3360 - Probation, Promotion, Demotion, and Transfer of Classified Employees

CONTENTS:

A. Definitions
B. Probation
C. Promotion
D. Demotion
E. Transfer
F. Reporting

A. DEFINITIONS.

A-1. Certification to Permanent Status/Certified. An employee who has successfully completed the probationary period as required herein is certified to permanent status, also referred to as “certified.”

A-2. Demotion. Reduction of an employee from a position which the employee occupies in one classification to a position in another classification with a lower market rate.

A-3. Permanent Status. Subject to removal only as provided for by Board of Regents and University of Idaho policy.

A-4. Probation. A working test period to provide unit administrators with an opportunity to evaluate a person's work performance and suitability for the position.

A-5. Promotion. Advancement through the competitive process of an employee with permanent status from a position in one classification to a position in another classification having a higher market rate.

A-6. Transfer. A personnel action that moves an employee into a different unit at the university with the same classification, level of responsibilities, and market rate range.

B. PROBATION.

B-1. Required Probationary Period. Each employee, following appointment to a classified position, must successfully complete a probationary period of at least six full months. The probationary period in a given classification must be completed within a single unit and not be interrupted by resignation, termination or dismissal. An employee who satisfactorily completes the probationary period becomes certified to permanent status. An employee who has been separated during the probationary period, other than by layoff (see FSH 3930), is not certified and must begin a new probationary period upon reappointment or promotion to that classification and must meet the minimum qualifications for the position. An employee who previously held certified status in a given classification is not required to complete a subsequent probationary period.

B-2. Evaluation. The supervisor is encouraged to complete an employee Individual Development Plan and three-month Staff Personnel Evaluations (see FSH 3340), the forms for which are provided on the Human Resources website. Before the probationary period ends, the supervisor must complete a six-month evaluation and discuss it with the employee, and the second-level supervisor must review the evaluation. A probationary employee may be dismissed, demoted, or, in the case of promotion, returned to his or her former classification, without cause being assigned, upon the recommendation of the unit administrator at any time before the completion of the probationary period with prior approval of the senior Human Resources executive or designee. Dismissal under these circumstances is not a basis for recourse to the grievance procedures described in FSH 3860.

C. PROMOTION.

C-1. Eligibility for Promotion.

a. An employee may be considered for promotion on the basis of his or her past record, length of service, performance in the present position, and qualification to perform the duties of the higher position. The employee must meet the minimum qualifications of the new position. A supervisor may promote an employee into a vacant position in the unit if the employee has demonstrated exceptional competency and skill for that position.

b. A promotion may occur in a unit that is undergoing reorganization. In this case, the supervisor must provide to Human Resources written explanation of the office or unit changes and the reasons why the employee is qualified for the promotion.

C-2. Probationary Period. If the employee is promoted into a classification in which they are not certified, a new six-month probationary period is required (see FSH 3360, B-1).

C-3. Procedure. The Affirmative Action/Equal Opportunity officer is the approving authority for all promotions of classified employees.

a. When there is more than one internal candidate who meets the minimum qualifications for the position within the unit, the hiring administrator must, at a minimum, conduct a UI internal search to document the candidate's qualifications and identify the most qualified individual. The hiring administrator must send an email to the Affirmative Action/Equal Opportunity officer at eo-aareview@uidaho.edu requesting a UI internal search, stating that there is one promotional opportunity and more than one qualified internal candidate.

b. If more than one qualified internal candidate exists, the unit must follow all affirmative action and equal employment opportunity policies by posting the position for the required recruitment period in the online applicant tracking system and evaluating all applicants. To be considered for the promotional position, the employee must apply for the position using the online applicant tracking system. See APM 50.02.

c. Exceptions to the requirement for posting internal promotional opportunities require the review and approval of the Affirmative Action/Equal Opportunity officer or designee. The unit administrator must work with the Human Resources Workforce Diversity office at eo-aareview@uidaho.edu to request an internal promotion without a search, stating the justification for waiver of a search. Information on the search waiver process and forms can be found at https://www.uidaho.edu/human-resources/equal-employment-opportunity-affirmative-action/recruitment-and-hiring/waivers.

d. The unit must upload the required forms and supplemental documentation within the online applicant tracking system, and the forms must then be processed through regular approval channels. This includes any processes unique to the unit.

e. The Affirmative Action/Equal Opportunity officer or designee will review and provide a written response to the request for promotion. The unit shall not offer the position until it receives approval from the Affirmative Action/Equal Opportunity officer. For additional information email eo-aareview@uidaho.edu

D. DEMOTION.

D-1. Reasons for Demotion. An employee may be demoted, subject to the approval of the unit administrator in consultation with the senior Human Resources executive or designee. The unit administrator may recommend the demotion of an employee for any of the following reasons:

a. The restructuring of a position or unit.

b. The elimination of the employee's position because of lack of work or lack of funds.

c. The failure of the employee to complete successfully the probationary requirements of a higher position.

d. Disciplinary action for causes stated in FSH 3930 C-1 not sufficiently severe to warrant dismissal.

e. At the request of the employee.

D-2. Procedure. The supervisor shall submit their recommendation that an employee be demoted through the dean or equivalent administrator to Human Resources. Following consultation with HR, the unit administrator shall give written notice for demotion to the employee and to the senior Human Resources executive or designee. An employee with certified status must be given notice of demotion at least 15 calendar days before its effective date and must be given the reasons for the demotion. When the demotion is not for disciplinary reasons, the provisions of FSH 3930 do not apply.

D-3. Effect of Demotion on Salary. When an employee is demoted, the new salary is based on the market rate range and target salary of the new position as recommended by the unit administrator in consultation with the senior Human Resources executive or designee. If demotion is due to failure to successfully complete the probationary requirements of the higher position to which the employee had been provisionally promoted, the salary after demotion will normally be the salary the employee was receiving before promotion.

E. TRANSFER.

E-1. Voluntary Transfer. An employee may voluntarily transfer from one unit to another in the same position title, classification, job duties and market rate range.

E-2. Voluntary Transfer Procedure.

a. A transfer request can be made only by an employee who is beyond their initial or any performance probationary period, and cannot be requested if an employee has documented performance concerns within six months of the transfer request.

b. An employee who wishes to be transferred must notify their current supervisor and make a written request to the senior Human Resources executive or designee which includes verification of notification to the employee’s supervisor. The employee must also provide a current resume and other requested materials through Human Resources before a transfer request will be considered.

c. A transfer is made without reduction in hourly wage unless such reduction is agreed to by the employee.

E-3. Involuntary Transfer. UI may transfer an employee involuntarily as long as there is no loss of compensation. The employee will be notified in writing by unit administrator of an involuntary transfer.

E-4. Effect of Transfer. The transfer of an employee does not affect his or her prior earned credited state service. However, the transfer may affect the employee's leave accrual rate, which is based on years of service, hours worked, and percentage of appointment.

F. REPORTING. Affirmative Action data is reported annually in the University of Idaho’s Affirmative Action Plan, available by request at eo-aareview@uidaho.edu.

Version History

Amended July 2022. Revised to align with Department of Labor guidance and SBOE requirements and to assist with AA/EEO compliance.

Amended July 2021. Editorial changes.

Amended July 2009. A definitions section was added, APM 50.15 was incorporated into this policy, and various minor edits were made.

Amended July 2003. This section underwent a full revision in 2003 to bring it in line with Regents policy.

Amended July 2002. Revised B-2, D-1 f, E-1 and E-5. Editorial changes to D-1, D-3, and E-4.

Amended July 1997. Editorial changes.

Adopted 1979.