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Procedure

03.01.050.c Staff Salary and Position Classification Plan

 

 

 

 

For purposes of this procedure, the term “staff” refers to both Non-Instructional and Exempt and Non-Exempt Staff, as set forth in Policy and Procedure 03.01.020.

The Western Piedmont Community College Staff Salary Plan (the “Plan”) was developed and implemented to determine the relative value of one job to another within the College (internal equity) as well as establish external “market” equity with other comparable jobs in the recruiting area outside the College.  The Plan, as adopted by the Board of Trustees, includes both levels and ranges for all established staff positions as well as a method for computation of actual salary.  Copies of the Plan are available to all employees through the College’s intranet or Office of Human Resources.

The President of the College, in consultation with Vice Presidents, establishes salaries for all College employees other than the President. This applies to all new hires as well as employees who may transfer from one position or level to another, whether temporarily or for ongoing periods.  Salaries for staff are based on position level ranges and take into consideration experience and certain market factors.

The Plan was developed utilizing the National Position Evaluation Plan as a basis, modified to reflect language more applicable to a community college environment.  The factors and criteria upon which each position is evaluated are more descriptive of the staff positions found in a community college and provide a more valid analysis in determining the differences between positions in terms of their relative requirements.  Each position is evaluated in terms of its minimum requirements to determine the degree of skill, effort, responsibility, and working conditions in relation to other positions within the College.  The positions are evaluated without considering the qualifications of the incumbents or their rates of pay.  Positions are also evaluated without regard to race, sex, age, national origin, veteran’s status, and physical or mental handicap.

In interviews with College management, and in accordance with the Plan’s criteria, each position has been evaluated based on eleven (11) separate requirement factors:

TRAINING

  • Knowledge
  • Experience

INITIATIVE

  • Complexity of duties
  • Supervision received

RESPONSIBILITY

  • Impact of errors
  • Contacts with others (internal and external)
  • Confidential data

JOB CONDITIONS

  • Mental attention/visual demands
  • Working conditions

SUPERVISION

  • Character of supervision
  • Scope of supervision

 

Positions that do not supervise other employees are not evaluated using the “Supervision” factors.

Each factor evaluated has up to six (6) degrees with a weighted point factor assigned to each degree.  Points are accumulated for each position and the total number of points for each position determines the level to which the position is assigned.

There are a total of twenty-one (21) position levels in the Plan.  Each position at the College is assigned to one of those levels.  The pay differential between each level is nine percent (9%).

Staff Salary Computation Worksheet

The Staff Salary Computation Worksheet is used to compute the annual salaries for new staff, current staff who transfer to other staff positions, current part-time staff who become full-time, and faculty who transfer to staff positions.  The college may limit years of experience in the calculation.

The maximum salary offer should not be beyond the mid-point of the level. However, in the event there is a shortage of qualified candidates available for the position or it is determined to be in the College’s best interest to employ an individual with a particular set of skills relevant to the position, a “Demand Factor” may be applied regardless of whether the salary computation is below or above the mid-point. Any requests for a demand factor must be approved by the President of the College.

Determination of New Position Level

The level of a new position in the Plan will be determined using the same criteria for evaluation of all staff positions.

The appropriate Vice President will make a recommendation to the Presiident (Position Evaluation Form) who makes the final decision.  The College may approve the use of an outside consultant to assist in this process and conduct all new position level assignments.

In the event the key job duties and responsibilities of an existing position are significantly changed, the appropriate Vice President will make a recommendation to the President regarding whether or not it is, in fact, a new position or if it is an existing position that has had a significant change in duties.  The President will determine whether the position is a new position or an existing “changed” position.  Once the President makes this determination, the position will be evaluated and leveled in accordance with the appropriate section of this plan.

Hiring Temporary Employees

Individuals hired for temporary assignments may not be hired at a rate greater than the minimum for the position level without the approval of the appropriate Vice President of the College.

 

Reassignments and Transfers
Reassignment to a Position in Higher Level

Employees may be selected for a position in a higher level than their current assignment.  If the assignment is to the next higher pay level, the employee will receive up to a nine percent (9%) increase (i.e. remain at the same point within the pay range).  If the reassignment is to a position at least two (2) levels higher, the employee’s salary in the new position will be the greater of:

  1. an increase equal to the nine percent (9%) differential between the position levels (that is, only one nine percent (9%) increase) or;
  2. the salary as computed on the Staff Salary Computation Worksheet.

If the salary assignment is determined by the Staff Salary Computation Worksheet, the maximum salary allowed shall not exceed the mid-point of the new position level range.  Any exception to this must be approved by the President of the College.

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Reassignment to a Position in a Lower Level

If the assignment is to a level lower than the current level, the employee’s new rate of pay may be adjusted according to the salary plan and the needs of the college.

If the assignment to the lower level is required by the College, the rate of pay may be re-leveled at the discretion of the President.

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Temporary Assignment to a Position in a Higher Pay Level

Occasionally, employees may be asked to temporarily assume some or all of the duties of a vacant position in a higher level than their regular job.  When this occurs, the employee will continue to receive their current rate of pay.  However, if the assignment continues for more than thirty (30) calendar days, the employee may be eligible for additional retroactive compensation upon approval by the President of the College.

