Chapter V

Updated 5/2/2012

These policies and procedures apply to all changes that do not involve a formal search and screen process.

5.01 RetitlingRetitling involves assignment to a different Unclassified Title Structure due to a documented and ongoing change in defined duties or responsibilities, role, function or scope as measured against the original position description. A retitling may occur when the scope of work performed in the position is either more or less than is contained in the original position description. A retitling may also occur to correct/amend errors in the initial titling of the position. The Director of Human Resources, in consultation with the direct supervisor and the appropriate division head, will determine whether a retitling request is appropriate or a formal search and screen process is required.

  1. Initiation of a Request for Retitling A request for retitling may be made by either the academic staff member in the position or any line supervisor of the position.

  2. Retitling Forms The Retitling Request Form and Position Description Questionnaire must be completed for all retitling requests. The request is completed by the academic staff member and/or the immediate supervisor and is submitted, with past and updated position descriptions and organizational chart, for review and recommendation by the immediate supervisor and dean/director. The Request is then forwarded to the Director of Human Resources for review according to Unclassified Personnel Guideline 4, plus attachments, governing the Unclassified Title and Salary Structure. If recommended by the Director of Human Resources, the retitling request will be forwarded to the appropriate administrative officer for review and recommendation and to the Chancellor for final approval or denial.

  3. Evaluation Criteria All retitling decisions must meet the requirements of the Unclassified Title and Salary Structure and will be subject to existing fiscal constraints.

  4. Supervisory Action Supervisory staff are to sign the Retitling Request Form indicating positive or negative recommendation, and attach documentation addressing rationale for the recommendation based on the Unclassified Title and Salary Structure. All documents, regardless of positive or negative recommendations, continue to the next level of supervisory review. In either event, the academic staff member will be informed of the supervisor's recommendation.

  5. Appeal Requests If a negative recommendation is given at the level of the Director of Human Resources or the appropriate administrative officer, the academic staff member must be informed and allowed time to appeal the decision to the Academic Staff Personnel Commission as specified in UW-Platteville 5.03.

  6. Withdrawal of Request Any person initiating a request for retitling or appeal of denial of a request for retitling may withdraw the request at any time during the process.

  7. Denial of Request If a retitling request meets the Unclassified Title and Structure guidelines, but is denied due to institutional priorities or needs, or fiscal constraints, the academic staff member cannot be required to perform the responsibilities of a position for which he/she is not currently titled.

  8. Effective Date The effective date of approved retitlings for annual appointments shall be July 1; the effective date for academic year appointments shall be the beginning of the next academic year contract. Exceptions to these dates must be approved by the Chancellor.

5.02 Promotion Promotion occurs through advancement to a higher level within one's current title series for:

  1. instructional/academic staff-based on the increased degree of involvement in course and curriculum development, course scheduling, advising, and demonstrable differences in experience and knowledge gained pursuant to Function and Prefix Definitions contained in Unclassified Personnel Guideline (UPG) #1; or
  2. professional academic staff-based on progressively greater required experience, professional expertise and knowledge applied to duties and responsibilities expected of the position, pursuant to Function and Prefix Definitions contained in Unclassified Personnel Guideline (UPG) #1.
  3. Promotion in the Program Manger Series reflects differences in experience and knowledge gained by a Program Manger as a program grows and develops, increases in size and complexity, and/or requires increased supervisory involvement based on growth and complexity.

Promotion will also include a change in title and an increase in salary grade, but will not be subject to section 5.01: Retitling.

  1. Initiation of a Request for Promotion A request for promotion may be made by either the academic staff member in the position or any line supervisor of the position.

  2. Promotion Forms and Supporting Documentation For all promotions the Promotion Request Form is completed by the academic staff member and/or the immediate supervisor and is submitted, with appropriate documentation, including an annual performance review form, for review and recommendation by the immediate supervisor and dean/director.

    If the promotion request is for a position in Compensation Category A, appropriate documentation will also include a completed Position Description Questionnaire.

    In the Professional Series of Compensation Category A, also attach letters of support from the immediate supervisor and director demonstrating that the academic staff member is performing at the level outlined in the function and prefix definition for the position.

    In the Program Manager Series of Compensation Category A, also attach letters of support from the immediate supervisor and dean/director demonstrating that the program has so increased in size and complexity as to merit a promotion for the incumbent.

    If the promotion request is for a position in Compensation Category B, Academic Instructional Staff, appropriate documentation will also include a current curriculum vitae, a letter of support from the department chair, and at least two letters of support from peers, demonstrating that the academic staff member is performing at the level outlined in the prefix definition for the position.

    The request is then forwarded to the Director of Human Resources for review according to Unclassified Personnel Guideline 4, plus attachments, governing the Unclassified Title and Salary Structure. If recommended by the Director of Human Resources, the promotion request will be forwarded to the appropriate administrative officer for review and recommendation, and to the Chancellor for final approval or denial.


  3. Evaluation Criteria All promotion decisions must meet the requirements of the Unclassified Title and Salary Structure and will be subject to existing fiscal constraints.

  4. Supervisory Action Supervisory staff are to sign the Promotion Request Form indicating positive or negative recommendation, and attach documentation addressing rationale for the recommendation based on the Unclassified Title and Salary Structure. All documents, regardless of positive or negative recommendations, continue to the next level of supervisory review. In either event, the academic staff member will be informed of the supervisor's recommendation.

  5. Appeal Requests If a negative recommendation is given at the level of the Director of Human Resources or the appropriate administrative officer, the academic staff member must be informed and allowed time to appeal the decision to the Academic Staff Personnel Commission as specified in UW-Platteville 5.03.

  6. Withdrawal of Request Any person initiating a request for promotion or appeal of denial of a request for promotion may withdraw the request at any time during the process.

  7. Denial of Request If a request for promotion meets the Unclassified Title and Structure guidelines, but is denied due to institutional priorities or needs, or fiscal constraints, the academic staff member cannot be required to perform the responsibilities of a position for which he/she is not currently titled.

  8. Effective Date The effective date of approved promotions for annual appointments shall be July 1; the effective date for academic year appointments shall be the beginning of the next academic year contract. Exceptions to these dates must be approved by the Chancellor.

5.03 Appeal Process The Academic Staff Personnel Commission serves as the appeal panel for any academic staff appeal of a denial of a requested retitling or promotion made at the level of the Director of Human Resources or the appropriate administrative officer.

The appeal shall be limited to a review of the materials submitted with the retitling or promotion request. The Academic Staff Senate Personnel Commission shall submit its findings, citing the bases for such findings, along with its recommendation supporting or denying the appeal, to the appropriate academic officer or the Chancellor. If the appeal is from a negative recommendation by the Director of Human Resources, the recommendation shall be to the appropriate academic officer. If the appeal is from a negative recommendation by the appropriate academic officer, the recommendation shall be to the Chancellor. The decision of the Chancellor shall be final and not subject to further review or appeal.

NOTE: The Personnel Commission will be providing timelines for the appeal process in a procedural document.