Administrative Services

Appendix E - University Compensation Policy

The general objectives of this compensation plan are to promote pay equity between University employees not covered by negotiated or prevailing rates and others employed in or for the State, insure the orderly advancement of individual employees within the pay ranges approved for their jobs, minimize the opportunity for arbitrary pay treatment, and utilize progressive pay practices employed in both governmental and private industry. All policies and procedures set forth in this compensation plan are subject to the Statutes and Rules of the State Universities Civil Service System of Illinois and the Board of Trustees of Western Illinois University Policies and Procedures Governing Civil Service Employees.

The level of compensation paid to University employees will be comparable to salaries paid for work of similar character by other employers defined as a Compensation Comparability Base located within each Regional Compensation Area designated for each job classification and adjusted to maintain internal equity based upon position classification factors. Employees are subject to rates within each salary range for each job classification. The rates (a) provide for an orderly progression and (b) recognize years of service and performance. This plan further recognizes the need for additional monetary reward to the employee where increased value to the University has been gained through experience on the job, job related education, and the exceptional employee whose job performance is consistently above standard.

A Civil Service Salary Review Board (CSSRB) shall be created. This Board will be responsible to annually review salary ranges for all job classifications at the University by comparing them with defined published salary surveys, existing labor market, and economic factors, comparable Civil Service Systems in the State of Illinois, and the other state universities in Illinois for each job classification. Additional reviews may be requested by either the Director of Human Resources or the Civil Service Employees Council (CSEC) when warranted. The CSSRB will evaluate and recommend to University administration and the CSEC suggested salary range changes annually. For composition of the Civil Service Salary Review Board, refer to Section II M.

Expediting the personnel and administrative decision process is recognized as an important factor to pro vide the University with incentives to recruit, retain, and motivate an adequate staff of competent, well qualified employees. The plan is designed to provide the operational units of the University and all employees with clear and consistent policy, and procedural explanations to effect and maintain equitable treatment of all employees throughout the University.

The Director of Human Resources, in consultation with the Vice President for Administrative Services, shall issue rules and procedures and take other actions as needed to carry out this policy.

Section I. Authorities and Responsibilities

It shall be the responsibility of the Director of Human Resources, in consultation with and upon the recommendation of the CSSRB, and the Civil Service Employees Council, to render interpretations of this pay plan. It shall be the responsibility of the head of each employing department to furnish to the Director such information as may be required in the administration of this pay plan.

All status, open range, non administrative employees or those otherwise included by the Director of Human Resources shall be paid a salary in conformance with this pay plan. Increases, decreases or adjustments in base salary following the effective date of this pay plan shall be made only in accordance with the provisions of this pay plan, subject to the approval of the State Universities Civil Service System.

This plan recognizes the need for an Appeal System for circumstances that develop beyond the scope of the Compensation Plan for individuals. Employees may file written appeals with the Civil Service Salary Review Board, via the Director of Human Resources. These appeals must be filed within 30 days of any such act of omission or commission. The decision of this Committee, however, must not violate any present policy, procedure, or regulation which has been established by the Board of Trustees of Western Illinois University or the University; they may, however, recommend to the Civil Service Employees Council that present policy be revised.

Section II. Administration of Range Structure

  1. Annual increases are implemented sometime after July 1, dependent upon the exact date the appropriations bill is signed by the Legislature and salary recommendations are approved by the Civil Service Employees Council (CSEC) and the administration at Western. However, the effective date for annual increases shall normally be July 1 of each year. The annual increase will vary according to appropriations received.
  2. Starting Salary
    1. The starting rate shall be the base salary in the class except as provided for below. (Individuals reemployed less than one year after termination, refer to Section II J.1.a.)
      The experience below must be in addition to the minimum qualifications:

      a. New employees with at least thirty six months relevant* experience may begin at three percent above the minimum salary for the position.

      b. New employees with more than thirty six months relevant experience may receive one percent per each additional twelve months of relevant experience.

      c. The maximum adjustment new employees may receive is ten percent.

