Demotions

Documenting a Demotion

The project director or manager at the operating location must be able to produce specific documentation in order to support an involuntary demotion. Examples of specific documentation include a poor performance evaluation, disciplinary warning letters, or documentation of lack of work, reorganization, or change in sponsored program needs.

The Research Foundation (RF) operations manager or designee must assist and advise project directors and managers in documenting a case for demotion.

Notifying Employee of and Reviewing a Demotion

The Research Foundation operations manager or designee (personnel officer) must review the supporting documentation for a demotion with the local Affirmative Action Office before a demotion is implemented. The operations manager or designee may notify the Central Office of Employee Services in order to discuss the legal ramifications of such an action.

If an employee elects a voluntary demotion, the Research Foundation operations manager or designee must be available to counsel the employee.

Providing Notification Memorandum to Employee/Written Request by Employee

If the demotion action is involuntary, the project director or manager must provide, after consultation with the office responsible for personnel matters, a written notification memorandum to the employee who is being demoted. The written notification memorandum must explain the reason(s) for the demotion, the effective dates for the demotion, and whether the demotion is temporary or permanent.

For a voluntary demotion, the employee must provide his or her project director or manager with a written request for the demotion.

Retaining the Notification Memorandum/Written Request

For involuntary demotions, a copy of the notification memorandum sent to an employee must be retained in the employee's personnel file. When an employee requests a voluntary demotion, a copy of the employee's written request must be retained in the employee's personnel file.

Oracle Information Change Form

The Research Foundation operations manager or designee must complete the Oracle Information Change Form for all demotions. Refer to the Forms resource area in the Employees: Personnel Administration business area. Note that employees are not required to sign or date the Oracle Information Change Form when the change form is completed for a demotion.

The project director (or co-project director) and the Research Foundation operations manager or designee must certify that the demotion is consistent with sponsor regulations and Research Foundation policies. This certification is accomplished by signing and dating the Oracle Information Change Form.

For all demotions, the original, completed Oracle Information Change Form and the new job description for the employee being demoted must be retained in the employee's personnel file.

Advising Employee and Project Director / Manager of Benefit Entitlements

The Research Foundation operations manager or designee must advise an employee who is being demoted and the employee's project director or manager of the employee's benefits eligibility, including accrued entitlements to sick and vacation leave.

If the position to which an employee is being demoted results in the employee being ineligible for benefits, including the accrual of sick and vacation leave, the Research Foundation operations manager or designee must inform the employee of the change.

Entering Information into the Computerized Business System

Information regarding an employee's demotion is entered into the computerized business system. Refer to the work instruction "Change Assignment Data." The source document is the Oracle Information Change Form.

Responsibilities

Operating Locations

The Research Foundation operations manager or designee is responsible for

 

 

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