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Staff Handbook

Employment at Smith (Chapter 2)

Promotions and Transfers (Section 202)

As an equal opportunity employer, Smith College is committed to increasing the diversity of its faculty and staff. It is the college's policy to post and advertise vacancies and to encourage applications from qualified minorities. The college is also committed to retaining valued employees, and encourages internal candidates to apply for open positions.

Promotions and transfers are an important means of developing and expanding the skills and experience of current employees and of achieving the college's goals of equal employment opportunity.

Internal Postings

In order to ensure that staff members are aware of promotional or transfer opportunities, position vacancies are posted by the Office of Human Resources for five calendar days. Staff who do not have computer access may pick up paper copies of vacancies in the Office of Human Resources.

Internal Searches

Staff members who are interested in discussing a specific transfer or promotion opportunity may contact the Office of Human Resources. All such inquiries will be held in confidence.

If no eligible internal candidates apply or are qualified and selected for the position, a full external search will then be conducted, and the position will be advertised in various online and media outlets.

Search waiver: In some instances, departments may request a search waiver if there is a qualified candidate within the department. A decision to waive a search must be approved by the Office of Institutional Diversity.

Internal Application and Selection Process

Employees applying for internal positions should log on through the Smith portal using their network username and strong password. Click on the My Info tab, and in the Links For Work section, click on Internal Postings for Staff Applicants. An applicant profile will need to be created in order to apply for these openings.

Due to the time and effort invested by a department in recruiting and training a new staff member, one year of service in your current position is required before you may transfer to a position in another department. In rare instances when it is in the best interests of both the college and the staff member, exceptions to the one-year-of-service requirement may be made.

Although there is no obligation to do so, you may advise your present supervisor or department head that you have applied for a posted vacancy at the time you apply. Your application will remain confidential until you become a finalist for a vacancy, at which point the interviewing department head may contact your present supervisor and/or department head to discuss your qualifications for the position. You will be given the opportunity to speak to your current supervisor prior to the reference check.

Background Checking

Background checks will be conducted on current staff applying for transfers or promotions. After notification of an offer of employment or internal transfer/promotion, the college's background checking vendor will begin investigative background inquiries. Please see the Background Checking Policy (Section 216).

Notice Period

When a staff member from one office is selected for a vacancy in another office or department, adequate notice will be given to the employee's present department. Three weeks of notice is generally considered reasonable unless some other acceptable arrangement has been agreed upon by the departments in consultation with the Office of Human Resources.

Salary Administration for Internal Transfers

Guidelines on salary administration for promotions, lateral transfers and transfers to lower-level positions are detailed in Section 304 of the Staff Handbook.