      *The definition of relevant shall be: experience in a directly related position which has been gained in an equal or higher level position than that taken here at Western. For example, if you are a new employee at WIU and hired as a Secretary III (Transcribing), then the previous experience would have to be at the III level or higher. Any previous experience determined to be at the II level would not be considered.
    2. The following provisions apply to a, b and c above:

      a. Any experience gained at any employer prior to the current starting date at WIU shall be subject to provisions of Subsection B above.

      b. The interpretation of these provisions is made by Human Resources subject to appeal to the CSSRB.

      c. Only experience in excess of the minimum qualifications may be considered.

      d. Relevant advanced education may also be considered; however, the total equivalent full time education (in months) will be divided in half.

      e. Prior to implementation of the increase, the employing supervisor must submit a written recommendation for the increase to Human Resources to have all eligible previous experience verified. Assuming the results of the verification are positive, Human Resources may approve the higher starting salary. If the results of the verification are not positive, then Human Resources will notify the appropriate supervisor and employee.

      f. All the above provisions are effective July 1, 1978.

      g. Supervisors must apply for the above provision at the time of the employee's selection to a status appointment.
  3. Annual Increase Implementation
    1. Delay of Increase The employing department may withhold from the marginal or unsatisfactory employee a salary increase by advising the Director of Human Resources in writing that the employee's performance is below an acceptable level of performance. The employee shall be notified by his immediate supervisor that the satisfactory performance increase will not be granted as a result of unsatisfactory performance.
    2. An annual increase, which has previously been delayed, may be restored at such time as performance is of a satisfactory nature after a period of ninety (90) days from the effective date for such annual increases.
    3. When an employee's salary approaches the maximum of the salary range for their classification, the following provisions shall apply:

      a. A job audit may be conducted, if requested, when an employee's salary reaches step 18 to ascertain whether or not the position is correctly classified.

