Administrative Compensation Guidelines for Non-Faculty Positions
Creating a brand new position
Requesting department receives verbal approval to create a new position from the Dean, Provost or Vice President.
Requesting department sends a completed Position Evaluation Questionnaire (PEQ) and Job Description to Human Resources for appropriate compensation band placement and job classification according to the Fair Labor Standards Act. All forms are located at http://www.marquette.edu/hr/CompensationForms.shtml
Human Resources will assign the appropriate job title, job classification, position code, and market salary range and communicate back to the hiring department for further processing. Requesting department completes the online requisition.
see FAQs at: http://www.marquette.edu/hr/hiringmanagerFAQs.shtml
New hire compensation
New employees may be hired within the recommended hire-in range. The hire-in range will be calculated based on the band and market placement. Any exceptions require the approval of the Provost or Sr. Vice President.
Requesting job reevaluations
Requests for reevaluation can be made after 12 months or if significant changes have been made to the position. Employee and supervisor agree that an evaluation is necessary. Employee completes the PEQ and submits an updated Job Description.
If there is no incumbent in the position, the supervisor should complete. The supervisor reviews and signs the PEQ and submits it to HR. HR will review the request and notify the supervisor of the results. Due to the width of the broadband structure, a job may increase in evaluation points but not increase to the next band. The job will be assigned to a salary hire range within the band based on market data.
Title change
A new title can be assigned to more accurately reflect the job duties and/or department organizational structure. Before a title change can be made or communicated, the supervisor should send an e-mail message to HR requesting a title change, indicate the reason for the title change, and submit an updated job description. HR will evaluate the request and job description to make sure that the new title is consistent with the university organizational structure and titles of comparable positions across campus and within the same band.
Promotions
A promotion is the advancement to a position that requires performing activities of significantly increased complexity or responsibility. More commonly, a promotion is also the appointment to a position in a higher band zone than the one to which the employee is presently assigned. Most promotions will occur as a result of a job posting.
All promotions must be reviewed in advance by HR to ensure compliance with applicable policies, rules and laws such as Affirmative Action. A promotion can occur when either:
a) a position is reevaluated through a PEQ and is found to have increased significantly in the overall responsibilities, knowledge, skills and abilities required for the position;
b) an employee moves into a higher level vacant position in a direct logical progression, thus creating a vacancy in their current position. A Promotion Form is submitted by the supervisor when a direct promotion occurs.
Any promotional increase must be approved before being communicated to the employee.
Merit Increase or other permanent salary increase
Department seeks guidance from HR as it relates to salary increases before any commitment is made to ensure appropriateness of external market data, internal consistency, and compensation system placement. Salary authorization is completed.
Stipends
Work without a direct connection to academic studies or research is not appropriate for stipends. Payment of stipends other than to students requires the advance approval of Human Resources and Payroll, and the academic requirement should be supported by the Dean of the College.
Additional Pay
Additional compensation used to pay an employee (non-student) who is temporarily assigned responsibilities of a higher level position will be considered “additional pay.”
Movement within a band
Employees can move within a band by increasing their salary though merit increases. A position can also move within a band if the overall knowledge, skills and abilities required for the position increases or if market data indicates a required change. (i.e., skill set that increases in value in the market due to supply & demand).
Movement between bands
Employees can move to a different band by accepting a promotion as defined above. A position can change to a different band when the overall responsibilities, knowledge, skills and abilities required for the position increase significantly.
