3.2 | Promotions, Transfers, Demotions, and Interim Appointments

A. Purpose
To provide the requirements and guidelines for employee promotions, transfers, demotions, or interim or acting appointments.

B. Scope
This policy applies to all Permanent Full-time employees at the University and its associated business units and legal entities. Promotion is the escalation of an individual’s grade or job grade to one grade higher according to the University’s salary/grade schedule. This policy does not apply to temporary or contract employees, or student employees.

C. Policy Statement
Sampoerna 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 promotion within the University must not be used to adversely affect the status of their current employment.

D. Procedure
A supervisor should consult with Human Resources before initiating a promotion, transfer, demotion, or interim or acting appointment to ensure compliance with University Policy.

3.2.1 | Promotions

1. Regular promotions are scheduled together with the annual budget and manpower planning process.
2. Promotions can be granted throughout the year by the University under certain circumstances.
3. All promotion processes, on the same Grade or higher, must originate with a recommendation from the Unit Manager. Human Resources will conduct a review and determine the candidate’s eligibility for promotion (based on performance evaluations and supervisory feedback), employee equity considerations, and the availability of financial resources to support the promotion.  If approved, Human Resources will forward the recommendation to the President or designee for final approval.
4. Rank promotion of faculty is awarded in accordance with University policy and the academic promotion regulations under the Higher Education Law of Indonesia.
5. Staff may be promoted to a vacant position with a higher grade if the employee has achieved Permanent Status and has an acceptable performance evaluation.
6. Staff who accept a promotion must successfully complete a promotional probationary period of six (6) months.
7. Staff who fail to perform satisfactorily during their promotional probationary period must be returned to a position in the classification/pay grade in which the employee held Permanent Status.

3.2.2 | Transfers

1. In consultation with Human Resources, staff may transfer into a vacant position within their own Division with the approval of their Division Head as long as the position is in the same pay grade, the employee meets the minimum qualifications for the position, and the employee has a satisfactory current performance evaluation rating. If applicable, the transferring supervisor and receiving supervisor will coordinate an appropriate start date to ensure continuity of business operations.
2. Staff seeking a transfer outside their Division must apply for the position through the appropriate posting, unless an exception is granted to waive the open and competitive hiring process.

3.2.3 | Demotions

Demotion is the movement of an employee from one class to another class having a lower grade with a lower maximum salary.

1. In consultation with Human Resources, staff may voluntarily demote into a vacant position within their own Division with the approval of their Division Head if the employee meets the minimum qualifications for the position.
2. An employee may be demoted as a result of reorganization, disciplinary action or inability to satisfactorily perform work assignments in a higher-level position.
3. If the demotion occurred because the employee was unable to perform satisfactorily in a higher-level position, the result of disciplinary action, or at the employee’s request, the employee’s salary will not be changed if it falls below the maximum of the new salary range. If above the maximum of the new salary range, it will be decreased to no more than the maximum of the new salary range.
4. If the demotion occurred as a result of a reorganization, and the employee’s salary is above the maximum salary of the new salary range, the employee’s salary will be frozen until the maximum of the salary range is increased.

3.2.4 | Interim Appointments

1. Employees may be offered an interim appointment to fill a position on a temporary basis while a search is being conducted, a reorganization is taking place, or the current incumbent is on an authorized leave of absence.
2. An employee in an interim appointment assumes the duties and responsibilities of the vacated position.
3. Interim appointments must be coordinated with Human Resources and require the approval of the respective Division Head.
4. Interim appointments for Structural Positions (i.e. Vice Rectors, Deans, Department Heads) also require the approval of the President.
5. Employees in interim positions are entitled to additional compensation and benefits consistent with the University’s salary and benefits schedule.
6. The employee in the interim appointment will return to their previous position and compensation rate once the vacated position is filled, the reorganization is complete, or the incumbent has returned from their leave of absence.