PERSONNEL PAY PLAN
2005 – 2006
I. Compensation Policies and Procedures
II.
Non-Faculty Employment Procedures
III. Student Employee Definitions
IV. Overtime Status Definitions
VII. Student Pay Scale
VIII. Graduate Assistant Pay Scale
XI. Alpha Listing of Job Descriptions
XII. Classified Positions by Pay Grade
XIII. Intermittent/Seasonal Pay Plan
TEXAS WOMAN'S UNIVERSITY
Compensation Policy for Non-Faculty 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. Market factors are determined by periodic salary analysis of rates paid for similar work in the local, state and national market. The market for this purpose will consist of institutions of higher education, state and local government organizations, and private industry.
POLICY/PROCEDURE
DEFINITION OF TERMS
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".
Student Employee: An employee performing part-time work incidental to his/her academic training in an occupational category that requires all incumbents to be students as a condition of employment. These categories are Student Assistant, Graduate Research Assistant, Graduate Research Associate, and Graduate Teaching Assistant.
Executive Management Employee: An employee appointed to serve the University as President, Vice President, Associate Vice President, Dean, or Executive Director, or as an administrative head of a recognized department who reports directly to the President.
Professional Employee: An employee primarily responsible for the performance of work requiring advanced specialized academic training or certification beyond the Bachelor's level in a recognized professional field of science or learning and for performing recognized professional services directly related to that academic training.
Administrative Employee: An employee whose duty consists of the performance of work related to the administration or direction of a recognized department or budgeted entity not more than one level below a full vice president and is responsible for the preparation and administration of the policies, programs, and internal procedures of the department or entity; or who is an assistant or associate director of a recognized department not more than two levels below a full vice president and who is responsible for the administration or direction of the department or entity or a major function thereof and is responsible for performing the duties and responsibilities of the administrator or director in his/her absence; and who is employed in an occupational category requiring academic training of at least the Bachelor's level.
Classified Employee: An employee not included in any of the above definitions.
ADMINISTRATION OF THE COMPENSATION PLANS
The Chancellor and President are responsible for the administration and maintenance of the Executive Management Compensation Plan.
The Associate Vice President for Human Resources or his/her appointed designee 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 or his /her appointed designee 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 or his/her appointed designee 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 Classification Plan, the Classified Personnel Pay Plan, the Professional and Administrative Personnel Pay Plan, and policies and procedures as may be necessary to describe and administer the compensation policies of the University.
ASSIGNMENT OF POSITIONS AND TITLES
The Associate Vice President for Human Resources or his/her appointed designee 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 or category
· Establishing a salary range for each classification or category
· Assigning the title and salary range in the appropriate Personnel Pay Plan; and determining periodically that each position is correctly assigned
Assigned titles are specific and are to be used in all personnel accounting, and 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 is base compensation for full-time service and will include the value of any maintenance received by the employee in the form of meals, lodging, laundry, etc.
Pay for part-time Employees
Compensation for part-time work is proportionate to the time worked, based on 40 hours per workweek.
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 Personnel Pay Plan.
The Classification Plan
The Classification Plan will consist of:
The Classified Personnel Pay Plan
The Professional and Administrative Pay Plan
A job description for each title
Salary Administration Policies and procedures
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.
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, public and private employment, as well as general economic conditions affecting salary policy.
The Personnel Pay Plan
The Personnel Pay Plan for the Classified Personnel Group will consist of:
Revisions to the Personnel 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.
Special Salary Increases for Classified Employees
Statutory, special, minimum wage, or classification adjustment increases may be granted to employees in the Classified Personnel Group by special administrative actions.
THE PROFESSIONAL AND ADMINISTRATIVE PERSONNEL GROUP
Each position assigned to the Professional and Administrative Personnel Group will meet one or more of the following criteria:
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, public and private employment, as well as general economic conditions affecting salary policy and budget constraints. A current pay range for Professional and Administrative positions is maintained in the Office of Compensation & Classification within the Office of Human Resources.
