- 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 take a decision on the
awarding 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.N. 20-2008 of 11 April 2008
A.N. 25-2008 of 14 May 2008
A.N. 27-2008 of 22 May 2008
A.N. 35-2008 of 25 July 2008
A.N. 36 -2008 of 11 September 2008
- The promotion committees met between 9 and 22 October 2008,
and 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);
- 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.
- 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 are annexed 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 (maximum of 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 to whom it was proposed to allocate PPII
was published in Administrative Notice
35-2008 of 25 July 2008.
Following 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 and was taken
into account when drawing up the final proposals on allocating
points for work undertaken in the interests of the institution.
In regard to the number of copies to be marked to qualify for
the attribution of 1 PPII, the promotion committees recommended
that this be reduced from 28 copies to 25.
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 (maximum of 3 points)
These points were allocated to compensate any officials put at a
disadvantage by the transition from the old (pre-2002 system) to
the current 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 2008, 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
risk experiencing a slow down in their career despite having
demonstrated satisfactory performance;
- The number of points to be allocated is determined by
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”.
Only five officials qualify for transition points in 2008,
which is good evidence that the transition period between these
two systems has come to an end.
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 comments in the promotion file. The
comments in use in 2008 were modified compared to those in
use in 2007 to reflect the closer link between appraisal and
promotion in the system to be introduced in 2009. There are
only two comments now in use:
- For all grades, except the so-called end of
career grades (AD12, AST10, AST6/C and AST4/D),
"The Directorate General is invited to attribute the
necessary promotion points to ensure a promotion in 2009
insofar as the performance of the official is maintained
at least at the level attained in the 2008 exercise"
- For end of career grades (AD 12, AST10, AST6/C,
AST4/D):
"The Directorate General is invited to follow closely
the career of the official and ensure a promotion within
the time-limit compatible with the official's
performance level"
It should be noted in this context that the committees are
not authorised, among other things, 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.
Most 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 either manifest errors in
the number of priority points allocated by a Directorate-General
or 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 view 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,
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
|
402
|
51
|
175 |
| AST
|
229
|
70
|
1170 |
| AST/C
|
91
|
12
|
26.5 |
| AST/D
|
7
|
1
|
11 |
|
Total |
729 |
134 |
1382.5 |
(Figures given for
all budgets)
2.3 Selection of ex-aequo officials
The question of making a selection among ex-aequo officials only
arises for the end-of career grades. No such selection needed to be
made in 2008 as all officials having a rucksack at least equal to
the threshold for their grade have been proposed for promotion.
- 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
2008 promotion round as shown in each official's Sysper2 promotion
file, without prejudice to changes of function group or
administrative position during 2008.
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 proposed to confirm the definitive
promotion thresholds published in the earlier administrative notices
of 2008. This was accepted by the Appointing Authority.
Function
Groups/career
stream |
Grades |
Definitive
threshold
confirmed |
|
AD |
AD13 |
85 |
| |
AD12 |
128 |
| |
AD11 |
93,5 |
| |
AD10 |
75,5 |
| |
AD9 |
68 |
| |
AD8 |
66 |
| |
AD7 |
51 |
| |
AD6 |
40,5 |
| |
AD5 |
40,5 |
|
AST |
AST10 |
130,5 |
| |
AST9 |
84 |
| |
AST8 |
95 |
| |
AST7 |
81,5 |
| |
AST6 |
78 |
| |
AST5 |
68 |
| |
AST4 |
51 |
| |
AST3 |
40,5 |
| |
AST2 |
51 |
| |
AST1 |
40,5 |
|
AST/C |
AST6.C |
123,5 |
| |
AST5.C |
100,5 |
| |
AST4.C |
80,5 |
| |
AST3.C |
79,5 |
| |
AST2.C |
38 |
|
AST/D |
AST4.D |
127 |
| |
AST3.D |
82,5 |
| |
AST2.D |
50 |
- 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 2008. All those who succeed in the
demonstration before 31 December 2008 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.
The required level to be reached passes to level 6 of the
interinstitutional courses (level B2 of the CEF) in 2009 and all
subsequent years.
- 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 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;
- 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 are 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 2008 promotion exercise comes under the Staff Regulations in
force since 1 May 2004.
Promotion decisions take effect either on 1 January 2008 (promotions
to grades AD13, AST11, AST7/C and AST5/D) or on 1 March 2008 (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 have been taken to allow for December 2008
salary transfers for most promoted officials.
- PUBLICATION OF THE FINAL 2008 THRESHOLDS CONVERTED INTO THE
PROMOTION POINTS OF THE NEW SYSTEM
In accordance with Article 11 of the
general implementing provisions
for article 45 of the staff regulations adopted by the Commission on
18 June 2008, the thresholds recorded for the 2008 promotion
exercise should be translated into the new promotion system. These
translated thresholds are to be published in the administrative
notice concluding the 2008 promotion exercise. They are therefore
set out below.
Function
Group/Career
stream |
Grades |
2008 final
thresholds in
new
promotion
points |
| AD
|
AD13
|
30 |
| |
AD12
|
46 |
| |
AD11
|
33 |
| |
AD10
|
27 |
| |
AD9
|
24 |
| |
AD8
|
23 |
| |
AD7
|
18 |
| |
AD6
|
18 |
| |
AD5
|
18 |
| AST
|
AST10
|
47 |
| |
AST9
|
30 |
| |
AST8
|
34 |
| |
AST7 |
29 |
| |
AST6 |
28 |
| |
AST5 |
24 |
| |
AST4 |
18 |
| |
AST3 |
18 |
| |
AST2 |
18 |
| |
AST1 |
18 |
| AST/C |
AST6.C |
44 |
| |
AST5.C |
35 |
| |
AST4.C |
28 |
| |
AST3.C |
28 |
| AST/D |
AST4.D |
45 |
| |
AST3.D |
29 |
| |
AST2.D |
18 |
