A promotion occurs when an employee advances or is hired into to a different job with greater responsibilities and higher level career band and will result in a title change. To receive a promotion recognizing their contributions to the University, an employee must demonstrate exceptional performance and advanced competencies.

Changes to individual capabilities and activities (ex: learning a new skill, increasing number of staff supervised) do not constitute a promotion but may suggest that a reclassification could be requested. 

A promotional pay increase is determined based on the experience and education level relative to the new position and its classification. If an employee is promoted to a position requiring greater qualifications or experience than is currently possessed, the promotion increase to the career/pay band minimum may be phased in over a set time period to allow for training. As with all changes in wages, promotion increases are determined in consultation with Human Resources prior to discussing potential pay with the employee.  No salary adjustment will be made if the employee’s previous salary exceeds the maximum salary range of the new position.  

How to recommend a promotion

The supervisor submits the promotion recommendation to Human Resources. The recommendation requires:

  • A new classification completed in one of two ways: create a new classification within PeopleAdmin or request a classification description outline from HR. 
  • A copy of the prior classification description found within PeopleAdmin
  • A detailed, written rationale that addresses the specific differences in the old and new classifications, and addresses the impact on the office or division

After the initial review from Human Resources: 

  • New Position Job Requisition Form 
Promotion Effective Dates and Deadlines

Promotion requests need to align with the collaborative review timing and will be considered on the following schedule:

  • July 1 requests need to be submitted by April 15
  • January 1 requests need to be submitted by November 15 


Additional information
  • If a filing deadline is missed, the promotion will be considered for the next effective date.
  • Promotion effective dates are not retroactive.
  • The requesting supervisor will be notified in writing the outcome of the promotion request.  
  • The requesting supervisor will work with Human Resources to determine the appropriate promotional pay increase before the offer is made and before potential pay is discussed with the employee.
  • The collaborative review process is a good time to discuss a potential promotion with the employee. It is a tool that can assist in defining and documenting the expectations that will come with the new responsibilities. Discussions with the employee need to documented in the collaborative review.
  • A promotion request that has been denied requires a 12-month waiting period before a new request may be submitted for review.