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Employment Transaction Requirements

​Classification Actions

Description Applies To Required
Documentation
Background
Check
Resources

Assignment to Special Duty

Temporary reassignment  of a staff employee from one position to another
in a different classification: minimum 30 days, maximum 1 year. May include a salary adjustment.

Classified Staff

Attach the offer letter, explanation memo, and resume/application (must meet minimum qualifications of new classification). 

Required if title is changed or if moving to a security- or safety-sensitive assignment.

CSM 315.0 Assignment to Special Duty

Offer letter builder

Background check procedures

Background check forms

Promotion within Department

Upward movement into a new or established position in the same department with additional/higher responsibilities following a competitive or approved non-competitive process. May include a salary adjustment.
 
All Attach an offer letter, explanation memo, job description, and resume/application (must meet minimum qualifications of new classification). If competitive, reference UA Careers job number in comments. Required

Recruitment Policy

Noncompetitive Selection Policy

Offer letter builder

CSM 306.0 Pay Rates

Background check procedures

Background check forms

Promotion: New Department

Upward movement into a new or established position in a different department with additional/higher responsibilities following a competitive or approved non-competitive process. May include a salary adjustment. All Attach an offer letter, explanation memo, job description, and resume/ application (must meet minimum qualifications of new classification). If competitive, reference Career Track Job Number in comments. Required

Recruitment Policy

Noncompetitive Selection Policy

Offer letter builder

CSM 306.0 Pay Rates

Background check procedures

Background check forms

Promotion: Promotion & Tenure or Promotion & Continuing Status

Promotion in rank as a result of the P&T or P&C processes for appointments designated as Tenured (T), Tenure-eligible (TE), Continuing (C), or Continuing-Eligible (CE). May include a salary adjustment Appointed – Faculty or Professional Attach the P&T or P&C letter from Provost. Required

UHAP Chapter 3: Faculty

ABOR 6-201 Conditions of Faculty Service

UHAP Chapter 4: Professional

ABOR 6-301 Conditions of Professional Service

Reclassification Upward

Change in the classification of a position due to permanent and significant changes
to duties and responsibilities. May require a salary adjustment.
Classified Staff Attach an explanation memo, job description, and resume/application (must meet minimum qualifications of new classification). Required

CSM 304 Requests for Position Reclassification

CSM 306.0 Pay Rates

Background check procedures

Background check forms

Reclassification Downward

Change in the classification of a position due to permanent and significant changes to duties and responsibilities. May include a salary adjustment. Classified Staff Attach an explanation memo, job description, and resume/application (must meet minimum qualifications of new classification). Required

CSM 304 Requests for Position Reclassification

CSM 306.0 Pay Rates

Background check procedures

Background check forms

Compensation Actions

Background checks are not applicable to compensation actions.

Description Applies To Required
Documentation
Resources

Career Progression

Increase based on an employee's qualifying advancement of knowledge and skills, duties and responsibilities, and management's need for the higher level. Must meet criteria defined in Classified Staff Policy 318.0.

Classified Staff Request for In-Classification Career Progression Form

CSM 318.0 In-Classification Career Progression

Request for In-Classification Career Progression Form

Equity

Increase that addresses internal competitiveness; not part of a legislated process. All Include detailed comments or attach explanation memo to describe the reason for the increase. UA Compensation Philosophy

Market (Non-Legislated)

Salary adjustment to address external competitiveness; not part of a legislated process. All Include detailed comments or attach explanation memo to describe the reason for the salary increase. UA Compensation Philosophy

Merit (Non-Legislated)

Increase for employees whose overall job performance exceeds job requirements; not part of a legislated process. All Include detailed comments or attach explanation memo to describe the reason for the salary increase. UA Compensation Philosophy

Retention

Increase awarded in response to an offer of outside employment or as a preemptive action to retain a key employee. All Include detailed comments or attach explanation memo to describe the reason for the salary increase. UA Compensation Philosophy

Expected End Date Actions

Background checks are not applicable to expected end date actions.

Description Applies To Required
Documentation
Resources

Add Expected End Date 

Add an expected end date All

Include detailed comments describing the reason for the expected end date.

Attach nonrenewal or layoff notice, if applicable.

Staff

CSM 405.0 Layoff/Reduction in Force

Layoff Notification Memo

Appointed

Nonrenewal policies in UHAP chaps. 3–5

Contact HR for nonrenewal notices

Revise/Extend an Existing End Date to a Later Date

A change in an expected end date to a later date.

Note: Temporary positions must be less than 6 months total. Extended Temporary (ETE) positions must be 24 months or less total
All

Include detailed comments describing the reason for the change in expected end date.

If extension changes employment type or benefits eligibility, contact HR for additional guidance on required process and documentation before processing job data action. Competitive recruitment may be required.

CSM 102.0 Employment Categories

Recruitment Policy

Noncompetitive Selection Policy

Offer letter builder

Revise Expected End Date to an Earlier Date

A change in an expected end date from the existing date to an earlier date All

Include detailed comments describing the reason for the change in expected end date.

Attach nonrenewal or layoff notice, if applicable.

Staff

CSM 405.0 Layoff/Reduction in Force

Layoff Notification Memo

Appointed

Nonrenewal policies in UHAP chaps. 3–5

Contact HR for nonrenewal notices

Full-Time Equivalency (FTE) Actions 

Background checks are not applicable to FTE actions.

Description Applies To Required
Documentation
Resources

FTE Increase – No Change in Benefits Eligibility

An increase in FTE (i.e., the relative percentage of full time that an employee is scheduled to work; maximum FTE is 1.0 for full-time work). All Include detailed comments describing the reason for the increase in hours.

Recruitment Policy

Noncompetitive Selection Policy

Offer letter builder

FTE Increase – Change in Benefits Eligibility

An increase in FTE (i.e., the relative percentage of full time that an employee is scheduled to work; maximum FTE is 1.0 for full-time work). Requires an employment type change and supervisor/employee documentation All May require a competitive recruitment. Please contact HR for additional guidance on required process and documentation before processing job data action.

Recruitment Policy

Noncompetitive Selection Policy

Offer letter builder

FTE Decrease – No Change in Benefits Eligibility

A decrease in FTE (i.e., the relative percentage of full time that an employee is scheduled to work; maximum FTE is 1.0 for full-time work).  All

Include detailed comments describing the reason for the decrease in hours. For appointed personnel, also attach Nonrenewal Notice or employee request.

 

 

Appointed

Nonrenewal policies in UHAP chaps. 3–5

Contact HR for nonrenewal notices

FTE Decrease – Loss of or Change in Benefits Eligibility

A decrease in FTE (i.e., the relative percentage of full time that an employee is scheduled to work; maximum FTE is 1.0 for full-time work).  All

Include detailed comments and attachments, as applicable:

Appointed

Nonrenewal notice

Regular Classified Staff

Layoff/FTE Reduction Letter

Extended Temporary Employment Staff

Memo to ETE Staff

Employee-Requested Reduction

Employee memo with supervisor approval

Staff

CSM 405.0 Layoff/Reduction in Force

CSM 102.0 Employment Categories

Layoff – FTE Reduction Memo

Appointed

Nonrenewal policies in UHAP chaps. 3–5

Contact HR for nonrenewal notices