Classification and Compensation

The purpose of the Classification and Compensation unit is to determine the appropriate classification and minimum qualifications required for staff and management positions and to assign the position to the appropriate pay range. HR consultants analyze the current duties and responsibilities as described in each position description.

Classification and Compensation is the primary resource to aid in determining the most appropriate classification and competitive compensation rate for individuals based on a variety of factors, including, but not limited to, demonstrated competencies, applicable experience and/or education. The department is responsible for administering all classification reviews, including the creation of new positions, review of existing vacant positions prior to recruitment, compensation requests and issues, career development progressions, competency-level changes, market rate increases, equity and salary analysis.

SHRA employees are subject to the North Carolina Human Resources Act, with salary ranges that are determined by the Office of Human Resources (OSHR), and are classified into career-banded classifications based on position competencies that are demonstrated by an employee.

EHRA employees are exempt from the North Carolina Human Resources Act. The UNC System Office establishes EHRA policies. Positions are classified into one of two categories: Senior Academic and Administrative Officers (SAAO) and Instructional, Research, and Information Technology (IRIT).

Consider what has changed. Reporting structures, primary job duties, job scope, and even required knowledge, skills, and abilities may change over time as department and business needs evolve. Evaluate these changes and document them in an updated job description. When developing the job description, it is important to clearly identify and define what has changed in the position (e.g., additional duties, increased competencies, etc.).

Every SHRA position is assigned to a career band. Each career band has a competency profile that describes the general purpose of the career band, as well as the competencies required of each level within the career band. If a position has significantly increased or changed in the required duties, scope, and/or demonstrated competencies, a supervisor may review the SHRA career bands and levels to determine if the position should be considered for reclassification or a change in the level. Additional information about competency profiles that describe the career bands and levels may be found at Competency Profiles on the Office of State Human Resources website.

If the position’s duties and competencies have significantly changed, it may be appropriate to request a salary adjustment. Information on current SHRA salary guidelines can be found on the SHRA Compensation page.

All requests for salary adjustments should be submitted through PeopleAdmin. However, prior to submitting the position action through the PeopleAdmin workflow, the position’s supervisor should discuss the proposed action with the next level PeopleAdmin approver, as well as ascertain that the appropriate budget will be allocated for any recommended salary increase.

Once an appropriate career band has been selected, an action request may be initiated in the Position Management Module of PeopleAdmin. Based on the applicable competency profile, select the appropriate competencies (at least three) from the drop-down list in PeopleAdmin that correspond to the position’s designated career band and the requested level. For each competency selected, elaborate on duties assigned to the position that demonstrate its responsibilities. It is important to provide detailed information relative to the position’s duties and not to copy information from the competency profile. An updated organizational chart that depicts the reporting relationship of the position and completion of the Americans with Disabilities (ADA) checklist are also required for job analysis. Additional information regarding how to format and develop an organizational chart may be found at Organizational Chart Standards and Structure.

Once the changes to the position have been evaluated and an appropriate career band considered, the supervisor may initiate a position action request in the Position Management Module in PeopleAdmin.

1. After the position action request is submitted to Human Resources, the HR Classification and Compensation Consultant will review the job description to determine the appropriate career band, level, and salary. The action will also be submitted to the Budget Office for budgetary review to confirm the availability of funds.
2. If NCCU does not have delegated authority for the career band, the HR Classification and Compensation Consultant will develop documentation to explain the basis of the position request, and the action will subsequently be transmitted to the UNC System Office of Human Resources for approval.
3. Once the position action has been finalized, a confirmation letter will be sent to the employee and supervisor advising of the approved salary increase (if requested) and any resulting changes to the position’s career band title or level.
4. If the position is vacant, the supervisor will be notified on how to proceed in coordinating with the HR employment consultant to initiate posting and recruitment for the position.

Effective job descriptions describe the general nature of the work to be performed and include specific responsibilities and essential duties, as well as required and preferred knowledge, skills, abilities, and qualifications. A well-constructed job description provides a clear picture of the expectations for an employee or candidate. When developing the job description for a new position, it is important to clearly identify and define what has changed in the organization that requires the need to establish the position.

Before entering an action request in PeopleAdmin, use the applicable competency profile to consider what career band and level should be requested. Each career band has a competency profile that describes the general purpose of the career band, as well as the competencies required of each level within the career band.

Additional information about competency profiles that describe the career bands and levels may be found at Competency Profiles on the Office of State Human Resources website. Prior to submitting the position action through the PeopleAdmin workflow, the position’s supervisor should discuss the proposed action with the next level PeopleAdmin approver as well as ascertain that the appropriate budget will be allocated for any recommended salary increase.

Once an appropriate career band has been selected, an action request may be initiated in the Position Management Module of PeopleAdmin. Based on the applicable competency profile, select the appropriate competencies (at least three) from the drop-down list in PeopleAdmin that correspond to the position’s designated career band and the requested level.

For each competency selected, elaborate on duties assigned to the position that demonstrate its responsibilities. It is important to provide detailed information relative to the position’s duties and not to copy information from the competency profile.

With all new position requests, an updated organizational chart that depicts the reporting relationship of the new position and completion of the Americans with Disabilities (ADA) checklist are also required for job analysis. Additional information regarding how to format and develop an organizational chart may be found at Organizational Chart Standards and Structure.

1. Once the position action request is submitted to Human Resources, the HR Classification and Compensation Consultant will review the job description to determine the appropriate career band, level, and salary. The action will also be submitted to the Budget Office for budgetary review to confirm the availability of funds and assignment of a position number if necessary. If NCCU does not have delegated authority for the requested career band, the HR Classification and Compensation Consultant will develop documentation to explain the basis of the position request, and the action will subsequently be transmitted to the UNC System Office of Human Resources for approval.
2. Once the position action has been approved and finalized, the supervisor will receive an email indicating how to proceed in coordinating with the HR employment consultant to initiate posting and recruitment for the position.

