2.3 Change in Status

2.3.1 Promotion

The University encourages you to advance your professional skills through experience acquired while on the job and through the Employee Educational Benefit Plan.

Promotions are based on job-related factors, including, but not limited to, ability to meet the minimum qualifications and perform the essential functions of the position, performance in current position, and level of related experience within current classification. When promotions occur, the new salary is subject to budgetary restrictions of the hiring department.

A promotion can take place only if a vacant position exists at a higher salary grade level or if your position is reclassified to a higher salary grade level. To be considered for a vacant position that is posted, the employee must apply through Human Resources and University General Division employees must notify their supervisor prior to interviewing for another position.

You must normally complete six months of employment, including temporary employment, in your present position before you can be considered for a promotion.

An employee selected for a promotion in a different department should follow the same advance written notice guidelines as listed in Section 2.3.4, Resignation.

A transfer, demotion or promotion requires an employee to serve a ninety (90) calendar day probationary period which does not affect access to benefit eligibility. For additional information regarding the probationary period please visit policy 2.2.2 Probationary Period.

You must return items such as keys and any other University property or equipment to your supervisor by your last day of employment in that department.

2.3.2 Lateral Transfer

When a vacancy exists at the same salary grade level as your current job, you may apply for a lateral transfer to a position in a different department. Under normal circumstances, your salary will remain the same. However, your new salary is subject to budgetary restrictions of the hiring department.

You must normally complete six months of employment, including temporary employment, in your current position to be eligible for a transfer. You must apply through Human Resources, and University General Division employees must notify their supervisor prior to interviewing for another position.

An employee selected for a lateral transfer in a different department should follow the same advance written notice guidelines as listed in Section 2.3.4, Resignation.

You must return items such as keys and any other University property or equipment to your supervisor by your last day of employment in that department.

2.3.3 Demotion

A demotion takes place if you move to a vacant position at a lower salary grade level. A voluntary demotion occurs when you apply for and accept a position at a lower salary grade. In all cases of demotion, the new salary is subject to budgetary restrictions of the hiring department.

You must normally complete six months of employment, including temporary employment, in your current position to be eligible for a demotion within another department. You must apply through Human Resources, and University General Division employees must notify their supervisor prior to interviewing for another position.

An employee selected for a demotion in a different department should follow the same advance written notice guidelines as listed in Section 2.3.4, Resignation.

You must return items such as keys and any other University property or equipment to your supervisor by your last day of employment in that department.

2.3.4 Resignation

If you wish to resign in good standing, you are expected to provide advance written notice to your Department Head or Supervisor, as follows:

University General Division: Employees must provide notice at least 10 working days in advance. Vacation or unused holidays may not normally be taken during the resignation notice period. Use of sick leave may be requested during the resignation notice period; however, the department reserves the right to require a physician’s certification before approving leave. Unused sick leave and unused holidays will not be paid. Prior to leaving the University, please consult the Employment Separation Checklist for Employees to ensure all resignation requirements have been completed. Advance notice does not apply to probationary employees. Normally, an employee who does not provide 10 working days notice upon resignation is not eligible for rehire.

USA Health: Employees must provide advance notice as follows:

- 10 working days - non-exempt positions;
- 30 calendar days - professional, administrative or supervisory positions; and licensed or certified patient-care personnel, whether non-exempt or exempt.

Advance notice does not apply to probationary employees. PTO may not be taken during the resignation notice period. Use of PTO for sick leave purposes may be requested during the resignation notice period; however, the department reserves the right to require a physician’s certification before approving leave.

Normally, an employee who does not provide the required notice is not eligible for rehire.

You must return items such as keys, identification badges and any other University property or equipment to your department by your last day of employment in a department.

2.3.5 Voluntary Resignation Without Proper Notice

An employee will be considered to have voluntarily resigned without proper notice if the employee:

fails to provide appropriate advance written notice to their Department Head or Supervisor (per Section 2.3.4, Resignation),
fails to report to work for three consecutive scheduled workdays or shifts without proper notification, or
fails to notify the supervisor of the intent to return to work at least two weeks prior to the completion of an approved leave of absence.

2.3.6 Layoff and Recall

The Layoff and Recall Policy ensures best practices are in place in administering staff layoffs and recalls. The Layoff and Recall Policy applies to all University Divisions as well as regular staff employees. Staff layoffs and recalls are processed through Human Resources to ensure policy and procedure compliance.

Refer to the University’s Layoff and Recall policy for more details.

2.3.7 Retirement

Please contact Human Resources at least 60 days before you intend to retire to complete the necessary paperwork, particularly those who participate in the Teachers' Retirement System.