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2008 PROMOTIONS EXERCISE
Allocation of priority points
This Administrative Notice concerns the allocation of priority
points to officials as part of the 2008 promotion exercise.
All the
Commission's Directorates-General are covered by this Administrative
Notice with the exception of staff assigned to the External Service.
The relevant lists for the officials assigned to the External Service
will be published at a later date, without infringing the principle of a
single promotion exercise for everyone (the only practical consequence
of later publication is that the period for appealing to the promotion
committees against an allocation of priority points will start to run
from a different date).
……………………………
- Invitation to consult promotion files
Officials are hereby invited to consult their promotion files in
Sysper2, in line with Article 25 of the Staff Regulations, which
requires that any decision relating to an individual must be
communicated to the official concerned.
Officials are invited to note in particular the various points
allocated to them for the purposes of the promotion exercise.
Note: Points allocated on the basis of proposals from the
promotion committees for work in the interests of the Institution
(member of a competition selection board, joint committee, etc.)
have not yet been allocated at this stage and do not therefore
appear in your promotion file (see point 6).
- Reminder: Ability to work in a third language
Officials are required to demonstrate before their first promotion
after recruitment the ability to work in a third language, as
stipulated in Article 45, paragraph 2 of the Staff Regulations.
The level required in 2008 is level 4 of the inter-institutional
language classes (CEF level A.2). To be eligible for a first
promotion, the official must have demonstrated this ability before
the end of 2008. If this has not been demonstrated in 2008, the
official concerned is not eligible for promotion in 2008. If an
official has demonstrated this ability at level 4 in 2008 but is not
promoted, the official concerned will be required to demonstrate the
ability at level 6 for a promotion taking effect in 2009 or in
subsequent years.
For further details, see the Administrative Notice
No 25-2008 of 14 May 2008.
- Reminder: Officials in grades AST05/D, AST07/C and AST11
Only officials whose grade still allows them to be promoted to the
next grade - in the category, function group or AST/C or AST/D
career streams to which they belong - are concerned by the promotion
exercise, as foreseen in Article 1 of the General Implementing
Provisions for Article 45 of the Staff Regulations adopted by the
Commission on 23 December 2004 (hereafter Article 45 GIPs).
Officials in grades AST5/D, AST7/C and AST11 do not therefore appear
in the lists published by this administrative notice.
- Publication of merit lists
Article 7 of the General Implementing Provisions for Article 45 of
the Staff Regulations (Article
45 GIPs) provides that:
"On the basis of the priority points allocated [….], the
Directorate-General for Personnel and Administration shall draw up
merit lists for each grade by order of the number of points, giving
the names of officials who are within five points of reaching the
promotion threshold and the names of those who have reached or
passed that threshold."
This Administrative Notice contains the merit lists referred to in
the Article.
It also contains the merit lists arising from application of the
Article 45 GIPs to staff paid from the research appropriations in
the general budget.
For clarity, the lists are published in two forms:
- a full listing (Annex I
 ), by budget, grade and
decreasing order of officials' total points for those whose
total points are equal to or greater than the promotion threshold less five points;
- the same listing (Annex II ) arranged by budget, by
grade and by Directorate-General or other department.
- Publication of the formal intentions of Directorates-General
for the allocation of priority points
Through this Administrative Notice, the DGs' requirement to publish
the formal intentions for allocating individual priority points is
respected, as stipulated in Article 5(7) of the Article 45 GIPs
which provides that:
"Following the meeting with the Joint Evaluation
Committee, the Director-General shall set out his/her formal
intentions regarding the allocation of priority points. Those
intentions shall be made known to staff."
For clarity, the following layout has been adopted:
- the names of those who have not received priority points are
not published;
- the lists (Annex III ) are arranged by budget, grade,
number of priority points and alphabetical order.
- Allocation of priority points for work in the interests of
the Institution (PPII)
Article 9(1) of the Article 45 GIPs provides that:
- "The Promotion Committees […] shall submit proposals to
the Appointing Authority on the allocation to officials of
priority points in recognition of work undertaken in the
interests of the Institution."
- "In order to qualify for priority points under this
Article, an official must have undertaken additional tasks in
the interests of the Institution which do not form part of
his/her usual activities as stated inter alia in his/her job
description."
