Promotions for Staff

An increase in the volume of work alone is not grounds for a promotion when the work itself remains at the same level.

Managers submit promotion requests once a year. Approved promotions take effect January 1. Each request is first reviewed to determine whether the position meets the threshold for a promotion. If it does, the following factors are considered in the approval of the request:

• Business need. Whether the upgraded position is necessary to the work of the department and fits within its overall structure.
• Support from the division’s cabinet member. The cabinet member determines whether the change is a priority for the division, weighing both divisional needs and the institutional priorities that bear on the division’s work.
• Support from Talent & Inclusion. Talent & Inclusion review ensures that comparable work is graded and compensated consistently across the university, so promotion decisions are not made against different standards in different divisions. We weigh each request alongside recent position and compensation changes in the division, so promotions reflect demonstrated need across WPI rather than the frequency of requests from any one area.
• Available funding. Promotions are subject to confirmed funding availability, from WPI’s annual promotion pool or from division or department budgets. T&I will review all requests to allocate department or division funds with the Financial Planning & Analysis office (FP&A) during the promotion review.
• The employee’s performance. The position review and the performance review answer different questions. The position review determines whether the scope of the work warrants a higher grade. Performance determines whether the employee is ready to be placed in the upgraded position.
• Strategic impact of the change. How the upgraded position advances the work of the department and the university.

This page explains when a promotion is appropriate, how managers prepare and submit a request, and how Talent & Inclusion reviews it. Staff members wondering whether their role has grown can start with the For staff members section below.

Managers should treat all promotion requests as confidential while they are under review. Submitting a request does not guarantee a promotion; the outcome depends on the review described below.

Funding Considerations

WPI sets aside funding each year for promotions. The pool is limited, and managers may request to use division or department funds to support a request.

T&I will review all requests to allocate department or division funds with the Financial Planning & Analysis office during the promotion review.  Funding availability, from any source, does not guarantee approval of a promotion request.

How requests are reviewed

Talent & Inclusion evaluates each request against the updated job description. Pay isn’t determined by title alone. It reflects the scope of the position’s responsibilities, the experience it requires, and the overall complexity of the role.

To keep pay competitive, we compare the position with similar roles at peer institutions within WPI’s defined market, as approved by the Board of Trustees. This review draws on job postings, salary surveys, and other market data. 

We then conduct an internal review to ensure positions are evaluated consistently and that work of similar scope, complexity, and responsibility is graded and compensated equitably across the university.

Compensation analysis is one part of the decision. Whether a promotion moves forward also depends on the support of the division’s cabinet member and Talent & Inclusion, the funding available, the employee’s performance, and the strategic value of the change for the department and WPI.

For requests that move forward, Talent & Inclusion will recommend the final title, a salary range, and, if necessary, a new compensation grade, which may differ from what was proposed.

Requests are not appropriate when the goal is to recognize excellent performance, the amount of work has increased without new responsibilities or higher-level skills, or rests solely on length of service, completing a degree or learning a new skill.

For staff members

If you believe your role has grown significantly in scope or responsibility, talk with your supervisor. Promotion requests are submitted by managers and supervisors, who are best placed to describe how the position has changed and whether the change reflects a higher level of work.

Not every request is approved. Because each request goes through a review, your supervisor won’t be able to share details while a request is being considered.

When a promotion is approved, managers communicate the good news to their employees.

Applying for a posted position

The promotion process only applies to positions that are elevated while the employee remains in the role. Moving to another position within the university works differently: the employee competes for it through WPI’s standard hiring process by applying for a job posting.