TEXAS WOMAN’S UNIVERSITY
Office of Human Resources
COMPENSATION
PAY PLAN
2007 – 2008
Compensation & Classification Policy &
Administration of the Compensation Plans
Compensation Policies for Classified, Professional
&
Administrative Employees
TEXAS WOMAN'S UNIVERSITY
COMPENSATION & CLASSIFICATION
Compensation & Classification Policy for Staff Positions
Texas Woman's University is an institution of higher education dedicated to the pursuit of educational, research, and public service objectives. To attain these objectives, the University has as one of its responsibilities the securing of a staff of competent employees and expending as effectively and economically as possible the monies placed in its charge for salaries and wages. Position classification is widely acknowledged and professionally endorsed as an effective personnel control and coordination device and has been adopted by the University's administration as an aid in accomplishing its objectives.
It is the policy of the University to distribute fairly and equitably money available for salaries and wages. And, that there will be no discrimination based upon race, color, religion, sex, sexual orientation, age, national origin, or veteran status. To insure the fulfillment of this policy, rates of pay will be based on duties, responsibilities, education, experience, knowledge, skills, abilities, internal equity, market analysis, and the availability of funds. The market for this purpose will consist of institutions of higher education.
POLICY/PROCEDURE
ADMINISTRATION OF THE COMPENSATION PLANS
The Chancellor and President is responsible for the administration and maintenance of the Executive Management Compensation Plan.
The Associate Vice President for Human Resources under the overall direction of the Vice President for Finance & Administration is responsible for the administration and maintenance of the Classified and the Professional and Administrative Compensation Plans. The Associate Vice President for Human Resources will continuously review all factors basic to the administration and maintenance of sound pay policies, including pay practices among governmental and private employers, the ability of the University to secure and retain the services of qualified employees, job requirements, and other pertinent information basic to the compensation plans. The Associate Vice President for Human Resources will recommend changes in the Classified and the Professional and Administrative Compensation Plans as the needs of the University require.
The Compensation Plans for the Classified and the Professional and Administrative groups will consist of the Compensation Pay Plan and Policies and Procedures as may be necessary to describe and administer the compensation policies of the University.
Faculty Employee: An employee with academic rank, paid to teach or conduct research in full or in part from the budget line item "Faculty Salaries".
Executive Management Employee: An employee appointed to serve the University as Chancellor and President or Vice President.
Professional Employee: An employee primarily responsible for the performance of work requiring a bona fide occupational qualification, specialized training or certification beyond the Bachelor’s level in a recognized professional field of science or learning.
Administrative Employee: An employee whose duty consists of the director, associate, assistant administrator of a recognized department, or budgeted entity, is not more than three levels below the Chancellor and President or a Vice President excluding positions listed in the Clerical Allocation Plan, is responsible for participating in the administration of the department or entity and is responsible for the duties and responsibilities of the administrator or director in his/her absence.
Classified Employee: An employee not included in any of the above definitions and will have a minimum and maximum base salary established in the compensation pay plan
Student Assistant - An undergraduate or graduate student enrolled at TWU employed to perform work as assigned by the supervisor. This employee performs part-time work incidental to their academic training in an occupational category that requires all incumbents to be students as a condition of employment.
Resident Assistant - A student enrolled at TWU employed to perform work in support of the student residential halls.
Graduate Research Assistant – A graduate student enrolled at TWU employed in support of the
research mission of the unit, its’ director or faculty, in laboratory, library, field, or computer work, or such other activities as may assist the unit's research effort.
Graduate Teaching Assistant - A graduate student enrolled at TWU employed in support of the teaching mission of the unit, or who is responsible for, or in charge of, a class or class section, or a quiz drill or laboratory section.
Graduate Assistant (S) – A graduate student enrolled at TWU employed in support of instruction, paid from faculty salaries, receives a workload report showing 0 units (units assigned as a sub-administrative assignment), and cannot be paid from course fee or distance education accounts.
Graduate Assistant (W) – A graduate student enrolled at TWU employed to assist with administrative duties, paid from wages budget line, and must be used for course fee and distance education instructional support.
