3.7 Career Advancement of Professional and Scientific Staff Positions
Effective May 4, 2021, this is a new policy.
- Purpose. The career advancement process acknowledges an employee’s growth within their position. When an employee demonstrates significant and sustained new duties, new skills, additional key areas of responsibility, expanded scope, and/or advanced competencies, and where the key areas of responsibility of the current classification remain the best fit overall for the work performed, the employee may be eligible for career advancement within the current classification. This policy addresses the process for seeking and evaluating a career advancement request.
- Staff members covered. All regular (non-temporary) non-bargaining professional and scientific (P&S) staff members holding appointments of 50 percent or more are covered by this policy. Those holding appointments of less than 50 percent may request career advancement through normal administrative channels.
- Eligibility. Career advancement eligibility will be based upon the sustained performance of new duties, new skills, additional key areas of responsibility, expanded scope, and/or advanced competencies for an appropriate period of time that is sufficient to evaluate the employee’s performance and continuing success. The length of the evaluation period is at the discretion of the college/division and is normally between three and six months. The rationale for the career advancement should include items that have not been recognized in previous classification and/or compensation decisions. If the employee is unable to continue performing the new duties and responsibilities that led to a career advancement, their salary may be reduced accordingly.
- Procedures. Any staff member, supervisor, or department/administrative unit may initiate a career advancement. University Human Resources will establish procedures for requesting and processing requests for career advancement (see https://hr.uiowa.edu/careers/professional-and-scientific-positions/career-development/career-advancement-your-current). Org-level Human Resources may approve career advancements when the new salary is below or within the median zone, and the employee has not had a prior career advancement within the fiscal year. University Human Resources must approve any career advancement when the salary is above the median zone, is in a classification with an open pay range (9 and 10), or when a previous career advancement was effective in the same fiscal year.
- Timelines. After an individual, supervisor, or department initiates a request for a career advancement, the department shall act on the request within 30 calendar days. The college/major administrative unit shall act on the request within 30 calendar days following receipt of the departmental recommendation. If the career advancement requires a review after the college/major administrative unit, the Chief Human Resources Officer shall issue a final decision within 30 calendar days following receipt of the college/major administrative unit recommendation for a career advancement. Reviews may be initiated throughout the year and, if the advancement is approved, it shall be effective on the first day of the month following college/major administrative unit approval. Failure to act within the prescribed time frame shall automatically move the request to the next administrative level unless, by mutual agreement, there is an extension of the deadline.
- Responding to staff. This policy provides for periodic feedback to the employee and department on the progress of a request. All requests for a career advancement shall be forwarded to the college/major administrative unit, even if the supervisor and/or department deny a staff member's request. Upon final denial of a career advancement request, the staff member shall receive written notification of denial, the specific reasons for the denial, and a description of the appeal process.
- Compensation upon career advancement (see https://hr.uiowa.edu/careers/professional-and-scientific-positions/career-development/career-advancement-your-current) shall follow the pay practices established by University Human Resources, taking into account the significance in the change of responsibilities, relationship to the designated market range and median zone, and other relevant factors. Determinations regarding salary are subject to Administrative Review (see III-28.2).
- Appeals. Following a denial at the college/major administrative unit level, this policy provides an appeal process for individuals or departments/administrative units to present their objections to a denial of a career advancement. Appeals shall be managed and finalized within the college/major administrative unit. At the request of the college/major administrative unit, appeals may be directed to the University Human Resources Compensation and Classification for oversight or final approval. A career advancement that is approved at a lesser amount than what was requested will not be considered a denial of the request and will not be subject to appeal.
If the supervisor or department/administrative unit denies a career advancement request initiated by a staff member, the department/administrative unit shall forward the request and specific information on the reason for the denial to the college/major administrative unit. If the college/major administrative unit denies the request, written notification shall be provided to the staff member, supervisor, and department, detailing the reasons for denying the request. Upon written notification of the denial, the individual or department initiating the request has 15 calendar days to submit an appeal of the decision to the college/major administrative unit for review. The written request for appeal shall address why the staff member or supervisor believes the college/major administrative unit decision is incorrect. If a written request for appeal is not submitted within the defined period, the denial shall be considered final. If the college/major administrative unit or the Chief Human Resources Officer denies the appeal, the denial shall be considered final.