UW-Stout Administrative Procedure
Office:
Administrative & Student Life Services
Number:
023
Subject:
Unclassified Salary Adjustments Outside of the Normal
State Raise Process
Effective:
February 12, 2008
Last Revision:
February 12, 2008
I. Purpose
This administrative procedure has been developed to outline the process for
requesting salary adjustments that are not related to the normal state raise process.
II. Scope
This document describes the different types of raise requests, information that the
person making the request must provide to their immediate supervisor and the
approval process. In all cases, the Chancellor has the final approval.
III. References
None
IV. Procedures
When requesting salary adjustments that are not related to the normal state raise process
the supervisor should be the first contact in all cases. The request should follow the
approved procedure:
1. The supervisor must be informed and approve the request;
2. The request is then forwarded to the next level of supervision until it reaches the
division administrator, who then forwards it to the Chancellor’s office.
There are four (4) types of raise requests:
1. Change of Responsibility
Definition: This process is used when there is a change in the duties and
responsibilities being performed by an unclassified employee when such a change
involves an increase/decrease in salary. The change may be an added responsibility,
a shift, or deletion of a responsibility.
Required Documentation: A Change of Responsibility form – which may be found
on the Human Resources Office forms web page – should be filled out and
accompany such request. Any appropriate change in salary should be recommended
at the same time along with rationale for the adjustment.
Approval Process: In addition to the normal approval process, the Chancellor must
approve any salary increase. When the assigned job duties that resulted in a salary
increase are removed from the position it results in the loss of the salary increase.
2. External Job Offer
Definition: This process may be used if an unclassified individual is offered another
position outside of UW-Stout and to assist the University to retain faculty/academic
staff if appropriate.
Required Documentation: Individuals pursuing this type of raise must provide a
signed job offer and the salary being offered.
Approval Process: If a job offer is made, either the individual may ask the
supervisor, or the supervisor may ask the individual about the possibility of a salary
adjustment to retain them at UW-Stout. The supervisor and individual may discuss
the amount necessary to retain the individual. If the immediate supervisor approves
the request, s/he should write a memo recommending the request to the next level of
supervision. The job/salary offer should be attached to the recommendation memo.
This process should be repeated – if approved by each level of supervision – until it is
reviewed by the division office. These requests should be processed as quickly as
possible given the short turnaround time that is typically required. In addition to
the normal approval process, the Chancellor must approve any salary increase. If
approved, the memo stating the amount to be given and the effective date should be
forwarded to Human Resources.
3. Equity Adjustment
Definition: This process is used when an individual feels they are being
compensated at a level below comparable internal peers within their department/title.
This process must be initiated by the supervisor. The Chancellor must approve any
salary increase.
Annually in January, the Budget, Planning & Analysis office will issue a report to
review the need for any market/equity adjustments. The report will be provided to
the division administrators for action as necessary. The report is then issued to the
Chancellor.
4. Market Adjustment
Definition: This process is used when an individual feels they are being
compensated below the average salary for their position or a comparable position
external to UW-Stout. A market adjustment may be implemented to assist UW-Stout
in retaining faculty and staff when possible/desired. This process must be initiated by
the supervisor. The Chancellor must approve any salary increase.
Annually in January, the Budget, Planning & Analysis office will issue a report to
review the need for any market/equity adjustments. The report will be provided to
the division administrators for action as necessary. The report is then issued to the
Chancellor.
V. Records
The Human Resources Office will have primary responsibility for record keeping and
ensuring compliance with this procedure.
VI. Approvals
_______________________________________________________
Charles Sorensen, Chancellor
Date______________