At the request of the promotion committees, a particular
attention has been brought to bear in the 2008 promotion exercise to
ensure that the tasks giving rise to the attribution of PPII should
not be part of the job description of the officials concerned.
The additional tasks in the interests of the Institution which may
give rise to priority points under Article 9 are set out in Annex I
to the Article 45 GIPs. These are:
- Chairman/member of a competition selection board or of a
joint committee for selecting temporary agents: 2 points
- Assessor to a selection board/Marker of competition papers:
1 point
- Chairman/member of a joint committee: 2 points.
As was the case in 2007 it has been decided to fix four days as
the minimum number of days which must be devoted to one of the
eligible activities to benefit from these points.
DG ADMIN has established a list of officials who have devoted at
least four days to the eligible activities as well as an indication
of the number of points which could be attributed to them. The list
of officials is set out by budget, grade, and alphabetical order
(Annex IV ).
The list has been drawn up on the basis of information provided by
the European Personnel Selection Office (EPSO), in the case of all
activities linked to competitions, and by the chairmen of the
various joint committees. Please note that selection panels for the
recruitment of one temporary agent or for the selection of
contractual agents have not been taken into account.
In regard to the activities of a marker of competition papers, the
information provided by EPSO concerns the number of papers marked by
each official. On the basis of information provided by EPSO, this
number of copies has been translated into the number of days worked
according to the following formula: 7 marked papers = 1 day,
therefore 28 marked papers = 4 days.
The information transmitted by the chairmen of joint committees
concerns the number of days of meetings where the official took
part. Once the number of days of participation in joint committees
has reached two and a half days, an additional one and a half days
have been added to count as preparation time. A meeting of a joint
committee of whatever time duration shall be counted as at least
equivalent to a half-day.
If you consider that you have worked at least four days in the
interest of the institution and that your name, therefore, should
appear on this list, or if you contest the number of points you
could obtain as indicated on the list, you can appeal to the
promotion committee within the deadline and by the means explained
in point 8 below.
Your appeal must be duly justified. It should explicitly state that
it is a PPII appeal. You should attach, in particular, any documents
attesting your participation in one of the activities listed in
Annex I to the Article 45 GIPs from which the number of days devoted
to that activity in 2007 is apparent.
- Account not taken of changes after 31 December 2007
The published lists do not take account, in particular, of any
possible changes of function group / career stream after 31 December
2007.
Accordingly, some officials who have changed function group/career
stream since 1 January 2008 may find their name appearing in the
list for their former grade as on 31 December 2007, despite the fact
that they are no longer qualified for promotion and their previously
accumulated points are to be disregarded with a view to promotion in
their new grade.
The relevant updating will take place when promotion lists are drawn
up for the 2009 exercise.
The relevant Directorate-General is the one to which officials were
assigned as on 31 December 2007.
- Appeals to the promotion committees
You can appeal to your promotion committee against your
Directorate-General's formal intentions for priority points under
Article 8 of the Article 45 GIPs.
8.1 Deadline and means for making an appeal
8.1.1. Deadline for appeal
In accordance with Article 8 of the Article 45 GIPs, the period for
making an appeal is during the five working days following
publication of the merit list in question. If you are absent from
work, the 5-day period starts to run from the time when "the
official could, as a diligent member of staff, have known of the
formal intention concerning him/her." This deadline does not include
days of annual leave.
8.1.2. How to make your appeal
Appeals must be made using the Sysper2 application: go to "My
promotion file". You must give reasons for the appeal (a space for
free text opens up when you click on "Launch appeal", under the tab
"DG Priority Points".).
Warning: Do not forget to validate your appeal after keying it into
Sysper2. Validated appeals appear under the tab "Appeal" in your
promotion file.
8.2. Provisions for absence of an official other than on
annual leave
Officials absent from their workplace during the period for making
appeals should take steps to comply with the deadline of five
working days referred to above.
The following arrangements have been allowed for:
8.2.1. Access to Sysper2 from an external computer
Sysper2 can be consulted and used to make an appeal to the promotion
committee from any computer connected to the Internet.
