Description Questionnaire to the immediate supervisor, personnel commission, administrative officer, and chancellor.
5.06 Academic Staff Personnel Commission Immediate supervisors should send the Personnel Commission copies of all retitling and promotion requests being reviewed. The commission will conduct a review and make a recommendation on all retitling and promotion requests to monitor and ensure consistency within the institution and compliance with Unclassified Title Salary Range Structure guidelines.
5.07 Evaluation Criteria All retitling and promotion decisions must meet Unclassified Title Salary Range Structure requirements of the desired position, programmatic needs, fiscal constraints, and organizational structures.
5.08 Supervisory Review Supervisory review of retitling and promotion requests is limited to a maximum of three levels of review. These reviews should be conducted by the immediate supervisor, the appropriate administrative officer (provost, assistant chancellor for business affairs, assistant chancellor for student affairs), and the chancellor. If there are supervisory levels between the immediate supervisor and the appropriate administrative officer, it is the responsibility of the immediate supervisor to consult those individuals prior to the rendering of the immediate supervisor's endorsement.
5.09 Supervisory Action Supervisory staff are to sign the request forms indicating positive or negative support and attach documentation addressing the rationale for their decision based on Unclassified Title Salary Range Structure requirements of the desired position and/or programmatic needs, fiscal constraints, or organizational structures. All documents, regardless of positive or negative recommendations, continue to the next level of supervisory review. However, if a negative recommendation is given at any level, the academic staff member must be informed and allowed time to request a reconsideration as specified in UWP 5.10. Each level of supervisory review must make a recommendation according to the following time line:
5.10 Reconsideration Requests Any academic staff or supervisor may request and receive reconsideration of a negative recommendation. Reconsideration requests must include new information or clarification of information previously submitted which addresses the rationale detailed by the reviewer in the negative recommendation. The academic staff member has five (5) days to request reconsideration of a negative recommendation from the immediate supervisor, and two (2) working days to request reconsideration of a negative recommendation from the personnel commission, provost/assistant chancellor, or chancellor.
5.11 Reconsideration Responses Supervisors must respond to the request for reconsideration and forward all materials to the next level of supervisory review according to the following time line:
5.12 Withdrawal of Request Any person initiating a request may withdraw that request at any time during the process. Any request not withdrawn by the initiator will automatically proceed through the process.
5.13 Denial of Request It is recognized that if a request meets Unclassified Title Salary Range Structure criteria but is denied due to institutional priorities or needs, the academic staff member cannot be encouraged, expected, or coerced into performing the responsibilities of a position for which he/she is not currently titled.
5.14 Effective Date If the request is approved, the effective date of title, prefix, scope, and/or pay grade for annual appointment is July 1; the effective date for academic year appointments is the beginning of the academic year contract. Exceptions to those dates must be approved by the chancellor.
5.15 Salary Change For a promotion or retitling involving an increase in salary grade, the new salary must be at least at the minimum of the salary grade for the new title or an increase as stated in the Academic Staff Retitling Promotion Policies and Procedures.