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Administration Policy and Procedure

40.044:  Transfer or Promotion for Classified Employees


Approved on March 21, 2006Signatures and dates
on archival copy


when approved 

Initiated by:

James E. Kemper
Assistant Vice President for Finance and Administration for Human Resources

Endorsed by:

The Ohio

Kathy Krendl

Approved by:

Roderick J. McDavis

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This policy serves to provide for posting and advertising of vacancies in classified positions at the University. This policy does not apply to any positions covered by a collective bargaining agreement.


Ohio University will inform classified employees of transfer and promotional opportunities through Departmental and University-wide postings when a vacancy occurs.

Planning Unit Managers will give first consideration to those qualified applicants currently employed in the Planning Unit where the vacancy exists. If the position cannot be filled by this internal posting process, then the vacancy will be posted University-wide for current University employees.

University Human Resources will post and advertise the position for external applicants, if the vacancy cannot be filled from a University-wide posting.

The only employees eligible to apply for a transfer or promotion are full-time, part-time, and intermittent permanent employees. A transfer under this policy is limited to one (1) per employee during any one (1) year period. An employee is eligible to be promoted after satisfactorily completing the probationary period.

Transfers resulting from reorganizations to avoid layoffs will take precedence over this policy.

Policies and Procedures

I.  Definitions

A. Posting

A publicly displayed statement of a vacancy notifying internal employees of the position and what examination(s) (where applicable) will be given. The posting will include the job classification, minimum qualifications, department, working hours, pay grade, a brief description of duties (including essential functions), responsibilities, skill assessment (if applicable), and deadline date for applying.

B. Transfer

The movement of a person to a similar position - a position similar in duties and responsibilities and of the same value (pay grade and range).

C. Promotion

The appointment of an employee to a different classification which is assigned a higher pay range than the previous position.

D. Limited Access Posting

A posting intended to create a ranked list of eligible candidates without notice of a specific vacancy, to establish a pool of candidates for a particular classification, to be used for a specified period of time (up to two [2] years).

E. Open Posting

A posting intended to create a short-term (ranked or unranked) eligibility list for a specific position, which will be used only for filling that vacancy.

II.  Minimum Qualifications

All applicants must meet each of the following minimum qualifications:

  1. Must have completed the probationary period for the currently held full-time or part-time permanent or permanent intermittent position.

  2. Must have a satisfactory attendance record.

  3. Must have received at least a satisfactory overall rating on the most recent performance evaluation.

  4. Must meet each of the minimum requirements for the posted vacancy.

III.  Procedures for Transferring or Promoting Employees

A.  Notice of Vacancy

  1. When a vacancy occurs within a Planning Unit, University Human Resources must be contacted to review and determine the appropriate job classification, pay grade, and if the position will be filled through a Limited Access Posting or an Open Posting.

  2. University Human Resources will prepare the job posting in cooperation with the Planning Unit Manager.

  3. The notice of vacancy will be posted on the Planning Unit bulletin board, and circulated within the Planning Unit by the Manager for a period of three (3) working days.

  4. All interested employees must apply to University Human Resources by completing the "Request for Transfer and Promotion Form" by telephone, in person, or by e-mail, before the closing date of the posting.

  5. If University Human Resources receives fewer than three qualified applicants from within the planning unit, the Planning Unit Manager may request to have the position posted university-wide.

  6. All University-wide positions will be posted on the University Human Resources Employment Web site, linked from https://www.ohio.edu/hr/employment/, for a period of three (3) working days.

B.  Testing and Practicals

  1. The hiring department will supply technical questions to University Human Resources (for areas where employment tests have not been developed).

  2. University Human Resources will be responsible for developing and conducting the appropriate examination(s).

  3. Provisions will be made to accommodate applicants with protected disabilities in accordance with state and federal law.

  4. Any questions, concerns, or complaints regarding testing must be directed to University Human Resources.

  5. Test results for full or part-time permanent positions will be valid for a one (1) year period from the date the test was taken.

  6. If the hiring department decides that a departmental examination or practical is to be administered, both must be approved by University Human Resources.

C.  Screening and Ranking Process

  1. University Human Resources will screen all applicants to determine if they meet the minimum qualifications for a transfer or a promotion. Only those applicants who meet the minimum criteria will continue in the hiring process.

  2. Candidates seeking a transfer will be considered without additional testing except when a practical is required.

  3. Candidates seeking a promotion must be tested by University Human Resources, where appropriate, and may be subject to a practical.

  4. A medical evaluation may be required when a employee has been promoted to a new position that requires different or increased physical qualifications.

  5. If University Human Resources received at least three (3) acceptable applicants from within the Planning Unit, the vacancy will be filled from within that Planning Unit by transferring or promoting an employee.

  6. If there are fewer than three (3) internal applicants from the Planning Unit, the vacancy may be posted University-wide. The process outlined in this section will be repeated.

  7. Candidates will be ranked according to the test and interview results, efficiency, and experience.

  8. University Human Resources will assist the hiring department in coordinating and conducting the structured interviews, if requested.

D.  Selection Process

  1. University Human Resources will notify the hiring department head (or designee) of the qualified candidates.

  2. The department head (or designee) making the selection may recommend the top-ranked candidate without an interview, or interview a number of candidates and select one (1).

  3. The hiring department must complete and submit to University Human Resources the Employment Action Report Summary showing the rank order and selection criteria used in the selection process.

E.  Hiring Offer

  1. University Human Resources is the only authorized representative to make an official hiring offer.

  2. When there is nonconcurrence, University Human Resources will advise the department head of the reasons and consult with the department head to achieve a resolution.

  3. If there is concurrence, University Human Resources will make the offer as described in the Employment Action Report Summary.

  4. University Human Resources will make the hiring offer, confirm an acceptance in writing, establish the effective date to report to the new department, and schedule the employee for a physical examination if appropriate.

IV.  Cross Reference

  • Policy and Procedure 40.038, "Recruitment and Hiring for Classified Positions."

  • Policy and Procedure 40.039, "Classified Civil Service Compensation."

  • Policy and Procedure 40.040, "Job Classification System."

  • Policy and Procedure 40.055, "Pay Determination for Classified, Classified IT, and Administrative IT Staff."


Proposed revisions of this policy should be reviewed by:

  1. President

  2. Provost

  3. Cabinet

  4. Vice President for Finance and Administration, Chief Financial Officer and Treasurer

  5. Classified Senate

  6. Policy and Procedure Review Committee


The following forms are specific to this policy:

  1. The "Request for Transfer and Promotion Form" is available from University Human Resources.

  2. The "Employment Action Report Summary" is available from University Human Resources.

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Dick Piccard revised this file (https://www.ohio.edu/policy/40-044.html) on March 23, 2016.
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