Promotional Opportunities

POLICY STATEMENT

A. It is the policy of JHHSC/JHH to fill vacancies by internal promotions or referrals without regard to race, marital status, religion, color, creed, national origin, sex, age, veteran status, sexual preference, mental or physical handicaps.

B. Preference for filling vacancies will be as follows (if equally equalified):

1. Internal Process: (Bid)

a. Regular JHHSC/JHH employees on Workers Compensation or affected by Reduction in Force.
b. All other regular JHHSC/JHH employees;
c. Float pool, casual, JHHSC/JHH temporaries

2. External Process: (Application)

a. JHH endorsed training programs
b. Volunteers (through Volunteer Office)
c. Affiliates
d. External candidates

C. External candidates will not be hired until all qualified candidates who have bid in a timely manner have been considered from within JHHSC/JHH.  External candidates will be considered in order listed above.

D. All employees must remain in position 90 days before bidding on another position.

DEFINITIONS

A. Qualifications - experience and educational background necessary to meet the specifications of the job description. (Job requirements will be accurately and completely specified prior to the posting period.)

B. Ability - the capability to effectively perform the duties as outlined in the job description.

C. Hospital service - amount of uninterrupted time based on the latest date of hire.

D. Job performance - an assessment of the amount, quality, and value of an  
individuals contribution to JHHSC/JHH based on performance of assigned responsibilities as documented by the candidate's last performance review.

E. Promotion - movement of an employee from his/her present position to another position in a higher salary grade within JHHSC/JHH.

F. Transfer - movement of an employee from his/her present position to another position in the same salary grade within the Hospital.

APPLICATION OF POLICY

A. The hiring department desiring to fill an existing or anticipated authorized regular full-time or part-time job opening will initiate a Personnel Requisition Form (see Attachment I) forward it to the Office of Career Services. The hiring department should maintain a copy of the form. Personnel Requisition will be automatically canceled after six months, unless written notice to extend is received by Career Services.

B. Career Services will post a notice of such opening on the Job Opportunity Board for a period of five (5) consecutive work days, excluding Saturdays, Sundays, and holidays.  The Boards are located in the Jefferson Building across from the gift shop and in the Employee Lounge.  Job postings are also located on the HR Web Page: www.hopkinsmedicine.org/career and in the Office of Career Services.

NOTE: All jobs will be posted except entry-level jobs, temporary jobs, jobs reserved for students and trainees, Corporate officers and direct reports to the President.

C. Employees may bid for an opening by:

1. Completing a Promotional Bid Form (Attachment 2), which will be available at the following locations:
- Office of Career Services
- job posting site located in the Jefferson Bldg. across from Gift Shop
- Phipps 4th floor – Customer Service Center
- www.hopkinsmedicine.org/career – print form

2. Submitting the form to his/her supervisor for completion and signature.

3. Returning the form to the opportunity request box, located at the job posting site or the Office of Career Services, within five (5) working days (excluding Saturdays, Sundays and holidays) after the job is posted.

D. Upon completion of the job posting period, the Career Specialist will review the bid forms and forward the bids of the qualified candidates selected for consideration to the hiring department.

E. The Department or Career Specialist will complete the bid forms for the employees not selected for interview and return them to the employee, normally within five (5)    working days.
  
F. The criteria used for selection of the candidates to be interviewed will be the job specifications in relationship to the applicants? qualifications and the applicants' job  performance and where qualifications are relatively equal, JHHSC/JHH service will be considered.

G. The hiring department will conduct interviews with qualified prescreened candidates.

1. In determining the successful candidate, the hiring department will comply with the procedures outlined herein and will consider each of the following factors:

a. related job experience

b. JHHSC/JHH job performance

c. special skills and training

d. related education

e. JHHSC/JHH service

f. a review of the candidate's personnel record

g. employee's attendance/disciplinary record

2. Upon completion of the interviews, the hiring department will verbally, or through completion of the bid form, communicate its decision and reason for selection or non-selection to all interviewed candidates.

3. The hiring supervisor will indicate on the Promotional Bid for his/her acceptance or rejection of the interviewed candidate(s) normally within five (5) working days, and return the bid form to Career Services.  (The employee's copy should be sent to him/her by the supervisor.)

H. After consultation with Career Services, supervisors and managers are authorized to offer starting salaries as outlined in the current Salary Planning Guidelines.

I. In the event of the selection of an employee applicant from a department other than the department in which vacancy exists, the releasing department will forward a Personnel Action Form (Attachment 3) to the gaining department within five (5) working days, who after proper completion will forward the Personnel Action Form to Career  Services for processing.

1.  The effective date of transfer or promotion will be that date mutually agreed upon by the department, normally no longer than two (2) weeks from the employee's receipt of notification.

2. Any extension beyond the two (2) week period should be agreed to by the employee's new and previous supervisor.  Should agreement not be reached the Director of Career Services will become involved.

3. This policy also covers movement to a job in a lower classification through bidding process.

4. The hiring department has 30 days from the final bid date to become actively involved with the recruitment process otherwise the position is subject to cancellation.
 

ASSESSMENT PERIOD

A. An Assessment period is a ninety-day (90) period established as a result of an organizational transition.  It should be used when a non-bargaining unit employee is promoted, demoted, transferred, returns from a leave of absence of three (3) months or more (excluding FMLA), and for retention or selection.  If there is an established departmental orientation period, then the assessment period will be the length of the orientation period or ninety (90) days, whichever is greater.  An employee may be laid off during the assessment period if the performance standards established by the department are not being met.  The assessment period can be extended with consultation from the Office of Employee & Labor Relations.

PROCEDURE FOR ASSESSMENT PERIOD

If an employee is not meeting the performance standards established by the department, the following criteria apply:

1. The employee will be laid off at the end of the assessment period or earlier with a two (2) week notice or pay in lieu of notice.  An employee laid off during the assessment period will be eligible for rehire.

2. The department and the employee may mutually agree that the employee will be laid off from the positions within or beyond the assessment period.

3. During any assessment period an employee may bid on other jobs and be considered for promotion or transfer.  Consideration will be based on the employee's credentials for the position for which they are bidding.  If the employee is selected, that employee will begin a new assessment period upon transfer.

4.   During a layoff period, which is up to one year, the employee is eligible to bid on posted job vacancies.

SHIFT CHANGE

A. Employees shall give written indication of their preference for a regular shift assignment upon a form provided by the JHHSC/JHH. (Attachment 4)

B. As an opening occurs, employees will be assigned by qualifications and JHHSC/JHH seniority.

C. A Personnel Requisition Form should be sent to Employee Records after the shift change(s) have been made.

D. Supervisors should remind employees every six (6) months of the procedures for requesting shift change.

EXTERNAL RECRUITMENT

A. In the event suitable candidates cannot be obtained from among employees with JHHSC/JHH, qualified candidates will be recruited externally.

B. Under no circumstances will any external candidates be hired prior to the consideration of all internal qualified candidates.

C. Department and Career Services interview external candidates.

D. Once a selection is made, the Career Specialist makes an offer within "Salary Planning Guidelines."

E. Career Services sends an offer letter.

RESPONSIBILITY

A. Supervisors/Managers are responsible for implementing the program in a consistent and equitable manner.

SPONSOR

Vice President, Human Resources

REVIEW CYCLE

3 years

APPROVAL

 Amendment Record