HomeMy WebLinkAboutPR 611 HR - Salary Administration, Union-Exempt Employee GroupPROCEDURE PR.611.HR
TITLE:COMPENSATION,UNION-EXEMPT EMPLOYEES
Date issued:18 February 2000
Last Revised:6 June 2023
Last Reviewed:6 June 2023
COMMITMENT TO INDIGENOUS RIGHTS,HUMAN RIGHTS,AND EQUITY
The District recognizes its responsibility to ensure that this procedure promotes and protects
Indigenous rights,human rights,and equity.The District will strive to address and eliminate
discrimination and structural and systemic barriers for students,staff,and the community.
1.0 RATIONALE
To provide the procedure for administering the compensation paid to the Union-Exempt
employee group,in compliance with the Employment Standards Act.
2.0 DEFINITIONS
Please refer to Appendix A for a full list of definitions of terms used in this procedure.
3.0 RESPONSIBILITY
Superintendent of People,Culture and Leadership or designate is responsible for overseeing
the administration of this procedure.
Managers/Supervisors are responsible for ensuring compliance with the overtime,call-back,
and compensatory leave provisions of this procedure.
4.0 PROCEDURE
4.1 For compensation purposes,all positions will be classified and placed at the appropriate
salary grade within the current salary schedule approved by the Board.
Compensation
4.2 Compensation will be in accordance with the salary schedule approved for each
position:
a)salaries will be expressed in annual amounts and will provide a scale of
progression;and
b)rates for part-time staff will be pro-rated in accordance with the applicable
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full-time equivalent (FTE)percentage.
Salary Upon Hire
4.3 Upon hire,to recognize directly related experience beyond the minimum number of
years required in the job posting,salary placement may be made above the first step of
the salary schedule applicable to the classification.
Salary Upon Promotion
4.4 Upon promotion,an employee's salary will be adjusted so that the new salary is the
greater of:
a.the step in the range for the higher position which will provide an adjustment by an
amount equivalent to at least one step on the salary schedule for the classification
from which the employee has been promoted;or
b.the step in the range for the higher position where previous related experience is
taken into consideration,where it has not already been recognized.
The employee's increment date will be adjusted to reflect the date of promotion.
Annual Increment
4.5 The annual increment date falls on the anniversary of the employee’s initial date of hire
and is subject to adjustment as a result of promotion,leave of absence or period of lay
off.Accumulated absence(s)without pay that total more than half the normal working
days in the twelve-month period preceding the annual increment date will result in the
annual increment date being adjusted by a period equal to the period of leave(s).
4.6 Subject to item 4.5 above and satisfactory performance,progress from one step in the
salary scale to the next higher step will be effective on the employee’s annual increment
date.Further progression will be to the next step in the salary scale each year until the
maximum of the scale is reached,in recognition of the employee’s service and
experience in their role and with the District.
4.7 The annual increment date will not be adjusted in the case of:
a)an employee who is absent due to an approved statutory leave of absence,in
accordance with the Employment Standards Act;
b)secondment;
c)illness or injury leave approved by the Workplace Safety and Insurance Board
(WSIB);or
d)an assignment authorized by the District.
Withholding of Annual Increments
4.8 The immediate supervisor may recommend,through the appropriate superintendent,to
the Superintendent of People,Culture and Leadership that the employee’s annual
increment be withheld as a result of continued unsatisfactory performance.This
recommendation will be made to the Superintendent of People,Culture and Leadership
at least one month prior to the increment date.The Superintendent of People,Culture
and Leadership will forward such recommendations to the Director ’s Coordinating
Council for review and decision.
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4.9 In the event an annual increment is withheld following the process as outlined above,
the next annual increment will not be granted unless,in the intervening period,the
employee has received a satisfactory performance appraisal.
Voluntary Demotion
4.10 Voluntary demotion may occur when either:
a)an employee requests consideration for a vacant position at a lower salary level,
or
b)is the successful candidate for a job posting at a lower salary level.
In such cases,placement on the lower salary grade will be at a step that is equal to or
less than the current salary.Annual increment dates will not be affected.
Disciplinary Demotion
4.11 In the case of a demotion for disciplinary reasons,placement on the lower salary grade
will be at a step that is equal to or less than the current salary.Annual increment dates
will not be affected.
Acting Pay
4.12 Provision will be made for acting pay as follows:
a)where an employee is directed to assume temporarily the majority of the duties
and responsibilities of another position which carries a higher classification for a
period of at least fifteen (15)consecutive working days,the employee will be
eligible to receive acting pay at the appropriate step in the salary range of the
higher position;and/or
b)where an employee has been receiving acting pay and is subsequently
appointed to the position,the period of acting pay service will be considered in
the adjustment of the annual increment date.
Skills Shortage Premium
4.13 A skills shortage premium is a temporary payment for up to 1 year,subject to renewal,
in addition to the salary schedule approved for the position,where a lack of adequately
skilled individuals are available in the labour market that prevents the District from being
able to recruit or retain staff with a particular skill or group of skills.
4.14 Skills shortage premiums are subject to approval by the Director ’s Coordinating Council
(DCC)and must be within the range of 10 -15%of the maximum step in the approved
salary schedule for the position.
a)A skills shortage premium must be supported by the following criteria:
(i)Evidence of recruitment and retention difficulties against a range of
indicators (e.g.vacancy of twelve (12)weeks or more,high turnover rate,
limited number of job applicants);
(ii)Will only be approved after other innovative and target recruitment and
retention strategies have been exhausted;
(iii)Use is essential to maintain adequate staffing levels in order to ensure
operational requirements are met;
b)Consideration of the impact on both cost implications and current incumbents in
the same position;and
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c)Analysis must be completed to determine the broader employment context and
whether the payment of a skills shortage premium will address the particular
issues underlying the recruitment/retention difficulties,or whether alternative /
additional actions are required.
