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2007 Promotion Exercise
AD function group
AST function group
(AST, AST/C
AST/D)
Merit list
 taking account of proposals by the promotion committees, including
promoted officials
List of priority
points allocated in recognition of work undertaken in
the interest of the institution
- INVITATION TO CONSULT PROMOTION FILES
Article 25 of the Staff Regulations provides that any decision relating to
an individual must be communicated to the official concerned. Officials are
hereby invited to consult their promotion files in Sysper2.
- RESULTS OF PROMOTION COMMITTEE MEETINGS
2.1 Reminder: the main stages of promotion
- The starting point for the promotions exercise is the end of the staff
reports exercise, when the DGs award each official a certain number of priority
points. This allocation is followed by the publication of the merit lists,
which serve as a basis for the presentation, within five working days, of
an appeal to the promotion committees against the allocation of priority
points (see the Administrative Notices at the following addresses):
A.I. 16-2007 of 15 February 2007
A.I. 29-2007 of 10 May 2007
A.I. 39-2007 of 19 July 2007
A.I. 41-2007 of 1 August 2007
- The promotion committees met between 2 and 19 October 2007. The committees
submitted to the Appointing Authority:
- a proposal on the allocation of points for work in the interests of
the institution (see point 2.2.1 below);
- a proposal on the allocation of transitional points (see point 2.2.2
below);
- a proposal on the allocation of priority points following an appeal
(see point 2.2.3 below);
- in two grades only a proposal on which of the officials with a point
score equal to the promotion threshold should be promoted in the current
exercise (see point 2.3 below).
- The lists which resulted from the proposals of the promotion committees
were communicated to staff through email messages on 26 October 2007.
- On the basis of the proposals made by the promotion committees, the
appointing authority took decisions on the allocation of points for work
in the interests of the institution, transitional points and priority points
following an appeal. It also decided on the list of promoted officials.
- It should be noted, that in a small number of cases, the Appointing
Authority did not follow the proposal of the promotion committee.
- The merit lists taking into account the points allocated by the appointing
authority following the work of the committees, and the list of promoted
officials, appear as an annex to this Administrative Notice.
2.2 Allocation of points following the recommendations of the promotion
committees
2.2.1 Priority points for work in the interests of the Institution - PPII
(max. 2 points)
These points were allocated on the basis of information supplied by the Chairs
of the joint committees and the European Personnel Selection Office (EPSO).
The committees’ verifications mainly concerned:
- the conformity of the duties to Annex I to the
General
Provisions for implementing Article 45 of the Staff Regulations: the exhaustive
list of duties which may justify the allocation of additional priority points
is as follows:
- Chair/member of a competition selection board or joint committee for
the selection of temporary staff (2 points);
- Adviser to a selection board/marker of competition papers (1 point);
- Chair/member of a joint committee (2 points).
- the amount of work involved: in this connection the committees proposed
setting the minimum time required to qualify for points at 4 days.
A list of officials having devoted at least 4 days to the tasks set out
above was published in Administrative Notice 39-2007
of 19 July 2007.
Following some appeals made to the promotion committees with regard to the
above list, additional information was requested by DG ADMIN from the Chairs
of the joint committees, EPSO and the Chairs of the committees for selecting
temporary staff.
That information was made known to each committee. It was taken into account
when drawing up the proposals on allocating points for work undertaken in
the interests of the institution. The committees had to take account of
the constraints linked to the limited budget of points available for allocation.
In each individual promotion file, the response to an appeal lodged takes
the form of the allocation (or not) of points for work undertaken in the
interests of the institution.
2.2.2 Transitional points (max. 3 points)
These points were allocated to compensate any officials put at a disadvantage
by the transition from the old to the new promotion system. In some cases,
the points to compensate for career delay provided for in Article 13(2) (a)
of the General Provisions for implementing Article 45 of the Staff Regulations
were considered insufficient to guarantee taking satisfactory account of merit
over time.
The allocation of transitional points was not limited to officials who had
appealed to a promotion committee.
In 2007, all the promotion committees used the same criteria. They proceeded
to draw up a list of officials to whom it was proposed to allocate transitional
points.
The criteria are based on the following principles:
- Transitional points may be allocated to officials who risked experiencing
a slow down in their career despite having demonstrated satisfactory performance;
- The number of points allocated is determined taking into account the
profile of the official concerned: a profile is determined on the basis
of the average merit marks obtained in the appraisal rounds since the last
promotion and of seniority in the grade;
- The points allocated appear in the official’s individual file under
the heading “transitional points”.
2.2.3 Appeal points
It should be noted that proposals to allocate appeal points or not are always
the result of an individual examination.
