1. PURPOSE
1.1 This policy supports McGill University’s objective to attract, recruit and retain qualified, skilled and engaged employees in line with its established vision and mission. It is designed to compensate employees in a manner that supports internal equity, marketplace competitiveness, in compliance with legislative requirements.
2. SCOPE
2.1 This policy applies to all regular non-unionized non-academic staff, with the exception of University Executives (“E”). This policy also applies to temporary non-unionized non-academic staff, with the exception of Sections 3.3 and 3.4.
2.2 For the purposes of this policy, "full-time" shall refer to an employee working 100% of the normal working hours, as defined in the Hours of Work policy.
2.3 For the purposes of this policy, "part-time" shall refer to an employee working less than 100% of the normal working hours, as defined in the Hours of Work policy.
3. POLICY STATEMENT
3.1 Classification of positions
3.1.1 All positions covered by this policy are grouped into one of the following job families:
- Administration
- Communications
- Finance
- Information Systems & Technology
- Logistics & Facilities
- Human Resources
- Student & Academic Services
3.1.2 Positions in these job families are further grouped into sub-families. Positions are matched to job profiles from levels 1 to 4.
3.1.3 There are twelve (12) grades. Each job profile has a grade, which is further supported by a salary scale.
3.1.4 Each job profile includes a job family, a sub-family, key roles, typical functions, minimum education, and experience required.
3.1.5 New job profile are created by Human Resources (Total Compensation) from time to time as a result of McGill needs and trends in the market.
3.1.6 In the event of the creation of a new job profile, salaries of employees transferred into this job profile will remain the same unless they are under the minimum of the new grade, in which case they will be brought to the minimum of the new grade. If a new job profile is created, a copy shall be sent to the Employee Relations Committee for information.
3.1.7 When the grade of an existing job profile is changed, salaries of employees will remain the same unless they are under the minimum of the new grade in which case they will be brought to the minimum of the new grade.
3.1.8 In the event of significant changes in the content of an existing position, a Request for Job Profile Rematch form shall be completed and submitted for review and approval to Human Resources (Total Compensation). The review process may be initiated by an employee or their supervisor along with or with the support of their Human Resources Advisor/Representative.
3.1.9 The effective date of the rematch shall be on the nearest Sunday to the date upon which the completed request for Job Profile Rematch is sent to Human Resources (Total Compensation) or agreed upon future date.
3.2 Salaries
Salary Scale
3.2.1 There is one (1) salary scale composed of twelve (12) grades grouped into four (4) levels.
3.2.2 The salary scale shall be reviewed and may be adjusted annually in accordance with the Annual Compensation Review (ACR) process established by the University.
3.2.3 Each grade has a minimum, midpoint and maximum. The midpoint is equivalent to 100 percent of the grade, which aims to represent the market value of the position and is aligned to the median of the market.
3.2.4 There are three (3) salary zones:
- Zone 1 – (Entry/beginner zone) is from the minimum of the scale until the 94th percent of the midpoint.
- Zone 2 – (Target zone) is from the 95th to the 109th percent of the midpoint.
- Zone 3 – (Exception zone) is from the 110th percent to the maximum of the scale.
Hiring Salary
3.2.5 An employee shall receive, at the time of hiring, a salary that is at least equal to the minimum of the salary scale for their job profile and grade.
3.2.6 Generally, the normal starting salary at time of hiring is the minimum of the scale for the job profile grade.
3.2.7 It is possible to offer a starting salary higher than the minimum of the salary scale.
3.2.8 All hiring salaries above the minimum of the salary scale require a justification and must be documented at the unit level. Hiring salaries above or equal to 95% of the midpoint require the prior approval of Human Resources (Total Compensation). Approval shall be contingent upon the maintenance of internal equity within both the administrative unit and within the University. The candidates’ relevant education and experience is considered along with local market data and trends.
3.3 Annual Compensation Review (ACR)
3.3.1 The ACR normally comprises the following (as determined by the University):
- a salary scale revision (if applicable)
- an annual salary increase (performance based)
3.3.2 The immediate supervisor or unit head must review their employee’s performance in order to determine a performance increase (subject to the ACR’s eligibility rules). The Dean or Executive, with Human Resources have final approval.
3.3.3 The employee whose salary is within the salary scale for their job profile grade will receive their annual salary increase subject to the scale maximum. The portion of the salary increase exceeding the scale maximum shall be paid as a lump sum.
3.3.4 The employee whose salary is at or above the scale maximum for their job profile grade will receive their salary increase paid as a lump sum.
3.3.5 Salary scale increases for an employee whose salary scale maximum for their classification level as of November 30, 2002, was higher than the new salary scale maximum for their classification level as of December 1, 2002, will continue to be applied, in accordance with article 3.3.1, to the former salary scale.
3.4 Position Changes
Promotion
3.4.1 A promotion shall be defined as a transfer to another position with a higher grade or a rematched position with a higher grade than the previous grade.
3.4.2 An employee receiving a promotion will be granted a promotional increase equal to the greater of:
a) eight percent (8%) without exceeding the maximum of the applicable salary scale; or
b) the amount necessary to raise the employee's salary to the minimum of the salary scale of the new job profile grade.