Graduate Research Associate - A graduate student enrolled at TWU employed in support of the research mission of the unit, its’ director or faculty, in laboratory, library, field, or computer work, or such other activities as may assist the unit's research effort. These positions require skills, training, and abilities above that which would normally be expected for a graduate research assistant.
The Associate Vice President for Human Resources is responsible for:
· Obtaining information about each classified, professional or administrative position
· Comparing the duties, responsibilities and work requirements with other University positions
· Assigning each position to either the Classified or the Professional and Administrative Personnel Groups
· Assigning a title to each classification
· Establishing a salary range for each classification
· Assigning the title and salary range in the appropriate Compensation Pay Plan; and determining periodically that each position is correctly assigned
Assigned titles are specific and are to be used to account for each employee; they are to be used on all official forms and records. All funds are to be disbursed in accordance with University regulations and control, regardless of original source. The source of funds for payment of salaries will have no bearing on the rate of pay for positions.
COMPENSATION POLICIES APPLICABLE TO CLASSIFIED, PROFESSIONAL AND ADMINISTRATIVE EMPLOYEES
Interpretation of Salary Rates
Each established salary rate listed is base compensation for full-time service and will include the value of any maintenance if position has (++) noted next to the title; which means emoluments included (i.e., meal plan, and housing). Compensation for part-time work is proportionate to the time worked. FTE (Full Time Equivalency) is determined by calculating the number of hours worked based on a 40 hour workweek. To calculate FTE, the total number of hours worked are divided by 40 hours. For example: employee is working 20 hours per week divide 20 hours by 40 = .50. .50 will be the FTE.
THE CLASSIFIED PERSONNEL GROUP
Assignment of Positions
Each position assigned to the Classified Personnel Group is assigned to a specific job title on the basis of duties, responsibilities, and other work requirements. Positions, which involve substantially the same kind of work, equivalent difficulty and responsibility, and require comparable experience and training, are grouped together into a single job title. Each job title is part of the Classification Plan and the Classified Compensation Pay Plan.
The Compensation Plan for Classified
The Compensation Plan will consist of:
· The Classified Compensation Pay Plan
· A job description for each title
· Salary Administration Policies and Procedures
Pay Administration for Classified Employees
A salary range is assigned to each title in the Classification Plan to assure uniform salary potential for all positions assigned to that title. The Associate Vice President for Human Resources or his/her appointed designee will establish and maintain the salary range for each title in the Classification Plan. Salary ranges are intended to take into account the pay practices applicable to comparable positions at TWU and the current compared market of the approved Higher Education Institutions.
The Compensation Pay Plan
The Compensation Pay Plan for the Classified Personnel Group will consist of:
Revisions to the Compensation Pay Plan are developed by the Associate Vice President for Human Resources and are approved by the Vice President for Finance & Administration.
Beginning Salary Rates for Classified Employees
An individual appointed to a classified position is appointed at the minimum (base) of the assigned salary range for the position. If promoted, the individual will receive a minimum salary adjustment to the entry level of the new classification; or to a salary rate which is 3% above the staff member’s current salary; whichever is greater.
Salary Increases for Classified Employees
Statutory, minimum wage, budgeted authorized salary increases, or classification adjustment increases may be granted to employees in the Classified Personnel Group.
THE PROFESSIONAL AND ADMINISTRATIVE PERSONNEL GROUP
Assignment of Positions
Each position assigned to the Professional and Administrative Personnel Group will meet one or more of the following criteria:
A. Must meet one of the below:
1. The position is either the administrator or director of a recognized department or budgeted entity and is not more than one level below the Chancellor and President or Vice President and is responsible for the preparation and administration of the policies, programs, and internal procedures of the department or entity; or 2. The position is either the associate or assistant administrator of a recognized department or budgeted entity and is not more than three levels below the Chancellor and President or a Vice President and is responsible for participating in the administration of the department or entity or a major function thereof and is responsible for the duties and responsibilities of the administrator or director in his/her absence; or 3. Position has a managerial title and is responsible for the managerial process of a major function; or
B. The position requires, as a bona fide occupational qualification, specialized training or
certification beyond the Bachelor’s level in a professional field of science or learning.
