HR3435 - Pay for Regular Non-faculty Employment

1. Institutional Regulations
   
   Regular non-faculty employees shall be paid from the appropriate Board-approved pay schedule and in accordance with College pay policies and procedures.
    
2. Procedure
   1. HIRING RATE
      1. Support Staff New employees with comparable experience will receive five cents ($.05) per hour less than the base hourly rate of a current employee with comparable experience within the job classification, as long as the rate is not less than the minimum hourly rate. A maximum of ten years of experience shall be credited.
         
         A support staff employee may be advanced placed if the position is determined to be “hard to fill” as authorized by the terms of the current collective bargaining agreement.
          
      2. Administrative/Professional, Confidential Clerical and Trail Point Support - New employees may be advanced placed if warranted by education, training and/or experience which exceeds or uniquely meets the minimum requirements of the job, in instances where a position is considered “hard to fill”, or due to a substantial internal or external pay inequity.
      3. An advanced rate may generally not exceed the control point/midpoint for the pay grade.
      4. A supervisor’s request for an advanced rate beyond that recommended by Human Resources shall be in writing, include rationale for the request, and be attached to the recommended employee’s Hiring Proposal.
   2. ANNUAL PAY ADJUSTMENT - Annual pay adjustments include those resulting from the settlement of a collective bargaining agreement and shall be based upon recommendation of the President and approval by the Board.
      1. Support Staff - Annual pay adjustments for support staff employees shall be administered in accordance with the procedures negotiated in the collective bargaining agreement and approved by the Board, including the adjustments for employees hired on or after January 1st.
      2. Administrative/Professional, Confidential Clerical and Trail Point Support - Annual pay adjustments for employees in these groups are primarily for the purpose of longevity and shall be administered in accordance with the recommendation of the President as approved by the Board. Recommendations may include across-the-board adjustments, adjustments based on pay equity issues, or a combination of criteria. New employees hired on or after January 1 shall receive the pay range adjustment or 1/2 of the annual pay adjustment, whichever is greater, unless a different arrangement was approved by the Vice-President and/or President at the time of hire.
      3. If the approved full annual pay adjustment would bring an Administrative/Professional, Trail Point Support, Confidential Clerical or Support Staff employee’s pay over the maximum of the pay grade, only that portion of the increase which would bring the employee’s pay to the maximum shall be added to the base salary.
      4. Administrative/Professional and Confidential Clerical employees with salaries over the maximum of their assigned pay grade shall have their base salary amount frozen until it comes back within the assigned pay range.
      5. Annual pay adjustments for Administrative/Professional, Confidential Clerical and Trail Point Support employees with salaries at or above maximum may vary based on the recommendation of the President and will be in the form of payment(s) which will not increase the base salary for these employees.
      6. Any annual increase payments that do not add to the base salary are not included in the calculation for DMACC Early Retirement benefits.
   3. LONGEVITY PAY - Regular full-time Support Staff employees shall be eligible for longevity pay as authorized by the terms of the collective bargaining agreement.
   4. PROMOTION - A promotion is the movement of an employee from one position to another position in a higher pay grade.
      1. When the new pay grade is 1 or 2 grades higher than the employee’s current grade, the employee’s pay shall be increased by 10% or brought to the minimum of the new pay grade, whichever is higher. The increase may not exceed the maximum of the new grade.
      2. When the new pay grade is 3 or more grades higher than the employee’s current grade, the employee’s pay shall be increased by 15% or brought to the minimum of the new pay grade, whichever is higher. The increase may not exceed the maximum of the new grade.
      3. A promotional pay increase greater than that provided by D-1 or D-2 above may be requested if warranted by education, training and/or experience which exceeds or uniquely meets the minimum requirements of the position, or due to a substantial internal or external pay inequity. The increase may not exceed the maximum of the new grade and must be approved by the VP, Executive Council and the President. A supervisor’s request for an advanced promotional rate shall be in writing, include rationale for the request, and be attached to the recommended employee’s Hiring Proposal.
      4. A promotional pay increase may be withheld if the employee previously held a position with a grade greater than or equal to the grade of the position currently being promoted to, and did not receive a downward salary adjustment at the time of the previous change in grade.
   5. DEMOTION - A demotion is the movement of an employee from one position to another position in a lower pay grade. An employee’s pay shall be determined based upon the specific circumstances of the demotion but if the demotion is voluntary the pay will typically be reduced to the range penetration percentage held by the employee in their previous position.  Under no circumstances may the salary of a demoted employee be above the maximum of their new salary range.
   6. TRANSFER - A transfer is the movement of an employee from one position to another position in the same pay grade. The new position may have the same or a different job title. An employee’s pay shall remain unchanged in the event of a transfer to the same job title/position. When an employee transfers to a position with a different job title and responsibilities, previous related work experience not considered for initial salary placement when the employee was hired may be considered for salary placement.
      
