Internal Promotion

Note: This policy was adopted on under the interim policymaking provisions of the University's Policy on Policies on March 7, 2025. Information about this policy change, and any proposals for further policymaking, can be accessed at the University Policy website. Students and employees may submit comments on those proposals through the Proposed Policy Change Comment Form, which is accessible here.

Wright State University values its employees and strives to provide opportunities for their professional development, growth, succession planning and career advancement. Hiring managers are encouraged to use both internal promotion, and competitive search strategies within their units.

It is the Policy of Wright State University to promote internally in accordance with applicable federal and state laws, regulations, and other authorities. The University is an equal opportunity employer: applicants for internal promotion are evaluated and selected on the basis of individual competency, experience, training, qualifications relevant to the position, and legitimate operating needs of the institution. The University does not discriminate illegally (for or against) any applicant for internal promotion on the basis of any trait or status protected by applicable law. The University will conduct all aspects of its employment application and screening procedures, including but not limited to those described in this Policy, in accordance with applicable laws and regulations.

In order to fully utilize its available human resources, the University attempts when circumstances permit:

• to fill vacancies by promotion from within when practicable and consistent with the University’s business needs and employment policies;
• to promote on the basis of individual competency, experience, training, qualifications relevant to the position, and legitimate operating needs of the institution; and
• to provide job experiences, training and educational opportunities to help employees perform to the best of their abilities, and to help prepare them for advancement or new job opportunities.

An internal promotion may be made with or without a job posting. A promotion is when an employee moves to a higher pay range, or to a position with a higher salary where pay ranges do not exist. The following are ways internal promotions typically occur:

• Application via a job posting;
• Reorganization;
• Job Audit;
• Valid succession planning process;
• Successful interim appointment.

Employees serving a probationary period must successfully complete the probationary period prior to an internal promotion.

Requests for promotion outside of these situations must be reviewed and approved by Human Resources.

• A department/college/division/unit may request that a particular position be filled through a non-competitive internal promotion.
• A department/college/division consults with Human Resources to discuss the business case, determine the appropriate classification and compensation of the position, and evaluate the workforce planning options available.
• The appropriate Vice President, Vice Provost, Dean or designee will decide whether or not to continue with the non-competitive process.
• If continuing with the non-competitive process, the following documentation must be submitted:
  • A list of eligible employees in the same department/school/college/unit who are qualified and were considered for the position;
  • A summary of the selected employee’s credentials that document that the individual meets the established minimum qualifications for the position and has the skills and experience at least equal to other internal candidates; and
  • The reasons for selecting the designated employee for the position.
• Human Resources will conduct a review in collaboration with the department/college/division/unit to determine if this is the most appropriate process to fill the position and grant approval for selected candidate. If agreement cannot be reached, no promotion will occur or a competitive search will commence.
• If the recommendation is approved by HR, the unit recommending the promotion will submit a request for internal promotion via the University’s on-line employment system. (Note: Approval by HR does not imply approval by any other office which may choose to deny the request, e.g., Budget, Provost.)

• A department/college/division identifies a new or vacant position for which they want to consider an existing Wright State University employee. (The following groups are not considered existing employees: student employees, graduate assistants, interns, retirees and former employees. Adjunct Faculty are only eligible if teaching in the same term in which they apply.)

• The appropriate Vice President, Vice Provost, Dean or designee shall authorize via the on-line applicant tracking system that the position is to be filled by internal promotion.

• The position may be posted to the Wright State University workforce or only within the department/school/college/unit.

• The following documents are compiled and submitted via the on-line applicant tracking system:
  • Updated job description including required qualifications;
  • Memo outlining the reasons why an external search would not result in a more qualified candidate; and
  • Proposed salary range.
• HR will consider all eligible, qualified candidates who apply for the position and will ensure that University employment procedures and policies are consistently followed.
• The hiring manager or designee shall complete the relevant information via the on-line applicant tracking system.