C. The position is a professional librarian or coach.
The Compensation Plan for Professional& Administrative
The Compensation Plan will consist of:
· The Professional & Administrative Compensation Pay Plan
· A job description for each title
· Salary Administration Policies and Procedures
Pay Administration for Professional and Administrative Employees
Professional and Administrative salaries are intended to take into account the pay practices applicable to comparable positions at TWU and the current compared market of the approved Higher Education Institutions.
The Compensation Pay Plan
The Compensation Pay Plan for the Professional & Administrative Group will consist of:
Revisions to the Compensation Pay Plan are developed by the Associate Vice President for Human Resources and are approved by the Vice President for Finance & Administration.
Beginning Salary Rates for Professional and Administrative Employees
The appointing administrator will obtain the assigned salary from the Associate Vice President for Human Resources, before recruiting for a vacant professional or administrative position. Generally, beginning base salaries is the last incumbent’s salary, which is what is listed in the University Budget.
Exceptions to this policy may be approved based upon written justification submitted to the Office of Human Resources for review and recommendation to the divisional Vice President and Vice President for Finance and Administration.
Salary Increases for Professional and Administrative Employees
Statutory, or budgeted authorized salary increases may be granted to employees in the Professional and Administrative Personnel Group
THE EXECUTIVE MANAGEMENT PERSONNEL GROUP
Pay Administration for Executive Management Employees
Boards of Regents and the Chancellor and President have the power and duty to appoint the Vice President of Academic Affairs/Provost and to change the status of, or to change the pay of employees assigned to the Executive Management Personnel Group.
PROMOTION, TRANSFER, OR DEMOTION
General Policy
All promotions or transfers to positions in the Classified and the Professional and Administrative Personnel Groups are on the basis of qualifications and suitability without regard to race, color, religion, sex, sexual orientation, age, national origin, mental or physical disability, or Vietnam veteran status, and in keeping with the laws of the State of Texas. It is the policy of the University to fill a job vacancy with the best-suited candidate either by promoting or transferring an employee or by hiring from outside the University.
COMPENSATION DEFINITIONS
Promotion: The change of an employee from a position of one title to a position of another title assigned to a higher pay grade.
Transfer: The change of an employee from a position to another position assigned to the same pay grade.
Demotion: The change of an employee from a position in one pay grade to a position assigned to a lower pay grade.
Promotions and Transfers
An administrator may promote or transfer a qualified employee to a vacant position within his/her area of responsibility at any time as part of a restructure or reorganization. The qualified employee will have the most or sole possession of the needed position job skills and requirements. Otherwise, job posting requirements will apply.
Whenever possible, but not required such change in work assignment is made with due consideration of the employee's preference.
Demotions
An administrator may demote an employee or reassign him/her to a position where he/she will be able to meet performance requirements, to apply disciplinary action for misconduct, or for other reasons. An employee may request a demotion to start training in another occupation, to continue employment when a Reduction in Force (RIF) is imminent or for other reasons. Approval of the divisional Vice President and Associate Vice President for Human Resources is required prior to demoting an employee.
Pay Rate Adjustment upon Promotion and Reclassification
When a classified staff member is promoted, or has his/her position reclassified based on increased responsibility or complexity of duties requiring a change in salary grade, the staff member will receive a minimum salary adjustment to the entry level of the new classification; or to a salary rate which is 3% above the staff member’s current salary; whichever is greater.
Pay Rate Adjustment upon Demotion
Upon demotion or downward reclassification of an employee's current position, an employee's salary will normally be placed at the same percent above the base of the pay range in the newly assigned pay grade as in the previous pay grade, if applicable. The new pay rate is determined by consideration of the circumstances related to the demotion, the employee's employment record, and job performance.
Pay Rate Adjustment upon Transfer
When a classified staff member is transferred to a position of equal pay grade, an employee's salary will normally remain unchanged.
Promotion, Transfer or Demotion Authority
Approval of promotions, transfers or demotions made in accordance with University policies and procedures is delegated to the Associate Vice President for Human Resources for review.
Establishing a Position - To establish a position not in the printed operating budget, a written request as well as a completed Position Questionnaire must be submitted to your Divisional Vice President.
If your Divisional Vice President agrees for the Office of Human Resources to review request your Vice President will sign the Position Questionnaire and will then forward it to the Office of Human Resources for review. This request must define the position, provide justification for the position, and specify proposed funding. Starting salaries for classified employees will be at the base of the pay grade as established for the position in the pay plan.