      b. If the position is determined to be correctly classified, subsequent annual increases shall equate to the annual increases for other employees. The provisions of Section 4 below shall also apply.
    4. When factors are in evidence and funds are available to justify a higher salary range for a classification, all employees in the class may be adjusted to the new dollar value. If an employee's present salary exceeds the range maximum and a higher salary range is assigned to their classification that does not exceed their salary, there shall be no adjustment in their salary because of the range change.
  4. Effect of Promotion
    1. Promotion to a classification assigned to a higher pay grade than that of the employee's present classification, either through assignment to a position in another class or through reclassification or reallocation of the employee's present position, shall result in an increased rate of pay equal to ten percent (10%) or to the minimum of the new salary range, whichever is higher.
    2. Employees promoted after July 1, 1978, who were not compensated for their education and/or relevant work experience prior to promotion, will be subject to provisions in Section II B, if the starting salary is greater than the starting salary from #1 and #2 above.
  5. Effect of Demotions
    1. When an employee is demoted to a position with lower pay and the employee has previously served in the lower class, the employee's pay reverts back to their former pay in the lower class plus any raises (annual, range, merit, etc.) that the person would have received by remaining in the former class.
    2. When an employee is demoted to a position with lower pay and the employee has never served in the lower class, the employee's pay reverts to the same numerical step, or equivalent, and its dollar value, as the employee held in the former range.
    3. A salary change due to a demotion shall not affect an employee's eligibility for the annual increase.
    4. When an employee is demoted to a position with lower pay and this demotion is directly caused by a permanent layoff, and if this demotion occurs after July 1, 1980, and the person was never compensated for education and/or relevant work experience prior to demotion, he/she will be subject to the provisions in Section II B, if such starting salary is greater than the starting salary from #1 and #2 above. Relevant experience that has occurred after the employee began employment with the University will be considered.
  6. Effect of Transfers
    1. A transfer, effected at the request of the employee, to a classification assigned to a lower pay grade, will result in assignment to the same numerical step, and its dollar value, as the employee held in the former range.
    2. A transfer effected at the request of the employee, to a classification assigned to a lower pay grade and the employee has previously served in the lower class, the employee's pay reverts back to their former pay in the lower class plus any raises (annual, range, merit, etc.) that the person would have received had he/she remained in the former class.
    3. A transfer effected at the request of the employee, to a classification assigned to the same pay grade, will exclude the employee from eligibility for a starting salary adjustment under the provisions of Section II.B.
    4. A salary change effected by a transfer shall not affect an employee's eligibility for the annual increase.
    5. A transfer effected at the request of the employee to a classification assigned to a lower pay grade when the employee has previously been employed in a split appointment whereby part of the responsibilities were in one classification and the other part of the job was in a different location in a different classification [i.e., 50% time as a Secretary III (Transcribing), 50% time as a Secretary II (Transcribing)], employees transferred after July 1, 1980, in this situation, but who were not compensated for their education and/or relevant work experience prior to transfer, will be subject to provisions in Section II B, if the starting salary is greater than the starting salary for #1 and #2 above. Relevant work experience that occurred after the employee began employment at the University will be considered.
  7. Effect of Moving to an Open Range Classification from an Established Rate, Negotiated or Prevailing Rate Classification
    1. When an employee in an Established Rate, Negotiated or Prevailing Rate classification moves to a position in an Open Range classification, the following procedures shall be followed:
      1. Status employees with a minimum of sixty months of continuous service at Western in a status position may begin at five percent above base salary.
      2. Status employees with more than sixty months of continuous service at Western may receive one percent for each additional twelve months of service.
      3. A maximum of ten percent may be received.
    2. The following provisions apply to a, b, and c above:
      1. The interpretation of these provisions is made by Human Resources subject to appeal to the Civil Service Salary Review Board.
      2. The increase will be implemented automatically unless the employing supervisor submits a written recommendation to Human Resources at the time of hire that the increase be denied. Appropriate reasons for such denial may include negative impact on departmental morale or other salary related inequities.
    3. An employee receiving an adjusted salary under this provision will not be eligible to receive a starting salary adjustment under provision II.B or II.D.3.
  8. Effect of Bumping Due to Layoff
    1. When an employee is bumped to a position with lower pay and the employee has previously served in the lower class, the employee's pay reverts back to his/her former pay in the lower class plus any raises (annual, range, merit, etc.) that the person would have received by remaining in the former class.
    2. When an employee is bumped to a position with lower pay and the employee has never served in the lower class, the employee's pay reverts to the same numerical step or equivalent, and its dollar value as the employee held in the former range.
    3. A salary change due to bumping shall not affect an employee's eligibility for the annual increase.
    4. When an employee is bumped to a position with lower pay and this bumping is directly caused by a permanent layoff, and if this bumping occurs after July 1, 1980, and the person was never compensated for education and/or relevant work experience prior to bumping, he/she will be subject to the provisions of Section II B, if such starting salary is greater than the starting salary from #1 and #2 above. Relevant experience that has occurred after the employee began employment with the University will be considered.
  9. Effect of Leaves of Absence or Layoff
    1. When an employee returns from a leave of absence or layoff, his/her former salary shall be reinstated plus any increases that would have been available since that time.
  10. Effect of Re employment After Termination
    1. Should an employee terminate employment from the University and subsequently be reemployed within the same classification, the following rules shall apply:
      1. If re employment occurs within one (1) year of termination, the former employee will be re employed at the same rate held on date of termination unless credit for previous service results in a higher salary under the provisions of Section II B. Annual increases distributed after re employment shall be administered as if there has been no break in employment.
      2. If re employment occurs more than one (1) year after termination, the starting rate shall be at Step 1 of the range.
    2. Should an employee terminate employment from the University and subsequently be reemployed in a different classification, the following rules shall apply:
      1. If re-employment occurs within one (1) year of termination, the employee will be re employed at the rate held on the date of termination plus or minus the percentage difference between the pay grades of the two classifications. Annual increases distributed after re employment shall be administered as if there had been no break in employment.
      2. If re-employment occurs more than one (1) year after termination, the starting rate shall be at Step 1 of the range.
  11. Merit Increase
    • This plan recognizes the need for rewarding employees who make outstanding contributions through their employment. It is the intent of this Compensation Plan, however, to establish as initial priorities: (a) adequate annual salary adjustments, (b) funding to maintain adequate salary ranges.
    • When in those fiscal years that the allocation for Civil Service salary increases exceeds five percent (5%), a portion of the excess over five percent (5%) may be allocated for merit increases.
    • The CSSRB and the CSEC shall establish criteria for awarding merit increases.
    • When merit increases are awarded, they shall have no effect on July 1 annual increases for the recipient.
  12. Effect of Affirmative Action Administrative Internship Program (AAAIP)
    1. When temporarily replacing a participant of the AAAIP, if an employee must perform all duties of a classification assigned to a higher pay range as a direct result of the above program and is recommended by the Affirmative Action Administrative Internship Committee to receive a temporary salary adjustment for the increase as stated above, he/she shall be given a five percent (5%) increase in pay during the period of time prescribed in the Internship. This increase in pay will not be used in any way to influence normal annual increases and will be withdrawn upon termination of the Internship.
  13. The Civil Service Salary Review Board shall be composed of eight (8) members as follows:
    1. One employee from each of the four open range employee groups of the Civil Service Employees Council. Negotiated and Prevailing Rate employees are excluded from membership on the CSSRB.
    2. One member of the CSEC to be appointed annually by the CSEC.
    3. The Vice President for Administrative Services or his/her designee (non voting).
    4. The member of the Employees Advisory Committee to the Merit Board, ex officio (non voting).
    5. The Director of Human Resources or his/her designee, ex officio, (non voting).
    6. The President of the Civil Service Employees Council, ex officio, (non voting).
    7. Each group representative on the CSSRB shall be appointed to serve a three year term.

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