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Pay Decisions Procedure

Eligibility

This procedure applies to any external or internal candidate being considered for a staff position within ÃÛÌÒÉç.  ÃÛÌÒÉç makes all compensation decisions in a non-discriminatory manner. Compensation will be determined without regard to the candidate’s membership in a protected class, including race, color, religion, sex, sexual orientation, gender identity, national origin, marital status, veteran status, disability, age, or any other class protected by local, state, or federal law.

Compensation History

Compensation will also be determined without regard to an external candidate’s current or past compensation. ÃÛÌÒÉç employees shall not seek the compensation history of any external job candidate. However, the compensation of a candidate who is a current ÃÛÌÒÉç employee may be considered during a transfer, move, or hire of the candidate to a new position within ÃÛÌÒÉç. 

Compensation Factors

When a candidate has been selected for an open position, a compensation offer is determined after reviewing the pay range for the position, the candidate’s relevant experience, education, and internal equity within similar positions pursuant to the Oregon Equal Pay Act.  

Experience: Experience considerations include, but are not limited to, any relevant experience that may be applied to the particular job. 

Education: Education considerations may include, but are not limited to, substantive knowledge acquired through relevant coursework, as well as any completed certificate or degree program.

Compensation Assessment Process

When making a compensation decision, all factors should be carefully reviewed, and if needed, supporting documentation requested. 

Process Steps:

1. Human Resources, in collaboration with the hiring manager, will thoroughly review and evaluate the candidate’s work history against the position's internal peer group. Starting pay will be determined based on the candidate's profile and relevant work experience.
2. The HR Representative will submit the offer form for review and approval through compensation, payroll, the hiring manager, and next-level manager. 
3. Once the offer form is approved by compensation, payroll, and management, the hiring manager is free to make the verbal offer to the new hire.

• If additional approvals are required for pay outside of guidelines, HR and the hiring manager will work together prior to the next level manager review step to obtain any necessary documentation. 

Minimum Qualifications Requirement

Candidates must meet the job’s minimum qualifications to be selected for an interview. An exception to minimum qualifications must be approved by the Director of HR and the VP/Dean for the department in advance of the interview.

Internal Peer Review 

The internal peer review is to suggest a pay recommendation that is reasonable and supported by objective facts specifically related to work experience and the minimum qualifications set forth in the job description. The internal peer review process is essential to ensure that compensation is fair and equitable based upon experience in the specific role. All new hire offers, including promotions, demotions, and lateral moves are subject to peer review prior to verbal offer. 

Promotions

Promotion is the movement of an employee to a higher job grade level either within the same department or to another department due to a change in job duties. To be considered for a promotion, the position must be posted and interested employees must apply and be selected through the competitive selection process. Pay decisions are based upon internal equity and relevant work experience. 

• If an internal peer group is available:
  • Compensation decisions for promotions follow the compensation assessment process. 
• If an internal peer group is not available: 
  • One level job grade promotions are eligible for up to 10% of current base pay.
  • Two level job grade promotions are eligible for up to 17% of current base pay.

Demotions

Demotion is the movement of an employee to a lower job grade level either within the same department or to another department due to a change in job duties. Demotions can occur through the competitive selection process, at the request of the employee due to personal reasons, and/or due to job performance challenges an employee may be facing in a higher job grade position. 

• If an internal peer group is available:
  • Compensation decisions for demotions follow the compensation assessment process. 
• If an internal peer group is not available: 
  • One level job grade demotions may receive up to a 10% decrease in current base pay.
  • Two level job grade demotions may receive up to a 17% decrease of current base. 

Lateral Job Changes

A lateral job change is the movement to a position with a change of job duties either in the same department, or another department, that is within the same job grade level. Lateral job changes can occur through the competitive selection process, at the request of the employee due to personal reasons, and/or at the manager’s request for department cross training and/or needed department support if the position has not yet been posted. 

Compensation decisions for lateral job changes will follow the compensation assessment process.