Probation Department Policy/Procedure Manual

5.22 Processing a Career Series Promotion

Location Support Services-Human Resources
Section N/A
Subject 5.22 Processing a Career Series Promotion
Purpose The Career Series Promotion process allows eligible permanent employees working in a defined class series, not on a probationary period, to promote in a non-competitive appointment to the next level w
Effective Date 1/1/2018
Previous Effective Date 11/1/2022

 

Instructions

  • DPT receives memo that has been signed by the employee’s supervisor, CDPO and the Chief reflecting approval to Career Series Promote
  • DPT will send an email to the employee outlining Central HR Career Series Promotion steps and request they apply on governmentjobs.com.
  • Employee notifies DPT they have applied online
  • DPT checks to see if employee is currently completing an evaluation as this may affect the timeline
  • DPT emails HR Analyst and HR Analyst Aide with copy to SAC II and other DPT the employee name, employee number, current position held, requested position to be held, whether it is approved by the department head, if the employee is currently completing an evaluation, and that the application has been submitted requesting to be informed if employee meets qualifications.
  • Human Resources Analyst/Analyst Aide will notify DPT if the employee meets MQ’s and, if so, the effective date of career series promotion.
  • DPT emails the employee to notify them of the Career Series Promotion effective date, the step they will increase to, whether or not they will be eligible for step increase upon completion of the six month probationary period per Municipal Code 2.48.030 (c) (1-2) and to complete the attached Pension Trust Membership Data form and return to DPT for processing.
  • DPT emails completed Pension Trust Membership Data form to Pension Trust staff so we will have confirmation if any change will occur to the employee’s Pension due to the transition
  • DPT completes PAF with effective date starting at the beginning of a pay period, as designated by Central HR, as well as updating all pertaining information
  • DPT emails the PAF and approved memo to designated HR Analyst Aide with copy to SAC II and other DPT (HR already has the employee’s application)
  • DPT files this new PAF in the designated PAF binder and files prior PAF in admin file under the green assignment sheet (no need to log)
  • DPT logs and files Career Series Promotion paperwork in the employee’s administrative file
  • DPT updates the label on the employee admin file and the green assignment sheet inside
  • DPT sends an email with the employee name, employee number, old status, new status, and effective date to Automation/Probation IT, SAC II over HR at Probation, Executive assistant to the Chief, Professional Standards Unit/Training, appropriate Chief Deputy, and appropriate supervisor/SDPO with CC: Assistant Chief, CDPO over support services, and other DPT
  • DPT updates the current perm employee list
  • DPT updates managements employee contact info