Article 17 – Salary Review Procedures

In addition to the salary scale adjustment, each employee may be eligible for one of the following types of salary actions each year as appropriate:

1.  awarding a Career Development Increase or part thereof;
2.  awarding a Special Increase in accordance with Article 18.2.4.1;
3. awarding a combination of (i) and (ii);
4. withholding a Career Development Increase.

17.1.1 Awarding of Career Development Increases

Career Development Increases are given in recognition of added experience, ability and scope of responsibilities. They are granted to all employees whose duties are performed at a level of competence acceptable for each rank and who are eligible according to Article 18. A Career Development Increase may be withheld only in accordance with the procedures of Article 31 and the provisions of Article 18.7.

17.1.2

In situations where appointments are made at a date other than July 1, entitlement to a Career Development Increase in the succeeding year shall be established as follows:

1. appointments effective between July 1 and October 1 shall not diminish an employee's entitlement to a Career Development Increase;
2. appointments effective after October 1 shall diminish entitlement to a Career Development Increase by prorating it on the basis of the number of months by which the effective date of appointment precedes July 1 divided by twelve. For this purpose partial months will be treated as full months.

17.1.3 Awarding of Special Increases

A Special Increase may be awarded to an employee who has demonstrated excellence in one or more of the categories described in Article 17.2. A Special Increase may be based on accumulated performance over a period of years which, when regarded altogether, may merit a Special Increase. The award of Special Increases must take into account the variability of an employee’s assignment of duties (Article 11) across employees in the academic unit.

17.1.3.1

Evaluation will be based on information provided by each employee as documented in a current CV update and in accordance with applicable standards for the award of Special Increases and Article 17.5.6 (ii).

17.1.3.2

Consideration for promotion shall not prejudice consideration for a Special Increase.

It is accepted that the criteria for the award of special increases may differ from Department to Department and from College to College as a result of unique aspects or expectations of the discipline that may be internal and/or external to the University. Standards for the award of Special Increases shall be established in accordance with the following provisions and the provisions of Article 17.3.

Standards of performance for the award of Special Increases shall take into account variability in the assignment of duties across employees in the academic unit.

17.2.1 Teaching

A Special Increase may be awarded to an employee for excellence in teaching.

17.2.2 Research and Scholarly Work

A Special Increase may be awarded to an employee for excellence in the following types of research and scholarly work:

1. Publication. Publication, or receipt of a letter accepting a finished manuscript for publication, are grounds for recommending an employee for a Special Increase. The size of the Special Increase should reflect the amount of time necessary to produce the publication, as well as the academic merit of the work.
2. Unpublished Work. Unpublished research or scholarly work are grounds for recommending an employee for a Special Increase if it is established that the work has academic merit and that there is no appropriate publication outlet for a particular subject matter, or that the work is of a kind that may not normally lead to peer-reviewed publication, such as engineering design, software, patentable inventions or certain types of impactful community engaged and culturally sensitive research and scholarly work.
3. Artistic Work. Artistic creations and performances are grounds for recommending an employee for a Special Increase, where this is appropriate to a discipline.

17.2.3 Practice of Professional Skills

A Special Increase may be awarded to an employee for excellence in the practice of professional skills.

17.2.4 Extra University Work and Public Service

A Special Increase may be awarded to an employee for excellence in outreach and engagement, clinical service, committee work, or public service, provided the following criteria are met:

1. the work is outside of the assigned duties of the employee, as specified in the employee's letter of appointment or by past practice. Employees in clinical departments would not merit a Special Increase for their assigned outreach or clinical work within this category;
2. the work is not done for extra pay that is more than a nominal fee. An employee who is paid more than a nominal fee to do extra work by government or a public agency would not normally satisfy this criterion.

17.2.5 Administrative Work

A Special Increase may be awarded to an employee with administrative duties, other than duties associated with a Department Head or Assistant Dean.

