Equity Increase

I. Policy Summary

Equity increases are provided for permanent situations where an individual equity problem may exist and reclassification to a higher level is not appropriate.

Assumption of lower level duties typically does not warrant an equity increase.

Temporary equity increases are addressed through the Stipend process. Refer to A14: Stipend procedures.

Equity increases for represented employees may require prior notice to the Union. (Currently, CX, EX, HX and SX require notice)


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement:

    • PPSM 30.F- Equity Increases

  2. Contract Articles - employees covered by a collective bargaining agreement


III. Authority

PPSM employees (non-represented):

The total annual increase (including merit, promotional and equity increases) for PPSM employees is limited to 25% in any fiscal year and cannot exceed the maximum of the salary grade for the incumbent’s classification.

Principal Officers are delegated authority to approve equity increases. This authority may be re-delegated.

Exceptions to the 25% limit on total annual increase in a fiscal year require the approval of the Principal Officer. This authority may NOT be re-delegated.

Represented employees:

Principal Officers are delegated authority to approve equity increases. This authority may be re-delegated.

For step-based employees, increases are generally one-step, however, additional ½-step or whole-step increases may be provided.

For employees in open-ranges, the increase generally will be approximately 4-5%, however a greater percentage may be provided.

For all employees, the resulting salary cannot exceed the maximum of the salary range for the incumbent's current classification.


IV. Criteria

Criteria will vary according to the circumstances of each case and is subject to the availability of funding. The following should be considered when determining whether an equity increase is warranted:

  • assumption of significant additional “new” duties that, in combination with the “old” duties, may not be classifiable to a higher level or grade (e.g. supervision, assuming duties of another position on a permanent basis, etc.).

    Note: An updated job description should accompany the EAR.

  • retention problems, e.g.,(competitive market conditions for the profession or field, causing employee turnover)

  • salary inequity within a unit or across campus for a particular position (e.g. “hire-in” rates which exceed the salary rates of current employees in the unit in the same classification, level of responsibility comparable to others in the same classification, etc.).

    Note: differences in pay may exist for a particular position since there are differences in longevity of employees and levels of experience (on or off campus) and levels of performance.

  • a situation where an employee would be otherwise disadvantaged if an equity increase were not provided (e.g. a retroactive reclassification from one personnel program to another which results in the loss of eligibility for a merit increase).


V. Process Overview

Equity Requiring Notice to the Union

  1. Department:

    Consults with Employee & Labor Relations (ELR) Analyst about the proposed action.

    Completes Section A of the Employee Action Request (EAR) form.

    Provides justification for equity increase, which may include listing of additional duties or updated job description.Ensures action is approved by Principal Officer or designee with responsibility for decentralized funding.

    Forwards packet to ELR Analyst for review.

  2. ELR Analyst:

    ELR Analyst reviews EAR for appropriateness and fills out Section B and C of EAR. ELR Analyst forwards to their ELR Manager for signature and approval.

    For an equity requiring notice, ELR Analyst send a letter including employee name, classification, equity amount, and effective date to the appropriate union.

    Upon receipt of confirmation from the union to proceed with the proposed equity action or when the noticing period is complete, attaches email confirmation to proceed with equity action to the EAR and forwards paperwork to the appropriate SHR Operations supervisor for implementation.

  3. SHR Operations:

    SHR Operations inputs equity into PPS and files paperwork into employee personnel file.


Equity Not Requiring Notice to the Union

  1. Department:

    Consults with ELR Analyst about the proposed action.

    Completes Section A of the EAR form.

    Provides justification for equity increase, which may include listing of additional duties or updated job description.

    Ensures action is approved by Principal Officer or designee with responsibility for decentralized funding.Forwards packet to ELR Analyst for review.

  2. ELR Analyst:

    ELR Analyst reviews EAR for appropriateness and fills out Section B and C of EAR. ELR Analyst forwards to their ELR Manager for signature and approval.

    Once approved, ELR Analyst forwards EAR to SHR Operations.

  3. SHR Operations:

    SHR Operations inputs stipend into PPS and files paperwork into employee personnel file.

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Revised May 2012: A.16