Personnel Policies
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Employee Discounts

Policy: PG-44

Subject:  Staff Job Classification Wage and Salary Administration

Approval Date: 05/13/88
Revision Date: 06/22/94; 09/15/2000

PURPOSE:

To outline the policies and procedures for administering the University's Staff Job Classification and Compensation Plan.

It shall be the objective of the University to maintain a Staff Classification System based upon sound job evaluation techniques. It shall be the objective of the Board of Regents to compensate staff members in an equitable and competitive manner within the resources available to the institution for staff compensation.

ADMINISTRATION OF THE PLAN:

The Board of Regents authorizes the President to administer the Plan. All staff appointments shall be in accordance with the Staff Job Classification and Compensation Plan.

MANAGEMENT RIGHTS AND RESPONSIBILITIES:

The Board of Regents may amend the Staff Job Classification and Compensation Plan in response to budgetary constraints, changes in State and Federal law or regulations, and/or based upon any financial exigency which may affect the University's ability to appropriately respond to internally- or externally-imposed fiscal restraints. The Office of Human Resources shall maintain the Staff Job Classification and Compensation Plan. The Plan shall be available in the Office of Human Resources and in the Camden-Carroll Library for review by any employee. The Staff Job Classification and Compensation Plan shall be a part of the annual personnel roster and appointment approval process.

JOB RECLASSIFICATION REVIEW COMMITTEE:

A Job Reclassification Review Committee will be appointed by the Staff Congress to review all reclassification requests that are not approved or not approved to the level of initial request by the Office of Human Resources. The recommendation of the Committee will be by simple majority vote of the members present. In the event of conflicting conclusions, the Committee may, with the approval of two-thirds of the Committee members present, appeal the decision of the OHR to the President. The President shall make the final decision regarding reclassification requests.

Job Reclassification Review Committee members shall consist of one representative from each EEO category, one at-large member from an exempt category, one at-large member from a non-exempt category, one alternative member from an exempt category, and one alternative member from a non-exempt category. The alternatives will attend only those meetings when one or more Committee members must abstain from voting. Committee members will abstain from voting on reclassification decisions affecting employees within their departments/offices or for any other reason that might constitute a conflict of interest on their part. The Committee shall initially elect a Chairperson and a vice-Chairperson from its membership. The Chairperson shall serve a one-year term. The Vice-Chairperson shall serve a one-year term with automatic succession to the Office of Chairperson the following year. Each Committee member, including the Chairperson and the Vice-Chairperson will have one vote. Each Committee member will serve a four-year term.

The Office of Human Resources will provide training for the Committee members.

REQUEST PROCESS:

Requests for classification and grade assignments of new positions, or reclassifications of existing positions, shall be submitted to the Office of Human Resources by the appropriate Vice President. The Office of Human Resources shall determine the classification and grade based on the requirements of the position as defined on the job description and on factor comparisons with other like or similar positions.

JOB CLASSIFICATION SYSTEM:

The University shall maintain and administer a job classification system that is responsive to the management of staff employees and consistent with the classification techniques contained in the Plan. An ongoing review of all job classifications will be conducted by the Office of Human Resources. The review shall permit equitable and routine adjustments consistent with the staffing needs of the University and available resources.

STAFF COMPENSATION SCHEDULE:

The Administration shall maintain and administer a compensation  schedule that is equitable in its administration and consistent with each job classification and grade as determined in the job classification system. The compensation schedule shall be reviewed annually and adjusted when appropriate within the resources available to the University for staff wages and salaries.

ADJUSTING THE COMPENSATION SCHEDULE:

To assist in determining if annual changes in the compensation schedule are necessary, the Office of Human Resources shall conduct compensation surveys as appropriate but, as a minimum, will conduct a comprehensive survey every three years. The Office of Human Resources, in conjunction with the Office of Planning and Budgets shall recommend to the President any adjustments to the schedule. The President shall recommend to the Board of Regents for its approval any adjustments prior to implementation. The survey and review should coincide with the University's annual planning and budgeting process.

ANNUAL SALARY ADJUSTMENTS:

With the resources available annually for staff wage and salary increases,  it shall be the objective of the University to increase the wages and salaries of employees who are meeting and or exceeding job expectations. Resources permitting, cost-of-living increases shall be considered when annual wage and salary adjustments are determined.

If additional funds are available following this initial distribution, such funds shall be allocated within guidelines developed by the administration.

