The goal of KSAS Human Resources is to provide
fair and equitable
compensation to all staff for work performed. Pay is determined
by weighing the factors of skill level, experience, and performance.
KSAS HR partners continuously with
University
Compensation to evaluate individual job requirements and benchmark
them with others in and out of the University.
Salaries and salary ranges are based on an evaluation of the complexity
of skills required to do a particular job. The first step in skill
evaluation is the development of a job description (see section
entitled, "Job Descriptions".)
A new compensation plan is replacing the University's Classification System.
Jobs will now be evaluated based on its role and contribution to the organization,
and salary ranges will be market driven. See
http://hrnt.jhu.edu/compensation/compstudy.cfm
Hiring Salaries:
Generally, staff new to the University is hired at a salary
that is below the midpoint of the salary range for the specific
pay grade. It is assumed that experience in the job is necessary
before an individual can be "fully functioning" in their
position. Midpoint salaries indicate the "market" salary
for someone who is proficient and fully functioning in a job. Usually,
it takes at least 2-3 years of doing the same job to become proficient at
it. Similarly, it takes at least 2-3 years in a job to reach the midpoint
of the salary range. (See
http://www.jhu.edu/~hr1/pol-man/sectn5.htm#D.)
Salary Reviews and Salary Review Dates:
JHU believes that staff should receive ongoing feedback about their work and that
they should be compensated for good performance. New employees should be evaluated
by the time they are employed 90 days. (Sample 90 day Review Form, below.)
Thereafter, each staff member should receive a performance evaluation by his/her
supervisor at least once a year. (See
http://www.jhu.edu/~hr1/pol-man/sectn5.htm#G.)
The evaluation should be an objective and accurate documentation of the individual's
job performance over the entire preceding year. The KSAS Performance Appraisal Form
is initiated by the staff member and completed by the supervisor; a face-to-face
meeting should be held to discuss the evaluation and to set mutual goals for the
upcoming year. See
Performance Appraisal Guidelines (MS Word format)
Once the performance evaluation is completed, the supervisor recommends
an appropriate merit increase that is reflective of performance
and current budget constraints. Guidelines for merit increases for
KSAS staff are posted on KASPER each spring for the upcoming fiscal year and are
based on University Guidelines distributed by Charlene Hayes, Vice
President of Human Resources. The recommended FY2006 merit increase
for excellent performance is 2.5% of the midpoint of the incumbent's
pay grade; for FY2007, the recommended merit increase for excellent performance
is 3.0%. Increase amounts should be modified up or down to reflect
actual performance and available funding. See KSAS salary
planning worksheet.
The Salary Review Date for merit increases is the annual anniversary
date of the date hired or promoted into the most recent position.
Salary Planning:
Once the University Guidelines for annual salary increases are
released to the departments in KSAS, the department Administrator
and department Chair are asked to review current salaries for staff
and project increases in compensation for the upcoming fiscal year.
The Salary Planning Worksheets are used for budget forecasting as
well as for equity review. Department Chairs/Administrators should
review their staff salaries for equity and market comparisons and
project appropriate changes in compensation. In addition to projecting
the % of merit increase for the upcoming fiscal year, other adjustments
in salary may be necessary (see possible increase/adjustments list
below.)
The completed Salary Planning Worksheet for each department is
forwarded to the KSAS HR Manager, Joan Spoltore, for further equity
review. Requests for additional compensation amounts over the
recommended guideline increase must be accompanied by written justification.
Once approved and signed, the HR Manager will send the Worksheet back to
the department, with a copy to HR Payroll.
Tools section
Please note: a Performance Appraisal Form must still be completed
on the Salary Review Date to ensure that performance and salary
projections are still accurate and appropriate. Increases will not
be put through Payroll without a completed Appraisal Form.
The Policy
on First Quartile Increases, Annual Merit Increases, and Salary
Planning Worksheets was modified by KSAS HR and department administrators
as follows:
KSAS Salary Planning Worksheets/Salary Increases/Performance Appraisals
The department admininstrators will no longer have to complete the traditional
Salary Planning
Spreadsheet template each spring showing the projected staff increases for the
remainder of the current and/or upcoming fiscal year. [KSAS HR] will send the
basic Worksheet to each department at its request, but the Worksheet will be used
for departmental planning purposes and does not need to be submitted to [KSAS HR]
for approval.
