Policy 123 - Employee Promotions

Section: Employment
Policy Number: 123
Responsible Office: HR/Compensation
Effective Date: 4/1/01
Revised: 9/1/01; 4/1/09; 8/1/12; 7/1/16; 8/30/17


The University believes that providing employees with the opportunity for mobility and advancement promotes the retention of employees with skills and experience vital to a healthy institutional culture.

Qualified employees are encouraged to pursue posted positions within the University. An internal career portal is available through UIS for all employees to view and apply for open positions. For information on Job Posting, see policy #105.

Definitions: Generally, a promotion is advancement to a position in a higher salary grade that requires duties of increased complexity or responsibility.

Promotions can occur in the following ways:

  • An employee can pursue a vacant position in a higher salary grade within his or her current department. This can occur at any time during the year.
  • An employee’s supervisor can initiate a promotion, which may occur throughout the year.
  • An employee can pursue a vacant position outside of his or her current department. An interdepartmental promotion is also considered a transfer, and would follow the guidelines provided in the Employee Transfer policy (#124).
  • An employee's responsibilities may have significantly increased or changed and the department may request a review for an in-place promotion.


Eligibility: Employees are eligible to apply for positions if they have worked a minimum of 12 months in their current position with the University and have met their job expectations according to the University’s performance management program (see policy #202).  Exceptions may be made only with the approval of the employee’s current department head. Employees are eligible for promotion within their department anytime after successful completion of the three-month Orientation Period.  Employees on corrective action are not eligible to apply.

Employees are encouraged to inform their supervisor when they apply for positions at the University. If the employee is selected for an interview, and there is a sufficient level of mutual interest after the interview, the hiring manager may contact Human Resources to check work history and performance. In general, employees must give a minimum two-week notice to their supervisor before starting a new position.

The department receiving the employee is responsible for notifying Human Resources via a Personnel Change Form (PCF).

Promoted employees and their supervisor should set new objectives and identify competencies for the new role, in accordance with the guidelines in the University’s performance management system.

Timing of Promotional Increases

  • For current Administrators paid semi-monthly - salary adjustments must occur on the start of a pay period (either the 1st or the 16th of a month)
  • For Staff employees paid bi-weekly - salary adjustments must occur on the start of a pay period. (Please refer to the bi-weekly pay schedule provided by the Payroll department and/or work with your HR Generalist to determine the appropriate date.
  • Promotions for Staff employees (bi-weekly payroll) to administrators (semi-monthly payroll) should occur on the first day of a semi-monthly pay period. This includes promotional increases that include a transfer to another department.
  • Retroactive promotional increases are discouraged; however, it is recognized that there could be a delay in receiving approval for a promotional increase. In such case, the Sector Head must approve a retroactive increase in writing.

Equal Employment Opportunity

St. John's University does not discriminate on the basis of race, religion, color, national or ethnic origin, age, sex (including sexual harassment and sexual violence), sexual orientation, gender identity and gender expression, marital status, citizenship status, disability, genetic predisposition or carrier status, status as a victim of domestic violence, or status in the uniformed services of the United States (including veteran status). 

Equal employment opportunity applies to all terms and conditions of employment, including but not limited to hiring, classification, promotion or transfer, discipline, discharge, layoff, compensation, job training, and benefits. The University supports the recruitment, employment, and advancement of women, minorities, individuals with disabilities, disabled veterans, and veterans of the Vietnam era for all positions that they are qualified to perform. Further, the University strives to enhance opportunities for mobility and promotion of qualified candidates who are current University employees.

Refer to #102, Equal Employment Opportunity for the full statement of policy.

St. John's University, New York
Human Resources Policy Manual