Salary administration policy
1.1This policy applies to all regular non-unionized non-academic staff, with the exception of University Executives (“E”).
1.2 For the purposes of this policy, "full-time" shall refer to an employee working 100% of the normal working hours, as defined in the Hours of Work policy.
1.3 For the purposes of this policy, "part-time" shall refer to an employee working less than 100% of the normal working hours, as defined in the Hours of Work policy.
2. Classification of positions
2.1 All positions covered by this policy are grouped into one of the following job families:
- Information Systems & Technology
- Logistics & Facilities
- Human Resources
- Student & Academic Services
2.2 Positions in these job families are further grouped into sub-families. Positions are matched to role profiles from levels 1-4.
2.3 Each role profile has a grade. Each grade has a salary scale.
2.4Salary scales for part-time positions shall be determined by applying the appropriate pro-rata adjustment determined in accordance with the proportion that the actual number of hours worked bears to the standard number of working hours, as defined in the Hours of Work policy.
2.5 In the event of a significant change in the content of an existing position, a Request for Role Profile Rematch form shall be completed and presented for determination of the appropriate role profile. The review process may be initiated by an employee or their supervisor.
2.6 The effective date of the rematch shall be the date of the administrative change as indicated on the Request for Role Profile rematch form as submitted.
2.7 The minimum and maximum of all salary scales shall be reviewed and adjusted annually in accordance with salary policy established by the University from time-to-time.
2.8In the event that a new role profile must be created, it shall be referred to the Employee Relations Committee for the purposes of evaluation in accordance with the Hay evaluation methodology.
3.1 An employee shall receive, at time of hiring, a salary that is at least equal to the minimum of the salary scale for their role profile grade.
3.2 The normal starting salary at time of employment is the minimum of the scale for the role profile grade.
3.3 Notwithstanding article 3.1.2, it may be possible, for market or other reasons, to offer a starting salary higher than the minimum of the salary scale. Any such offer, either verbal or written, shall require the prior approval of Human Resources (Total Compensation) if the starting salary is at or above ninety percent (90%) of the salary scale maximum. Approval shall be contingent upon the maintenance of internal equity within both the administrative unit and the University.
3.4 Annual salary increases may comprise:
- a salary scale revision, as determined by the University;
- a pay for performance increase, determined on a discretionary basis by the unit/department head within guidelines established by an annual policy statement.
The immediate supervisor must review their staff members’ work performance in order to determine a pay for performance increase.
3.5 An employee whose salary is within the salary scale will receive the full scale increase.
3.6 Notwithstanding articles 3.4 and 3.5, an employee whose salary is above the scale maximum for their role profile grade shall have the base scale increase limited to the greater amount of:
- one-half of the scale increase applicable to the role profile grade; or
- the amount that would bring their salary up to the new maximum for the role profile grade. In the event that a salary scale increase is limited due to this circumstance, the balance of the salary scale increase applicable to the role profile grade shall be paid as a non-base supplement for one year.
3.7Notwithstanding articles 3.4 and 3.5, an employee whose salary is at or above the salary scale maximum for their role profile grade shall receive a pay for performance increase as a one-time, lump sum payment. Similarly, an employee whose salary is immediately below the salary scale maximum for their role profile grade after the addition of the scale increase shall have the pay for performance increase limited to ensure that the final salary does not exceed the maximum for the role profile grade.
3.8 Salary scale increases for an employee whose salary scale maximum for their classification level as of November 30, 2002 was higher than the new salary scale maximum for their classification level as of December 1, 2002, will continue to be applied, in accordance with article 3.4, to the former salary scale.
4.1 A promotion shall be defined as a transfer to a new position with a higher grade or the rematch of a position, such that the salary scale minimum of the grade of the new position is higher than the salary scale minimum of the grade of the employee's previous position.
4.2 An employee receiving a promotion will be granted a promotional increase equal to the greater of:
- eight percent (8%) without exceeding the maximum of the applicable salary scale; or
- the amount necessary to raise the employee's salary to the minimum of the salary scale of the new role profile grade.
4.3Article 4.1 does not apply to staff, who having been appointed to a position at a lower grade, without the corresponding reduction in salary, are later promoted to a position with a grade which is equivalent to or lower than the grade of the position held prior to the appointment to the position with lower grade.
5.1 Lateral transfer
5.1.1 A lateral transfer shall be defined as a transfer to a position for which the salary scale minimum of the grade is identical to that of the employee's previous position.
5.1.2 No salary adjustment shall be made in the event of a lateral transfer.
5.2 Downward transfer
5.2.1A downward transfer shall be defined as a transfer to a position, or the rematch of a position, such that the salary scale minimum of the new grade for the position is lower than the salary scale minimum of the grade of the employee's previous position.
5.2.2 The salary of an employee who voluntarily transfers to a position at a lower grade will remain unchanged if the salary is within the salary scale of the lower grade. If the salary exceeds the salary scale maximum of the new grade, the salary will be reduced to the maximum of the new grade.
5.2.3 An employee's salary and previous salary scale maximum will remain unchanged in the event that their position is re-matched to a role profile with a lower grade.
6. Temporary promotion
6.1 Temporary promotion shall be defined as the promotion of an employee for a temporary period of not less than two (2) months, for the purpose of replacing an employee in a position with a higher grade, who is absent due to illness, leave of absence or termination of service.
6.2Article 4.1 will apply to the salary of an employee who receives a temporary promotion for the full duration of the temporary assignment.
7.1 All appointment forms generated as a result of new appointments, promotions, temporary promotions, transfers and role profile matches or rematches shall be verified by Human Resources (Total Compensation). Staff shall be advised of the particulars relating to such changes by means of a confirmation letter.
8. Special Salary Adjustments
8.1Special salary adjustments within a three percent (3%) to six percent (6%) range may granted to an employee to recognize:
- ongoing additional responsibilities assumed by an employee within the scope of the employee’s role profile; or
- the development of significant job competencies, according to pre-determined objectives.
The rationale for all special salary adjustments shall be reviewed with the Human Resources Advisor/Representative or Total Compensation.
Special salary adjustments that are at or above ninety percent (90%) of the salary scale maximum must be approved by Human Resources (Total Compensation).
Approval for adjustments below ninety percent (90%) must be authorized by the senior administrative head (Dean/Director) and forwarded, together with the appointment form, to Human Resources (Total Compensation).
8.2 All requests for special salary adjustments resulting from market considerations must be approved by Human Resources (Total Compensation).
8.3A miscellaneous payment in the range of three percent (3%) to ten percent (10%) may be authorized by Human Resources (Total Compensation) to recognize project delivery outside an employee’s normal workload.
8.4 On June 1 and December 1, the University shall provide to the Staff Association a summary of the number, nature and average percentage of special salary adjustments by Faculty/department.
9.1 Staff in Excluded positions and managerial staff in role profile levels 1 and 2 are eligible for overtime for all time worked in excess of forty (40) hours. Overtime shall be reimbursed at time and one-half.
9.2 Overtime work shall be approved by the unit/department head prior to being performed. No employee shall receive overtime credit without the consent of his/her supervisor.
9.3 Overtime hours shall not be permitted in the event that it is not possible to arrange compensating time off and the unit/department does not have funds available to provide for reimbursement
9.4Managerial staff in role profiles level 3 and above are not eligible for overtime.
9.5A special salary adjustment in the range of three percent (3%) to ten percent (10%) may be authorized by Human Resources (Total Compensation) to recognize project delivery outside an employee’s normal workload, in accordance with article 8.3.
Effective March 1, 2004