PREP FAQs:
Is there any limit to the number of candidates from a particular unit or department?
There is no limit on the number of employees from a department or unit who
can be considered for promotion under PREP. However, both employees and
supervisors are reminded that PREP is designed to reward exceptional
employees. PREP is not meant to bypass the existing systems of SPEC
(addressing job classification/grading and changes in duties) or the annual
July 1 merit increases. Rather, PREP is intended to complement the
existing systems by providing supervisors with a method for recognizing and
retaining their truly exceptional employees.
Does the two-year requirement mean two years in the position or two years in the grade?
The requirement is two years in the position.
Example: Sue Perlative started as a Staff Assistant V (Grade 15) on
Example: Paul Perfect works as a Staff Assistant V (Grade 15) in the Aerospace
Engineering Department. After three years in the position, he bids on and
gets a Staff Assistant VII (Grade 17) in Civil and Environmental
Engineering. Paul would not be eligible for a PREP promotion until he has
been in his new position for at least two years.
If I was a candidate for promotion under PREP last year, how soon can I try again?
If you were unsuccessful last year, you can try again this year. If you are promoted to silver, you must wait, at least, another two years before trying for the gold promotion.
Example: Sue Perlative received a PREP promotion on July 1, 2001. She is now a Silver. If Sue receives outstanding SRDP’s and has the support of her supervisor and Department Head/Unit Leader, she could be considered for promotion to the Gold level in 2003 or later.
Can an employee be promoted two steps at once?
No. The program is designed for employees to be promoted one step at a time. Therefore, an employee cannot be promoted from a Bronze directly to a Gold. The only employees eligible for the Gold step are those who have already been promoted to the Silver step.
What if I receive two promotions under PREP and then switch to a different job within the College of Engineering?
You are “reset” as a Bronze upon accepting a new position and eligible for up to two promotions (Silver and Gold) in your new position, provided you meet the eligibility requirements (two years in position and two years of exceptional performance as indicated on the SRDPs).
For the narrative and criteria statements, must I write it in the third person as candidates for promotion and tenure must?
Yes. You must use the third person (Sammy Jones has worked as an Administrative Assistant in the Chemical Engineering Department for 10 years…) rather than the first person (I have served as Administrative Assistant since 1985…).
Can a Peer Review Committee member also be a candidate for promotion in the same year?
No. Employees who are considering submitting a dossier should decline
a nomination to the committee.
Can I serve on the Peer Review Committee and support my staff assistant’s promotion under PREP at the same time?
Yes. In cases where there is a conflict of interest between a Peer Review Committee member and a candidate the committee member must abstain from voting on that candidate.
Can I see the entire contents of my dossier?
Whether candidates are permitted to see the supervisor’s and department head’s letters is at the discretion of the department or unit. The Human Resources Manager, who serves as a non-voting member of the peer review committee, prepares a committee summary for negative decisions. The summary is sent to candidates through their department head or unit leader.
Can I appeal negative decisions?
No. The review process is designed to provide multiple levels of review, starting with your honest self-assessment of your performance. Following that, your dossier is reviewed at the supervisory, departmental, and College peer review levels. Final approval of promotions rests with the Associate Dean for Administration and Planning and the Dean.
How is the salary increase calculated?
Each promotion within PREP provides an 8% salary increase, effective on July 1. Both the PREP increase and the July 1 merit increase are calculated based on the employee’s salary as of April 30 of that year.
Are the criteria the same for gold as
they are for silver?
The criteria are the same, however, the promotion to gold must be reflective of truly outstanding and meritorious contributions within the prior two years.
Does correct spelling, neatness,
grammar, completeness, etc. count?
The quality of the dossier preparation does influence decisions; a poorly prepared dossier is a disservice to the candidate and may seriously jeopardize the chances of a positive decision.