Promotion Policy

Overview

Promotions are based on annual performance appraisals. One of AFU’s goals is to ensure maximum opportunity for promotion of employees, consistent with the commitment to AFU needs and excellence, affirmative action, equal opportunity and applicable contractual agreements. AFU policy is to increase staff member upward mobility through promotion as well as complement the present practices at the university which allow for personnel development. Promotion policy is based on the recognition that in the course of meeting institutional objectives, the duties and functions of an employee may change in complexity and responsibility. Promotions, therefore, are based on status changes that involve increasing responsibility levels. The added benefits of promotion serve as an incentive for better work performance, enhance morale, and create a sense of individual achievement and recognition. While good past performance enhances the validity of the promotion, it should, by itself, neither be the primary nor the sole reason for recommending a candidate for promotion. In order for Managers and Unit Heads who are keen to promote staff members in their respective areas, they need to pay particular attention to past annual performance evaluations. These documents indicate prior performance levels and accomplishments in the department demonstrating, for example, how effectively the tasks assigned were completed.

Promotion Policy Statement

A promotion is defined as advancement in rank or position which has increased responsibilities and adjustment to a higher salary level. It is recognized that a promotion may occur through the following:

• • Existing position reclassification:
    A reclassification of the employee’s existing position as a result of the employee performing duties at a higher degree of responsibility and complication than the current classification calls for. This requires an audit of the position through the job evaluation process.
  • An existing higher-level vacancy:
    This happens when an existing higher-level vacancy is filled by a promotable employee from a lower classification. Both processes must include a current job description and a new job description of the individual being promoted. Accordingly, AFU policy is to provide internal employment to qualified candidates through intradepartmental promotion whenever possible. The criteria used when considering employees’ qualifications for promotion must be fair and unbiased, and all university employment policy requirements must be fully met and documented. All AFU employees who meet this promotion criteria and are eligible should be considered for promotion regardless of ethnicity, nationality, age, sex, race, color, or physical impairment.

Eligibility

AFU employees who have successfully completed three years specified by conditions of employment or contract are eligible to be considered for promotion if available. They are encouraged to review all job vacancies circulated to each department and posted by the Human Resources Unit on the AFU’s website and internal announcements on a regular basis. Supervisors should also be aware that promotable candidates need only satisfy the qualifications as specified in the job description and not the qualities, skills or knowledge of the candidate.

Implementation

Unit Heads should encourage and support all staff members within their areas of responsibility in the pursuit of career advancement and should ensure that all qualified internal applicants are duly considered for vacancies in their unit before recruiting outside candidates.

For the implementation of the promotion policy, the following criteria must be met:

• • The positions are in the same department, and one position genuinely prepares the employee for the next. This allows for upward movement within the same or related family of job groups where skills are easily transferable.
  • The employee has already demonstrated the ability to perform the higher job.
  • The employee has met any special requirements such as a course or a skill.
  • The department must be able to demonstrate a satisfactory past record of the employee.
  • The employee has no warning in his file for the past 3 years.
  • The unique and specialized requirements (including but not limited to: qualifications, experience, personal attributes, professional skills) of the open position justify promotion.

Procedures for Promotion

Responsibilities of appropriate Dean, Unit Head or Manager

Administrative salaries are based on grades, the annual increment & promotion to next grade would be based on performance appraisal’s evaluation score, increment amount is the sole discretion of the university.

A completed Promotion Application Form (available at HR Unit) is signed by the Dean, Unit Head or Manager and submitted to the HR Head. The “current status” of the candidate and the recommended “new status” should be stipulated. Accompanying the Promotion Application Form should be the following documents:

• • A memorandum justifying the reasons for the recommendation. If the promotion exists either through the filling of a vacancy or through a reclassification, all relevant data chronicling the person’s most recent evaluation(s) and the criteria being evaluated should be included. A statement of functional and organizational changes within the department impacting the position should also be included; other data such as, but not limited to, include: proof of added qualification; completion of job related service training courses which enhance current job knowledge and skills.
  • A current job description of the candidate.
  • A copy of the vacant position or a statement outlining the new duties and responsibilities to be evaluated.

Responsibilities of the HR Head

The HR Head shall review all aspects of the promotion with respect to payroll, salary, benefits, grade change, title change, effective start date and the organizational structure affected by these movements. Upon completion of this review, the HR Head forwards all materials to the Executive Management. Upon completion of analysis, the Executive Management will approve or decline the promotion request.

Effective Date of Promotion

A promotion becomes effective from the date of approval from the Executive Management.