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St. Thomas University Policy
Name: Salary Administration
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St. Thomas University is committed to following pay practices which are fair and equitable; and, providing compensation which reflects the competitive labour market and the University's ability to pay it's employees. The University wishes to provide all employees with a clear description of the nature of his/her position, and how each position fits within the organizational context. St. Thomas University has adopted the Hay Management evaluation technique to determine internal and external salary comparisons of positions. The position evaluation process has been used to determine the relative job value and rank of all full-time, permanent, administrative and support staff positions within the University with the exception of the positions of president, vice president finance and administration and vice president academic which are reviewed annually by the salary committee of the Board of Governors. PROCESS Position Evaluation The Hay Management evaluation technique is based on a comprehensive and universal position evaluation process, which is consistently and fairly applied to all positions. All positions are measured in terms of job content and requirements. The evaluation process does not consider qualifications, performance of the employee in a position, or the salary paid to an individual employee. Each position is evaluated based on a position description questionnaire; organizational guide charts to determine point scores for each position; and, position profiles to ensure the point score for each position is consistent to similar types of positions in the external labour market. Position Description Questionnaire The position description questionnaire is used to inform the evaluator(s) about the nature of the position within the organizational framework. Specifically, the position questionnaire provides information about why the position exists, what results must be accomplished, and how results are achieved. The position description questionnaire is completed by the employee, and approved by the employee's immediate supervisor. Guide Charts Guide charts are used to determine a point score for each position. The guide charts are tailored to St. Thomas University, and reflect the size, characteristics and diversity of the organization. The evaluation results identify the amount of know-how, problem solving and accountability required; and the working conditions associated with the position. Position Profile A position profile is used in the evaluation process to reflect the relative emphasis between job factors, and serves as a check of the evaluation results. Position Evaluation - New Positions The evaluation of new positions is based on the position evaluation process outline to determine the relative job value and rank of any new positions within the University. The director of human resources will consult with the immediate supervisor of the new position when conducting the evaluation and will make a point score recommendation to the vice-president finance and administration and then to the president of St. Thomas University. Position Review The purpose of a position review is to re-evaluate the duties and responsibilities of a position. Position reviews are considered when the duties and responsibilities of a position have substantially changed. The employee must complete a position description questionnaire and forward it to his/her immediate supervisor for approval. The supervisor should then forward an approved copy of the position description questionnaire and a letter of recommendation for review to the director of human resources. The letter of recommendation should include how the responsibilities and duties have changed in relation to other positions in the unit and in the broader organizational context. The director of human resources discusses the justification of a position review with the employee's supervisor. If a position is reviewed, the results of the review will be communicated by the director of human resources to the employee's immediate supervisor, who shall communicate the results to the employee. A subsequent position review for the same employee, on the same position or set of duties, shall only be considered when a minimum of twelve (12) months has elapsed from the date of the previous evaluation decision. Appeal Process An employee may appeal the results of a position evaluation or review within fifteen (15) working days of notification by submitting a written letter of appeal to the director of human resources. The director of human resources will refer the appeal to a job evaluation committee, the members of which have been trained in job evaluation. The committee shall hear appeals which are based on position responsibilities. Appeals based on the qualifications and performance of the incumbent will not be considered. The committee shall only consider a subsequent appeal from the same employee on the same position or set of duties when a minimum of twelve (12) months have elapsed from the date of the committee's previous decision or when the employee can demonstrate in writing to the satisfaction of the committee that his or her duties and responsibilities have undergone a substantial change from the date of the committee's previous decision. The director of human resources is responsible for the evaluation and review of positions, and may set up an internal or external position evaluation committee depending on the nature and number of positions under review. POSITION DESCRIPTION A position description is developed for all positions based on position description questionnaires and feedback from supervisors and includes a summary of duties; a list of specific duties and responsibilities; knowledge, skills and experience required; and working conditions associated with the position. Employees should be fully aware of the duties and responsibilities of his/her job as outlined in the position description. All position descriptions must be signed by the employee, approved by the employee's immediate supervisor, and adopted by the director of human resources. Changes to Position Description An employee should advise his/her immediate supervisor of any significant modifications in job content that require an update of his/her position description. At the written request of the employee's immediate supervisor, the director of human resources will undertake a review of an employee's position description. In addition, the employee's position description will be reviewed in conjunction with an annual review of the employee's performance, and periodically by the director of human resources to ensure consistency is maintained among position descriptions for all positions. Position Description - New Positions A position description for any new position at St. Thomas University is developed by the director of human resources in consultation with the immediate supervisor of the new position