PRINCIPLES FOR THE APPOINTMENT, PROMOTION AND AWARDING OF THE ADMINISTRATIVE SERVICES STAFF

 

Brief Title

ÜYK 94/53-2

1.

Principles for the Appointment, Promotion and Awarding of the Administrative Services Staff

 

I. AIM AND SCOPE

Aim

2.

The aim of these principles is to define the conditions and rules for the increase of the work productivity at Administrative Services through the appointment of qualified personnel to administrative positions within the university, the promotion of personnel who demonstrate successful performance in their duties to higher positions and the awarding of personnel who achieve outstanding success in their duties

 

Scope

3.

These principles cover the procedures and rules to be applied in the appointment of personnel to Eastern Mediterranean University’s Administrative Services positions which have vacancies as well as those to be implemented in the promotion of the existing personnel to higher positions or their awarding.  

 

II. FIRST TIME APPOINTMENTS

Announcement of Job Vacancies

4.

When a need for personnel in certain units arises, the Rector’s Office invites applications either within or outside the university.

The following documents are required from the applicants:

(a)      Application form,

(b)      Documents stating the level of education and experience,

(c)      Military discharge document (for male candidates),

(d)      Clearance Certificate to be obtained from the Police Department.

First

Evaluation

5.

Applications for job vacancies are submitted to the Personnel Affairs Directorate and starting from deadline for application, first evaluations are conducted within a week. Information on the applicants having or not having the qualities for the vacancies is communicated to the General Secretary’s Office in a report.

Written

Examinations

6.

A written exam or exams may be applied to assess the technical knowledge and English level of the candidates who have applied for the vacancies announced. The exam assessing candidates’ technical knowledge is prepared by the relevant unit whilst the English exam is prepared by the English Preparatory School.

Interview and Exam Dates and Announcement

7.

Following the receival of the first evaluation report, interview and/or written exam  dates which should take place latest within two weeks as of the report receival date are specified. Candidates are informed about the said dates in writing.

Call for Interviews

8.

Candidates who possess the qualities sought for staff positions for which applications have been invited and, at the same time, who demonstrate successful performance specified by the Rector’s Office in written examinations are invited to take an interview.

Interview Boards

9.

Final evaluation of the candidates who have applied to undertake duties in Administrative Service Units are carried out by the interview boards determined by the Rector’s Office.

Evaluation Criteria

10.

The following criteria is sought in the evaluation of the candidates taking the interview.

(a)      Level of technical knowledge and skills,

(b)      Level of general knowledge and culture,

(c)      The suitability of the applicant’s work experience, if any, for the needs of the applied unit,

(d)      Additional special knowledge and skills apart from those required,

(e)      Command of English,

(f)       Verbal communication skills.

Specification of Candidates for Appointment

or Notification

11.

 (1)     Following the completion of the interviews, the relevant Interview Board submits a report to the Rectorate regarding the candidates’ evaluation with a consideration of the results of the written exam, if any.

 (2)     Staff appointments to units for which job vacancies have been announced are finalised upon the reports of the interview boards, recommendation of the Rector and approval of the Board of Trustees.

 (3)    Notifications to candidates whose appointments to the administrative services positions have been approved are sent by the Rector and to candidates whose appointments to all other positions have been approved are sent by the relevant vice rector or general secretary.

 

 (4)     Notifications for candidates whose appointments have been approved contain the following information:

 

 

 

(a)      Cadre of appointment,

(b)      Status (Temporary or contractual)

(c)      Unit of appointment,

(d)      Employment start date,

(e)      Salary Scale,

(f)       Duties.

 

 

(5)

In the notification document regarding a candidate’s appointment, the candidate is required to submit the following documents to the Personnel Affairs Directorate prior to the start of  the employment.

 

 

 

(a)      A written approval of the candidate stating that s/he accepts the appointment and the assigned duties under the conditions specified in the notification of appointment,

(b)      A photocopy of the ID,

(c)      Health report,

(d)       6 passport size photos

Commencement of Employment

12.

Following the submission of the required documents, the relevant unit chair sends an official letter to the General Secretary’s Office for the pursuance of relevant procedures regarding the commencement of the employment of the said candidates.

Evaluation of Experience

13.

For staff members who have undertaken administrative duties in another place prior to their employment in the university, an internal salary scale increase is granted for each year of employment in line with the conditions listed below.  The number of internal scale increase to be applied for the said staff members  may not exceed 4. Periods taken into consideration during the first appointments to the positions which require former experience gained within a specific period of time are deducted from the number of internal salary increase that may be granted within the scope of this article.