17.2.6 Administrative Service as a Department Head or Assistant Dean

A Special Increase may be awarded to a Department Head or Assistant Dean for administrative service as a reward for excellence in serving the department, or College.

17.2.7 Improvement in Academic Qualifications.

A Special Increase may be awarded to an employee who has improved their academic qualifications by completing a degree, course of study, or similar program.

17.2.8 Offer of Employment from a Comparable Institution

A Special Increase may be awarded to an employee who has received an offer of employment from a comparable institution. Such an offer normally would be in writing.

17.2.9 Performance of the Full Range of Assigned Duties

A Special Increase may be awarded to an employee when excellence in performance of assigned duties has been demonstrated through the combination of two or more categories listed above.

17.2.10 Improvement and Development

A Special Increase may be awarded to an employee demonstrating significant improvement or development in the categories listed above for reasons acceptable to the Department Salary Committee or the College Review Committee.

17.3.1 Department Salary Committee

Each department shall annually establish a Department Salary Committee chaired by the Department Head. The committee shall consist of the chair and a minimum of three eligible employees of the department. Eligible employees include those holding probationary, tenured, continuing status, or term appointments if the term of appointment is for more than one academic year and there is at least another academic year remaining in the term of appointment at the time of appointment to the committee. In the event that the Department is unable to constitute a committee with the minimum number of members, the committee shall consist of all eligible employees of the department. A committee member whose own case is considered shall still participate on the committee, except that when the committee member’s own case is considered the committee member will be excluded from the proceedings of the committee.

17.3.2 College Salary Committee

Each non-departmentalized College shall annually establish a College Salary Committee chaired by the Dean. The committee shall consist of the chair and a minimum of three eligible employees of the College. Eligible employees include those holding probationary, tenured, continuing status, or term appointments if the term of appointment is for more than one academic year and there is at least another academic year remaining in the term of appointment at the time of appointment to the committee. A committee member whose own case is considered shall still participate on the committee, except that when the committee member’s own case is considered the committee member will be excluded from the proceedings of the committee.

17.3.3 College Salary Committee for Department Heads and Assistant Deans

Each College shall establish annually a College Salary Committee for Department Heads and Assistant Deans chaired by the Dean. The Committee shall consist of the chair and a minimum of three Department Heads and/or Assistant Deans. In the event that the College is unable to constitute a committee with the minimum number of members, the committee shall consist of all eligible Department Heads and Assistant Deans. A committee member whose own case is considered shall still participate on the committee, except that when the committee member’s own case is considered the committee member will be excluded from the proceedings of the committee.

17.3.3.1

The College Salary Committee for Department Heads and Assistant Deans may delegate its powers to one or more subcommittees. A subcommittee shall consist of the Dean as chair and a minimum of two Department Heads and/or Assistant Deans.

17.3.4 College Review Committee.

For departmentalized Colleges, the membership of the College Review Committee shall be the same in the case of salary recommendations as in the case of tenure. A committee member whose own case is considered shall still participate on the committee, except that when the committee member’s own case is considered the committee member will be excluded from the proceedings of the committee.

17.3.4.1

The College Review Committee may delegate its powers to one or more subcommittees. A subcommittee shall consist of the Dean as chair and a minimum of two other members of the College Review Committee.

17.3.5 President's Review Committee

The President's Review Committee shall be composed of four employees, the Vice-President Academic and Provost who shall be chair, two other academic officers appointed by the President, and two Association observers. The four employees shall be chosen annually by lot from the Appeal Panel (Article 16.3.5.1). They shall be restricted to employees who are not currently members of a Department or College Salary Committee or a College Review Committee and who hold appointments with tenure or continuing status.

