Author: ccswpadmin

Definition of Promotion

College for Creative Studies defines a Promotion as a move to a job with greater responsibility which may either fall within the same pay band or include an elevation to a higher pay band (e.g. a move from Professional Support 2 to Professional Support 3). To assure all employees are treated equitably, it is the College’s policy that all employees will be evaluated for promotion in accordance with the follow criteria:

• Promotions must meet or address a need within the college/business unit.
• When considering an employee’s experience and education, the employee must meet at least the minimum requirements outlined in the job description, evaluation criteria, and skill assessments.
• The College and/or department unit funds promotions. Promotions are based on the College’s strategic and operational plans and must meet or address a critical need within the College. The appropriate departmental budget must be able to support the promotion.

Promotion Policy

College for Creative Studies believes in providing opportunities for employees to advance within the College. Promotion opportunities to positions of higher responsibilities for existing staff members will be limited only by the individual’s ambition, attitude and qualifications in experience, education and capabilities. Promotions may come in the form of reclassification, reorganization or through competitive recruitment.

Approved promotions go into effect once the approval and selection process is complete. All promotion requests will be submitted by the applicable department supervisor to the Director of Human Resources.

In accordance with the applicable laws and the College’s commitment to access, equity and diversity, the College does not discriminate against any employee for employment or promotion on the basis of age, color, citizenship status, covered veteran status, disability, gender, gender identity and expression, genetic information, national origin, marital status, race, religion, sexual orientation, or for any other reason protected by federal, state, and county laws and regulations. The College also prohibits retaliation against employees who, in good faith, bring complaints regarding perceived discrimination.

CCS is committed to providing equal employment opportunities for all employees and applicants.

Confidentiality will be maintained at all times during this process, where appropriate.

Promotion Criteria

Promotions come with greater job expectations and the addition and/or expansion of significant duties and/or key areas of responsibility.

When considering a promotion, the first two items to review are:

• Does a need exist within the college for a higher-level position?
• Is there money available in the budget to fund a promotional increase?

In addition, the supervisor must assess a staff member’s readiness for a promotion. To ensure an employee is ready to take on additional responsibility, a promotion must be supported by performance, experience and/or education. When considering an employee’s performance, managers should consider a mix of criteria that reflect the larger picture of an employee’s work.

An employee is required to meet the following criteria to be considered for a promotion and should be submitted with the Memorandum of Support:

• Meet at least the minimum required qualifications on the position description and have a skill set that matches the requirements of the position description as determined by their supervisor.
• Is in good standing and shows high and sustained performance levels in at least the two most recent review cycles.
• If there has been any record of past disciplinary or performance issues, there is documented evidence to support that said issues have been resolved.
• Has demonstrated steps taken to gain new skills and continued growth in their career.
• Has demonstrated personal motivation and willingness for an increase in level and responsibility.

College for Creative Studies will not consider promotion requests due to the following:

• Based on a manager’s subjective opinion unsupported by performance evaluations.
• Based solely on an employee’s length of service with the College.
• Based solely on an employee’s completion of a degree or addition of a new skill.
• Request is based on discrimination, fraternization, favoritism or nepotism.
• Employee is on a performance improvement plan.

Managers should keep records of important accomplishments that they might want to consider when it is time to promote one of their team members. To help support an employee’s readiness, managers should begin supporting an employee through mentorship and with education on additional duties delivery.

Employees can be promoted in the following ways:

Job posting: employee applies for an open position and is offered the position upon application and completion of the recruitment process.

Career promotion: department supervisor determines the need within the department, and employee has a demonstrated history of performance and ability to manage increased duties or workload, but the purpose of the job itself is not majorly changed. This can either be a recent vacancy or a newly created position. For Example: Admissions Counselor to Senior Admissions Counselor.