EMPLOYEE EEO CATEGORIES:

The Equal Employment Opportunity (EEO) categories for all University positions are classified as exempt and nonexempt as indicated below:

01 Executive/Administrative/Managerial (Exempt)

02 Faculty (Exempt)

03 Professional, Nonfaculty (Exempt)

04 Secretarial/Clerical (Nonexempt)

05 Technical/Paraprofessional (Nonexempt)

06 Skilled Crafts (Nonexempt)

07 Service/Maintenance (Nonexempt)

PROCEDURES:

The Office of Human Resources and the Department Chair/Office Director shall operate under the following provisions:

A. New Hire: The normal entry rate of pay for a newly hired staff employee shall be the entry level for the grade. Under certain conditions, a staff employee may be started at a rate higher than the entry rate level but not greater than the salary permitted for that grade. The Director of Human Resources shall review and, if appropriate, recommend to the appropriate Vice President a salary greater than entry level. If the requested salary is greater than midpoint, the Director of Human Resources will make a recommendation, through the appropriate Vice President to the President. The President’s decision will be final. Written justification for a starting rate higher than the entry rate shall accompany the request from the hiring administrative unit head to the appropriate Vice President and the Director of Human Resources. When requesting an exception, sufficient lead-time shall be given to assess the justification, make a recommendation, and obtain a final decision from the President, if necessary. Justification may include but shall not be limited to substantiation that the person recommended to fill the position possesses skills, education, or experience beyond the minimum requirements that will be of substantive value to the unit.

B. Promotion and Reclassification: Upon promotion or reclassification to a higher graded position, an employee's new rate of pay will be the entry level of the new grade or 7.5 percent more than his/her current salary, whichever is greater.

For employees in positions that are reclassified the pay rate shall become effective on the first day of the month following final approval of the reclassification.

A pay increase upon promotion shall not jeopardize an employee's eligibility for an annual increase.

Retroactive pay adjustments shall be made on a case-by-case basis and based upon justification being provided by the employee’s supervisor and approved by the appropriate Vice President.

C. Acting, Interim, or Temporary Appointments: If an employee serves in an acting, interim, or temporary capacity for at least one (1) month, the employee shall receive the entry level of pay for the position in which he or she is serving in an acting, interim, or temporary capacity. If the entry level is below the employee's current rate and with the approval of the Director of Human Resources and the hiring supervisors, the employee's current rate will be increased by 10 percent. Upon return to his/her regular position, the employee shall revert to his/her former rate of pay plus any annual percent increase that would have been awarded had the employee remained in his/her regular position.

D. Demotion: A demotion is the involuntary movement of a nonprobationary staff employee to a lower graded position. A demotion shall not jeopardize an employee's eligibility for an annual increase. The adjusted salary for a demoted staff member shall be determined as follows:

1. The salary of an individual who is involuntarily assigned to a position in a lower grade shall revert to the same relative position in the compensation scale as his/her previous assignment in the higher grade position. Annual increases shall be calculated based on the lower pay rate.

E. Lateral Transfer: A lateral transfer is the movement of an employee to another position in the same grade. In the case of a lateral transfer, the employee shall receive a 2 percent increase to his/her current pay rate. A lateral transfer shall not jeopardize an employee's eligibility for an annual increase.

F. Reinstatement or Recall to previous positions: The normal rate of pay for an employee who is reinstated or recalled within one year shall be his/her former rate of pay or the entry level for the position, whichever is greater.

G. Overtime or Compensatory Time: Overtime pay and/or compensatory time shall be granted under the provisions of Personnel Policy PSNE- 5, Overtime Pay for Employees Classified as Staff Nonexempt.

Reassignment: For the purposes of this policy, a reassignment is the transfer of an employment from one position to another. The transfer may be voluntary or involuntary. A reassignment may be to a position in a higher grade, lower grade or the same grade (lateral).\

The salary for an employee reassigned to a higher graded position, a lower graded position or to a lateral position will be adjusted in accordance with sections B, D, or E above, respectively. A reassignment shall not jeopardize an employee’s eligibility for an annual increase, except as may relate to the serving of a probationary period.

RESTRICTED FUND EMPLOYMENT:

Restricted fund employees are those employees hired in positions for projects funded from external sources. Project directors shall use the University's pay schedules when developing budgets for such projects. The University does not assume any obligation to supplement wages or salaries of externally funded employees who are not compensated at levels established in this policy. The University encourages equity for all employees regardless of funding source.

TEMPORARY PART-TIME EMPLOYMENT:

Temporary and part-time appointments, as defined in Personnel Policy PG-3 shall receive a pay rate of at least the Federal minimum wage but not more than the position’s entry level. If a position is not classified with an established entry level, compensation will be approved by the Office of Human Resources. Exceptions to this policy apply only for part-time employment of retired members of the Kentucky Teachers’ Retirement System (KTRS) or the Kentucky Employees’ Retirement System (KERS). Part-time appointments for retirees of KTRS or KERS are bound by the restrictions set forth in KRS 161.220 - 161.716 and 61.510 - 61.705, respectively and be administered according to PG-57, Retired Faculty and Staff Retiree Re-Employment Program.