prior to the appointment. Within the first year of employment, the new employee is required to complete a position description questionnaire. The director of human resources reviews and updates the position description in conjunction with the employee's annual performance evaluation to ensure it adequately reflects the nature of the position. SALARY STRUCTURE Each administrative and support staff position falls within a position category. The position category represents an average point score resulting from the position evaluation process. A salary range is included in each category, and has been determined by a policy formula obtained from internal and external comparisons of similar positions within the organization and the external labour market. The salary range within each position category is comprised of six (6) steps. Salary increments throughout the range are based on 5% adjustments. Step 6 of the salary range is the salary ceiling within a position category. Normally Step 6 of the salary range is the maximum salary for a position, unless the position or the employee is reclassified, or there is a recognized salary anomaly. Salaries for all administrative and support staff positions are based on a bi-weekly pay system. All salaries are communicated in bi-weekly rates calculated by dividing the employee's annual salary by 26.089. Movement Through the Salary Range An employee whose salary is below Step 6 of the salary range is eligible to move to the next step of the salary range, based on the results of an annual evaluation of the employee's performance (see section on Scale Adjustments). Movement within the salary range may occur as follows: Experience Adjustment An employee's salary is adjusted one step within the salary range in recognition of satisfactory work experience based on an annual performance evaluation. The adjustment is normally made on the employee's anniversary date, and is 5% of the employee's current salary. If the employee's anniversary date falls on the same date as a scale adjustment of the salary range, the employee's increase within the range shall be considered subsequent to the economic adjustment. The supervisor should submit a written request to the director of human resources recommending an experience increment. In cases where an experience adjustment is not recommended, an employee may be granted an equivalent increase at a later date based on a subsequent satisfactory performance evaluation. The experience adjustment is effective on the date the increase is approved. Experience adjustments, in this instance, must be authorized by the president of St. Thomas University. Temporary Adjustment An employee who is required to perform the duties of a higher-level vacant position or accepts special additional duties on a temporary basis may receive a lump sum payment, and/or substitution pay of 5% of salary during the specified period, provided the time frame exceeds one calendar month. Temporary adjustments must be authorized by the president of St. Thomas University Special Adjustment An employee's salary may be adjusted within the salary range in extraordinary circumstances. Special adjustments must be authorized by the president of St. Thomas University. Lump Sum Bonus Payments From time to time, the University may recognize the superior performance of an employee through the payment of a lump sum bonus. Recommendations, detailing the exemplary performance of an individual, should be sent by the supervisor to the president who may authorize the payment of a lump sum bonus. In all cases, a bonus payment should reflect a consistent level of higher performance. Salary Administration for New Employees A
new employee is normally appointed at Step 1 of the salary range for
the position category in which it is classified. However, the individual's
relevant formal education and related work experience is considered
when determining a starting salary. The director of human resources
consults with the vice president finance and administration in establishing
a starting salary; and, makes a starting salary recommendation to
the president. A letter of offer to a new employee is made by the
president of St. Thomas University. Performance Management In order to promote communication between an employee and his/her immediate supervisor and to provide direction for performance improvement within a position, all employees will be provided with an annual performance evaluation conducted by the employee's immediate supervisor on the employee's anniversary date. Any adjustments to an employee's salary will be considered in conjunction with the results of an annual performance evaluation Market Conditions The University recognizes that market conditions and temporary appointments may distort salaries within the salary structure, which result in a salary that is greater than or less than the scale 'value' of the position. In such cases, an adjustment will be made to the individual's salary, but not to the position evaluation or salary category for the position. The differential will be reviewed by the director of human resources annually, and may be increased, decreased, unchanged or eliminated, depending on market conditions. Any adjustment in market differential must be authorized by the president of St. Thomas University. "Off Range" Salaries If an employee's salary is below the minimum or above the maximum of the salary range for a position, except where a market differential is being paid, the salary is considered "off range". The employee's salary will normally be brought into the salary range for the position over an appropriate period of time, determined by the employer. Scale Adjustments From time to time, the University may implement a scale change to salary ranges, depending on economic conditions. Normally, an employee's salary will be adjusted to reflect the new value of his/her salary within a salary range. Scale Adjustment - "Off Range" Salaries If an employee's salary is below the minimum or above the maximum of the salary range for a position resulting from an "off range" salary, the scale change for an individual salary may be different than the normal scale change to the salary range for the position. In such circumstances, an appropriate economic adjustment will be determined by the employer. Scale Adjustment - Unsatisfactory Performance An employee's immediate supervisor may submit a written recommendation to the director of human resources to withhold the scale adjustment pending improved performance. If performance subsequently improves to meet expectations, all or part of the economic adjustment may be awarded. In such circumstances, the employee's salary may differ from the specific steps of the salary range.
The
director of human resources is responsible for the administration
of the salary administration policy. Any questions or inquiries regarding
the Hay Management evaluation technique and/or the salary administration
policy should be directed to the director of human resources.
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