Policy 04:035
Office Support Personnel Compensation Plan

The administration of wages and salaries is based upon regular, full-time employment except where indicated otherwise. Regular, part-time employment is administrated on a pro rata basis.

New or Former Employees

New Employees are compensated at the minimum salary range for the appointment level.

Former employees with at least three (3) years of service who are re-hired at the same level within twelve (12) months of date of resignation may, upon recommendation and approval, receive the same salary earned at the time of resignation. A supervisor who hires a former employee during the second and third years from the date of resignation may negotiate the salary based on prior service and funds available within the appropriate salary range. The negotiated salary may not exceed the salary earned at the time of resignation.

The salary for former employees rehired at higher or lower classification levels may be negotiated based upon prior service and available funds, but may not exceed the employee’s former relative position in the salary range.

Shift Differentials

Employees who are regularly scheduled to work either evening or night shifts receive $520 added to the annual base pay. Shift differential pay is removed when evening or night employees are regularly scheduled to work day shift. Partial evening or night shift assignments are compensated on a pro-rata basis.

Lateral Transfers

A lateral transfer is a voluntary move to a different position within the same classification level. Employees making a lateral transfer retain the salary of the previous position.

Promotions

An employee promoted to a higher classification will be compensated at the same relative position as in the former salary range. Salary dollars follow the promotee to the new position, when necessary.

Demotions

An employee who voluntarily requests placement in a lower classification will be paid at a level not exceeding the same relative position in the former salary range.

When demotion occurs as a result of a decision by the University, salary will be determined on a case-by-case basis.

Temporary Assignments

Temporary positions must have a job description and be assigned a classification level. Temporary employees are compensated at the hourly rate of the minimum salary for the level.

Annual Performance Appraisals

A performance appraisal is conducted each spring for those employees hired prior to January 1 of that year, using a standard form provided by the Office of Human Resources. Employees with less than three (3) on a scale of one (1) to five (5) on the performance appraisal receive a second appraisal in six (6) months. The results determine eligibility for general increases and merit pay.

General Increases

Employees receiving at least three (3), on a scale of one (1) to five (5), on the annual performance appraisal are eligible for a general increase in salary. Employees receiving at least three (3) on re-appraisal are eligible for the general increase for the second half of the year (March 1-August 31). Employees hired between January 1 and September 1 are only eligible in the first year for an increase equal to the increase in the minimum of the salary range.

Merit Increases

To be eligible for merit increases, an employee must (1) achieve an annual review rating of four (4) or above on an evaluation scale of five (5) and, (2) complete education/training units during the year (July 1-June 30). For each merit unit attained up to a maximum of three (3) per year, $100 is added to the annual base salary. A unit is defined as either a combination of workshops, seminars, or training sessions approved by the supervisor equivalent to 15 hours of class attendance or one semester-hour of two-year or four-year college credit. Merit units in excess of three do not accrue to subsequent years.

Part-time employees are eligible for merit increases. Increases are administered on a pro-rata basis.

Exceeding Maximum of Ranges

An employee attaining the maximum salary for a classification level is eligible for pay increases providing the annual compensation does not exceed 110% of the maximum salary for the level.

Adjustments to Salary Ranges

Minimum and Maximum pay ranges are reviewed by the Director of Human Resources every year for possible adjustments based on the University’s general increase for the previous years(s). The ranges maintain the original formula of a 9% vertical and a 50% horizontal spread.

Every three years, a comparison study is conducted to determine how the University compares with other area universities, especially those contacted in the initial comparison study. The study is conducted by the Office of Human Resources and forwarded with recommendations to the President.

Externally Funded Positions

Compensation is regulated by the funding source and may not adhere to the OSP Compensation Plan. If a subsequent transfer to a University-funded position occurs, the salary will be based on classification level, department budget resources available, and years of service.

Review of Position Descriptions

Updated position descriptions for one-third (1/3) of all OSP positions are reviewed and evaluated by the Director of Human Resources each year. Every position is reviewed at least every three years. When a department or division restructures its positions, a review is required. Supervisors must provide the Office of Human Resources with updated position descriptions for evaluation and classification.

Appeals

Appeals of position description evaluations can be initiated by an OSP member by obtaining appropriate forms (Request for Review form and Position Description Questionnaire) from the Office of Human Resources. After appropriate approvals, the completed forms should be returned to the Vice President for Business Affairs no later than four (4) weeks after the initial evaluation determination. The Vice President will review the appeal and notify the appropriate personnel when a decision is made. The Vice President’s decision may be appealed to the President within two (2) weeks.

Approved 11/93
Last Revised 3/08