Instead, merit increases which fall within KSAS' Salary Guidelines (2.5% of grade
midpoint + additional option for FY2006 or 3.0% of grade midpoint + additional
option for FY2007) can be submitted directly to HR Payroll upon
completion and receipt by KSAS HR of a Performance Appraisal Form. The
200 form or ESAL must indicate that the Appraisal has been completed AND
RECEIVED by KSAS HR.
First quartile increases may be submitted directly to HR Payroll without
KSAS HR’s approval, provided the individual meets the eligibility requirements.
Merit increases for those individuals whose salary falls in the 3rd & 4th
quartile of their pay range may be computed on the basis of 2.5% (FY2006) or
3.0% (FY2007) of current salary, rather than 2.5% (FY2006) or 3.0% (FY2007)
of current midpoint
salary, rather than 2.5% of grade midpoint, but NO ADDITIONAL OPTION WILL APPLY.
Since HR Payroll will not accept a salary over the Guideline, these increases
must be approved in the Dean’s office prior to submission to Payroll.
Above the max merit increases need to be submitted to the Dean’s Office for
review one month prior to the desired submission date. Requests for over the
max increases should include written justification for the requested salary,
plus equity comparisons within the same department (if any exist.) A resume
may be required when appropriate since the Dean’s office does not always receive
resumes for hired staff.
For those staff members who are delinquent in completing their portion of the
Performance Appraisal Form, a reminder should be sent to the staff member in
writing. If the Appraisal is still not received within a reasonable timeframe,
the supervisor should initiate the Performance Review process WITHOUT input from
the staff member, and the Appraisal itself should indicate that the staff member
did not follow the KSAS review process. If the delinquency is attributable to
the staff member, retroactive increases will not be made beyond 4 -6 weeks past
the SRD, unless there are extenuating circumstances. If the delinquency is on
the part of the supervisor and the administrator has made a good faith effort to
encourage the supervisor to complete the review, the matter should be referred to
[the Dean’s] office.
Possible Increases and/or Salary Adjustments:
In addition to performance based, or merit, increases given
on the SRD (Salary Review Date), salary increases may be given for
the following situations.
Below the Minimum Increase: at any time an individual's
salary falls below the minimum of the pay grade range (usually July
1 of the new fiscal year), an increase must be given to bring the
salary to the minimum.
First Quartile Increase: if an individual's salary falls
within the first quartile of the salary range for his/her pay grade,
an adjustment of up to 5% of the midpoint of the pay grade may be
given every six months until the salary reaches the second quartile.
(See http://www.jhu.edu/~hr1/pol-man/sectn5.htm#E.
In Grade Adjustment: if performance warrants, a staff member
may be eligible for an in-grade salary adjustment as a result of
changes in job responsibilities (not significant enough to warrant
a reclassification), internal equity, or market changes. ( See http://www.jhu.edu/~hr1/pol-man/sectn5.htm#F.)
This adjustment can include a midpoint adjustment if the incumbent
has been in the same position for 3 or more years, is fully functioning
in that position, and is a good performer, he/she can receive a
salary increase to the midpoint for the pay grade salary range.
Salary Supplements:
Salary supplements, other than normal overtime required by the
FLSA, are given only in unusual circumstances and must be approved
by the KSAS HR Manager, Joan Spoltore. Supplements may be given
for work over and above the normal scope of the position. In addition
to falling outside the normal scope of duties, it is usually done
outside of the normal work hours. Supplemental pay is given via
an ESUP and does not count towards the FTE or benefits base of the
position. Please contact KSAS HR for more information regarding
supplemental pay.
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HR Manager, Joan Spoltore
Telephone: 410-516-4138
FAX: 410-516-8480
and HR Generalist, Linda Evans
Telephone: 410-516-7062
FAX: 410-516-8480
Office
of Compensation
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