G3.1.5 Describes Promotional Process
Chapter: Chapter 03: Personnel Services
Sub-Chapter: 3.1 - Performance Evaluation and Promotion Systems
Effective Date: 07/11/2023
Revised Date: 07/11/2023
Rescinds: None
Purpose
To describe the promotional process for the Indiana University Police Department (IUPD).
General Order
To foster a professional, fair, and equitable promotional process that attracts qualified candidates, the IUPD will ensure that all promotion related activities are conducted in accordance with applicable federal laws, state statutes, and Indiana University (IU) policies.
This general order does not apply to temporary or interim appointments, career progressions, promotions that are not competitive and executed in compliance with existing applicable IU policy, or voluntary demotions. Voluntary demotion requests will be submitted in writing to the superintendent for public safety, through the chain of command, to be considered for demotion to a lower rank. Voluntary demotion requests cannot be guaranteed and are at the discretion of the superintendent for public safety. A voluntary demotion request will not discredit the employee and may not, in itself, deem the employee ineligible to participate in future promotional processes.
Positions responsible for administering the promotional process (3.1.5 a)
The superintendent for public safety, or designee, has the responsibility for administration of the promotional process. The superintendent for public safety will name a committee to administer and coordinate all elements of the process, however the final decision on selection of a candidate for promotion rests with the superintendent for public safety, or designee.
Elements used in the promotional process (3.1.5 b)
Specific elements of the process will vary by position and may include, but are not limited to, the following:
- Promotional opportunity announcement conducted in accordance with IU policy;
- Open application period to include applicant submission of all IU required information, a resume and a cover letter;
- Application material screening based on pre-determined criteria, including minimum qualifications;
- A writing assignment;
- An assessment center used to identify the candidate’s knowledge of applicable laws, rules, policies, procedures, etc.;
- An interview to be conducted by a diverse board that will be comprised of a minimum of four (4) members including IUPD employees and representatives from the community;
- An interview with members of IUPD senior leadership;
- An interview with senior campus leadership (may be combined with IUPD senior leadership);
- A presentation on a job related topic;
- A review of employment history. This review may include an analysis of performance evaluations, letters of commendation, memos, letters of counseling and reprimand, training records, and other pertinent information. The review will consider the area of supervisory ability, job performance, productivity, work history, attendance, disciplinary action, and other relevant information.
The evaluation and selection of personnel for promotion includes the identification of employees who possess the strongest knowledge, skills, and abilities relevant to the position. In compliance with IU policy, HR-02-110, selections should be made by examining all factors necessary to determine the best qualifications and capabilities to fill the position. These factors include, but are not limited to, job-related educational background, experience, past work performance, ability and qualifications to perform the essential functions of the position with or without reasonable accommodation, attendance record over the last twelve (12) months (not including FMLA or extended periods of sick leave of two (2) weeks or more due to serious illness or injury or approved leaves of absence), and reference checks.
Elements are job related and nondiscriminatory (3.1.5 c)
The promotional process provides an equal opportunity to be considered for promotion based upon testing components and procedures tailored to meet the needs of the IUPD. Testing components will be job-related and nondiscriminatory.
Interviews are conducted to prompt information and responses that are specifically job-related. Assessment centers are conducted based on job-related tasks for the promotional position.
Opportunity to view promotional announcement (3.1.5 d)
All applicable IUPD personnel will be notified of the promotional opportunity, including instruction on how to submit their information for consideration, and will contain information related to the elements that will be used for the specific process.
Procedures for non-selected candidates to receive feedback (3.1.5 e)
The superintendent for public safety, or designee, at the candidate’s request, will meet with and counsel the candidate as to appropriate career development needs and means to improve potential for promotion. This may be done through an in-person meeting, phone/virtual call, or email.
Related Information
Indiana University
- HR-01-20 Position Placement Within the Job Framework (Previously Position Classification/Reclassification)
- HR-01-30 Posting a Position Vacancy
- HR-02-110 Selection and Filling Positions