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Email: hr@wju.edu
Phone: 1-304-243-8152


HR Compensation: Pay Adjustments: Promotion/Demotion/Reduction in Force/Restructure


Date approved:
April 2012
Approved by:
 
Date to be reviewed:
March 2013
Reviewed by:
University Executive Administration
Date revised:
 
Revision number:
1.0
 
Compliance Committee:
As Scheduled

1.0 PURPOSE

To describe the process for making pay adjustments whenever a Wheeling Jesuit employee is moved due to one of the various employment activities which may occur.

2.0 PROCEDURE

2.1 Methodology

Employees who are moved to an alternate, available, position by promotion, demotion, reduction in force or restructuring will be paid according to the description for the job which they are assigned per the appropriate pay grade.

2.2 Definitions

  1. "Promotion" - An employee applies for and is extended an offer of employment in a higher classified position and pay grade.
  2. "Demotion" - An employee is demoted to a lower classified position and pay grade due to either performance, discipline or at the employee's request.
  3. "Reduction in Force" - An employee is involuntarily reduced to a lower classified position in a lower pay grade due to economic conditions (loss of funding, reduced operating budget, etc).
  4. "Restructure" - An employee is reassigned to a new or alternate position due to changes in the organization of a particular department, program or operation.

2.3 Promotions

A promotion occurs when an employee is awarded a higher classified position in a higher pay grade in compliance with University employment policies. When an employee is promoted, the employee's pay will be adjusted as follows:

    1. Whenever an employee's current pay is below the minimum of the new pay grade into which the employee is moving, the employee will be paid between the minimum of the new pay grade and the first quartile depending upon qualifications.
    2. Whenever an employee's pay is greater than the pay grade minimum but less than the first quartile, the employee may receive up to the first quartile depending upon qualifications.
    3. Whenever an employee's current pay is above the first quartile but less than the midpoint for the new pay grade, the employee may receive up to the midpoint of the pay grade depending upon qualifications.
    4. Whenever an employee's pay is above the midpoint of the new pay grade, the employee will receive no increase unless specifically approved by the president of the University.

2.4 Demotions

  1. A demotion occurs when an employee either fails to perform adequately in the position he / she is in or the  employee is being disciplined for an offense (ex: harassment). Demotions are attributed to:
    • Performance: The employee has received two successive performance evaluations with an overall assessment of "Did Not Meet Expectations / Did Not Achieve Objectives". After the first overall assessment, the employee should have been placed on a Performance Improvement Plan (P.I.P.) and subsequently failed to meet the revised expectations delineated within the P.I.P.; this failure was noted in a second, subsequent, performance evaluation. The P.I.P. process is delineated in the policy on Performance Evaluations. This process can lead to discipline up to and including termination.
    • Discipline: The employee has committed a violation of the University's policies and procedures.
  2. Before a demotion occurs, the University will determine whether or not the employee's skills and abilities conform to the position requirements and that the employee can perform the essential functions of the position with or without accommodation; training will not be offered as part of the demotion. There is no guarantee that an employee will be provided an opportunity for a demotion as a result of disciplinary action; the University may issue discipline up to and including termination.
  3. When a demotion occurs, an employee's pay will be commensurate with the position reassigned. Employees  who are demoted from a higher classified position in a higher pay grade to a lower classified position in a  lower pay grade will be demoted to their same position relative to the midpoint.

2.5 Reduction in Force

  1. A reduction in force occurs when economic conditions warrant. Such conditions include loss of funding, economic downturn or program downsizing or elimination and employees are involuntarily reduced to a lower classified position in a lower rated pay scale. Before a reduction in force occurs, the University will determine whether or not there is an available position, the employee's skills and abilities conform to the position requirements and the employee can perform the essential functions of the position with or without accommodation; training will not be offered during a reduction in force. There is no guarantee than an employee will be provided an opportunity for a lower rated position as a result of a reduction in force; the employment relationship may be terminated.
  2. When a reduction in force occurs, an employee's pay will be commensurate with the position reassigned. Employees who are reduced from a higher classified position in a higher pay grade to a lower classified position in a lower pay grade will be reduced to their same position relative to the midpoint.

2.6 Re-Structure

  1. A restructuring occurs when the University changes the organization of a particular department, program or  major operation to more effectively accomplish University programs or objectives. Employees may or may  not be offered alternative positions in the restructured organization. Those who are not will be reduced  from the workforce.
  2. Before a restructuring occurs, the University will determine whether or not the employee's skills and abilities conform to the position requirements  and that the employee can perform the essential functions of the position with or without accommodation; training and development may or may not be offered as part of the restructuring. There is no guarantee that an employee will be provided an alternate position or training within the restructured organization; the employment relationship may be terminated.
  3. When a restructuring occurs, an employee's pay will be commensurate with the position reassigned. Employees who are reduced from a higher classified position in a higher pay grade to a lower classified position in a lower pay grade will be reduced to their same position relative to the midpoint. Employees who are reassigned to alternate positions within the same pay grade as their prior positions will retain the same rate of pay.

2.7 At Will

Nothing contained within this policy shall change an employee's at-will status or otherwise limit the University's right to terminate employment at will. 

2.8 Approval

Pay adjustments described above must be approved with the proper signature authority, per 2.8 of the Compensation Philosophy, and initiated through Human Resources before any changes are initiated.

3.0 AUTHTORIZATION

The Director of Human Resources has the authority to change, modify or approve exceptions to this policy subsequent to review by the University's Executive Administration team and with the approval of the University President.
 

4.0 ATTACHMENTS



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