Change in Appointment Via Recruitment

I. Policy Summary

  • The change of an employee from one position to another position having a higher salary range maximum is termed a “Promotion”.

  • The change of an employee from one position to another position having a lower salary range maximum is termed a “Demotion”.

  • The change of an employee from one position to another position with the same salary range maximum is termed a “Transfer”.

  •  The change of an employee who holds a limited appointed and is selected to fill a career position as a result of recruitment is termed “Limited to Career”.

  • The change of an employee from one UC location (campus, lab, or medical center) to another without a break in service is termed an "Interlocation Transfer".


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement:

    • PPSM 3-Types of Appointment

    • PPSM 12-Nondiscrimination in Employment

    • PPSM 14-Affirmative Action

    • PPSM 20-Recruitment

    • PPSM 21-Appointment

    • PPSM 60-Layoff and Reduction in Time from PPSM Career Positions

    • PPSM 66-Medical Separations

    • PPSM 30-Salary

  2. Contract Articles - employees covered by a collective bargaining agreement

  3. Fair Hiring Guide


III. Authority

  • The Unit Head is delegated the authority to recruit, select and hire limited and career employees for which funding exists.

  • Principal Officers are delegated the authority to approve salary increases within their respective areas up to 25%. The authority to approve salary increases up to 25% may be re-delegated by a Principal Officer as specified by the appropriate Principal Officer’s procedures.

  • Permanent increases to an employee’s salary in a single fiscal year may not exceed 25%, unless an exception to policy is approved by the appropriate Principal Officer. Principal Officers may not re-delegate this authority.

  • Salary increases that bring an employee to the minimum of their new position resulting in more than a 25% annual increase do not require an exception to policy approval, unless otherwise specified by the appropriate Principal Officer’s procedures.


IV. Criteria

Salary upon promotion:

  • Represented employees

    At the very least, the employee must be brought to the minimum of the salary range for the new position. Specific language regarding additional promotional increases above the minimum of the new position varies among the collective bargaining agreements. Refer to the appropriate Contract Article for guidance.

  • Non-represented employees

    At the very least, the employee must be brought to the minimum of the salary range for the new position. Promotional increases may vary from 0%-25% with the appropriate Principal Officer or designee approval. Permanent increases to an employee’s salary in a single fiscal year may not exceed 25%, unless an exception to policy is approved by the appropriate Principal Officer.

Salary upon a lateral transfer:

For both represented and non-represented employees, their salary is normally not increased or decreased upon a lateral transfer unless unusual circumstances warrant a change.

Factors to consider when determining a salary increase amount (promotional and lateral):

  • the difference and growth in responsibilities from the old to the new position;

  • the employee’s proposed new salary compared to other employees in the same classification in the unit or to employees across campus in comparable positions, depending on the level of the position. The manager may also need to compare with employees’ salaries in other classifications in the unit, depending on the structure of the organization;

  • the person’s background/expertise in the new duties (e.g., the degree of training/development needed vs. having an extensive background);

  • the degree to which the proposed increase will set a precedent for future actions; and

  • availability of funding.

Salary upon a demotion:

Normally, there will be a decrease in salary upon demotion. In addition, the salary rate will normally not exceed the maximum of the new salary grade/range. However, managers are encouraged to minimize this decrease to the extent possible (this will depend on funding availability and the employee's current salary).

In unusual circumstances, “red-circling” the employee’s current rate above the maximum of the new salary grade/range may be warranted. This will depend on the circumstances of the demotion and availability of funding. This action freezes the employee’s salary rate. As such, the employee will normally not be eligible to receive further salary increases until such time as the salary rate is encompassed by upward movement of the salary grade/range in which the employee’s classification is assigned.

Principal Officers are authorized to approve “red circling” actions. Principal Officers may not re-delagate this authority.

Note about Special Selection and Preferential Rehire:

The criteria for salary upon Transfer and Demotion (above) also applies to the appointment of an employee with Special Selection and Preferential Rehire status.

Salary upon a limited to career action via a recruitment:

The limited to career action could result in the employee accepting a position with a higher salary range (promotion), the same salary range (lateral) or a lower salary range (demotion). Refer to the appropriate criteria when determining the salary.

Salary upon an Interlocation transfer:

The resulting appointment action for an Interlocation transfer may be a promotion, demotion or lateral transfer for the employee depending on their current appointment status. Refer to the appropriate criteria when determining the salary.


V. Process Overview

  1. The Hiring Manager (HM)/Certified Hiring Manager (CHM), determines appropriate salary to offer selected candidate.

  2. The ELR Analyst reviews proposed salary for compliance with federal and state regulations, university policy and/or applicable collective bargaining agreements.

  3. The Recruitment Specialist (RS) reviews proposed salary for compliance with federal and state regulations, university policy and/or applicable collective bargaining agreements.

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Revised September 2013: A.5