Student Affairs and Academic Support Hire Above Minimum Guidelines (HAM)

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Student Affairs and Academic Support
Hire Above Minimum Guidelines (HAM)
What is a HAM?
An individual who is exceptionally qualified (has training and/or experience which significantly exceeds the
minimum training and experience established for the position) may be hired above the minimum of the pay band.
Prior to making a salary offer, submit a HR 27 to Salary Administration who will determine the appropriateness of
the salary being requested based on the following:
1. The applicant’s education, training or experience which exceeds the minimum requirements for the
position.
2. The employment characteristics of the position to include:
a) Recruiting difficulties associated with filling the position.
b) Specialized/technical or unique nature of the position.
c) Identified differences in market or occupational rates of pay.
3. The salaries of current employees in similar positions for equity considerations.
Should I consider a HAM for my candidate?
1.
2.
3.
4.
5.
6.
7.
Does the applicant exceed minimum advertised
requirements?
Was this position difficult to fill?
How long was it advertised? ____________months
How many applicants were in your pool? _____________
How many people were interviewed? ______________
Is this position located in a high geographic location? E.g.
Admissions counselor in California
Yes
No
N/A
Is this position in a highly specialized field?
Does the applicant possess education, training, experience,
skills, certifications that are unique to the position? E.g
Banner Training, Peoplesoft experience
Is the applicant current making above the minimum
posted salary?
Will the requested salary create equity problems with
others in the same classification within your department?
If yes, stop equity
problems must
be addressed
before
continuing.
Note: If you are unable to answer yes to at least one of questions 1-5 a hire above is unlikely to be approved. If this
prevents you from recruiting qualified candidates for your position you may consider revising the position description
and reclassifying the position or recruiting at a different rate within the current classification.
After answering the above questions do you still believe it is necessary to hire the candidate above the minimum
starting salary? Yes ☐ No ☐
How do I determine percentages?
Although determining percentages is not an exact science, a general rule of thumb is up to 5% for each year
of directly related education, and experience OVER the minimum, for example if the minimum is a bachelor’s degree
and 2 years’ experience, a master’s degree alone would not be considered for a hire above because the master’s degree
is equal to two years of experience. Up to 5% for certifications and specific job related licenses and roughly 2% to
3% for each year of experience or education not directly related to the position.
Percentages over 15% require approval from the State Fiscal Accountability Authority (SFAA) formerly the Budget
and Control Board. It is not a standard practice to send approvals to the State Fiscal Accountability Authority and
rarely done.
Calculating Rates
Starting Salary
Requested Salary
Minimum qualifications
Years of education above
minimum or directly related
certificate or license
Years of directly related
experience above the minimum
Years of indirectly related
experience
Percentage over minimum
offering
Example
$31,805
$36,575
Masters degree in Student Personnel
Services or related field, or bachelor's
degree and 2 years related experience.
2 years [10%]
Candidate
1 year [5%]
6 years [6%]
15% [based on departmental budget and
candidate qualifications asking for the
maximum without going to SFAA]
What should I include in the HAM request?
 Completed HR27
 Job application
 Justification memo
o Attach a separate memo and answer the following questions:
 Why is a hire above necessary?
 Does this cause inequity in the department?
 What are the comparable positions in the department?
 What experiences does the candidate have to justify hiring above current employees? e.g.
more years of experience, additional education or certifications
o Include a *comparable chart:
USC Class
Code
AA75
Base Salary
AA75
AA75
AA75
AA75
$27,445.00
Total
Salary
$27,445.00
Pay Basis
Desc
12 MNTHS
$31,553.00
$31,553.00
12 MNTHS
$26,139.00
$26,139.00
$27,968.00
$26,139.00
$26,139.00
$27,968.00
12 MNTHS
12 MNTHS
12 MNTHS
Years in
position
2
2
7.7
0.75
3.11
*Check Data Warehouse for departmental comparable salaries in the class code. If you do not have a comparable
send an email to Alicia Bervine at [email protected] for a division comparable.
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