9.1 Placement and Review of Positions
9.1.1 New Positions
New Positions within the scope of ASPA will be placed in a family and phase by Human Resources based on the criteria matrix established for positions within the scope of ASPA. Any member and/or manager who believes the position has been inappropriately placed may request a review in accordance with Article 9.1.2.
9.1.2 Review of Position Job Family and/or Phase
Any member and/or manager who believes the position in question has changed and the current placement no longer accurately reflects the position, may request a review of the position at any time. A review can occur once per 12 month period and will be conducted by Human Resources.
9.1.3 Salary Adjustments through Review
If the review results in a position placement to a lower or higher phase, the position and salary will be adjusted to the appropriate family and phase or the salary will be red-circled at its current level if the salary is above the maximum of the new salary range.
Adjustments as a result of a review will be effective to the first of the month closest to when the request for review was received by Human Resources.
9.1.4 Appeal of Position Placement Decision by Human ResourcesIf a member and/or manager is dissatisfied with the decision of Human Resources, either party may request an appeal within thirty (30) days of receipt of the written decision. A joint appeals committee, made up of two (2) members from ASPA and two (2) members from management, will review these requests and render a written decision. All decisions of the appeals committee are final and not subject to the grievance procedure. The appeal committee is named the Joint Management and ASPA Appeal Committee (JMAAC).
9.2 Job Profile
The job profile describes the primary purpose of the position, the nature of the work, the education/qualifications required, and the accountabilities of the job. Duties are assigned by the member’s supervisor in accordance with the job profile.
The job profile must be reviewed on an annual basis by the supervisor and member. Changes or additions to the job profile must be approved by the supervisor. Where a member does not have a current profile, and the member has brought this to their supervisor’s attention without correction, the employee may then grieve the matter.
9.3 Work Hours Plan
The Association and the University recognize the diversity of the work performed by Association members and the need for different work hours in different positions. In addition both parties recognize the benefits of developing work hours plans based on, the regular operating hours of the unit, the business needs of the unit and the need to balance work and personal life. The plan will be jointly developed between the member and their supervisor and updated as necessary. If no work hours plan has been documented the plan will be as per Article 9.3.1.
9.3.1 Standard Work Hours Plan
Standard work hours plans will be based on an annual framework of 1950 hours per year and 37.5 hours per week. Consideration for hours worked should be given to the core hours of the position and the regular operating hours of the University and unit, as outlined in the member’s letter of offer.
Given the flexible nature of the work, employees may flex their time to balance the evolving needs of the University and personal life responsibilities. In order to meet these needs, employees may accumulate up to a maximum of fifteen (15) hours of flex time without explicit approval from their supervisor. The accrued time and the time taken will be reported to the supervisor on a monthly basis. Any additional time accumulated above the fifteen (15) hours will not receive compensation in the form of time off with pay or additional pay unless approved by the supervisor. Normally this approval will occur in advance of the time being accumulated.
Unit policies for time away need to be considered and adhered to.
9.3.2 Alternate Work Hours Plan
Recognizing the cyclical nature of the work and the requirement of non-standard work hours in some Association positions, the member and their supervisor will develop a mutually agreeable alternate work hours plan. This will include, but not be limited to; how the work will be completed over the course of the year and the ability of the member to accumulate and flex their work hours.
The work hours plan will be based on an annual framework of 1950 hours per year. Additional time accrued beyond 1950 hours per year shall not be carried forward from year to year. If the additional time is not scheduled by the end of the fiscal year, it shall be paid out.
Should the employment relationship end, any hours accumulated above 37.5 hours per week and approved as per the hours of work plan will be paid out at straight time at the member’s current salary.
The Association will be provided with copies of work hours plans upon request.
9.4 Performance Review
The University and the Association recognize the benefit of ongoing performance feedback for employees. At least once per year, using the job profile as a basis, the supervisor shall meet and discuss the performance of duties with each member. The supervisor will then complete a performance feedback and development plan. A copy will be provided to the member. The member may attach a personal statement to the feedback, with a copy to the supervisor and placed on the personnel file. Members who do not receive annual performance feedback or a development plan may grieve the matter.
Effective 1 May of each year, increments of 2% are provided up to the target point of the salary range to recognize growth in proficiency from experience and a satisfactory level of performance over a given time span, usually one (1) year. If a member’s performance is considered unsatisfactory, the annual increment may be withheld. If the increment is to be withheld, the member will be given reasons in writing as soon as possible after the decision is made with a copy provided to the Association. Withholding an increment will be grievable subject to provisions of the grievance procedure (Article 17.2)
9.5.1 Increment Date
The increment date for all members is 1 May. Where the date of appointment is not 1 May, the increment adjustment is as follows:
(a) Appointments effective between 1 May and 31 July inclusive will entitle the member to a full increment.
(b) Appointments effective between 1 August and 30 April inclusive will entitle a member to an increment pro-rated on the basis of the number of days by which the effective date precedes 1 May.
Once an employee has reached the target point of his/her salary range, subsequent increases will be based on market and merit adjustments.
9.6.1 Merit Awards
Merit increase may be awarded when proficiency, growth and levels of performance are considerably better than what is viewed as “normal” and recognizes exceptional contributions.