17.4.1 Department Salary Committee

The Department Salary Committee shall:

1. propose standards of performance for the award of Special Increases;
2. communicate these standards, in writing, to the College Review Committee and, on approval, to all employees in the department;
3. receive, review and rank the submissions of each employee who is eligible to be considered except the head, and award either one-half or one full Special Increase where appropriate; 
4. submit the Department’s decisions for the award of Special Increases to the College Review Committee;
5. recommend to the College Review Committee for additional Special Increases those eligible employees, except the head, who have been awarded a Special Increase by the department and who may merit an additional award;
6. recommend to the College Review Committee for Special Increases those eligible employees in the department, except the head, to whom the Department Salary Committee would have awarded Special Increases except that the Committee had insufficient funds available to make such awards; 
7. submit to the College Review Committee those employees not awarded or recommended for a special increase and the justification for the salary action;
8. inform employees in the department of the Committee’s rankings, decisions for the award of Special Increases and recommendations to the College Review Committee, as well as the Committee’s reasons for such awards and recommendations;

17.4.2 College Salary Committee

For non-departmentalized Colleges, the College Salary Committee shall:

1. establish standards of performance for the award of Special Increases;
2. communicate these standards, in writing, to all employees in the College; 
3. receive, review and rank the submissions of each employee who is eligible to be considered for a Special Increase and award either one-half, one full, one and one-half or two full Special Increases where appropriate;
4. recommend to the President’s Review Committee Special Increases for those eligible employees in the College who may merit an award or an additional award;
5. inform employees in the College of the Committee’s rankings, decisions for the award of Special Increases and recommendations to the President’s Review Committee, as well as the Committee’s reasons for such awards and recommendations;
6. submit the College’s decisions for the award of Special Increases to the President for the information of the Board;

17.4.3 College Salary Committee for Department Heads and Assistant Deans

The College Salary Committee for Department Heads and Assistant Deans shall:

1. propose standards of performance for the award of Special Increases;
2. communicate these standards, in writing, to the College Review Committee and on approval to all Department Heads and Assistant Deans in the College;
3. receive, review and rank the submissions of each Department Head and Assistant Dean who is eligible to be considered for a Special Increase and award either one-half or one full Special Increase to eligible Department Heads and Assistant Deans where appropriate;
4. submit the Committee’s decisions for the award of Special Increases to the College Review Committee;
5. recommend to the College Review Committee for additional Special Increases those eligible Department Heads and Assistant Deans in the College who have been awarded one Special Increases and who may merit an additional award;
6. recommend to the College Review Committee eligible Department Heads and Assistant Deans who would have been awarded Special Increases except that the Committee had insufficient funds available to make such awards; 
7. submit to the College Review Committee those employees not awarded or recommended for a special increase and the justification for the salary action;
8. inform Department Heads and Assistant Deans of the Committee’s rankings, decisions for the award of Special Increases and recommendations to the College Review Committee, as well as the Committee’s reasons for such awards and recommendations.

17.4.4 College Review Committee

For departmentalized Colleges, the powers of the College Review Committee with respect to salaries shall:

1. receive and review departmental standards of performance for the award of Special Increases and use them as the basis for formulating College standards;
2. establish fair and equitable standards of performance for the entire College;
3. approve departmental standards of performance if they are consistent with Article 17.2;
4. communicate the College's standards of performance to each Department Salary Committee and employees of the College;
5. receive the decisions made by the Salary Committees. The College Review Committee shall not revise in any way these decisions for the award of Special Increases;
6. review recommendations from the Salary Committees for Special Increases and to award up to two Special Increases provided that the combined maximum award from other committees and the college is no more than two special increases for any individual; 
7. award up to two Special Increases to employees who may not have been recommended for merit by the Salary Committees;
8. recommend to the President's Review Committee Special Increases for those eligible employees in the College who may merit an award or an additional award;
9. inform individual employees of the outcome of their salary review;
10. inform Salary Committees in the College of the College Review Committee’s rankings, decisions for the award of Special Increases and recommendations to the President’s Review Committee, as well as the Committee’s reasons for such rankings, awards and recommendations;
11. submit the College's and Department’s decisions for the award of Special Increases to the President for the information of the Board;
12. review the consistency and appropriateness of the rankings, awards and recommendations of Salary Committees in the College and communicate to those Committees the results of the review.

