Compensation

Position and salary review

When a professional staff position’s duties and responsibilities expand or substantially change, the position may be reviewed to determine whether the position’s salary amount, job title and/or grade assignment should change. Outside of legislatively authorized pay increases, changing a position’s salary, salary grade, or payroll title requires advance approval from Compensation.

A professional staff position may be reviewed for:

  • In-grade Salary Adjustment – review for an increase in salary with no change to grade;
  • Position Payroll Title Review – review for payroll title change with no change in pay or salary grade; or,
  • Position Review – a comprehensive review for eligibility for professional staff exemption from civil service and for professional staff title, salary amount, and salary grade assignment.

A review can be initiated by the appointing authority, manager, supervisor, or employee, but require:

  • pre-approval by the supervisor, the department/division head, and the appointing authority (dean or vice president or medical center CEO/COO); and
  • a current performance evaluation (one completed within the previous 12 months) is required to support recommendations for merit salary adjustments, and in-grade or grade change salary increases as set forth in the Professional Staff Program.

There are no exceptions to these requirements.

Follow the process below for the type of review you are requesting.

An in-grade salary increase may be requested if the current salary grade is appropriate, but there has been a:

  • Change in level of duties and responsibilities
  • Meritorious performance with increased level of functioning
  • Market-related pressures (external equity)
  • Employment offer or active recruitment from outside the University
  • Misalignment of salary relationships (internal equity)
Process Steps and Form Completion
  1. Supervisor – consult with the department/major organization’s administrator and determine the desired salary adjustment and the reason(s) for it.
  2. Supervisor – complete the Compensation Change Request (MS Word) and forward it for organizational approval.
  3. Final organizational approver – send the approved request to Compensation, Box 354961.
  4. Compensation completes the review and emails notification of the results to the individuals designated on the form.
Review Completion Timeline

Most in-grade salary adjustment requests are processed within three business days of receipt if:

  • The salary change is ten percent or less.
  • The resulting salary is less than the salary grade maximum.
  • For grades 5-10, the salary level requested does not exceed 130% of the market-range midpoint for the payroll title.

Requests that do not meet these criteria may take longer, but most in-grade adjustment reviews are completed within 10 to 15 business days of receipt.

A payroll title change may be requested when the salary and grade remain appropriate. This process is allows for the payroll title to better align the nature of the work and/or when Compensation determines that the payroll title should change to match the appropriate professional staff exemption.

Process Steps and Form Completion
  1. Supervisor – consult with the department/major organization’s administrator and determine the desired payroll title and the reason(s) for the payroll title change.
  2. Supervisor – complete the Compensation Change Request (MS Word) and forward it for organizational approval.
  3. Final organizational approver – send the approved request to Compensation, Box 354961.
  4. Compensation completes the review and emails notification of the results to the individuals designated on the form.
Review Completion Timeline

Most payroll title change requests are completed within 30 business days of receipt.

A position review may be requested when a position’s responsibility level has significantly changed in one or more of the following:

  • Staff supervision
  • Financial and/or budgetary matters
  • Policy development

Or where there has been a significant increase in:

  • Level of judgment required
  • Level of knowledge or skill required
  • Complexity of duties and responsibilities

This process also applies to monthly-paid classified or academic employee where the unit’s administration believes the position meets one or more of the criteria for the professional staff exemption.

Process and Form Completion

Note – this section does not apply to Research Scientist/Engineer reviews.

    1. Complete the Professional Staff Position Description (MS Word).
      1. For Research Coordinator, Research Consultant and Research Manager also complete the Research Activities (MS Word).
    2. If the position is occupied by a classified employee, also complete the Professional Staff Position Review Employee Signature (MS Word). The employee signature form is not required for other reviews.
      Supervisor – complete the Compensation Change Request (MS Word) and forward it and the completed Professional Staff Position Description (MS Word) and the related forms for organizational approval.
    3. Final organizational approver – send the completed questionnaire, review request, and, if applicable, the employee signature and/or Research Activities (MS Word) to Compensation, Box 354961.
    4. Compensation completes the review and emails notification of the results to the individuals designated on the form.
Review Completion Timeline

Compensation’s goal for completing position reviews is within 60 days of receipt. Position review requests that do not provide complete information may take longer.

To review a professional staff position that requires academic training in a scientific or engineering discipline, where the level of responsibility has changed significantly in:

  • Level of judgment required
  • Level of knowledge or skill required
  • Complexity and/or scope of duties and responsibilities

Or to review a monthly-paid classified or academic position where the unit’s administration believes the position meets the research exemption criteria and should be properly assigned to one of the Research Scientist/Engineer job titles displayed below.

Research Scientist/Engineer Job Titles and Generic Job Descriptions

The Research Scientist/Engineer generic job descriptions reflect the attributes typically found in positions within a specific grade/payroll title. You can use the generic job descriptions to help identify a salary grade and payroll title for a particular level of work.

Job Title Job Code Grade OT Eligible
Research Scientist/Engineer-Assistant 9691 5 Y
Research Scientist/Engineer 1 9692 6 Y
Research Scientist/Engineer 2 1493 7 N
Research Scientist/Engineer 3 1494 8 N
Research Scientist/Engineer 4 1495 9 N
Research Scientist/Engineer-Senior 1496 10 N
Research Scientist/Engineer-Principal 1497 11 N
Research Scientist/Engineer-Sr.Principal 1498 12 N
Career Path Guidelines

The Career Path Guidelines (PDF) identify the core competencies for various job functions. You can use this tool to quickly identify an appropriate job level for a particular position based on required competencies, and you can determine competencies required to progress to a specific level. A position is generally assigned to a salary grade that represents the majority of the position’s competencies but does not have to perform all competencies at a specific grade level to be assigned to that grade.

Process Steps

This section only applies to Research Scientist/Engineer reviews. It does not apply to reviews for Research Coordinator, Research Consultant, or Research Manager.

  1. Complete the Research Scientist / Engineer Questionnaire (MS Word) and obtain required organizational approvals. If the position is occupied by classified employee, complete the Professional Staff Position Review Employee Signature (MS Word).
  2. Supervisor – complete the Compensation Change Request (MS Word) and obtain required organizational approvals.
  3. Final organizational approver – send the completed questionnaire, review request, and employee signature form (if applicable) to Compensation, Box 354961.
  4. Compensation completes the review and emails notification of the results to the individuals designated on the form.
Review Completion Timeline

Compensation’s goal for completing position reviews is within 60 days of receipt. Position review requests that do not provide complete information may take longer.