8.2.2. If Sysper2 is not accessible
Officials unable to access Sysper2 in order to consult the number of
priority points allocated to them can contact the person responsible
for human resources in their home DG as on 31 December 2007, who is
to give them the necessary information.
In accordance with the second subparagraph of Article 8(2) of the
Article 45 GIPs, officials unable to use the computer system can
make a justified appeal by writing to the head of the unit in the
Directorate-General for personnel and Administration which is
responsible for providing the secretariat for the promotion
committees, i.e.:
Unit ADMIN.A.6.
Personnel matter "Appeal to promotion committee"
34 rue Montoyer (MO-34 5/1), B-1040 Brussels
Tel.: (+32)(0)2/2955264, Fax: (+32)(0)22954762
Please send any e-mails to: "mailto:admin_mail-A6@ec.europa.eu"
Please use this alternative appeal procedure only in exceptional
circumstances
(when you are genuinely prevented from using Sysper2).
8.3 Presentation of appeals
The consideration of appeals will be made very much easier if you
adopt the following manner of presentation:
- use a clear drafting style which makes it immediately apparent:
- the category of appeal (priority points given by your DG (PPDG),
priority points for work in the interest of the institution (PPII),
etc.)
- the precise reasons why you think more points should have been
given;
- what outcome you are seeking (e.g. receive one more point, receive
a sufficient number of points to reach the promotion threshold,
etc.);
- keep your appeal concise: short messages are often better
understood;
- do not reproduce or attach documents which already appear in your
promotion file; the members of the promotion committees will have
access to your personal file in Sysper2 when considering each case
and so there is no point in repeating personal data already on
record.
8.4 Consideration of appeals by the promotion committees
Appeals will then be considered by the promotion committees and may
give rise to additional points ("appeal points").
The composition of the promotion committees is available on the
'promotion' website.
http://www.cc.cec/pers_admin/promotions/index_en.html
- Promotion thresholds
The promotion thresholds for the 2008 promotion exercise were
published in Administrative Notice No 20-2008 of 11 April 2008.
That Administrative Notice stated that thresholds in 2008 are
derived from the convergence plan, which forms part of the new
system of appraisal and promotion to be introduced in 2009.
Administrative Notice No 27-2008 of 22 May 2008, which launched the
promotion exercise, confirmed that for all grades (except the
end-of-career grades AD12, AST10, AST6/C and AST4/D) officials with
a total number of points on or above the threshold published on 11
April would be promoted provided that they meet the eligibility
criteria for promotion set out in the staff regulations and they
have not received a merit mark of less than 10 in their most recent
CDR.
For your convenience, these thresholds are listed again here below.
They are fixed and will not increase.
| |
|
2008 promotion thresholds |
| AD
|
AD13
|
85.0 |
| |
AD11
|
93.5 |
| |
AD10
|
75,5 |
| |
AD09
|
68,0 |
| |
AD08
|
66,0 |
| |
AD07
|
51,0 |
| |
AD06
|
40,5 |
| |
AD05
|
40,5 |
| AST
|
AST09
|
85,0 |
| |
AST08
|
95,0 |
| |
AST07
|
81,5 |
| |
AST06
|
78,0 |
| |
AST05
|
68,0 |
| |
AST04
|
51,0 |
| |
AST03
|
40,5 |
| |
AST02
|
51,0 |
| |
AST01
|
40,5 |
| AST/C
|
AST05.C
|
100,5 |
| |
AST04.C
|
80,5 |
| |
AST03.C |
79,5 |
| |
AST02.C
|
38,0 |
| AST/D
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AST03.D
|
82,5 |
For the 'end-of-career' grades (AD12, AST10, AST6/C and AST4/D) the
promotion thresholds remain indicative; they may be adjusted by the
Appointing Authority, on the recommendations of the promotion
committee at the end of the promotion exercise. The estimate
published in Administrative Notice No 20-2008 of 11 April 2008 has
been updated to take account of the formal intentions of
Directorates-General. The update does not change the values already
communicated.
Indicative promotion thresholds for the 'end-of-career' grades are
as follows:
| |
|
Indicative thresholds |
| AD
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AD12
|
128,0 |
| AST
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AST10
|
130,5 |
| AST/C
|
AST06.C
|
123,5 |
| AST/D
|
AST04.D
|
127,0 |
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