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Salaries for Instructional Personnel who Transfer to a Staff Position

Instructional personnel who transfer to a staff position will have their beginning staff pay calculated as follows:

  1. Once the level of the position has been determined, the salary will be computed using the Staff Salary Computation Worksheet. For purposes of this computation, years of service at the College in an instructional position will be given an experience quotient of seventy five (75%).  Instructional years of service at another community college will be given an experience quotient of fifty percent (50%).  All other experience will be determined in accordance with the Staff Salary Computation Worksheet.
  2. The maximum salary for which instructional personnel will be eligible shall be the mid-point of the position level salary range to which they are being assigned.
  3. Any pay assignment greater than the mid-point must be approved by the President of the College.
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Salaries for Staff who Transfer to an Instructional Personnel Positions

College staff who transfer to an instructional position will have their beginning instructional position rate of pay calculated in accordance with the Instructional Personnel Salary Placement Form found in the Instructional Personnel Salary Plan. (See Procedure 03.01.050.a1 – Instructional Personnel Salary Plan)

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Re-Leveling and Conversion of Salary to Hourly Rate

If a position incurs significant change in the duties/responsibilities, a Position Evaluation Form must be completed and submitted to the appropriate Vice President for approval.  If approved, the request will be forwarded to the President who will make the final decision.   Requests for re-leveling will normally be considered once each year and must be submitted to the appropriate Vice President during the annual budget process.  Exceptions must be approved by the College President.

The College may approve the use of an outside consultant to conduct all existing position requests for re-leveling.  Requests for re-leveling need not always result in an assignment to a new pay level.

If the re-evaluation results in the position being placed in a lower level, the employee’s pay will not be reduced but will remain at the same rate as before the re-leveling.  If the re-evaluation results in the position being placed in a higher level than previously assigned, an increase will be considered.  Any increase awarded will be at least at the minimum of the new level.

A “salary” that is expressed in terms of an annual salary may be converted to an hourly rate of pay by taking the annual salary and dividing that amount by 2080 hours.

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Recognition of Advanced Degrees

The College encourages its employees to advance their education by pursuing and achieving advance degrees. Full-time employees in regularly allotted positions who earn an academic degree higher than the one held at the time of employment, or an additional degree, shall receive a pay increase according to the following conditions:

  • The employee must complete a Request for Educational Salary Level Increase with all approvals before the coursework begins, which indicates that additional compensation will be forthcoming subsequent to the degree being awarded. Employees should use the form entitled “Request for Educational Salary Level Increase”. The appropriate Vice President shall review any request and determine whether or not a salary increase is (1) financially feasible; (2) whether the advanced degree is relevant to the employee’s duties; and (3) whether the advanced degree will assist the employee in the performance of his or her duties.  The Vice President shall submit a recommendation to the Director of Human Resources and to the President.  All advanced degree salary increases are subject to the approval of the College President.
  • The employee must provide evidence of coursework completion and the degree awarded.
  • The degree must be conferred by an institution of higher education accredited by one of the six regional accrediting agencies recognized by the U.S. Department of Education and must be directly related to the employee’s work at the College.
  • Degrees acceptable for the increase are: Associates, Bachelors, Masters and Doctorate.
  • No increase shall be given for the attainment of the next higher degree to employees hired with the written understanding that they complete such a degree as a condition for continued employment.
  • During periods of limited budget availability, Trustees may declare a moratorium on implementing pay increases for earned higher degrees with the provision that employees who otherwise qualify would receive their increase at the beginning of the next fiscal year after which funds become available. In such cases, no retroactive increase will be provided to compensate for the moratorium period.
  • Upon attaining an additional or higher degree, the salary increase will be implemented at the beginning of the next fiscal year period. Employees who are candidates to receive an advanced degree must notify the Director of Human Resources by May 1st to be eligible to receive the salary increase at the next effective date.

The amount of annual pay increase shall be set in accordance with the following table:

Entry LevelAssociatesBachelorsMastersDoctorate
Non-Degree$900$1,200---------
Associates----$1,200--------
Bachelors--------$1,500----
Masters------------$1,800

Staff members are also encouraged to seek relevant certifications or licenses in their respective fields.  Staff members may follow the above procedures to request an increase in salary for earning a relevant certificate or license.  The appropriate Vice President shall review any request and shall use the same criteria set forth above in making a recommendation.   The Vice President shall submit a recommendation to the Director of Human Resources and to the President, which shall include the recommended increase in salary.  All salary increases under this section are subject to the approval of the President.

During a period of financial exigency, the President, Board of Trustees or the State Board of Community Colleges may suspend this section of the policy.  A suspension applies only to requests made after the suspension becomes effective. Upon reinstatement of this section, staff members must reinstate their requests for consideration of a pay increase for earning an advanced degree.

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Review of Pay Levels

In an effort to maintain the integrity of the Plan and to ensure that the pay ranges in each level remain competitive with the “market”, the College will periodically undertake a review of its pay levels.  As a general rule, this review will take place at least every three (3) years.  The College may utilize an independent consultant to conduct the review.

It is understood that, under certain circumstances, an employee’s salary may be more than the maximum of the range for that level.  For future salary increases, employees whose pay is in excess of the level maximum shall not be eligible for future increases except those mandated by the North Carolina General Assembly.

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