Agreed changes to Professional Staff Salary Administration Program handbook:

 

 

                                       II.B.(ii)      Re-evaluation of Existing Positions

 

 

                                       Periodic Review

 

                              Effective July 1, 2007, a bargaining unit member is entitled to request a periodic review once per position every three years; if the member is laterally transferred, promoted, or demoted during that time, the period begins anew. The review will be performed by Human Resources upon written request of the member.

 

                              Each position description is reviewed by the Department Head with the employee, to ensure that it is accurate and reflects the content of the position, the minimum qualifications and the working conditions.  Use of the worksheet is encouraged as part of the review process and, if used, should accompany the position description.  If agreement is not reached on the position description, the employee must complete a position description worksheet (Appendix #1) and submit it to the Manager of Wage and Salary together with the proposed position description, for analysis and evaluation.  The results of this analysis and evaluation will be discussed with the Department Head, whose responsibility it is to inform the employee of any change.

 

                              Salary increases, normally between 6%-10% for one grade level, 8%-12% for two grade levels, 10%-14% for three grade levels, granted as a result of a Periodic Review, will be made effective for the first Sunday following receipt of the request by the Department of Human Resources. 

 

                              If funds are not available in the current fiscal year budget, the funds required to implement any salary change will be included in the budget for the following fiscal year, with the same effective date.  Grant-funded programs may be exempted only if it can be documented that sufficient funds are not available.

 

                     (iii)   Position Classification Review

 

                              A non-periodic position re-evaluation will be considered only if significant changes in complexity of duties have taken place.  It should be noted that changes in work volume, minor changes in work content, or changes in quality of employee performance will not result in a changed position level, and should not result in a request for position classification review.  A Request for Position Classification Review Form (Appendix #3) detailing the basis for such action should be reviewed by the Department Head/Dean or Director. The form should then be signed and forwarded to the Manager of Wage and Salary, with comments providing some insight into the extent of change and analogous situations existing within the executive area.

 

                              To facilitate the process and provide timely responses to Department Heads the following priorities are established by the Manager of Wage and Salary:

 

 

                              a.      New or changed positions for which openings exist or changes due to major reorganizations are given first priority.

 

                              b.      Increased responsibilities:  Positions for which the content has changed significantly and permanently, and there appears to be added responsibilities that could possibly change the position level, are given second priority.

                             

                              c.      Content changes:  Position descriptions in which the content has changed somewhat, and which have been submitted for informational purposes only, to ensure records are current.

 

                              Salary increases, normally between 6%-10% for one grade level, 8%-12% for two grade levels, 10%-14% for three grade levels, granted as a result of a Position Classification Review, will be made effective the first Sunday following receipt of the request by the Department of Human Resources.

 

                              If funds are not available in the current fiscal year budget, the funds required to implement any salary change will be included in the budget for the following fiscal year, with the same effective date.  Grant-funded programs may be exempted only if it can be documented that sufficient funds are not available.

 

 

III.      APPEAL PROCEDURE

 

            A staff member who wishes to appeal the results of a Periodic and/or Position Classification review should follow the procedure outlined below:

 

 

            A.     Staff member completes Section I of Appeal of Position Level form (Appendix #4) and forwards, with position description, to Department Head. The position description in place when the review is begun shall be the position description used for the purpose of the appeal procedure.

 

            B.      Within 10 working days of receipt, Department Head in conjunction with the Dean/Director completes Section II and forwards, with organizational chart, to Manager of Wage and Salary providing copies to the Vice-Chancellor of the Executive area.

 

            C.      Within 20 working days of receipt, Department of Human Resources completes Section III and returns to Department Head with copies to staff member, and Vice-Chancellor of the Executive area.

 

            D.     If staff member wishes to appeal action taken in Step C above, within 10 working days of receipt, he or she completes Section IV and submits to his or her union representative with copies to the Department Head, Dean or Director, Manager of Wage and Salary and Vice Chancellor of Human Resources or designee. Only the Union may initiate appeals to the Board by sending written notice of an Appeal to the Manager of Total Compensation at Amherst or the Director of Personnel at Boston. Such notice shall specify the employee appealing and the grounds on which they appeal. The Appeals Board is comprised of three representatives of Management, three representatives of the Union and one neutral voting Chairperson appointed by Management and the union. A neutral voting chairperson shall be chosen by the parties and shall be present to consider all appeals that come before the Board. The neutral Chairperson shall have demonstrated expertise in compensation (ACA certification preferred) and appropriate experience in dispute resolution.  The cost of hiring a neutral voting chairperson shall be equally shared by both parties.  A majority vote is necessary to approve an appeal.

