Performance-Based Promotions for Professional Staff

Article XVI (D) of the State-wide Agreement between the State of New Jersey and the Council of New Jersey State Colleges Locals, AFT, AFL-CIO provides as follows: Full-time professional staff employees who meet or exceed the criteria for performance-based promotion are eligible to be considered for such promotions, which consist of advancement to the next higher title in the employee’s title series. The next higher title for Program Assistants will be Professional Services Specialist IV. The criteria for performance-based promotion will be established by the College/University and provided in written form for the understanding of all affected employees. An eligible full-time professional staff employee and/or the employee’s out-of-unit supervisor may submit written application setting forth justification for promotion to the College/University President or designee thereof. The College/University President shall determine whether a promotion shall be granted.

Performance-Based Promotion Program

As required by the above article, the President of the University after discussion with Local 1796 AFT hereby establishes the following criteria and in agreement with AFT Local 1796, provides the following procedures for implementation of the Performance-Based Promotion Program for full-time Professional Staff members of the AFT at William Paterson University.

I. Number of Opportunities

After consultation with the AFT, Local 1796, the President or his/her designee shall inform the Professional Staff Promotion Committee of the number of performance-based promotions available. This shall be announced to the University community by October 1st.

II. Eligibility

To be eligible for a Performance-Based Promotion, a Professional Staff Member must:

  1. be a full-time Professional Staff employee on a multi-year contract as defined in Appendix I, Article 1, Section A of the Agreement.

  2. not be a member of the Professional Staff Promotion Committee

  3. not have received a Performance-Based Promotion within the last four (4) years.

  4. Not have received a reclassification within the last two years to apply in the fall of 2000, and thereafter, not have received a reclassification within the last four years.  

III. Criteria

A Professional Staff member must present evidence/documentation in support of the following merit-based criteria:

A. That he/she exceed (be exceptional):

  1. in the performance of his/her professional responsibilities as related to his/her job description and generic job specifications;

  2. in advancing, through his/her contributions/accomplishments, the mission and vision of the department/unit, division/college and University, in support of the goal of student success.

  3. in contributing through his/her service and other activities to the purpose and function of the University and the community it serves.

B. That he/she meet (be effective):

  1. in contributing to a positive work environment that strengthens teamwork,

supports colleagues, and achieves a service-oriented approach to the work of the department/unit, division/college, or University, thus contributing to the University’s goal of student success,

  1. in establishing a record of continued professional development or academic accomplishment that has resulted in the improvement in the delivery of service and/or expertise to the department/unit, division/college, University, or profession/discipline.

IV. Application Procedures

An eligible full-time Professional Staff member and/or the employee’s non-bargaining-unit supervisor may submit an application on the required application checklist for Performance-Based Promotions for Professional Staff in accordance with the following procedures:

A. The applicant must develop a portfolio that includes:

  1. a job description and job specification that shall be supplied by the University at the applicant’s request within ten (10) days,

  2. a self-assessment statement addressing the five criteria listed above,

  3. three performance appraisals from the employee’s personnel file including the current appraisal from the non-bargaining-unit supervisor and the last multi-year appointment appraisal, and

  4. substantiating documentation, supplied by the candidate, supporting the criteria listed above.

B. The non-bargaining unit supervisor shall review and transmit the application with his/her recommendation to the appropriate Vice President in accordance with established deadlines.

C. The appropriate Vice President shall review and transmit the application with his/her recommendation to the Professional Staff Promotion Committee in accordance with established deadlines.

D. All written material collected and placed in the files of the Professional Staff Promotion Committee concerning the qualifications of an applicant seeking a performance-based promotion shall be made available to the candidate on request.

V. Professional Staff Promotion Committee

A. Composition

  1. The Professional Staff Promotion Committee shall be comprised of five (5) Professional Staff employees elected at large. Elected representatives must be on multi-year contracts and from different departments/units with at least one representative from Institutional Advancement or Finance and Administration.
  2. The Union shall appoint a non-voting observer.

B. Election

  1. The Committee shall be elected at the same time and in the same manner as the All University Faculty Promotion Committee.

  2. Following the election, the President or his/her designee shall convene the Professional Staff Promotion Committee at which time the Committee shall elect a chairperson who shall take office immediately.

VI. Professional Staff Promotion Committee Review Procedures

  1. Prior to the Professional Staff Promotion Committee completing its review of applications, a candidate for a performance-based promotion may request, and shall receive an appearance before the Committee to address his or her application.

  2. After considering all applications for performance-based promotions of Professional Staff, the Professional Staff Promotion Committee shall complete its work and shall provide the Provost and Senior Vice President with a list of recommended individuals equal to the number of available performance-based promotional opportunities.

VII. Provost and Senior Vice President Review

  1. The Provost and Senior Vice President shall review the candidates’ applications, consult with the appropriate Vice Presidents, and meet with the Professional Staff Promotion Committee to discuss his/her recommendations including any that may differ from those of the Professional Staff Promotion Committee. The Provost and Senior Vice President will transmit to the President a list of candidates equal to the number of available performance-based promotional opportunities.

  2. If the Provost and Senior Vice President’s recommendations differ form those of the Professional Staff Promotion Committee, he/she shall send to the President and to the Chairperson of the Professional Staff Promotion Committee, the Committee’s list as well as his/her own list and the reason(s) for the difference(s).

VIII. Presidential Review

  1. The President shall review the candidate’s applications and the recommendations submitted by the Provost and Senior Vice President and the Professional Staff Promotion Committee in making his/her decisions in the matter of professional staff promotions.

  2. The President shall meet with the Professional Staff Promotion Committee to discuss his/her recommendations, including any that may differ from those of the Professional Staff Promotion Committee, before submitting the recommendations to the Board of Trustees.

  3. Claims of violation of procedure by the Professional Staff Performance-based Promotion Committee must be reported to the President of the College/University by the individual grievant within fourteen (14) days from the date on which such claimed violation took place or fourteen (14) days from the date on which the individual grievant should have reasonable known of its occurrence. In the event of failure to report the occurrence within such fourteen (14) day period, the matter may not be raised in any later grievance contesting the validity of such committee’s recommendation or any action based thereon.

IX. Board of Trustees

  1. The Board of Trustees shall receive in writing the President’s list of recommended candidates for performance-based promotion.

  2. The candidates shall be notified by the President of the University about the Board of Trustees’ performance-based promotion decisions.

  3. The performance-based promotion decisions of the Board of Trustees are final and not subject to appeal.

X. Implementation

A. The procedures shall be fairly and equitably applied to all applicants.

B. Applications shall be considered annually. Awarded performance-based promotions shall take effect beginning July of the next year.

C. Promotions shall be to the next title in series, such as: Program Assistant to PSS IV, Assistant Director IV to Assistant Director III, or Administrative Assistant III to Administrative Assistant II, as prescribed in Article XVI, Section D of the Agreement.

D. Either party may request to reopen negotiations in May of each year during the agreement on any procedures related to the agreement. Either of the parties shall notify the other in writing, of its desire to commence negotiations, at least 30 days prior to the start of such negotiations.