(a)      Having fulfilled the conditions specified for the internal scale increase in By-law for Eastern Mediterranean University Administrative Services Personnel Staffing and Employment,

(b)      The experience gained before the university should have the same qualities with the duty undertaken in the present employment at the university,

(c)      The relevant unit chair should indicate that the staff member is successful in his/her duties.

 

 

III. PROMOTION PROCEDURES

Announcement of the Positions for Promotion

and

Application

14.

 (1)     Positions of promotion are announced to all staff members annually, through a memorandum to be issued by the Rector’s Office.

 (2)     Staff members who possess the qualities required for positions of promotion fill in the application form to be obtained from the Personnel Affairs Directorate and submit it to the relevant Unit Chair’s office within the period specified in the announcement.

 (3)     The relevant unit chair states his/her views, evaluation and recommendations in the section allocated for this purpose on the application form and sends the form to the General Secretary’s Office.

Promotion Examinations

15.

 (1)     Staff members who possess the following qualities sought for the positions of promotion are required to take a written exam within fifteen days following the application deadline.

 

 

 

(a)      English

(b)      Computer skills : As required by the duty undertaken.

(c)      Technical Information: In subjects pertaining to the duty undertaken.

 

 

(2)

The English Exam is prepared and evaluated by the English Preparatory School, Computer Exam by the Computer Center, and all other exams are prepared and evaluated by the relevant unit chair’s office.

Evaluation

16.

 (1)     The evaluation of personnel who have applied for positions of promotion is carried out by the “Promotion Commission” to be appointed by the Rector’s Office..

 

 

(2)

The evaluation of personnel who have applied for positions of promotion is conducted in line with the criteria below:

(a)      Success demonstrated in the undertaken duty,

(b)      Compliance with the working rules and regulations,

(c)      The staff member’s relationship with colleagues, superiors, students and the public,

(d)      Level of success in written exam or exams,

(e)      Commendation and/or gratuities,

(f)       General personnel record.

Approval of Promotion

and

Notification

 

17.

 (1)     Appointments to the positions of promotion are finalised with the report of the Promotion Commission, recommendation of the Rector and the approval of the Board of Trustees.

 (2)     Notifications to candidates whose appointments to the administrative services positions of promotion have been approved are sent by the Rector and to candidates whose appointments to all other positions of promotion have been approved are sent by the relevant vice rector or general secretary.

Adjustment to the Promoted Position

18.

A staff member who has been appointed to a higher position than his/her current position is placed into the scale rank corresponding with at least one internal scale increase in comparison to his/her current wage within the promoted cadre scale.

 

Regarding personnel who have three remaining months or less for the internal scale increase within their current cadre, the aforementioned procedure is applied after the personnel receives one internal scale increase.

 

IV. AWARDING

Commendation

and/or

Gratuity

19.

Administrative staff members who have fulfilled one of the following conditions receive commendation and/or gratuity upon the recommendation of the relevant unit chair, favorable views of the University Executive Board and the approval of the Rector.

(a)      Working selflessly, without expecting something in return, during the fulfillment of the duty.  Demonstrating outstanding effort and success;

(b)      Demonstrating exemplary effort and sacrifice in the prevention  of a situation which would pose important damages to the university;

(c)      Demonstrating outstanding effort or success for the benefit of the university;

(d)      Contributing to the productivity of the university with an important invention;

(e)      Despite demonstrating successful performance in the exams for promotion, not being able to get appointed to the applied position of promotion due to lack of available places.

Proposal for

Commendation and/or Gratuity

20.

Proposals for commendation and/or gratuity for staff members who have fulfilled one of the conditions in Article 17 are prepared by the relevant unit chairs with a consideration of the following items.

(a)      Details of the selfless work, outstanding efforts or success or;

(b)      The nature of the exemplary effort or sacrifice and the type of important damage prevented as a result of such behavior;

(c)      In which area the staff member has demonstrated outstanding effort and success; and what kind of benefit the university has gained as a result of such behavior or;

(d)      Specification and definition of the invention and to what extent it will contribute to the increase of the work productivity within the university or;

(e)      Level of success obtained in exams.

Amount of Gratuity

21.

Staff members whose awarding has been approved in line with the conditions above receive commendation or maximum 4 scale advancement within the current scale or a gratuity payment amounting to two salaries at most and only for once.

 

22.

Commendations or gratuities awarded in line with Articles 17, 18 and 19 appear in the personnel records and are taken into consideration in future promotions.

 

V. EXECUTION AND EXECUTIVE POWER

Executive Power

23.

These principles are executed by Eastern Mediterranean University Rectors’ office

Coming into Force

24.

These principles shall come into force following the date of their approval by the University Executive Board.