(A)
Purpose
(1)
To establish a
compensation program rule.
(b)
Scope
This rule applies to administrative
staff, unclassified hourly employees, and classified civil service
employees.
(c)
Definitions
(1)
Consult rule
3349-7-01 of the Administrative
Code.
(2)
"Classification system" is a method of systematically
organizing job families.
(3)
"Compensation program" is a method of systematically
organizing the pay grades.
(4)
"Job families"
are groups of positions with similar duties with varying levels of
responsibility, authority, qualifications and pay grades.
(5)
"Compensation
plan" (the "plan") is a method of systematically determining employee
compensation.
(6)
"Pay grades" are a continuum of salaries from minimum
to maximum.
Assignment within a pay grade is the
responsibility of the director of human resources.
(d)
Rule
statement
(1)
Compensation program
(a)
The factors used to determine the assignment of a
position to a given pay grade and placement within that pay grade include, but
are not limited to:
(i)
Knowledge and experience;
(ii)
Complexity and
creativity;
(iii)
Impact on the university's mission;
(iv)
Budget
management and responsibility;
(v)
Supervisory
responsibility;
(vi)
Amount of independent judgment exercised;
and
(vii)
Physical demands and working
conditions.
(2)
Annual review of
pay grades
(a)
The director of human resources will annually review the pay
grades and determine if revisions are necessary. If revisions are necessary,
the director of human resources will consult with the vice president for human
resources and diversity and the executive management team to make appropriate
revisions. The director of human resources will notify the university of these
revisions.
(b)
Revisions to the pay grades will be reported to the
board of trustees as information at the annual budget meeting.
(c)
The placement of
jobs into applicable pay grade will be evaluated annually by human
resources.
(3)
Compensation plan administrator
(a)
The compensation
plan administrator is the director of human resources, who will:
(i)
Evaluate
positions for accurate placement within job families and pay
grades;
(ii)
Maintain a master set of position
descriptions;
(iii)
Maintain the classification system and compensation
program; and
(iv)
Periodically review and update the classification
system and compensation program and recommend revisions to the
university.
(4)
New positions and
new hire offers
(a)
Only the appointing authority may issue a binding
written offer of employment which includes a compensation amount and a start
date. Employment offers may be recommended by the immediate supervisor, but all
compensation provided in the offer must be approved by the director of human
resources and the vice president of the applicable division.
(b)
Requests to
evaluate newly created positions will be processed as needed by human
resources.
(5)
Promotional increases
(a)
An employee who
is promoted must be brought up to the minimum of the new pay grade. The
promotional compensation increase an employee may receive is dependent upon the
pay grade difference between the employee's present and new position. The
promotion must be approved by the director of human resources and the vice
president of the applicable division.
(b)
Employees will be
notified of the effective date of transfer, new title and rate of compensation
by their appointing authority.
(6)
Lateral transfer
increase
(a)
If
an employee makes a lateral transfer from one position to another within the
same pay grade, this will normally be accomplished without an increase in
compensation. Lateral transfers must be approved by the director of human
resources and the vice president of the applicable division.
(b)
Employees will be
notified of the effective date of transfer, new title and rate of compensation
by their appointing authority.
(7)
Annual
compensation increases
(a)
The president will, if appropriate and as part of the
annual budget for the university, recommend to the board of trustees a
compensation adjustment to base compensation and/or a one-time payout for all
eligible employees as applicable and as defined in the current compensation
plan, based on the employee's classification. Annual merit increases will be
based on individual performance and any employee who is on a written
performance improvement plan will not be eligible for a merit
increase.
(b)
Employees whose positions are grant or external
contract funded, may not be eligible for such increases based upon available
funding.
(c)
Employees will be notified of the amount of
compensation increase and the effective date of the increase by the director of
human resources.
(8)
Reduction in
compensation related to demotion
Employees who are demoted may have
their compensation reduced. The amount of reduction will be determined by the
immediate supervisor in consultation with the director of human resources. The
employee will be notified of the amount of compensation reduction and the
effective date of the reduction by the director of human
resources.
(9)
Pay in excess of the pay grade maximum
If an employee's rate of compensation
is at or above the maximum of the pay grade and if the employee is eligible for
an annual compensation adjustment, a dollar amount equivalent to the annual
adjustment will be granted as a one-time pay out instead of increasing the
employee's base compensation. The pay grades will subsequently be reviewed by
the director of human resources to determine if adjustments to the pay grades
are necessary.
(10)
Position reclassification
When the existing duties and
responsibilities of a position are significantly expanded or reduced, the
director of human resources, in consultation with the immediate supervisor,
will review an amended position description and determine if an employee's rate
of compensation or pay grade should be adjusted. The employee's performance
level and date of last or next scheduled increase will be considered. The
director of human resources will notify the employee of any change in rate of
compensation or pay grade.
(11)
Compensation
concerns
Employees with questions or concerns
regarding their rate of compensation should discuss the matter with their
immediate supervisor and department head prior to contacting the director of
human resources.
Replaces: 3349-7-20
Notes
Ohio Admin. Code
3349-7-20
Effective:
7/5/2021
Promulgated Under:
111.15
Statutory
Authority: 111.15
Rule
Amplifies: 3350.12
Prior
Effective Dates: 10/28/2010, 2/15/2019