Policy 3 - Salary Administration for Non-Union Support Staff

Approved Executive Committee of the Board of Governors 67.23

SALARY ADMINISTRATION FOR NON-UNION SUPPORT STAFF

OBJECTIVES

1. Within budgetary limits, this salary administration policy has the following objectives:

  • a) to attract, retain, and motivate competent support staff;
  • b) to offer competitive salaries within the local labour market;
  • c) to treat every employee fairly and equitably;
  • d) to ensure that the administration of salaries follows a uniform pattern;
  • e) to distinguish between the level of responsibility in each position;
  • f) to help personnel become familiar with the evaluation and classification of jobs and the determination of salaries.

ADMINISTRATIVE PRACTICES

UPDATING THE REMUNERATION POLICY AND SALARY SCALES

2. Under the direction of the Vice-rector, Resources, the remuneration policy and the salary scales in effect are to be revised annually and as often as is necessary in order to reflect current labour conditions and to ensure equitable salary administration standards.

3. For administrative purposes, new salary scales come into effect at the beginning of the fiscal year, i.e. on May 1 each year.

4. The Vice-rector, Resources, presents the amendments for the salary scales, for the salary administration program, and for the overall salary budget which applies to the support staff, to the Administrative Committee, and then to the Board of Governors.

UPDATING THE SYSTEM

5. The Human Resources Service is responsible for recommending to the Vice-rector, Resources, the amendments deemed necessary or useful for satisfying the needs of the university community.

6. The Human Resources Service is also responsible for coordinating all information for updating the job evaluation system and the data concerning salaries in the labour market.

7. Finally, the Human Resources Service will ensure the quality of job descriptions so that the approved University standards are respected.

REGULATIONS CONCERNING THE DETERMINATION OF ANNUAL SALARIES FOR THE UNIVERSITY OCCUPATIONAL GROUPS

SALARY SCALES

8. Salary scales are established after taking into consideration the University of Ottawa budget, the salary data in the labour market and the cost of living increase.

9. All regular non-unionized positions have a common salary scale based on the total of points of the position. The salary scale encompasses four strategic points in order to reflect the progress of an employee inside each salary level: minimum, adjusted minimum, standard and maximum.

10. The minimum represents the normal salary for an employee who meets the minimal requirements of the position; it is situated at 85% of the position's standard.

11. The adjusted minimum represents the base salary (for positions with 300 points or less) which compares with the job market standard at the time of hiring, for an employee who meets the minimum requirements of the position.

12. The standard represents a comparable salary on the labour market and determines the value of a position for an employee whose training is complete and whose performance is at least satisfactory.

13. The maximum is the maximum salary level of a position and is granted as final recognition for the employee's performance and experience; it represents 116% of the standard.

14. The adjusted minimum of the salary scale is determined as follows for all occupational groups:

  • 301 pts and more: 85% of standard
  • 281 pts to 300 pts: 86% of standard
  • 261 pts to 280 pts: 87% of standard
  • 241 pts to 260 pts: 88% of standard
  • 221 pts to 240 pts: 89% of standard
  • 201 pts to 220 pts: 90% of standard
  • 181 pts to 200 pts: 91% of standard
  • 161 pts to 180 pts: 92% of standard
  • 141 pts to 160 pts: 93% of standard
  • 121 pts to 140 pts: 94% of standard
  • 90 pts to 120 pts: 95% of standard.

SALARY ADJUSTMENTS

15. On May 1 of each year, the salary adjustments approved by the Board of Governors are calculated and implemented.

16. Salary scales shall normally undergo a percentage increase to reflect the rise in the cost of living; budgetary restrictions of the University shall be taken into account before the size of the increase is determined.

17. The employee's salary will normally be adjusted by the following two adjustments:

  • Economic Increase
  • Progress through the ranks (if employee has not reached the maximum).

18. All employees who have not yet reached the maximum of their level are to be granted these increases if performance is satisfactory.

19. The dean of a faculty or the director of a service, in consultation with the Human Resources Service and with sufficient justification, may decide to withhold an increase. Withholding of increases can be done for all employees except those in the 571 points or higher salary level. For the latter, withholding of increases must be decided after consultation with the Vice-rector responsible for the faculty or service.

20. New employees at the University who have not completed their probationary period before the dates for salary adjustments cannot receive a progress through the ranks increase. However, at the end of the employee's probationary period, if the management of the faculty or service deems it appropriate, a salary adjustment for progress through the ranks only can be recommended and granted by means of a reserve fund established in advance by the faculty or service.

MARGINAL SALARIES

21. When an employee's salary surpasses the absolute maximum of the salary bracket it is referred to as "red circled". Such employees receive only half of the cost of living pay increases until their salary falls within their salary scale. The situation can be corrected in the following manner:

  • a) encourage the employee to seek promotions whereby he or she will earn a salary which falls into the appropriate salary level;
  • b) reorganizing the functions of the position to increase responsibilities so that the salary is placed inside the appropriate salary level. This procedure, however, must not involve an artificial increase in responsibility which would hinder an otherwise healthy organization. It must be used only in consultation with Human Resources Service.

SALARY EQUITY

22. Even if salaries are revised on May 1 each year, it is possible, in exceptional cases, to revise an employee's salary during the course of the year. In this case, members of the support staff shall submit a request to the support staff Salary Anomalies Committee through the Human Resources Service.

23. This committee has been formed to study possible cases of salary anomalies. The Director of the Human Resources Service presides this committee and is assisted by two members of the support staff named by the Support Staff Executive Committee, and by the Coordinator, Job Evaluation and Compensation. The Vice-rector, Resources is an ex officio member.

24. The determination of an equitable salary will be based on the incumbent's experience and seniority in his or her position. Following this stage, recommendations are made to the Administrative Committee for the salary adjustments in cases where the employee's salary is lower than an equitable salary level. The adjustment will be effective on the date on which it received approval by the Administrative Committee.

INTREPRETATION

25. The Director of the Human Resources Service is responsible for the interpretation and application of this policy.

EXCEPTION

26. No exception may be made to this policy without the written consent of the Administrative Committee.

Revised October 27, 1993

(Human Resources)

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