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 should be hired at the midpoint of the salary range provided by Human Resources. Any exceptions require the approval of the Director of Compensation and the Budget Office prior to a discussion with the candidate.

Requesting job reclassification

Requests for job reclassification can be made after 12 months or if significant changes have been made to the position. The supervisor must agree that an evaluation is necessary. The employee will complete a Position Evaluation Questionnaire (PEQ), job description and submit to their supervisor for review. Once the supervisor has approved the updated PEQ and job description, the forms should be submitted to the Director of Compensation in Word format for review. The Director of Compensation 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.

If there is no incumbent in the position, the supervisor should complete both forms and submit to the Director of Compensation for review.

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 will email the Director of Compensation requesting a title change, indicate the reason for the title change, and submit an updated job description and Position Evaluation Questionnaire (PEQ). The Director of Compensation will evaluate the request, job description and PEQ to determine if the new title is warranted and consistent with the university organizational structure and titles of comparable positions across campus.

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 Human Resources, prior to discussion with any staff, 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.

Any promotional increase must be approved by the director of compensation before being communicated to the employee. Promotional increases are normally between 5-7% dependent on the time of year and available funds.

Merit Increase or other permanent salary increase

Department seeks guidance from Human Resources 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 through 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.

POSITION AND COMPENSATION PROCEDURES

Administrative Compensation Guidelines for Non-Faculty Positions

PROSPECTIVE EMPLOYEES

CURRENT EMPLOYEES

STUDENTS

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