 

            E.      Within 15 working days of receipt, the Chair convenes a hearing at which the appellant, Department Head/Dean/Director, and Manager of Wage and Salary present their respective cases and answer any relevant questions of the committee.

 

            F.      Within 15 working days of the hearing, the Board completes Section V of the form and notifies the staff member of its findings, with copies to the Department Head, Dean or Director, and Vice Chancellor of Human Resources or designee.

 

            G.     The Appeals Board’s decision is final; any resultant change in position level will be implemented effective on the Sunday following the date the request for review was received by the Department of Human Resources. 

 

                     If funds are not available in the current fiscal year budget, the funds required to implement any salary change will be included in the budget for the following fiscal year, with the same effective date.  Grant funded programs may be exempted in rare situations, only if it can be documented that sufficient funds are not available.

 

 

IV.      GUIDELINES FOR DETERMINING INDIVIDUAL SALARIES

 

            The following guidelines apply to all professional staff members who are covered by this Salary Administration Program, regardless of their source of funds, i.e. state, trust or grant.

 

            A.     Starting Salaries for New Employees

 

                     1.      Normally a new employee will be hired at a salary up to the first quartile of the range, based on application of the criteria listed in #2 below, and with the approval of the Dean/Director/Department Head.

 

                     2.      Salary amounts shall be determined by:

 

                              a.      the experience and education of the applicant in relation to the advertised job qualifications,

                              b.      salaries being paid to current employees,

                              c.      salaries paid in the appropriate labor market.

 

                     3.      If the applicant is exceptionally well-qualified and is fully capable of immediate competent performance, the Dean/Director/Department Head may request to offer a salary between first quartile and midpoint of the range.  Prior consultation must occur with the executive area Vice Chancellor and the Manager of Wage and Salary.

 

                     4.      An applicant can only be offered a salary above the midpoint of the range if:  a.) the position has been appropriately advertised, and b.) market conditions exist which require such an offer.  Prior approval must be given by the Dean/Director/Department Head and appropriate Vice Chancellor in consultation with the Manager of Wage and Salary.

 

            B.      Advertising Salaries for Vacant Positions

 

 

                     1.      Generally advertisements will state the hiring range from the minimum to the midpoint of the range, indicating that the normal starting salary will be up to the first quartile.

 

                              SAMPLE FORMAT:  Hiring salary range:  $30,000 - $50,000 (Normal starting salary:  $30,000 - $40,000).

 

                              This method provides potential applicants a realistic perspective about probable salary.  No offer above the maximum of the advertised range may be made.

 

                     2.      It is possible to advertise certain positions without stating salary ranges.  In lieu of salary information, the advertisement will read, “salary commensurate with skills and experience”.  This method is generally reserved for

                              positions in which it is known ahead of time that the salary offer will most probably need to be above mid-point of the range.  Prior approval for using this method must be submitted to the Manager of Wage and Salary.  An acceptable hiring range must be established by the Department Head/Dean/Director in consultation with the Manager of Wage and Salary.  This range must be determined prior to beginning the search and shall appear on the Position Release and Recruitment requisition.  Approvals by Human Resources shall precede any salary offer made to applicants.

 

   C.      Other Factors and Situations

 

 

                     1.      In those instances where living quarters are provided to the employee, (e.g. Residence Directors), it is considered that this represents an indirect compensation value, which should be considered when the annual salary is established.  The current established value of this indirect compensation may be obtained by contacting the Manager of Wage and Salary.

 

                     2.      In rare instances, agreements are made ahead of time by the Dean/Director/ Department Head, appropriate Vice-Chancellor and the Manager of Wage and Salary to establish a single hiring salary or a starting salary range that is different from the usual minimum to first quartile of the range, but within all other guidelines.  In addition, when the University determines the salary range of a particular position or class of positions is insufficiently competitive in the appropriate labor market to permit recruitment or retention of employees in those positions, Human Resources may associate those positions to salary ranges of a higher position level.  In these instances, the salary should be advertised as agreed upon in order to provide applicants with correct information.

 

                     3.      If the successful applicant for the posted vacancy is an on-campus faculty, staff or benefited classified employee, the action shall generally be considered a promotion or lateral transfer depending on the levels of the posted position and the employee’s present position.  See guidelines below for promotional increases.  If promotional guidelines are deemed be inappropriate to the situation, the Dean/Director/Department Head and appropriate Vice-Chancellor shall consult with the Manager of Wage and Salary. A classified employee moving to a professional position shall receive an increase as per “Guidelines for Determining Individual Salaries” Section IV.A.(3) and (4).