RECLASSIFICATION AND/OR REALLOCATION
General Policy
The reassignment of a given position to a different title within the Classified Personnel Group or to a different title within the Professional and Administrative Personnel Group is determined by an analysis of the duties, level of responsibilities, minimum required qualifications, reporting relationships, and availability of resources for the position. A reclassification or reallocation of a position is not made so as to fit the qualifications of an individual employee (or group of employees), but rather to reflect the qualifications required for the duties to be performed and the allocation of funds. All position requests will be reviewed and recommendations made as a part of the budget development process. Generally, a reclassification will be considered if the duties, level of responsibilities, qualifications, and reporting relationships change 30% or greater.
DEFINITION OF TERMS
Reclassification: The reassignment of an existing position to another title within the Classified Personnel Group.
Reallocation: The reassignment of an existing position from one personnel group to a different personnel group or to a different title within the Professional and Administrative Personnel Group or the Executive Management Personnel Group.
Reclassification/Reallocation Approval Process: An administrator may request a review of a position or group of positions for proper assignment within the Classified or the Professional and Administrative Personnel Group by first discussing the need for the reclassification or reallocation with the departmental administrator or next higher level of administrative authority.
If approval for review is obtained at that level, the administrator then submits a Position Questionnaire to the Associate Vice President for Human Resources, for an audit of the duties and responsibilities of the position(s). The Position Questionnaire is available online or from the Office of Human Resources.
The Associate Vice President for Human Resources will audit the position(s) and will evaluate the classification assignment or allocation of the position(s) taking into consideration:
· The assigned job duties and responsibilities of the position(s);
· The knowledge, skills and abilities required to perform the duties of the job;
· The degree of supervision received;
· The degree of judgment required;
· The degree of supervision exercised;
· The decision making responsibility required;
· Special working conditions of the position(s);
· Special licenses or certifications required;
· Qualifications of the employee(s) occupying the position(s);
· The relationship of the position(s) to similar positions at the University; and
· The additional funds, if any, required for the change.
Positions, which involve substantially the same kind of work, equivalent levels of difficulty and responsibility, and which require comparable experience and training, will be assigned to a single job title.
The Associate Vice President for Human Resources will then make a classification or allocation recommendation to the Cabinet, which consist of all the Divisional Vice Presidents. The Cabinet will review the recommendation of the Associate Vice President for Human Resources, or his/her appointed designee and indicate approval or disapproval. Human Resources will then notify the department of the Cabinet decision.
It is the responsibility of the Office of Human Resources to attain the data, interpret the recommendation, recommend reclassification/new position, and enforce compensation policy. Final determination of job descriptions will be approved by the Office of Human Resources.
Approved reclassifications may be randomly selected for audit purposes to confirm changes of reclassification request.
The Cabinet may deny the classification or allocation request, or return for clarification and/or further modification. A notification will be sent after review of request notifying end result of job audit.
The Divisional Vice President will remove from any budget request any position reclassification/reallocation request, which has not been previously approved through the above procedure prior to the budget cycle. The Divisional Vice President will also remove from any budget request any request for a new position, which has not been previously reviewed by the Office of Human Resources.
Approval of the reclassification or reallocation of a position does not automatically change the status of the employee occupying the position. To change the status of the employee occupying the position, the administrator must submit an on-line Personnel Transaction Form at, https://portal.twu.edu/ptf/default.asp, if the position reports to a Non-Academic Department.
If the position reports to an Academic Department a Personnel Transaction Form should be completed online and printed for necessary signatures. The Personnel Transaction Form then needs to be routed to Academic Financial Services for further processing. The Personnel Transaction Forms are found at,
http://mc.twu.edu/humanresources/payroll/instructions_for_PTF.htm
JOB DESCRIPTIONS AND INTERPRETATION
Each job description will include the official job title, a description of the duties and responsibilities characteristic of the job, and a statement of the minimum education and experience qualifications a person should possess to fill a position with a reasonable prospect of success.
A job description is descriptive and not restrictive. It will summarize duties, responsibilities, and other work requirements.
