Franklin & Marshall College Franklin & Marshall College

Job Grade Policy for Non-exempt Positions

Purpose

The purpose of this job grade policy is to help assure internal equity and consistency in rates of pay among positions classified as "non-exempt".  This job grade policy provides a method for objectively establishing rates of pay for clerical and secretarial positions, Academic Department Coordinators and other office support staff, maintenance positions, skilled crafts, Public Safety Officers, and other non-exempt positions.

Each non-exempt position is assigned a job grade, and each job grade has a corresponding pay range.  Pay ranges for non-exempt positions are established based on comparison wage data from the relevant labor market and the College’s budgetary guidelines.

Job Grade Process

Each non-exempt position is assigned a job grade, from 3 through 6. Positions are assigned a grade based on several factors. The factors taken into account when determining the job grade for clerical, secretarial, and office support positions are:  

  • Education Level Required of the Job Holder
  • Experience Required
  • Independence of Action and Resourcefulness Required
  • Level of Supervision Received
  • Effect of Errors
  • Type and Extent of Interaction with Others
  • Confidentiality of Data Handled
  • Mental and Visual Demands
  • Working Conditions
  • Supervisory Responsibilities
  • Number of Employees Supervised

For technical, maintenance, or service positions, the following factors are considered:

  • Education Level Required of the Position
  • Experience Required
  • Independence of Action and Resourcefulness Required
  • Physical Effort
  • Mental and Visual Demands
  • Potential for Damage to Equipment and Materials
  • Personal Hazards
  • Potential for Injury to Others
  • Responsibility for Training or Supervising Others
  • Level of Interaction with Others
  • Confidentiality of Data Handled
  • Working Conditions

The quantity of work performed is not a factor which directly influences the job grade.  Therefore, additional duties required of a position which are similar to the duties currently being performed will generally not influence the job grade.  In addition, the quality of one's work does not influence the job grade, as the requirements of the position are being evaluated, not the abilities of the job holder.

New Positions / Job Grades

For newly created non-exempt positions, the Director, Human Resources will assign the appropriate job grade using the structured job grading process.  In order to grade a position, the department manager or chair must first submit a detailed, written position description, using the proper position description form (the appropriate position description form is available in the Human Resources public folder in eDisk).

Current Positions / Review of a Job Grade

The grade of a current position will only be reviewed if the responsibilities and scope of the position have changed fairly significantly since the original job grade was assigned.  A written request for a re-evaluation must be submitted to the Director, Human Resources by the department manager, describing which job duties have changed, why, and the impact, if any, on other positions in the department. In addition, an up-to-date, detailed position description must be submitted to the Director, Human Resources by the department manager (the appropriate position description form is available in the Human Resources public folder in eDisk).

If a position is re-evaluated by the Director, Human Resources from a grade 3 to a grade 4, the current job holder may receive up to a 5% increase to his/her hourly rate.  If the job grade increases from a 4 to a 5, the job holder may receive up to a 6% increase to his/her hourly rate, and up to a 7% increase if the job grade increases from a 5 to a 6. An increase in pay associated with the re-evaluation of a job grade, if approved by the appropriate Senior Officer, the Vice President for Finance, and the President, will be effective the next July 1. A pay change associated with a job grade change will not be made retroactively. 

A review that results in an increase to a job grade will not necessarily result in an increase in the job holder's hourly rate of pay, if the job holder is already paid an appropriate rate for the new job grade. The employee's years of service with the College and job performance, as well as budgetary guidelines, will be considered when determining an appropriate rate of pay.

If new duties are added to a position but those new duties do not result in an increase in the job grade, no increase in pay will be granted.

Starting Rates of Pay

Starting rates of pay, or hiring rates, have been developed for each job grade. Newly hired non-exempt members of the professional staff are generally paid the starting hourly rate associated with their job grade. 