17.4.5 President's Review Committee

The powers of the President's Review Committee with respect to salaries shall be:

1. to inform each Department and College of the total sum of money available to it for the award of Special Increases in accordance with Article 18.2.4.2 (i) and (ii);
2. to award either one-half, one full, one and one-half, or two full Special Increases up to the overall maximum of two to those eligible employees for whom application has been made by their College (under Articles 17.4.2(iv) and 17.4.4 (viii)) or to those employees who have appealed in their own right or whose Dean has appealed on their behalf (Article 17.5.5);
3. to decide on the award of Special Increases in the case of an emergency, a salary anomaly arising out of placement on the salary grid at the time of appointment or a demonstrable risk of losing a faculty member because of higher salaries at comparable institutions, as provided in Article 17.5.7;
4. to submit to the President for the information of the Board the salary decisions of the President's Review Committee.

17.5.1 Salary History Forms

Each academic year, the Department Heads (or Deans of non-departmentalized Colleges) shall provide each employee with a Salary History Form, prepared by the Employer and approved by the Association, showing the salary for each of the last five years of employment at the University and the detailed elements of salary showing the change from one year to the next.

17.5.2 Advising Faculty

Each academic year, employees shall be provided with a copy of applicable Standards for the award of Special Increases for their Department and College. In addition to the detailed information provided by the relevant salary review committee, the Department Head (or Dean of a non-departmentalized College) shall meet with each employee and provide the employee with a written copy of the department's or College's recommendation including the priority ranking, if any, for the recommendation on the employee's salary. The salary review form used for this purpose shall be approved by the Joint Committee for the Management of the Agreement. Following examination of the department's or College's recommendation (or decision), the salary review form shall be signed by the employee, but such signature shall not be nor be deemed to be an acceptance by the employee of any matter of fact or opinion set out in the form, and the form shall then be returned to the employee's Department Head (or Dean). Where an employee has a joint appointment or associate membership, the Department Head or Dean in the primary unit shall consult with the Department Head or Dean in the secondary unit and shall convey information received in that consultation to the employee and in the written statement.

17.5.3 Voting Procedures

The following voting procedures shall be used by members of the President's, College or department committees that consider salary cases:

1. each member of the committee, including the chair, shall have one vote. Members may vote on a particular candidate only if they have taken part in the committee's deliberations on that candidate;
2. a quorum shall be two-thirds of the members of a salary committee taken to the nearest integer;
3. the decision on salary recommendations shall be by simple majority vote of those voting. The vote of any member abstaining shall not be counted in support of either the affirmative or negative view. A tie vote means that the motion is lost. The vote shall be taken in response to a specific salary recommendation for each employee;
4. any member of a committee who is of the immediate family of a candidate for a Special Salary Increase shall be disqualified from attending the deliberations of the committee concerning the case and from voting on the question;
5. each salary committee shall have the right to rule a member ineligible to vote or to require a member to withdraw from the deliberations of the committee if it considers a serious conflict of interest to exist.

17.5.4 Right to Appear

The Department Head shall appear before the College Review Committee to discuss the departmental recommendations for Special Increases for each eligible employee in the department. When the College, or its Dean, applies for a Special Increase on behalf of an employee in the College, the Dean and the Department Head shall be entitled to appear before the President's Review Committee in the case of a departmentalized College; and the Dean and a member of the College Salary Committee, selected by the College Salary Committee, shall be entitled to appear before the President's Review Committee in the case of a non-departmentalized College. When individual employees appeal to the President's Review Committee in their own right, each employee shall be entitled to ask a colleague to appear on the employee's behalf before the President's Review Committee. Whenever an individual employee appeals to the President's Review Committee, the relevant Salary Committees shall be given an opportunity to state the reasons for its earlier decision. A copy of the statement of reasons by the Department Salary Committee, College Salary Committee or College Review Committee shall be sent to the individual appellant, who shall be entitled to respond to the President’s Review Committee. Any individual appearing before the President’s Review Committee (Dean and Department Head in the case of a departmentalized College; Dean and a member of the College Salary Committee in the case of a non-departmentalized College; or a colleague on behalf of an individual) will have the opportunity to speak under the time limits specified by the Committee.