 

           

            D.     Promotional Increases

 

                     Promotional increases awarded shall reflect:

 

                              *   the extent of the change in duties and responsibilities,

                              *   the education and experience of the employee in relation to the position requirements,

                              *   the relative position of the employee’s current salary within the new salary range, and

                              *  the interval since the last increase.

 

                     1.    A professional employee whose current salary is below the minimum salary for the new position shall receive an increase at least to the minimum of the salary range, or between 6%-10% for one grade level, 8%-12% for two grade levels, 10%-14% for three grade levels, whichever is greater. A professional employee whose current salary is at or above the minimum salary for the new position shall receive an increase normally between 6%-10% for one grade level, 8%-12% for two grade levels, 10%-14% for three grade levels

 

                     Any salary increase accompanying a promotion must be approved by the employee’s Department Head, Dean or Director, if appropriate, and Vice Chancellor or designee, in consultation with the Manager of Wage and Salary.  These approvals shall precede any communication of the promotion and increase to the employee.

 

 

            E.      Lateral Transfers

 

                     If an employee moves from a job in one position level to another job in the same position level, a salary adjustment will generally not be made.

 

 

            F.      Transfers to a Lower Position Level or Demotion

 

                     Any salary reduction must be approved by the Dean/Director/Department Head and the appropriate Vice-Chancellor in consultation with the Manager of Wage and Salary.

 

                     The extent of the salary reduction resulting from a transfer to a lower position level or a demotion shall reflect:

 

                              *   the reason for the demotion,

                              *   the extent of the demotion,

                              *   the education and experience of the employee in relation to the new position, and

                              *   the relative position of the employee’s salary in the new salary range.

 

                     1.      If an employee applies for a position evaluated at a lower level than the one currently held, there will be no salary increase and the salary may not exceed the midpoint of the range, or the highest salary advertised, if the advertised salary is less than the midpoint of the range (See page 6 - C2).

 

                     2.      Generally, when redefinition of an existing position results in a lowered level, the incumbent’s salary will be unaffected.  However, the position will be identified for the lower classification and salary when it becomes vacant (“red-circled”).

 

                     3.      An employee bumping to a position with lesser responsibilities and position level shall normally have the salary reviewed so that it is appropriately placed within the range for the new position; there shall be no more than a 25% salary reduction.

 

 

            G.     Temporary Assignments or Acting Positions

 

                     Employees temporarily assigned duties and responsibilities of greater complexity in addition to those outlined in the current job description will have the new position re-evaluated to determine if there will be a re-classification to a higher level. If an employee is transferred temporarily to a vacant higher position in an acting capacity, he/she may  receive additional compensation from the date of assignment if such assignment is continuous and is to be in excess of one month.

 

                     1.      An employee assigned such additional duties and responsibilities shall be eligible for a temporary increase in salary.  This recommended increase should be based on an evaluation of the assigned duties by the Department Head in consultation with the Manager of Wage and Salary.

 

 

                     2.      An employee assuming a higher position in an acting capacity shall be eligible for an increase in salary to the starting rate of the range of the assumed position or an increase normally between 6%-10% for one grade level, 8%-12% for two grade levels, 10%-14% for three grade levels, whichever amount is greater if the assignment is for a period of at least 30 calendar days.  The duration of the acting period should not exceed one year.

 

 

            H.     Equity Increases

 

                     An employee’s salary may be reviewed for a possible equity increase when the staff member or his/her supervisor believes an inequity exists between that employee’s salary and other salaries being paid to employees in the same  position level, performing comparable duties.  Consideration is given to the duties and responsibilities assigned, salary history, qualifications, experience, labor market and anomalous circumstances that may exist.  Equity adjustments will only be made when a substantial inequity exists, not when there is a slight variance in salaries.

 

                     Education and experience are a determinant in establishing an appropriate starting salary.  Occasionally earning a particular degree or certificate is made a condition of employment, and a predetermined salary increment may be awarded.  However, position levels, and resultant salary ranges, are determined based upon a set of factors that include “minimum education experience”.  Job-related advanced degrees earned while employed at the University will not be considered as the sole basis for an equity increase.