Merit increases may be provided in one of two ways – base salary increases or lump sum bonuses. Base salary merit increases will be added to a member’s base salary providing such an increase does not exceed the maximum of the salary range. If the salary increase would cause the member’s salary to exceed the maximum of the salary range, a salary increase up to the maximum of the salary range will be added to the base-salary and the remainder will be paid as a lump sum bonus. Lump sum bonuses will not be added to a member’s base salary.
Effective May 1, 1.33% of the total annual membership salary from the previous fiscal year is allocated for base salary merit increases. The percentage merit increase for each year is calculated based on the total base salary allocation divided by the total actual salaries of the members awarded base salary merit increases.
Effective May 1, 0.67% of the total annual membership salary from the previous fiscal year is allocated for lump sum bonuses. The lump sum percentage award for each year is calculated based on the total base salary allocation divided by the total actual salaries of the members awarded lump sum bonuses.
It is intended that up to 60% of eligible members will be awarded a merit award in any given year with approximately two thirds receiving base salary merit increases and the other one third receiving lump sum bonuses. All available funds will be dispersed to the meritorious recipients.
Merit decisions are not subject to the grievance procedure.
9.6.2 Merit Award Eligibility and Effective Date
In order to be recommended for merit, a member must be in the same position, in the same department as of 1 November of the current fiscal year.
The base salary award allocation will be effective 1 July.
9.6.3 Merit Process
The University will provide to the College Dean or Administrative Head the eligibility of ASPA members and the number of total merit allocations available for both salary increase and lump sum bonus awards that can be issued in the College or Unit.
The Dean or Administrative Head is accountable for developing the unit’s merit process, in conjunction with the ASPA collective agreement, and determining the decision making process for merit awards for ASPA members within their College or Unit.
A merit recommendation form must be completed with a full written rationale.
The Dean or Administrative Head is to forward all merit documentation to Human Resources by 15 June.
The Merit Audit Committee may request the Dean or Administrative Head to report on the College/Unit merit process in order to fulfill the audit process.
9.6.4 Merit Audit Committee
The Merit Audit Committee (MAC), chaired by the Associate Vice-President, Human Resources, has the authority to perform a systematic assessment of the effectiveness of any College/Unit merit process. The MAC makes recommendations, which will be forwarded to both the ASPA Executive and Human Resources for consideration.
Membership shall consist of four (4) representatives appointed by the Association and four (4) representatives appointed by the University one of whom is the Associate Vice-President, Human Resources.
If a member or manager is dissatisfied with the outcome of the merit process, either party may request a systematic review be conducted by the Merit Audit Committee. Requests must be forwarded to Human Resources by 15 October.
9.6.5 Merit Utilization Statement
Annually, the University shall provide ASPA a report listing the allocation of merit awards that occurred in the previous fiscal year.
9.7 Other Assignments
9.7.1 Additional Assignments
Under certain circumstances, it may be appropriate for members to assume responsibilities in addition to their regular duties for which they may receive extra remuneration, e.g. teaching a class, marking papers, additional administrative duties, assuming more senior responsibilities in a temporary capacity, or any project where significant extra time is required.
Permission to assume such additional responsibilities must be obtained from the department head and Human Resources.
9.7.2 Acting Appointments
When a member is requested to take on additional responsibilities on an acting basis additional compensation will be provided. The extent and nature of additional compensation will be determined by the department head and the member, in consultation with Human Resources and, at the member’s request, the President of the Association.
9.8 Entry and Re-entry of Members from Excluded Positions
9.8.1 Temporary Appointment to Out-of-Scope Position
A member who is appointed to a position excluded from the Association shall cease membership and stop paying dues for the duration of the appointment provided the appointment is for more than thirty-one (31) calendar days. At the completion of the appointment to an excluded position, the member will automatically become eligible for Association membership, will commence paying dues and will have all rights and privileges (which are possible at the time) as if membership had been held continuously throughout the period of appointment to the excluded position.
9.8.2 Reappointment to In-Scope Position
A member reappointed to a position in the Association, who has had previous continuous employment with the University, will become eligible for membership and will commence paying dues upon appointment. Except for the probationary requirement, the member will have all rights and privileges (which are possible at the time) as if membership in the Association had been throughout the member’s University employment.
9.9 Outside Employment
Members must comply with the Board of Governors Policy on Conflict of Interest and outside employment (http://policies.usask.ca).
9.10 Membership in Professional Associations
The University shall reimburse professional fees to members who are required as a condition of employment, to have a certification, license, or membership in a professional association in order to perform their duties. Human Resources will include in the job posting a reference to any employment requirement and the Department Head shall include the requirement in employment letters of offer.
9.11 Adjustment to Salary Ranges and Salary
9.11.1 Salary Ranges
Effective May 1, 2016:
Minimums and maximums of the salary ranges will be adjusted by 1.5%.
Target point for Phase 1 adjusted by 5%
Target point for Phase 2 adjusted by 2.5%
Target point for Phase 3 adjusted by 5%
Target point for OA1 adjusted by 1.5%
Effective May 1, 2017 and 2018, the minimums, maximums and target points of the salary ranges will be adjusted by 2%.
Effective May 1, 2016, 2017 and 2018, a base salary adjustment of 1.5% for all active members up to that maximum of the new salary ranges will be provided.
A one-time payment in the amount of $2,200 (pro-rated based on FTE) will be provided to each member who is active on the date of signing of the tentative agreement (February 4, 2016), paid within sixty (60) days of ratification.