Personnel Actions
(Promotion, Reassignment, Demotion, Reclassification and Separation)

Policy 14

NOTE: THIS POLICY, LIKE ALL OTHER MUSC HUMAN RESOURCES POLICIES, IS NOT A CONTRACT OF EMPLOYMENT AND SHOULD NOT BE RELIED UPON AS SUCH. THIS POLICY MAY BE CHANGED AT ANY TIME BY THE MEDICAL UNIVERSITY OF SOUTH CAROLINA.

1. POLICY
   This policy defines personnel actions affecting employees. All personnel actions will be managed in an efficient and equitable manner.
   
   
2. INFORMATION AND PROCEDURES
   1. Promotion, Reassignment and Demotion
      1. Promotion occurs when an employee competes for and is hired to fill a vacant position that is higher in grade and classification than the one currently held.
      2. Reassignment (transfer) occurs when an employee moves from one position to another without a salary or grade increase.
      3. Demotion occurs when an employee either voluntarily or involuntarily moves to a position that is lower in grade and classification than the one currently held.
      4. Any employee seeking promotion, reassignment or demotion to a vacant position must file an application with the Employment Office and identify the job title and position number of the vacancy.
      5. An employee who has filed an application for a vacant position must be qualified for the vacancy and will be screened using the same criteria as other qualified applicants. Employees seeking promotion or reassignment cannot be considered for a change in employment status if their job performance has been documented as "below performance requirement" status or when an employee is in an "extended trial" period.
      6. An employee who is promoted may be given a salary increase, while an employee who is demoted may be given a salary decrease (refer to Human Resources Management Policy No. 15, Compensation, for details).
      7. The EPMS (performance appraisal) review date will change for an employee who receives a promotion or demotion. The review date will change when a reassignment is made to a different classification, but will remain unchanged if the position is the same classification (refer to Human Resources Management Policy No. 16, Employee Performance Management Systmem, for details).
      8. When any of these personnel actions occur, i.e., promotion, reassignment or demotion, it will be necessary for the gaining department to submit a Personnel Placement Request (PPR) (CS No. 411163) to effect the personnel action. An Employee Separation Notice (CS No. 411164) also must be submitted by the losing department.
      9. An employee should not be directed to report for the new assignment until the PPR has been submitted and approved by the Department of Human Resources Management (HRM).
      10. Employees are expected to provide prior notice to their current department of their impending move. Hourly-paid employees should give at least a two-week written notice, while monthly-paid employees should give a 30-day written notice. Under unusual circumstances, such as scheduling or a heavy workload, a losing department may retain an hourly-paid employee for up to three weeks. To retain an employee for more than three weeks will require the concurrence of the gaining department. However, a losing department may agree to release the employee sooner.
   2. Reclassification
      1. Reclassification occurs when the duties of a position change significantly and can be upward (higher grade), downward (lower grade), or lateral (same grade). To accomplish a reclassification, an updated Position Description (CS No. 411139) must be prepared and submitted to the HRM Compensation/Employee Relations Section (refer to Human Resources Management Policy No. 3, Classification of Position, for details).
      2. Most reclassification requests can be approved by the HRM Compensation/Employee Relations Section. Others must be forwarded to the State Office of Human Resources for approval. Upon approval of the Position Description, Human Resources Management will send a memorandum to the concerned department with information and instructions for processing the reclassification.
      3. An employee's EPMS review date will change as a result of a reclassification (refer to Human Resources Management Policy No. 16, Employee Performance Management System, for details).
      4. When a filled position is reclassified, it will be necessary to submit a Personnel Action Request (PAR) (CS No. 411162) identifying the salary to be paid to the incumbent and the new grade (refer to Human Resources Management Policy No. 3, Classification of Positions, for details).
   3. Separation
      1. It is the responsibility of each department to complete and forward an Employee Separation Notice (CS No. 411164) to HRM whenever an employee stops working in the department. This includes a leave of absence without pay, a reassignment to another department, or a termination.
      2. When voluntarily resigning, the employee is expected to notify the department, in writing, at least two weeks in advance for hourly-paid employees and 30 days in advance for monthly-paid employees. Under emergency situations, these time limits can be adjusted.
      3. The dismissal of an employee for cause is the responsibility of each department after obtaining the approval of the HRM Compensation/Employee Relations Section (refer to Human Resources Management Policy No. 45, Disciplinary Actions, for details).
      4. A termination should also be annotated on the final time card or monthly time summary, as appropriate, and forwarded to the Payroll Office.
      5. Any employee being separated from employment at the Medical University, whether voluntary or involuntary, must be directed to the Benefits Section for out-processing (refer to Human Resources Management Policy No. 39, Exit Proceudres, for details).