Policy 133

Adoption
Date: December 11, 2023

Approved by
Executive Committee of the Board of Governors

Service responsible
Human Resources

1.    PURPOSE
1.1.    The University wishes to establish a policy on compensation for administrative senior managers that will ensure internal equity and allow the University to remain competitive in the labour market, while taking into consideration the University’s ability to pay. This policy will also allow the University to:
a)    attract, motivate and retain high-calibre individuals, making the University an employer of choice and ranking it among the top five research universities in Canada;
b)    reach its objectives in terms of student experience, internationalization, bilingualism and research excellence;
c)    promote its vision of making the University of Ottawa one of the great universities of our time, with a reputation to match its achievements.

2.    DEFINITIONS
2.1.    The following definitions apply to this policy and to the procedure on compensation for administrative senior managers.

Administrative senior management positions: Includes all of the non-executive senior management positions, namely Associate Vice-Presidents, the secretary-general and all other equivalent-level positions, as well as executive director positions that are considered income-generating positions (see Appendix A).

Maximum salary: Salary which is established following a market analysis and approximately corresponds to the median salary paid in reference markets. This salary should be reviewed every three years or as needed.

Minimum salary: Equal to 80% of the maximum salary.

Cash compensation: Cash compensation is mainly comprised of monetary components such as base salary and premiums.

Salary cap: Maximum salary that can be paid to an employee.

Salary class: Level within a salary scale. Each administrative senior management position is assigned a salary class according to Appendix A to the policy.

Salary scale: Range indicating the minimum salary, salary cap and maximum salary for each salary class. The salary scale for Grade CA-4 is 90% of the salary class of CA-5.

Senior executives: Includes all Vice-President positions and the position of president and vice-chancellor.

3.    SCOPE AND APPLICATION
3.1.    This policy applies to every incumbent of an administrative senior management position.

4.    PRINCIPLES
4.1.    Compensation must be in line with the University’s objectives and take into consideration several factors, including internal equity and equity with respect to comparable positions outside the organization (external equity). 
4.2.    Major Canadian research universities and organizations in the wider public sector and the private sector in the Ottawa area are the primary reference markets for compensation for administrative senior managers.
4.3.    The University’s objective is to provide cash compensation that is broadly in the fiftieth percentile (P50) of the identified reference markets, as well as competitive benefits.
4.4.    The University subscribes to the principle of employment equity. It also aims to provide equal employment opportunities and equal pay to members of four designated groups: women, Indigenous persons, disabled persons and visible minorities.

5.    RESPONSIBILITIES
5.1.    The Associate Vice-President, Human Resources recommends salary increases to senior management and, if necessary, adjustments are made to the salary scales.
5.2.    Human Resources develop, update and implement administrative procedures for approval by the Vice-President, Finance and Administration, as they relate to determinations made under, and the administration of, this policy.
5.3.    Human Resources must also ensure that cash compensation for administrative senior managers is paid in accordance with the applicable policies.
5.4.    The Associate Vice-President, Human Resources, is empowered to take all final decisions regarding questions and disputes related to the application of this policy.
5.5.    The Executive Committee of the Board of Governors approves annual salary increases and changes to the salary scales.

6.    REVIEW AND IMPLEMENTATION
6.1.    The Vice-President, Finance and Administration reviews this policy every five years or as necessary.
6.2.    Human Resources is responsible for implementing and interpreting this policy.

7.    APPROVAL AND AMENDMENTS
7.1.    The Vice-President, Finance and Administration recommends amendments to this policy for approval by the Executive Committee of the Board of Governors.
7.2.    Notwithstanding section 7.1 of this policy, the Secretary-General may amend this policy without the need to submit such amendment to the Executive Committee of the Board of Governors if such an amendment is required to:
a)    update or correct the name or title of a position, unit, law, regulation, policy, procedure or authority; or
b)    correct punctuation, grammar, typographical errors, revisions to format and other technical revisions, where appropriate, if the correction does not change the meaning of a provision; or
c)    correct the form of expression of a provision in English or French to be more compatible with its form of expression in the other language; or
d)    make consequential amendments in compliance with, or as a result of, another University of Ottawa regulation, resolution or policy; or
e)    update Appendix A to this policy following the creation, abolition or reclassification of an administrative senior management position; or
f)    update Appendix B to this policy following approval of salary increases by the Executive Committee of the Board of Governors, as provided for in section 5.5.
7.3.    The Vice-President, Finance and Administration may establish, amend or rescind procedures, or make exceptions to them, for the purpose of implementing this policy, provided that the procedures and exceptions are consistent with the provisions of this policy.

8.    EFFECTIVE DATE
8.1.    This policy will take effect on the date of approval by the Executive Committee of the Board of Governors, and it will not have any retroactive effect.

APPENDIX A

ADMINISTRATIVE SENIOR MANAGEMENT POSITION CLASSIFICATION

Salary class CA-5

Salary class CA-4

APPENDIX B

ADMINISTRATIVE SENIOR MANAGEMENT POSITION SALARY SCALE

May 1, 2023

Policy effective date:

* Minimum level of salary does not apply to interim mandate.

 APPENDIX C

VACATION (ANNUAL) LEAVE FOR ADMINISTRATIVE SENIOR MANAGERS