Salary Adjustment Due to Job Re-Evaluation under PR.610.HR
4.15 Pay adjustments may be upward or downward and will be addressed as follows:
a)upon an upward reclassification of an existing position,the procedures governing
promotion will apply;and/or
b)upon a downward reclassification of an existing position,salary placement for
current incumbents will be subject to a grandparenting exemption that allows
identified incumbents (not the position)to continue to progress through the steps
of the pre-evaluation salary level,on their annual increment date,until they reach
the maximum step.
Overtime (Salary Levels 1 -8 Only)
4.16 Overtime pay,or time-in-lieu,when pre-authorized by a Supervisor/Manager,will be
provided for employees in salary range levels from 1-8
a)Overtime:time and one-half for hours worked beyond regular scheduled total
weekly hours;double time on Sundays and Statutory Holidays.Where an
employee is employed in a second or subsequent position with the Board,and
the number of hours worked in that second or subsequent position results in a
total of more than 44 hours in a week,overtime will be paid as follows:
(i)time and one-half over 40 hours for work required and pre-authorized
beyond normal responsibilities in the employee’s “primary job”.
(ii)time and one-half over 44 hours for work required and pre-authorized
beyond normal responsibilities in the employee’s second or subsequent
job(s).
In accordance with the provisions of the Employment Standards Act,such
overtime payment will be calculated at the rate of pay for the employee’s primary
job,and will be charged to the department or division authorizing the overtime.
4.17 Additional pay is not provided for overtime periods of less than one hour per day,but will
be provided for all overtime in excess of one hour per day that is pre-authorized by a
Supervisor/Manager.
Call-Back (Salary Grades 1 -8 Only)
4.18 Call-back occurs when an employee is recalled to work after the end of the regular work
day.An employee who has been called back shall be paid a minimum 3 hours at
overtime rate (minimum time and one half).
Compensatory Leave (Salary Grades 9 -11 Only)
4.19 Compensatory leave is available to employees in salary grades 9 -11,without
deduction from the employee’s vacation leave balance,in situations where the workload
has necessitated unusually long working hours for an extended period of time.
a)For employees in salary grade 11,up to ten (10)days may be taken for the
purpose in any given year;and
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b)For employees in salary grades 9 and 10,up to five (5)days may be taken for
this purpose in any given year.An additional five (5)may be granted to individual
employees in salary grade 9 and 10 upon approval by the Superintendent to
recognize unusual circumstances.
This leave shall not be accumulated from one year to the next.
Responsibility Allowance
4.20 Responsibility allowance may be considered for an employee who has been assigned
additional responsibility due to a leave of absence (e.g.parental leave)or vacancy or
has been assigned added responsibilities by a Superintendent for a time-specific
project.
a)The following criteria will be used when considering an individual for such an
allowance:
(i)the added responsibilities are temporary and outlined for a specific period
of time,not exceeding six months;
(ii)the work is in addition to the employee’s existing role and is viewed as
added responsibility,not simply additional work that should be considered
as overtime or time in lieu;and
(iii)the additional responsibilities have been assigned from a position,which is
at a higher pay grade or,in exceptional circumstances,at the same pay
grade..
b)The responsibility allowance shall be 5%-10%of the employee’s current salary,
prorated to reflect the period of time the responsibility is undertaken,with no
additional overtime or time in lieu.
c)The process for requesting a responsibility allowance is as follows:
(i)The Manager/Supervisor must submit the request for consideration to their
Superintendent,indicating the reasons for the request and the duration for
which the allowance would be paid.If this request is supported by the
Superintendent,the request will be forwarded to the Superintendent of
People,Culture and Leadership.
(ii)The Superintendent of People,Culture and Leadership or designate will
review the request and gather any further information to assess the
request,if required.
(iii)The Superintendent of People,Culture and Leadership will review and
make a decision,in consultation with the Directors Coordinating Council.
(iv)The People,Culture and Leadership Department will communicate the
decision and rationale.If an allowance is granted,this information will be
shared with the Payroll Division of the Finance Department.
Perquisites
4.21 Non-business related perquisites will not be provided by the Board,or funded by the
Board to any Union-Exempt Employee.Such prohibited perquisites include:club
memberships,season’s tickets,clothing allowances,access to private health care
clinics,and professional advisory services for personal matters.Any business perquisite
must be approved by the Board and usage reported annually.
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a)A perquisite must only be provided to a Union-Exempt Employee in limited and
exceptional circumstances where it is demonstrated to be a business related
requirement for the effective performance of an individual’s job.
b)A perquisite refers to a privilege that is provided to an individual or group of
individuals,provides a personal benefit,and is not generally available to others.
c)A decision to provide a perquisite to a Union-Exempt Employee must be
approved by the Director of Education.A decision to provide a perquisite to the
Director of Education must be approved by the Board of Trustees.
d)On an annual basis,the Superintendent of People,Culture and Leadership will
prepare a public report to the Board setting out summary information on what
perquisites,if any,have been approved to be provided.This report will not
include personal information.
5.0 APPENDICES
Appendix A:Procedure Definitions
6.0 REFERENCE DOCUMENTS
Employment Standards Act,RSO 1990,Chapter E.14 as amended
OCDSB Policy P.006.HR:Delegation of Authority –Human Resources
OCDSB Policy P.094.HR:Classification Review System,Union-Exempt Employee Group
OCDSB Procedure PR.610.HR:Job Evaluation Process -Union-Exempt Employee Group
OCDSB Union-Exempt Employee Handbook,2023
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APPENDIX A:PROCEDURE DEFINITIONS
In this procedure,
Board means the Board of Trustees
District means the Ottawa-Carleton District School Board
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