A job description is not to be construed as declaring to any extent or in any way limiting the authority of an administrator to assign, modify, direct, or control the work of an employee. The use of a particular expression or illustration in a job description is not to be held to exclude others, not mentioned, that are of similar kind or quality. The responsibility of notifying the Office of Human Resources of applicable changes to a position’s job duties and responsibilities rest with the employing department.
Requirements applicable to all University employees, such as sobriety, honesty, diligence, and other such conditions or qualities are implied as qualifications for each title, although they may not be specifically included in each job description.
POSTING AND ADVERTISING VACANT POSITIONS
Vacancies of Budgeted Positions - Generally, positions listed in the printed operating budget are approved for the fiscal year and may be filled upon vacancy. All vacancies must be processed through the Office of Human Resources for recruitment. Classified vacancies are filled at the base of the pay grade regardless of the budgeted salary.
For further information regarding posting vacant positions, please see Recruitment & Selection at the following web site.
http://www.twu.edu/humanresources/employment/employment.htm
Staff Re-Employment
There will be no guarantee of re-employment after termination. However, if employee is rehired into the same position with the same department at Texas Woman’s University within 30 days of termination, employee will maintain the salary that was in effect as of the date of termination.
Retiree Re-Employment
There will be no guarantee of re-employment after retirement. TWU hiring supervisors are not authorized to make any statements providing any assurances of job security or continued employment to present, prospective or newly hired workers including retirees wishing to reapply for open positions.
Retirees who become re-employed will receive salary levels at the new hire rate consistent with the TWU Compensation Plan. If a retiree reapplies and is re-employed in a classified position, the salary will be offered at the base of the pay grade of the applying position.
There must be a 30 day break in service before TRS retirees can be re-employed. TRS retirees should also visit the TRS website for further restrictions regarding benefit and re-employment rules.
There are no current restrictions on any potential re-employment of ORP retirees.
The TWU official work week is Sunday through Saturday.
Non-Exempt Employee (N) – An employee employed in a position designated as non-exempt (N) in the Compensation Pay Plan. Such employees are subject to the record keeping and overtime provisions of the University and the Fair Labor Standards Act. An employee who is subject to the overtime provisions of the Fair Labor Standards Act and is required to work in excess of 40 hours in a work week is entitled to compensation for the excess hours by taking compensatory time off at the rate of l-l/2 hours off for each hour of overtime. All overtime must be approved in advance by the employee's supervisor. Working unapproved overtime will result in disciplinary action up to and including dismissal. Overtime accruals will be used before compensatory time accruals. Overtime that is not taken within twelve months of the time it is accrued will be paid. However, every effort must be made to take off all overtime as soon as possible after it is accrued.
In situations in which the employee has not worked more than 40 hours in a work week but the total hours, for the week, including paid leave or paid holidays exceeds 40 hours, the employee shall be allowed equivalent compensatory time off for the excess hours calculated at one times the additional hours worked.
Compensatory time under this paragraph may not be carried forward past the end of the 12-month period following the end of the work week in which the compensatory time was accrued. Compensatory time not used within twelve months or prior to termination/resignation of employment will be dropped.
Exempt Employee (E) – An employee employed in a position designated as exempt (E) in the Compensation Pay Plan are exempt from the record keeping and overtime provisions of the Fair Labor Standards Act. Exempt employees do not normally receive additional compensation for any of their additional work activities. Further, since exempt employees are not subject to the overtime provisions of the Fair Labor Standards Act they are expected to work whatever hours are necessary to satisfactorily accomplish their job duties and responsibilities. Members of the teaching faculty are also considered exempt if employed on a monthly salaried basis and if not dually employed in any non-exempt capacity.
Executives, Administrators, and Professional employees normally are not eligible for overtime or compensatory time. This category of employees will earn compensatory time when they work during holiday times with supervisor approval.
E - Identifies positions that are Exempt from the overtime provisions of the Fair Labor Standards Act.
N - Non-exempt identifies positions that are subject to the record keeping and overtime provisions of the Fair Labor Standards Act. Employees in these classifications are required to report overtime hours.
********Professional/Administrative positions.
+ Eligible for the Optional Retirement Program.
++Salary noted includes emoluments (i.e., meal plan, and housing).