17.5.5 Right of Appeal

An employee, or the employee's Dean in support of the employee, is entitled to appeal the employee's salary award only to the President's Review Committee, and only in writing.

17.5.6 Dates

The following dates for completion of the work of the committees shall apply, unless the Joint Committee for the Management of the Agreement directs otherwise:

1. the period under review ends on June 30 of the academic year prior to the one in which the review takes place;
2. by June 30, the Department Head (or Dean of a non-departmentalized College) shall have advised the candidate to provide such information as the candidate wishes to introduce in support of the candidate's own case. The information should refer to the categories in Article 17.2;
3. by September 1, the candidate shall have provided to the Department Head (or Dean of a non-departmentalized College) such information as the candidate wishes to introduce in support of the candidate’s case;
4. by November 30, the Department Head shall have met with each employee to discuss the salary recommendation as described in Article 17.5.2 and the department committees shall have considered all salary reviews, made awards where appropriate, submitted their recommendations to the College, and informed employees in the department of rankings, awards and recommendations, as well as the reasons for awards and recommendations;
5. by January 31, College Review Committees in departmentalized colleges shall have considered all salary reviews, made awards where appropriate, submitted their recommendations to the President’s Review Committee, informed individual employees of decisions and recommendations, and submitted decisions to the President for the information of the Board;
6. by January 31, the Dean of non-departmentalized colleges shall have met with each employee to discuss the salary recommendation as described in Article 17.5.2 and the College Salary Committee shall have considered all salary reviews, made awards where appropriate, submitted their recommendations to the President’s Review Committee, informed employees in the College of rankings, awards and recommendations, as well as the reasons for awards and recommendations, and submitted its decisions to the President for the information of the Board;
7. by February 28, any employee wishing to appeal a decisions of a Salary Committee or College Review Committee shall have submitted the appeal to the secretary of the President's Review Committee; 
8. by March 31, the President's Review Committee shall have considered all cases before it and submitted its decisions to the President for the information of the Board.

17.5.7 Expedited Procedures

Notwithstanding Article 17.5.6, in the case of an emergency, a salary anomaly arising out of placement on the salary grid at the time of appointment, or a demonstrable risk of losing a faculty member because of higher salaries at comparable institutions, salary adjustments can be made by adding a combination of Special Increases and/or Career Development Increases. The Career Development Increases added will reduce the remaining Career Development Increases available under Article 18.3. This adjustment may be granted at any time and can be awarded permanently or for a specified time period, provided the appropriate Department Salary Committee, the College Review Committee (or College Salary Committee) and the President's Review Committee have recommended such an increase, and the Joint Committee for the Management of the Agreement has approved such action. The limitations of Article 18.2.4.1 do not apply to awards made in accordance with the provisions of this section.

17.5.8 Employees to be Informed.

All employees are to be informed within one week after a decision is made in their case by the Department or College Salary Committee and the College Review Committee. All employees considered by the President's Review Committee are to be informed within ten days after the decision is made in their case.

17.5.9 Operating Procedures

Each Salary Committee shall determine its operating procedures provided that they are consistent with these general procedures. It is the responsibility of the Committee chair to gather information and documentation which the Committee shall use when considering salary recommendations for employees.

Any dispute arising from the interpretation of the above regulations and procedures on salary reviews in an individual case shall be resolved by agreement between the Employer and the Association.

A grievance in the case of salary review shall be subject to the same limitations as in the case of tenure.