Starting rates of pay, effective April 1, 2013, are:

Job Grade 2:         $15.15 / hour

Job Grade 3:          $15.45

Job Grade 4:          $15.80

Job Grade 5:          $16.15

Job Grade 6:          $16.72

Hiring Rates-- The Director or the Assistant Director, Human Resources, in consultation with the manager with the vacancy, will establish the actual hourly rate of pay of a newly hired member of the professional staff.  Rates of pay for new non-exempt employees are based on the starting rate associated with the job grade, pay rates of other College personnel within the same job grade, and the relevant prior work experience and skills of the new employee. An individual who comes to the College with prior relevant professional experience may be paid a rate above the starting rate, within budgetary guidelines. 

Adjustments to Starting Rates-- Starting rates of pay may be adjusted periodically based on a review of relevant labor market wages, and the College’s budgetary guidelines.

Whenever a new starting pay rate is established, the hourly rate of some current staff members may fall below the newly established starting rate for their job grade.  The hourly rate of a staff member whose pay falls below the starting rate for his/her job grade may be adjusted over time, as the College budget allows, to the starting rate for the  job grade.  This is provided the staff member fully meets the qualifications of the position and his/her performance is satisfactory, as determined by the College.

Annual Merit Increases

For continuing members of the professional staff, increases to the hourly rate are based on an individual's job performance. Professional staff are generally eligible for a merit increase each July 1, subject to the College's approved budget.  Merit increases are based on each individual's job performance as assessed during the annual performance review, and budgetary guidelines. An employee's base annual salary is determined by multiplying his/her hourly rate by the number of hours he/she is regularly scheduled to work each fiscal year.

Internal Transfers / Rates of Pay

Professional Staff Who are Promoted Within the College-- A promotion is defined as a move to a position with a higher job grade than the employee’s current job grade. When a non-exempt staff member receives a promotion to a position with a higher job grade, he/she will receive an hourly rate of pay appropriate for the new, higher job grade. Generally, a staff member who moves from a grade 3 position to a grade 4 position will receive up to a 5% increase to his/her current hourly rate; up to a 6% increase if moving from a grade 4 position to a grade 5 position; and up to a 7% increase to his/her hourly rate if promoted from a grade 5 position to a grade 6 position. However, if the individual is already paid an appropriate hourly rate based on his/her new job grade, a lesser pay increase may be approved. The employee's years of service with the College and job performance, as well as budgetary guidelines, will be considered in determining an appropriate pay rate based on the new, higher job grade.

Professional Staff Who Transfer Within the College-- Although staff are encouraged to explore new opportunities within the College, a transfer to a different position at the same grade level is not considered a promotion.  Therefore, no pay increase is generally granted when a staff member accepts a “lateral” transfer.

In some cases, a staff member’s current hourly rate may be higher than the maximum rate approved for a vacant position.  If an employee accepts a lateral transfer and his/her current hourly rate is higher than the maximum approved rate for the vacant position, the staff member may be required to accept the lower rate of pay if he/she chooses to move to the new position.

Professional Staff Who Take a Position With a Lower Job Grade-- If an employee takes a position at a lower grade level, either by choice or because his/her current position is being eliminated, the employee will be paid a rate appropriate for the lower-graded job. Consideration will be given to the employee's job performance and length of service, as well as department budgetary guidelines, when establishing an appropriate rate of pay.

If an employee’s current hourly rate is higher than the maximum approved rate for the vacant position, the staff member will be required to accept the lower rate of pay if he/she chooses to move to the new position.

Additional Information

It is the policy of the College that all changes to an employee's compensation be approved in advance and in writing by: (1) the Senior Officer responsible for the area, (2) the Vice President for Finance and Administration, and (3) the President.  No manager or College representative has the authority to establish pay levels, grant pay increases, or modify fringe benefits coverage for any employee without first obtaining the required approvals.



Policy Maintained by: Human Resources, Director

Last Reviewed: 30 January 2014