      The transfer of Support Staff employees shall be in accordance with the provisions of HR3145 .
       
   7. REASSIGNMENT - A reassignment is an employer-directed action moving an employee from one position to another, or moving an employee and their position from one work unit to another. The reassignment may result in the same or a different pay grade and/or job title. Upon reassignment, an employee’s pay shall be governed by the section of this procedure for Promotion, Demotion, or Transfer (D, E, F above).
   8. JOB EVALUATION - Job evaluation is the review of an employee’s job description by the Job Evaluation Committee because of a significant change in assigned job duties. Any reclassification resulting in pay change shall be governed by the procedures on Promotion, Transfer or Demotion (D, E, F above), as appropriate.  HR has guidelines developed for the Job Evaluation process.
   9. TEMPORARY ASSIGNMENT
      1. Support Staff - An employee’s pay shall be temporarily increased when they are required to assume, for more than three consecutive work days, the major responsibilities of another Support Staff employee in a higher pay grade.
         1. For the duration of the temporary assignment, the employee’s pay shall be increased by 5% or brought to the minimum of the other position’s pay grade, whichever is greater. In no instance may the temporary pay increase exceed the midpoint of the other employee’s pay grade.
         2. Temporary assignment to a lateral or lower pay grade shall not affect the employee’s pay.
         3. Temporary assignment of a Support Staff employee to a nonsupport staff position shall be administered according to I-2 below.
      2. Administrative/Professional, Confidential Clerical, and Trail Point Support Employees - An employee’s pay may be temporarily increased through the payment of a stipend that is not added to the base, if they are temporarily assigned (normally more than 4 weeks and less than 12 months, there may be extenuating circumstances necessitating the assignment be extended) to a position in a higher pay grade or given a temporary assignment of higher level job duties and responsibilities. If increased, the employee’s pay increase shall be determined based upon the specific circumstances of the assignment (special circumstances may include whether the employee is assuming all of the duties, length of time in the position, etc.). If the assignment is to a vacant position, the pay increase may not exceed the maximum of the pay grade.
      3. Payments received for temporary assignments are not included in the calculation for DMACC Early Retirement benefits.
   10. ON-CALL PAY - A non-exempt employee may be granted on-call pay at the approved College rate listed in the Educational Services Association (ESA) collective bargaining agreement.  On-call means the employees is required to carry a cell phone while off-duty, remain within 30 minutes from campus and/or be available to immediately respond to DMACC campus or center to address emergencies or other related issues.  Employees who are on-call must refrain from consuming alcohol. On-call pay is not intended to be permanent but instead should be used for specific situations/timeframes when an exempt staff member is not available to assume the on-call duties.  On-call pay ends if the employee reports to campus to complete work as they will report hours worked and will receive emergency pay or overtime for that work, as appropriate..
   11. STIPEND - A payment that is in addition to base pay but not added to base pay and is considered time limited.
       1. Stipends are payment(s) to Administrative/Professional staff for temporary work of significance that is not in the job description and which administration has determined is work that is above and beyond. Stipends may be granted in the following situations:

                           a.  To fill in while a search is being completed.

                           b.  To fulfill the terms of a grant when additional FTE’s will not be hired for the work.

                           c. To complete work while the College is assessing if another FTE is necessary.

                           d.  To complete and/or implement a special project.

             2.  Stipend requests should be made by the supervisor or higher-level administrator and approved by Executive Council before the

                   extra work begins. Retroactive requests require approval of the President.                          

             3.  Whenever possible a description of the additional work should accompany the request for the stipend and be placed in the

                   personnel file.

             4.  All requests and approvals must have an end date specified. Stipends will be reviewed prior to the stated end date to determine

                  continuance and time parameters.           

             5.  HR is responsible for calculating a rate for the stipend and will review pay rates of similar job titles. In most situations it is assumed

                  the employee will not be completing two full-time jobs but rather performing extra work in addition to their current job description.

    6.  Stipends are not included in the calculation for DMACC Early Retirement benefits.

 

Cross Reference:
Policy HR419 - Wages  

Adopted: October 1, 2002
Reviewed: Annually

Revised:
July 1, 2004

September 22, 2006

November 1, 2007

November 1, 2009

November 1, 2010

November 1, 2011

February 21, 2017

March 20, 2018

March 1, 2019

September 1, 2020

April 1, 2022

May 31, 2022

December 15, 2022

January 1, 2024