Promotions, Transfers, Demotions, and Interim Appointments (Policy 7640)
University Policy 7640
Download a Printable Version of Policy 7640
Effective Date
October 25, 2021
Responsible Party
Human Resources, (208) 426-1616
Scope and Audience
This policy applies to all Classified and Professional Employees. This policy does not apply to faculty, student employees, temporary employees, or Classified Employees outside Boise State University who are seeking a promotion, transfer, or demotion to the University. For Reclassifications, see University Policy 7650 (Compensation). This policy does not apply to Classified Employee layoffs or other employment actions due to financial challenge (see University Policy 7500 – Financial Challenge Policy).
Additional Authority
- IDAPA 15.04.01-125, 129, 159, 169, 179
- University Policy 1060 (Non-discrimination and Anti-harassment)
- University Policy 1070 (Equal Opportunity Statement, Veterans’ Preference, and Affirmative Action)
- University Policy 7005 (Background Verifications)
- University Policy 7650 (Compensation)
1. Policy Purpose
To provide the requirements and guidelines for employee promotions, transfers, demotions, or interim or acting appointments.
2. Policy Statement
Boise State University recognizes the importance of employee growth and development and supports and encourages its employees to apply for internal opportunities of interest that would advance their professional careers or broaden the scope of their work experience. As such, an employee’s expression of interest in a transfer, demotion, or promotional opportunity within the University must not be used to adversely affect the status of their current employment.
3. Definitions
3.1 Credited State Service
Service hours earned by eligible State of Idaho employees. One hour of Credited State Service is earned for each hour worked or for each hour of accrued leave taken.
3.2 Permanent Status
A Classified Employee who has satisfactorily completed a probationary period as required for their classification, generally 1,040 hours of Credited State Service.
4. Procedures
A supervisor should consult with Human Resources before initiating a promotion, transfer, demotion, or interim or acting appointment to ensure completion of any required forms and approvals.
5. Promotions
5.1 Classified Employees
a. A Classified Employee may be promoted to a vacant position in a higher pay grade if the employee has achieved Permanent Status and has a current performance evaluation rating of “Achieves Performance Standards” or better.
b. A Classified Employee seeking promotion must meet the minimum qualifications for the position by successfully completing the appropriate exam.
c. A Classified Employee who accepts a promotion must successfully complete a promotional probationary period of at least six (6) months or 1,040 hours of Credited State Service. Classified Employees serving a promotional probationary period have continued Permanent Status in the classification from which they were promoted until they have successfully completed their promotional probationary period. A Classified Employee who is on promotional probation while taking paid parental leave under University Policy 7610 (Paid Parental Leave) may have their probationary hours extended equivalent to the amount of paid parental leave taken.
d. A Classified Employee who fails to perform satisfactorily during their promotional probationary period must be returned to a position in the classification in which the employee holds Permanent Status, or to another classification in the same pay grade, as long as the employee meets the minimum qualifications.
5.2 Professional Employees
a. In consultation with Human Resources, a Professional Employee may be promoted into a vacant position within their own department as long as the employee was previously hired through the University’s open and competitive recruitment and hiring process, the employee meets the minimum qualifications for the position, and the employee has demonstrated satisfactory performance in their current position or has a current performance evaluation rating of “Achieves Performance Standards” or better.
b. A Professional Employee seeking a promotion outside their department must apply for the position through the appropriate posting, unless an exception is granted to the open and competitive hiring process (see University Policy 7630 – Recruitment and Hiring).
6. Transfers
6.1 Classified Employees
a. A Classified Employee may transfer from their current position to a vacant position in the same classification as long as the employee has demonstrated satisfactory performance in their current position or has a current performance evaluation rating of “Achieves Performance Standards” or better.
b. A Classified Employee may transfer to a vacant position in a different classification, but in the same pay grade, provided the employee has Permanent Status, meets the minimum qualifications for the position, and has a current performance evaluation rating of “Achieves Performance Standards” or better.
