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Promotion Movement Guidelines - PSS

HROG Section:
Compensation
Document Title:
PSS Promotion/Movement Guidelines
Initial Date Posted:
Sept. 1, 2000
Board Approval:
Applies To:
Professional Support Staff Employees
Source:
District Human Resources
Related TASB Policy:
Last Date Revised:
April 4, 2008

Purpose

Background

In 1999, the Information Technology Compensation Strategy Group (ITCSG) developed the following procedures for upgrades and movement within the Information Technology (IT) job family. Beginning September 1, 2000, the DCCCD will use these guidelines with all Professional Support Staff (PSS) positions. These guidelines incorporate four areas of opportunity for movement, they are Creation of a New Position, Career Ladder Promotions, Lateral Movement, and Staff Reorganizations. In an effort to streamline the process, primary responsibility for determining what is an appropriate recommendation for staff movement will fall to the immediate supervisor. District Human Resources (DHR) will verify that the person being recommended for movement meets the established minimum requirements and is performing the duties identified in the job description that is being recommended. The approval flow/signature cycle will remain the same with the exception of the employee signature. 

Definitions

Eligibility

Procedures

All movement requests will be initiated by the employee's supervisor by filling out a Request and Justification for Reclassification Form. The RJR form identifies the employee and the location where they work. Their current classification and the requested classification. A section for justification of the movement is also completed that outlines how the employee's duties and responsibilities have changed to warrant movement to a new job description. The employees supervisor signs and dates the form and forwards it along with any other supporting documentation the supervisor feels is necessary to the second level supervisor for approval or disapproval. A section for exceptions/additions by the second level supervisor is also completed. The form is then forwarded to the location Human Resources Director for review. Once a review has been completed by the location Human Resources Director, the form is then submitted to the location Cabinet Member for approval or disapproval. If approved, the location forwards the completed form to District Human Resources (DHR) for verification of minimum requirements and to verify that the duties and responsibilities are consistent with the requested classification. The DHR analyst will then initiate the approval process for PSS positions at the District level.

District Approval Process

Creating a New Job Description Options 1 & 2:
If a new job description is requested by the completion of a job description questionnaire or through the submission of a draft job description, DHR will evaluate the draft job description or create one based on the contents of the job description questionnaire. Minimum requirements will be assigned based on a review of similar positions in the DFW market and input from the requesting location. A draft will be sent back to the location Cabinet Member for approval. If the Cabinet member approves the new job description, a memo will be sent to the Associate Vice Chancellor of Human and Organizational Development requesting approval of the recommended movement. If approved, DHR will notify the location President or Vice Chancellor via memorandum. Final approval for all movements resides with the location President or responsible Cabinet Member.

Career Ladder Promotions, Lateral Movements, Reorganizations:
After DHR verifies that minimum requirements have been met, a memo will be sent to the Associate Vice Chancellor of Human and Organizational Development requesting approval of recommended movement. If approved, DHR will notify the location President or Vice-Chancellor via memorandum. Final approval for all movements resides with the location President or responsible Cabinet Member.

Creation of a New Job Description
A new job description may be created and placed on a PSS salary schedule under the following circumstances:

  1. A majority of an employee's job duties are no longer reflected in their current job description; and
  2. 2) No position exists on a PSS Schedule that reflects a majority of their job duties.

There are two options for developing a new job description.

Option 1) The RJR form is completed and required signatures obtained. The signed form is submitted with a completed and signed Job Description Questionnaire for review by DHR. After the forms are received in DHR, the District Approval Process begins. **See District Approval Process Above**

Option 2) The RJR form is completed and required signatures are obtained. The signed form is then submitted with a draft job description for review by District Human Resources (DHR). After the form is received in DHR, the District Approval Process begins . **See District Approval Process Above**

Career Ladder Promotions

The supervisor will complete a (RJR) form initiating the process. At a supervisors discretion, an employee may be promoted to a position that is in their current position series (i.e. from a Network/Systems Specialist I to a Programmer/Analyst III or Secretary II to Executive Secretary) as long as they meet the minimum requirements for the recommended position, and are performing the duties outlined in the requested job description. Employees are eligible to be considered for promotion one (1) time in a 12-month period.

Lateral Movements

The supervisor will complete the RJR form initiating the process. Lateral movements will be utilized when a supervisor wants to move an employee to an existing classification within the appropriate job family that is in the same salary range as their current position. A lateral move could occur under a reorganization of existing staff within a location division/department. The employee must meet minimum requirements for the recommended position and there are no time restrictions on lateral movements.

Reorganizations

The supervisor will complete the RJR form initiating the process for each employee affected by a reclassification. A form does not need to be completed unless a new classification is being requested. The 12-month time period rule on promotions applies to reorganizations also. A reclassification could occur in two circumstances.

  • A supervisor could reorganize their department to better meet the needs of the organization.
  • A reorganization could occur as a result of a vacancy created by an employee that has resigned their position. Under this scenario, the supervisor could decide to promote existing department employees into the vacated position(s) prior to posting a vacancy. 

Employee Responsibility

HR Responsibility

Exceptions To Policy

Please note positions that will be reviewed via the regular job evaluation process are not eligible for an ad hoc review within a six month period of the scheduled regular job evaluation review. In addition, positions that have been reviewed as a part of the ad hoc process within a six month timeframe of the scheduled Regular Job Evaluation cycle, are not eligible for review.

Other Notes

An updated application or resume and transcripts may be required to verify minimum requirements.

Related Links

Job Reclassification - Adhoc

Promotion based on expanded job duties - (PDF - 2345KB)
Request for adoption of new job description - (PDF - 794KB)
Request for a lateral reclassification - (PDF - 1750KB)
Request for career ladder promotions - (PDF - 4333KB)