Beginning Salary Rates for Professional and Administrative Employees
The appointing administrator will obtain the assigned salary from the Associate Vice President for Human Resources, or his/her appointed designee before recruiting for a vacant professional or administrative position.
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.
Special Salary Increases for Professional and Administrative Employees
Statutory or other special increases may be granted to employees in the Professional and Administrative Personnel Group by special administrative actions.
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.
Definition of Terms
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.
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 20% 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, or his/her appointed designee 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 or his/her appointed designee 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(s) 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 or his/her appointed designee 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.
The Cabinet may deny the classification or allocation request, or return for clarification and/or further modification. A job audit notification memo 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.
NON-FACULTY EMPLOYMENT PROCEDURES (Summary)
Please refer to the Search & Selection Handbook section of the Office of Human Resources website for complete details on Employment procedures.
AUTHORIZATION TO EMPLOY
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.
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 the Office of Human Resources. 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.
POSTING AND ADVERTISING VACANT POSITIONS
Personnel Vacancy - When a position becomes vacant, the employing department submits a completed Personnel Vacancy Form to the Office of Human Resources after applicable signatures are obtained. All vacant positions must be open for recruitment for a minimum of seven days. The Office of Human Resources is responsible for placing appropriate advertisements. Special advertising needs should be requested in writing to the Office of Human Resources by the employing department. The Office of Human Resources is responsible for advertising vacant positions in compliance with university policy and the law. Please refer to TWU Employment & Selection Policies.
SCREENING AND INTERVIEWING OF APPLICANTS
Skills Testing - The Office of Human Resources has eliminated the skills testing process, nevertheless, post offer/hire request are accepted for developmental purposes.
Interviewing by Supervisors - The Office of Human Resources will refer the credentials of qualified applicants to the appropriate supervisor for interview/consideration. The department will schedule all interviews with applicants.
OFFERS OF EMPLOYMENT
Selection of Employee - When the employing department selects a candidate from the pool of qualified applicants, the department will notify the Office of Human Resources.
Selective Service System Registration - Effective September 1, 1999, Texas Woman’s University cannot hire a male born on or after January 1, 1960, unless he presents proof of registration with the Selective Service; or exemption from registration with the Selective Service.
Formal Offers of Employment for Classified Positions - Official offers of employment for classified positions are made by the Associate Vice President for Human Resources or his/her appointed delegate.
Formal Offers of Employment for Professional and Administrative - Official offers of employment for Professional Administrative or Executive Management may be made by the supervisor.
Response of Applicant - Applicant responses to offers of employment are addressed to the Office of Human Resources.
Establishment of Wage Rates - The Office of Human Resources is responsible for determining the appropriate entry-level wages. All new classified employees are employed at the base of the pay grade for that position as established in the pay plan.
Processing Hiring Paperwork - Upon notification of acceptance of employment by the candidate, the employing department will submit an on-line Personnel Transaction Form to initiate employment processing and payroll action. All employees must report to the Department of Human Resources on the first day of employment to complete initial employment documents.
Orientation - All employees must attend New Employee Orientation.
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.
Student Employee - An employee performing part-time work incidental to their academic training in an occupational category that requires all incumbents to be students as a condition of employment.
High School Worker - A high school student employed to perform work as assigned by the supervisor.
Student Assistant - An undergraduate or graduate student enrolled at TWU employed to perform work as assigned by the supervisor.
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 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.
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.
Non-exempt Employee (N) - An employee employed in a position designated as non-exempt (N) in the Personnel 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 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 at the rate of 1 ½ hours off for each hour of overtime. The TWU official work week is Sunday through Saturday. All overtime must be approved in advance by the employee’s supervisor. 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 its accrual. In situations in which the employee has not worked more than 40 hours in a work week but the total hours of paid leave or paid holidays exceeds 40 hours, the employee shall be allowed equivalent compensatory time off for the excess hours. Compensatory time 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) - A monthly salaried employee employed in a position designated as exempt (E) in the Personnel Pay Plan. Such employees 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.
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).