6.2 Professional Employees
a. In consultation with Human Resources, a Professional Employee may transfer into a vacant position within their own department as long as the position is in the same pay grade, the employee was previously hired through the University’s open and competitive recruitment and hiring process, the employee meets the minimum qualifications for the position, and the employee has demonstrated satisfactory performance in their current position or has a current performance evaluation rating of “Achieves Performance Standards” or better. The transferring supervisor and receiving supervisor should coordinate a start date to ensure continuity of business operations.
b. A Professional Employee seeking a transfer outside their department must apply for the position through the appropriate posting, unless an exception is granted to the open and competitive hiring process (see University Policy 7630 – Recruitment and Hiring).
7. Demotions
7.1 Classified Employees
A Classified Employee may voluntarily demote from their current position to one in a lower pay grade as long as the employee meets the minimum qualifications for the classification.
7.2 Professional Employees
a. A Professional Employee may voluntarily demote into a vacant position within their own department as long as the employee was previously hired through the University’s open and competitive recruitment and hiring process, and the employee meets the minimum qualifications for the position.
b. A Professional Employee seeking a voluntary demotion outside their department must apply for the position through the appropriate posting, unless an exception is granted to the open and competitive hiring process (see University Policy 7630 – Recruitment and Hiring).
8. Interim and Acting Appointments
8.1 Acting Appointments (Classified Employees)
a. A Classified Employee may be appointed to a Classified position in a higher pay grade as long as the employee has Permanent Status and meets the minimum qualifications for the position’s classification.
b. An acting appointment may be used to temporarily fill a position when the incumbent in the higher classification is on an authorized leave of absence, or a vacancy exists and there is no agency register with reemployment preference status with names of eligible candidates who are willing to accept reemployment, nor adequate agency register for the classification.
c. An acting appointment must not exceed 1,040 hours of Credited State Service, unless an extension is approved through Human Resources.
d. The employee in the acting appointment will return to their previous position, PCN, and compensation rate once the vacated position is filled, the reorganization is complete, or the current incumbent has returned from their leave of absence.
8.2 Interim Appointments (Professional Employees)
a. A Professional Employee may be offered an interim appointment to fill a position on a temporary basis while a search is being conducted, a department/unit reorganization is taking place, or the current incumbent is on an authorized leave of absence.
b. An employee in an interim appointment assumes the duties and responsibilities of the vacated position, including the PCN.
c. The employee in the interim appointment will return to their previous position, PCN, and compensation rate once the vacated position is filled, the reorganization is complete, or the current incumbent has returned from their leave of absence.
9. Background Verification
Certain positions may require the employee to undergo a background verification as required under University Policy 7005 (Background Verification). All offers of promotion, transfer, or demotion requiring a background verification are conditioned upon a successful outcome from the Background Verification. An employee may be subject to dismissal if the employee is promoted, transferred, or demoted and later deemed ineligible for employment as a result of the background verification.
10. Compensation and Benefits
a. The compensation offered to an employee seeking a promotion, transfer, demotion, interim, or acting appointment must be reviewed and approved by Human Resources and meet the compensation requirements under University Policy 7650 (Compensation).
b. The employee will be eligible for benefits based on the new position, work status, and employment status.
11. Internal Reference Checks
a. A supervisor should conduct a reference check before extending a contingent offer for a promotion, transfer, or demotion. The reference check should be conducted in the same manner as a reference check for an external candidate.
b. The prospective supervisor should also review the employee’s performance evaluations and any other pertinent performance-related information in the employee’s personnel file. The supervisor should contact Human Resources to schedule an appointment to review the contents of the personnel file. As a courtesy, the candidate should be notified before conducting a reference check.
12. Related Information
University Policy 7570 (Accommodating Disabilities in the Work Environment)
University Policy 7630 (Recruitment and Hiring)