 

                     The procedure to be followed is:

 

1.     Staff member or supervisor completes Section I of Request for Equity Review form  (Appendix #5) and forwards, with position description, to Department Head, with copies to Dean or Director and Vice Chancellor. The position description in place when the review is begun shall be the position description for the purposes of the appeal procedure.                                                              

2.     Within 10 working days of receipt, Department Head, after consultation with                      Dean/Director or Vice Chancellor,  completes Section II and forwards, with organizational chart, to Manager of Total Compensation at Amherst or the Director of Personnel at Boston

 

3.     Within 20 working days of receipt, Division of Human Resources completes Section III of Request for Equity Review and returns it to Department Head with copies to staff member and Administrative Officer.

 

4.     If staff member wishes to appeal action taken in Step 3 above, within 10 working days of receipt he or she completes Section IV of Request for Equity Review form and submits  to his or her union representative.  All appeals being brought before the Board must be initiated by the Union.  Only the Union may initiate appeals to the Board by sending written notice of an appeal to the Manager of Total Compensation at Amherst or the Director of Personnel at Boston. Such notice shall specify the employee appealing and the grounds on which they appeal.

 

5.     The Appeals Board is comprised of three representatives of Employer/University Administration, three representatives of the Union and one neutral voting Chairperson appointed by the Employer/University Administration and the Union. The costs of hiring a neutral voting chairperson shall be equally shared by both parties.  A majority vote is necessary to approve an appeal.

 

6.     When the Union initiates a hearing by the Board, a written request for a hearing along with the Request for Equity Review form must be forwarded to the Manager of Total Compensation at Amherst or the Director of Personnel at Boston with copies to the Department Head, Dean or Director and Administrative Officer. Within 15 working days of receipt, the Manager of Total Compensation at Amherst or the Director of Personnel at Boston will schedule a hearing at which the appellant, Department Head/Dean or Director, and Manager of Total Compensation at Amherst or the Director of Personnel at Boston present their respective cases and answer any relevant questions of the Board.

 

7.     Within 15 working days after the hearing, the Board completes Section V of the form and notifies the appellant of its findings, with copies to the Department Head, Dean or Director, Manager of Total Compensation at Amherst or the Director of Personnel at Boston and Administrative Officer.  

 

8.     The Appeals Board’s decision is final; any resultant salary increase will be implemented effective no later than the Sunday following the date the request for equity review was received by the Division of Human Resources.  If funds are not available in the current fiscal year budget, the funds required to implement any salary change will be included in the budget for the following fiscal year, with the same effective date.  Grant-funded programs may be exempted in rare situations, only if it can be documented that sufficient funds are unavailable.

 

            I.       Across-The-Board Increases

 

                     Across-The-Board Increases are authorized by the Board of Trustees and funded by the State Legislature. Management shall have the exclusive right to set ranges provided that the minima and maxima are not lowered.  If management sets a range, it shall notify the Union prior to implementation.

 

 

           

 

                                                                                  

                                       University of Massachusetts BOSTON                     Appendix #3

                               Request for POSITION CLASSIFICATION Review

 

instructions:  Send to appropriate Department Head who will forward to Manager of Wage and Salary if approved.

 

State Title:                                                                                  

 

Working Title:                                                                              Date: _________________________________

 

Incumbent(s):                                                            Department/Unit: ___________________________________

 

Complete this form if the description must be evaluated apart from the periodic position classification review.

 

1.   Is this a new position?                                                                                    _    Yes          _    No

            (attach position description)

 

2.   Is this a revision of an existing position?                                                           _    Yes          _    No

            (attach revised and former position descriptions)                                                 

 

3.   Does this position replace an existing description?                                               _    Yes          _    No

            If yes, former title:                                                                      

 

4.   If this is a new position or if there is a change in this position,

      does it significantly change any other position(s) in the department?                       _    Yes          _    No

           

            If yes, please comment:                                                                                                                     

                                                                                                                                                                                   

 

5.   If this is an existing position that has changed significantly, please summarize the difference between this position

      description and the former description:

                                                                                                                                                                 

                                                                                                                                                                 

                                                                                                                                                                 

 

6.   Identify the reasons why this position has been created or changed (e.g. reorganization of functions, changes in work volume, etc.):

                                                                                                                                                                 

                                                                                                                                                                 

                                                                                                                                                                 

 

Manager/Supervisor                                                                                                   Date                             

 

Department Head                                                                                                       Date                             

 

Dean  ________________________________________________________________          Date                             

                                                                                                                                                                 

HUMAN RESOURCES USE ONLY

Date Request Received                                                                                                                                  

Request for Review is ACCEPTED                                                                                                                 

                                    DENIED                                                                                                                 

                             POSTPONED