3.4.3 Article 3.4.1 does not apply to staff who have been appointed to a position at a lower grade, without the corresponding reduction in salary, and who are later promoted to a position with a grade which is equivalent to or lower than the grade of the position held prior to the appointment to the position with lower grade.
Transfer
3.4.4 A lateral transfer shall be defined as a transfer to a position for which the grade is identical to the grade of the employee's previous position or a rematched position with an identical grade to the previous grade. No salary adjustment shall be made in the event of a lateral transfer.
3.4.5 A downward transfer shall be defined as a transfer to a position, such that the new grade for the position is lower than the grade of the employee's previous position or a rematched position with a grade lower than the previous grade.
3.4.6 The salary of an employee who voluntarily transfers to a position at a lower grade will remain unchanged if the salary is within the salary scale of the lower grade. If the salary exceeds the salary scale maximum of the new grade, the salary will be reduced to the maximum of the new grade.
3.4.7 An employee's salary will remain unchanged in the event that their position is re-matched to a job profile with a lower grade.
Temporary Assignment
3.4.8 A temporary assignment shall be defined as the temporary appointment of an employee to another position. A temporary assignment could be to a position of a higher grade, the same grade or a lower grade, each of which has its own implications and impacts on salary.
3.4.9 A temporary promotion shall be defined as the assignment of an employee for a temporary period of not less than two (2) months, in a position with a higher grade, for the purpose of replacing an employee who is absent due to illness, leave of absence or termination of service.
Article 3.4.2 will apply to the salary of an employee who receives a temporary promotion for the full duration of the temporary assignment.
3.4.10 A lateral temporary assignment shall be defined as the assignment of an employee for a temporary period to a position for which the grade is identical to the grade of the employee's permanent position.
No salary adjustment shall be made in the event of a temporary assignment to a position of the same grade.
3.4.11 A downward temporary assignment shall be defined as the assignment of an employee for a temporary period to a position with a lower grade than the grade of the employee's permanent position.
The salary of an employee who is appointed to a downward temporary assignment will remain unchanged if the salary is within the salary scale of the lower grade. If the salary exceeds the salary scale maximum of the new grade, the salary will be reduced to the maximum of the new grade.
3.4.12 Employees in temporary assignments will receive their Annual Compensation Review increase on their regular position. The salary in the temporary assignment will then be recalculated based on 3.4.9, 3.4.10, and 3.4.11, as appropriate.
3.5 Procedures
3.5.1 All requests generated as a result of new hires, promotions, temporary assignments, transfers and job profile matches, or rematches shall be verified and approved by Human Resources (Total Compensation). Staff shall be advised of the particulars relating to such changes by means of a confirmation letter.
3.6 Salary Adjustments
Base salary adjustment
3.6.1 Requests for base salary adjustments in the range of one to six (1%-6%) percent may be granted to an employee, upon authorization from Human Resources (Total Compensation) to recognize:
- Additional responsibilities to be assumed by an employee within the scope of the employee’s job profile, on a regular basis.
- Internal equity within both the administrative unit and within the University.
- New skills and/or competencies relevant to the position, based on pre-determined objectives, specific educational programs, and/or other courses. This must be pre-approved by the immediate supervisor and Human Resources (Total Compensation).
- Market-based adjustments to address recruitment and retention challenges.
3.6.2 The rationale for all salary adjustments shall be reviewed with the Human Resources Advisor/Representative and Human Resources (Total Compensation).
3.6.3 All requests must be approved by Human Resources (Total Compensation).
Non base payment
3.6.4 A non-base payment (allowance plan or one-time payment plan) in the range of one to ten percent (1-10%) may be authorized by Human Resources (Total Compensation) to recognize work done outside an employee’s normal duties or scope of responsibility, such as:
- Additional temporary responsibility from a job profile with a higher grade. (Additional temporary responsibilities from a job profile within the same grade and resulting in work in excess of the normal workweek, shall be compensated by submitting overtime, for eligible employees)
- A Special Project. Prior to the start of a special project, a request must be submitted to describe the project and its related activities, as well as proposed payment(s), start and end date(s). Payment(s) for special projects will not be processed unless approved in advance. These payment(s) should be determined in consultation with Human Resources (Total Compensation).
- Temporary Market Adjustments (e.g., high demand skills) based on market data compiled by Human Resources (Total Compensation).
3.6.5 The rationale for all non-base payments shall be reviewed with the Human Resources Advisor/Representative and Human Resources (Total Compensation).
3.6.6 All requests must be approved by Human Resources (Total Compensation).
3.7 Overtime
3.7.1 Employees in job profile levels 1 and 2 and employees in Excluded positions are eligible for overtime for time worked in excess of their normal workweek. Overtime shall be paid at straight time after their normal work week and at time and one half after forty (40) hours. Statutory holidays are paid at double time.
3.7.2 Overtime work must be approved by the faculty/unit/department head prior to being performed. No employee shall receive overtime credit without the consent of their supervisor.
3.7.3 The method of compensation must be discussed in advance between the supervisor and the employee. At the request of the employee, overtime payment may be given as compensating time-off (banked hours). The banked overtime shall be accumulated at straight time after their normal work week and at time and one half after forty (40) hours.
3.7.4 Managerial staff in job profiles level 3 and above are not eligible for overtime.
4. APPROVAL AND REVIEW DETAILS
Revised in June 2023
Revised in June 2014
Original approved in March 2004