Promotion Process

Job Posting or Transfer to Another Department

1. When a vacancy occurs within a department, the department Supervisor along with the Vice President of that division and the Human Resources Director should assess opportunities for cross-functional or interdepartmental realignment in the department.
2. If cross-functional or interdepartmental realignment in the department is not appropriate, the department supervisor should submit the updated job description, along with a Position Request Form outlining recommended salary and job title with a Memorandum of Support recommendation detailed in the comments section via Docusign.
3. The Human Resources department will perform a review of the position description, appropriate job classification, and recommended compensation taking into consideration CCS’ salary band structure and internal equity for the Position Review Committee (PRC) review. For full consideration of new position requests, all of the following must be included:
   • The type of request (new position, increased job duties, change in compensation to an existing position, or replacement position.
   • Comments in the Memorandum of Support section on the Position Request Form that addresses promotion criteria.
   • Information regarding work station/space for employee and funding plan from evaluating the impact on CCS’ budget.
   • Additional details as needed by Human Resources and/or PRC.
4. After review by Human Resources, the CCS’s Position Review Committee (PRC) which includes the Vice President of Finance, appropriate Vice President or Dean, and Director of Human Resources, will determine if the recommendation should be supported, modified, or denied. The Committee membership is subject to change periodically.
5. If the recommendation is approved by the PRC, the job vacancy is posted internally for seven calendar days and is open to all eligible employees of the College.
6. The position may be posted externally to ensure fairness and equity in the process.
7. Employees who are interested in a posted position should follow procedures noted in the job posting for applying for positions.
8. If an internal applicant is interviewed, offered a position in another department and accepts the offer, their current supervisor will be notified of the employee’s application, job offer and employee’s acceptance by HR.
9. HR will work with both supervisors and the employee on a transition timeline, when necessary.
10. This process will be updated as determined by the Leadership Team to assess effectiveness, equitable execution and delivery. In the event that modifications are made, updates will be circulated accordingly.

Career Promotion

1. Department Supervisors wishing to recommend a promotion for an employee because of a vacancy or a change in job duties being performed should review and revise the employee’s job description in accordance with that employee’s actual job duties, making note of major changes in responsibility that would warrant consideration of a promotion. Promotions should be considered at evaluation time or when deemed necessary.
2. The department supervisor should submit the updated job description, along with a Position Request Form outlining recommended salary and job title with a Memorandum of Support recommendation detailed in the comments section via Docusign.
3. The Human Resources department will perform a review of the position description, appropriate job classification, and recommended compensation taking into consideration CCS’ salary band structure and internal equity for the PRC review. For full consideration of Career Promotion requests, all of the following must be included on the Position Request Form:
   • The type of request (promotion or job change), increased job duties, change in compensation and any other relevant information.
   • Comments in the Memorandum of Support section on the Position Request Form that addresses promotion criteria.
   • Information regarding work station/space for employee and funding plan from evaluating the impact on CCS’ budget.
   • Additional details as needed by Human Resources and/or PRC.
4. After initial review by Human Resources, the CCS’s Position Review Committee (PRC) which includes the Vice President of Finance, appropriate Vice President or Dean, and Director of Human Resources, will determine if the recommendation should be supported, modified, or denied. The Committee membership is subject to change periodically.
5. After PRC concludes the review process, the supervisor will be notified of the decision by HR.
6. This process will be updated as determined by the Leadership Team to assess effectiveness, equitable execution and delivery. In the event that modifications are made, updates will be circulated accordingly.

Position Review Committee

The Position Review Committee (PRC) at CCS includes the Vice President of Finance and the Director of Human Resources.

The PRC meets weekly to consider new requests and works toward resolving requests that require further deliberation and analysis. From time to time, the PRC may ask for additional information regarding the request. Monthly, the committee clearly communicates status updates to managers with outstanding position requests.

HR will be responsible for initiating job offers, with consultation from the appropriate department supervisors. Employees can choose to accept or decline offers without repercussions in their current position.

The President may, from time to time, promote an employee or create and fill a position without a recruitment procedure in consultation with the Leadership Team.

Pay Changes

All changes in pay should be consistent with the College’s compensation guidelines. Salary offered for a new position will be determined primarily on the employee’s qualifications for the new position and CCS’ Salary Band structure.

Individuals receiving a change in salary related to a promotion are not eligible for a merit increase if that merit increase occurs within six months of the promotion/salary increase. For example, if merit increases are effective on October 1, an employee that has received a promotion/salary increase on or after April 1 of that year will not be eligible. This does not apply to an employee who has made a lateral job change that did not include a salary increase.