Action taken and procedure followed by the committees
Appeals to the promotion committees gave rise to four types of action depending
on the nature of the appeal:
- a proposal that points be allocated for work in the interests of the
institution (see point 2.2.1 above);
- a proposal that appeal points be allocated;
- a proposal that no appeal points be allocated;
- the inclusion of one of a number of different comments in the promotion
file. The possible comments are as follows:
- a proposal that the appointing authority should ensure the promotion
of an official in a given year provided that the official's performance
is maintained at the same level as observed during the 2007 promotion
exercise;
- a proposal that the DG in question should allocate enough points to
ensure the promotion of a particular official in a given year provided
the performance is maintained at the level of 2007;
- a proposal that a DG should follow with a particular attention the
career of an official.
It should be noted in this context that the committees are not authorised,
inter alia, to:
- call into question the results of the assessment procedure (CDR);
- assume the role of the DGs with regard to the allocation of priority
points.
The main cases in which the committees uphold appeals – other than the above-mentioned
considerations relating to points for activities in the interests of the
institution and transitional points – are therefore in response to manifest
errors in the number of priority points allocated by a Directorate-General,
and in response to discrimination (unjustified unequal treatment, or similar
treatment in objectively different situations).
Response to an appeal
The officials concerned are invited to consult their Sysper2 files to check
the number of points allocated to them following their appeal or the comment
that may have been put.
If an appeal was considered to be unfounded, the official's dossier will
carry the following statement: "Your appeal has been examined by the promotion
committee. It was considered to be unfounded. The Appointing Authority has
upheld the opinion of the promotion committee. Therefore you have not received
any appeal points".
To locate a possible comment in your Sysper2 promotion file go to 'PC priority
points' and then 'appeal points'.
The above description of the action taken and procedure followed by the
committees should help officials to understand the decision to allocate
priority points or not, as reflected in the Sysper2 file.
This Administrative Notice, together with the Sysper2 file, which each person
is invited to consult, serves as a reply from the promotion committees to
the appeals submitted.
Publication of the number of points allocated following the examination
of appeals
Pursuant to Article 8(3) of the
General
Provisions for implementing Article 45 of the Staff Regulations, the number of appeal points allocated by each
promotion committee is published below:
|
Function
group/career
stream
|
No of
appeals |
No of people who
received appeal points |
Total appeal points |
| AD |
704 |
75 |
195 |
| AST |
322 |
32 |
76 |
| AST/C |
174 |
24 |
88.5 |
| AST/D |
9 |
1 |
6 |
| Total |
1209 |
132 |
365.5 |
(Figures given for all budgets)
2.3 Selection of ex-aequo officials
A selection among ex-aequo officials was made in the following grades:
AST10 and AST6/C
The criteria used to select among ex-aequo officials are contained
in Article 10(1) of the
General Provisions for implementing Article 45
of the Staff Regulations, which provides that:
“… the committees shall take account of subsidiary factors such as, in
particular, seniority in the grade and factors relating to equal opportunities
or the nature of the duties undertaken.”
- PUBLICATION OF THE LIST OF PRIORITY POINTS ALLOCATED IN RECOGNITION OF
WORK UNDERTAKEN IN THE INTERESTS OF THE INSTITUTION
The list of officials who have been allocated 1 or 2 points under Article
9 of the General Provisions for implementing Article 45 of the Staff Regulations
appears as an annex to this Notice.
- FIXING THE TOTAL NUMBER OF PRIORITY POINTS ALLOCATED TO EACH OFFICIAL
AND THE PUBLICATION OF MERIT LISTS TAKING ACCOUNT OF PROPOSALS BY THE PROMOTION COMMITTEES
Article 10 of the
General Provisions for implementing Article 45 of the
Staff Regulations provides that:
“Once the promotion committees' work has been completed, the Director-General
for Personnel and Administration shall finally lay down the total number of
priority points allocated to each official in the context of the promotion
round.”
“Amended merit lists shall be drawn up taking into account the decisions
taken under [the preceding] paragraph and the proposals made by the promotion
committees […].”
The Director-General for Personnel and Administration has laid down the total
number of priority points allocated in the context of the 2007 promotion round
as shown in each official's Sysper2 promotion file, without prejudice to changes
of function group or administrative position during 2007.
This Administrative Notice serves as the publication of the definitive merit
list. The list includes officials who are within five points of the definitive
promotion threshold. The list shows each official’s name and the total number
of points obtained in the promotion exercise.
Some officials will find that their points total has increased following the
work of the promotion committees. These changes are the result of proposals
by the promotion committees and the decision by the appointing authority to
allocate points for one or more of the following reasons: work in the interests
of the institution (point 2.2.1 above), transition (point 2.2.2 above) or
a successful appeal to a promotion committee (point 2.2.3 above).
A detailed break-down of any points allocated is accessible to each official
(including those whose names do not appear on the lists published below) in
their Sysper2 promotion file.
- DEFINITIVE PROMOTION THRESHOLDS
The promotion committees have proposed fixing the following definitive
promotion thresholds. These were accepted by the Appointing Authority.
