- Issue Date: August 26, 2004
- Primary Contact: Director of Human Resources
- Responsible Member of Directorate: President and Director
- Responsible Office: Human Resources
of the Institution shall be considered for a merit increase
for demonstrated performance within the year being reviewed.
A cut-off hire date will be established as part of the merit
increase process to identify those employees considered "new
hires." This date is typically at least four months prior
to the merit increase effective date. Separate merit increase
guidelines will be set for new hires.
of Annual Merit Increase Guidelines
On an annual basis, the Directorate sets general guidelines
for Department Chairs, Administrative Managers and Center
Directors to use in conducting performance reviews and recommending
merit increases. The Compensation & Employment Services Manager provides compensation
and economic information to the President and Director to
assist with the formulation of annual guidelines.
Guidelines will include:
The percentage each department may increase their salary
ii. Merit choices based on performance ratings.
iii. The merit increase that may be given to newly
hired employees and the cut-off hire date for identifying
those considered "new hires."
iv. If approved, any additional money available
to departments to further reward performance.
v. The maximum merit increase allowed.
The Compensation & Employment Services Manager will establish the salary review schedule and communicate
said schedule along with established guidelines to Department
Chairs, Administrative Managers and Center Directors.
Since the performance review of all employees is the most important
part of any merit-based salary program, employee evaluations
must be completed by supervisors and shared with their employees.
This is an annual process, completed prior to department salary
reviews. (See Performance Evaluation,
for more information).
Salary Recommendation Submissions
The Compensation & Employment Services Manager will provide Department
Chairs, Administrative Managers and Center Directors with a
listing of all employees in their department/group with recent
The Department Chair, Administrative Manager or Center Director,
with the assistance of the immediate supervisors, will review
all employees for performance and will make salary recommendations
based upon this performance review and established guidelines.
Salary recommendations must be submitted to the Compensation &
Employment Services Manager by a set deadline and in the format
outlined by the annual guidelines.
The Compensation & Employment Services Manager will conduct an initial
review of all recommendations to ensure that guidelines have
been followed. If discrepancies are found, s/he will follow
up with the department to reconcile the data or recommend alternative
solutions. S/he will enter the data into salary spreadsheets,
create statistical graphs, and compile all data for the review
process. S/he will provide information to the Directorate to
show the actual, overall increases to salary budgets submitted
by each department.
Salary recommendations for the Scientific and Technical Staff are
reviewed during a meeting attended by the Directorate, Department
Chairs, the Human Resources Manager, the Compensation & Employment
Services Manager, and the Executive Assistant to the Director of
recommendations for science department direct reports, such
as Administrative Professionals and Department Administrators,
are reviewed during a meeting attended by the Director of Research,
the Department Chair, the Department Administrator, the Human
Resources Manager and the Compensation & Employment Services Manager.
Other personnel are reviewed during a meeting attended by the
Directorate, the Human Resources Manager, and the Compensation & Employment Services Manager.
Changes to recommended merit increases may be made during any
of the meetings mentioned above.
If a Department Chair, Administrative Manager or Center Director wishes
to recommend a change in merit increase at a time other than one of the
meetings mentioned above, the Compensation & Employment Services
Manager is to be advised in writing as to the reasons. Any salary
change will be subject to review and approval by the appropriate member
of the Directorate.
Authority to approve merit increase recommendations is delegated
to the appropriate members of the Directorate.
Approval, Notification, and Implementation
The Compensation & Employment Services Manager will provide final merit
increase recommendations to the Controller for inclusion with
the annual budget submission to be approved by the Executive
Committee of the Board of Trustees.
When and if the annual salary recommendations have been approved,
the Compensation & Employment Services Manager will notify Department
Chairs, Administrative Managers and Center Directors after confirmation
from the Office of the Vice President of Finance and Administration.
The Compensation & Employment Services Manager will provide the Human
Resources Information System (HRIS) Staff with the final salary
figures to coordinate updates to the BiTech system with Management
Information Systems (MIS), the creation of notification memos
for individual employees, and a review for electronic data accuracy.
The effective date of merit increases is typically at the start
of the first pay period of the upcoming calendar year.
you require assistance in the interpretation of this procedure,
please contact the Compensation & Employment Services Manager.
Last updated: May 7, 2008