Career Events and Corresponding Pay Adjustments
Jobs can change in a variety of ways. Most staff members' jobs change in the form of job enrichment. Job enrichment is typically when employees take on additional tasks or work, without increasing the level of responsibility within the job. Employees are expected to increase the amount of work performed as they become more proficient in the job; accordingly, job enrichment is typically a part of all employee jobs. Job enrichment does not normally warrant a change in career stage, market reference range or salary. Jobs that grow and expand through a significant increase in responsibility and skill level, however, may require a change in career-stage or market reference range, and a subsequent salary increase. These situations are defined as job reclassifications, and the process for assessing whether a job should be redefined is outlined below.
Job Reclassification to a Higher Career Stage
This program was developed to focus on the broad roles and responsibilities of employees' jobs, not tasks and specific activities. Accordingly, the reassignment or movement of a job to a different career stage or market reference range would normally result from a significant change in current job responsibilities and require a significant increase in skill level, including:
- Responsibilities that add a major component to the current job requirements; and/or
- New responsibilities that are very different from current responsibilities.
If there is a situation in which a job reclassification may be necessary, the supervisor should discuss the issue with HR and the respective vice president or dean, highlighting the changes in the role and subsequent impact on the job placement within the staff compensation structure. If the department head and supervisor agree that a job reclassification is justified, the supervisor will complete and submit the following to Human Resources prior to March 1:
- An updated job description; and
- A brief cover letter highlighting the job duties and responsibilities that have changed.
Human Resources will review the materials and determine whether a change of career stage and/or salary is warranted. Normally, when a job is reclassified and assigned to a new career stage, a salary increase of up to 10% or to the minimum of the new market reference range, whichever is greater, will be approved. Human Resources will discuss any changes with the department head prior to final approval.
Job Reclassification to a Lower Career Stage
Movement to a lower career stage or market reference range typically occurs for one of three reasons, and each would have a different impact on the employee's salary:
- Transfer, initiated by staff member, to pursue new interests or to enhance and broaden his or her development opportunities within the University: Current salary may be reduced, because it would be adjusted to the new job's market reference range.
Transfer or demotion occurs due to poor performance or lack of skills in prior job: Salary would be reduced to level appropriate to the employee's skills, competencies and performance relative to the new job's expectations and standards.
- Organizational changes (i.e., reorganization): Treatment of salary adjustments due to an organizational change would be handled on a case-by-case basis
A lateral transfer occurs when an employee moves to a similar position within the same career stage and with the same market reference range. Normally, no increase is given for a lateral transfer when the pay ranges of the old and new positions are approximately equivalent.
Most changes in positions within a career stage do not constitute reasons for salary changes. However, there may be circumstances that warrant salary adjustments based on the staff member's skill, experience and capabilities. HR should be contacted to discuss whether or not an increase would be warranted in this circumstance.
A promotion occurs when an employee moves to a job with greater responsibilities with a higher market reference range or in a different career stage. A promotion may occur as a result of the following:
- The employee applying for and being selected for a position through the recruitment and selection process.
- The employee demonstrating exceptional performance and advanced competencies, thereby receiving a promotion as recognition for their contributions to the University.
Changes to individual capabilities and activities (e.g., learning a new skill, increasing number of staff supervised) do not constitute a promotion (although they may help develop an employee's skills and competencies to enhance their career) (see "Job Enrichment").
A promotional increase generally ranges from 5-15% based on an employee's experience, skill level, market reference range for the new position, and relevant internal salaries. The new salary will be at least at the minimum of the new position's market reference range. If an employee is promoted to a position requiring greater qualifications or experience than is currently possessed, the promotion increase to the range minimum may be phased in over a set time period to allow for training. Starting salaries for promotions will be determined in consultation with Human Resources. No salary adjustment will be made if the employee's previous salary exceeds the maximum salary range of the new position. Additionally, a promotion may occur when an employee moves to a different position within the same market reference range. In this case, the salary-increase guidelines shown in the "Lateral Transfers" section will apply.
The hiring manager will work with Human Resources to determine the appropriate promotional increase before the offer is made and before potential pay is discussed with the employee.