Promotion

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 President, Vice President of Finance 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 President, Vice President of Finance 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 President, 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.

Keys

Keys for use on gates, doors, desks, file cabinets, vehicles and other CCS equipment are issued through the Facilities Department.  They remain the property of CCS.  If you are provided with a key, you are responsible for its safekeeping.  You will be required to pay for the replacement of lost or stolen keys that have been assigned to you.  If your job changes or you leave CCS, you must return all keys to the Director of Human Resources.  You may not duplicate keys without authorization.

Access to Buildings and Parking Areas

If you need access to College buildings outside of posted hours, contact the CCS Ford Campus Security Office at 313-664-7444 or the Taubman Security Office at 313-664-1444. You must check in with the Security Office upon arrival and check out when departing.  Your CCS ID must be presented to be admitted to the building.

Please refer to the Traffic and Parking Policies and Guidelines.

Business Cards

Business cards are provided for full-time employees with a legitimate business need.  Part-time staff will be provided business cards with a legitimate need on a case-by-case basis.  Business cards are ordered through the Director of Marketing and Communications.  Titles and departments will be verified by the Human Resources Office.

Identification Cards

Identification cards are issued to all employees at the time of hire.  You must display your ID card at all times while you are on campus and must present it when asked by Security personnel.  ID cards are issued through the Campus Safety and Security Office, upon completion of new hire employment forms with the Human Resources Office.  You are responsible for your ID card, and if you lose it, you will be required to pay a $20 replacement fee.

Contractual Commitments

Any contract that legally binds CCS or any of its employees to perform a service, pay a fee, or fulfill any other responsibility must be signed by either the Vice President for Administration and Finance or the President.  Administrative staff may not sign contracts on behalf of CCS.  In all matters that require an official signature on a contractual commitment the following steps shall apply in order for CCS to be legally responsible:

  1. Administrative staff members may recommend contractual commitments to their department chairs or directors.
  2. Department Directors may initiate and recommend contractual commitments within their area of responsibility to the Vice President for Administration and Finance.
  3. The Provost and/or the Vice-President for Administration and Finance must review and approve all contractual commitments for official authorization.
  4. The Vice-President for Administration and Finance will determine the necessity for the President’s signature.  In all cases, any contractual arrangements between CCS and another party will only be considered officially approved if signed by the Vice President for Administration and Finance and/or the President, or their designee.

Budget

CCS’s fiscal year is a twelve-month period, beginning on July 1, and ending June 30.  The budget for CCS is prepared annually, with formal Board of Trustees approval in the May preceding the commencement of the next budget year.  The process of preparing the budget begins in the fall preceding the start of the next fiscal year.  At that time, enrollment projections are made for the following year, and by December, the tuition rates for the following year are established and approved by the Board of Trustees.  Following soon thereafter, the process of developing detailed revenue, expense and capital acquisition budgets commences.

In January, all cost center directors, department chairpersons, and other staff with budget responsibilities are given information regarding the budget preparation process.  They prepare revenue, expense and capital budget requests based upon the information in the budget package, as well as needs they might have due to curriculum or enrollment expectations.  These requests are submitted in late February, with individual departmental presentations made to senior management in early March.  Following these presentations, senior management makes final budget decisions, and the budget is prepared for submission to the Finance and Audit Committee of the Board in early April. This is followed by presentations to the Executive Committee of the Board in late April and to the Board of Trustees for final approval in May.

Jury Duty – Witness Service

If you are required to report for jury duty or to appear as a witness in a legal proceeding, you must notify your supervisor and bring the trial summons or witness subpoena to the Office of Human Resources.  The College will grant you time off to enable you to fulfill your jury/witness service obligations. 

Time off for jury/witness service covers only the time you are actually serving.  Whenever your attendance is not required, you are expected to report to work.  Any remuneration you receive from the court must be submitted to the Office of Human Resources.