Function
Groups/career
stream |
Grades |
Indicative
threshold * |
Definitive
threshold |
| AD |
AD13 |
85 |
85 |
| |
AD12 |
118 |
118 |
| |
AD11 |
93,5 |
93,5 |
| |
AD10 |
75,5 |
75,5 |
| |
AD9 |
68 |
54 |
| |
AD8 |
66 |
66 |
| |
AD7 |
51 |
42 |
| |
AD6 |
42 |
37,5 |
| |
AD5 |
42 |
37,5 |
| AST |
AST10 |
114,5 |
115 |
| |
AST9 |
85 |
85 |
| |
AST8 |
95 |
95 |
| |
AST7 |
87 |
85,5 |
| |
AST6 |
84 |
83 |
| |
AST5 |
38 |
38 |
| |
AST4 |
51 |
51 |
| |
AST3 |
42 |
37,5 |
| |
AST2 |
51 |
51 |
| |
AST1 |
42 |
37,5 |
| AST/C |
AST6.C |
111,5 |
111,5 |
| |
AST5.C |
101,5 |
100,5 |
| |
AST4.C |
83,5 |
80,5 |
| |
AST3.C |
83 |
79,5 |
| |
AST2.C |
38 |
38 |
| AST/D |
AST4.D |
112 |
112 |
| |
AST3.D |
83,5 |
82,5 |
* Indicative threshold published by DG ADMIN prior to the
promotion committee meetings
- ARTICLE 45, PARAGRAPH 2 (CAPACITY TO WORK IN A THIRD
LANGUAGE)
All officials are required to demonstrate the ability to work in a third language
before their first promotion. Most officials concerned by this provision of
the staff regulations this year have already made this demonstration.
A relatively small number of officials have not yet demonstrated their capacities
to work in a third language but are allowed to do so up to 31 December 2007.
All those who succeed in the demonstration before 31 December 2007 at the
latest will be the subject of a separate promotion decision at a later stage.
The list of such promoted officials will also be published later.
There are several ways to demonstrate the capacity to work in a third language:
- by succeeding in passing inter-institutional language courses at the
required level (during the transition period up to 31 December 2008 the
required level is level 4);
- through submitting an equivalent diploma and having it certified by
a joint assessment committee under the aegis of EPSO;
- by passing an official test (at level 4 during the transition phase
until 31/12/2008);
- by having passed a competition where 3 active languages where tested.
- LIST OF PROMOTED OFFICIALS
The promotion committees' proposals were submitted to the Appointing Authority.
Each appointing authority adopted decisions on promotions, taking into account:
- the available budget;
- the provisions of Article 45(1) of the Staff Regulations on the minimum
seniority in the grade required to qualify for promotion;
- the principle that officials may be promoted only if they are in active
employment in the Commission in the relevant grade at the time the promotion
decision is adopted, or if they are seconded in the interests of the service
or they are on parental or family leave;
- the principle that any decision on the promotion of an official who
is the subject of disciplinary proceedings is suspended until the results
of those proceedings are known;
- the principle of the comparison of merit over time, in particular as
described in the
General Provisions for implementing Article 45 of the Staff
Regulations and the case-law of the Courts of Justice and First Instance.
- Article 45, paragraph 2 of the staff regulations concerning the ability
to work in a third language before a first promotion
Article 10(4) of the
General Provisions for implementing Article 45
of the Staff Regulations provides that:
“The appointing authority shall, on the basis of the merit lists […], decide
on the list of officials to be promoted. That list shall be communicated to
the staff.”
The list of promoted officials is published in an annex to this Administrative
Notice. As explained above, point 6, an additional residual list will be published
at a later stage. For reasons of clarity and convenience, the list of promoted
officials is published together with the merit lists taking account of proposals
by the promotion committees, the promoted officials being indicated by the
letter “P” after their total number of points.
Under Article 90(2) of the Staff Regulations, “Any person to whom these
Staff Regulations apply may submit to the Appointing Authority a complaint
against an act adversely affecting him or her, either where the said authority
has taken a decision or where it has failed to adopt a measure prescribed
by the Staff Regulations. A complaint must be made within three months.”
The complaints procedure is explained in
Administrative Notice 28-2006 of 18.06.2006
- IMPLEMENTATION OF THE PROMOTION DECISIONS
The 2007 promotions exercise comes under the Staff Regulations in force since
1 May 2004.
Promotion decisions take effect either on 1 January 2007 (promotions to grades
AD13, AST11, AST7/C and AST5/D) or on 1 March 2007 (other grades). The promotion
of officials who, on one of the two dates, do not have the minimum seniority
required, will take effect on the first day of the month following the month
when the minimum seniority is obtained.
Promotion decisions are currently being taken and will be finalised in time
for December 2007 salary transfers of most promoted officials.
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