An organizational chart:

• Is a graphic image of the hierarchy of an organization that provides a snapshot of the areas of responsibility and reporting relationships within each unit.
• Defines roles and responsibilities of positions, establishes structure of authority, and operational accountabilities.
• For an HR organization, it is used in decision-making processes and operations that include employment, classification and compensation, and professional development.

• Format org charts using black and white print for readability.
• Font size is dependent on the size/scope of the chart.
• Landscaped is the preferred orientation on 8.5” x 11” paper.

An organization chart header should be included in the upper margin of the first page of the document, with the following details provided:

• North Carolina Central University Logo
• College/School/Division/Department
• Date organization chart prepared/updated

1. Employee Name-820#: Employee name and 820 number as it appears in Banner or "VACANT"
2. Position Title: Official EHRA and SHRA classification or title. For SHRA positions, the career band level should also be included (Contributing, Journey, or Advanced) Abbreviate if needed.
3. Type: Indicate the position/employee classification type (e.g., EHRA, SHRA, etc.).
4. Working Title (optional): Working titles may be included, but not in place of the official classification title.
5. Position Number: All position numbers require a minimum of 6 digits.
6. Each position should be housed in a separate box with a solid line drawn to the supervisory position.
7. If the request is for a new position, the position must be displayed on the organizational chart.
8. Depiction of Span of Control:  Ideally, the UNC-System Office (UNC-SO) prefers that the organizational chart represent a "span of control" to sustain a reduction in layers of supervisory management that are equivalent to no more than seven positions from the Chancellor to the last line of subordinate employees in a department. UNC-SO requests that, optimally, the span of control be clearly depicted on submitted organizational charts. Therefore, the Chancellor should be identified at the top of the organizational chart and then reporting relationships shown from his/her position successively to the next level of reporting (e.g., Vice Chancellor, Associate Vice-Chancellor, managers, supervisors, and, finally, subordinate employees).

An alternative for very large University divisions is sub-unit org charts. This type of chart is created by the extraction of data from the division’s master organizational chart for development at the unit level.


 

NCCU excludes student and temporary positions from University organization charts.

Organizational Chart Sample A

Organizational Chart Sample B

Salary increases for any permanent or temporary base-salary increase that exceed a cumulative increase of 20% over the most recent June 30 base salary must be reviewed and approved by the UNC System Office (UNC-SO) Human Resources for approval.

Salary increases may be considered for the following reasons:

When evaluating SHRA compensation, HR Classification and Compensation consultants use four pay factors. These factors are financial resources (budget availability), required competencies, labor market, and internal pay alignment.

1. Requires a post-baccalaureate degree or equivalent independent experience in comparable instructional or educational activities. Also includes positions for which post-baccalaureate credentials are not required or for which specific degrees or certification are required.
2. Supports the regular academic and educational experiences.
3. More than 50% of the position’s responsibilities support the academic mission.
4. Examples of positions that meet the instructional position criteria: Academic advisors, counselors, practicum supervisors, academic coordinators, curriculum coordinators, athletics coaching and athletics management.

1. Relevant post-baccalaureate degree required; for candidates demonstrating comparable independent research productivity, a relevant undergraduate degree and 3 or more years of relevant experience may be accepted in substitution. May require terminal degree and licensure.
2. Substantial independence involved in research efforts.
3. More than 50% of the position’s responsibilities support the research mission.
4. Examples of positions that meet the research position criteria: Research assistant, research associate, research scholar, senior research scholar, principal research scholar, or visiting scholar.

1. Requires a post-baccalaureate degree or equivalent independent experience.
2. Substantial independence involved in the direct delivery of scholarship and research information to public audiences and clients and/or to direct staff or programs.
3. More than 50% of the position’s responsibilities support the public service/extension mission.
4. Examples of positions that meet the public service/extension position criteria: Extension assistant, extension associate, extension specialist, associate state leader, or extension agent.

The UNC Board of Governors established a policy regarding “senior academic and administrative officers” that are exempt from the State Personnel Act, either by:

• Express statutory reference: President, vice presidents, chancellors, and vice chancellors, or
• Action of the Board of Governors pursuant to generic statutory reference exempting the President’s “professional staff members” and “senior academic and administrative officers” of the constituent institutions.

The Board of Governors has defined “senior academic and administrative officers” to include:

• Vice chancellors, provosts, deans, and directors of major educational and public service activities (July 7, 1990);
• Associate and assistant vice chancellors and associate and assistant deans (October 12, 1990); and,
• Other positions as may be designated by the President, subject to confirmation by the Board (October 12, 1990).

The “other” officers of the University having significant administrative responsibilities and duties” shall include:

• In most cases, persons occupying such positions will function as the director of a specific division or department of institutional (institutional-wide or cross-divisional) activity, reporting at the level of a vice chancellor or dean. However, where circumstances warrant (e.g., in the case of a large and complex department or division), persons functioning as an associate or assistant director may be found to have “significant administrative responsibilities and duties,” as defined by the characteristics listed above. In such cases, the position must have substantial responsibility for assisting the primary officer (e.g., director) in formulating, interpreting, and implementing policy within the jurisdiction of the primary officer and must function in a confidential and direct support relationship to the primary officer or have direct responsibility for a specific sphere of operations within the unit.
• To establish or reclassify a position with SAAO II status, the UNC-SO Human Resources Advisory Board (HRAB) must grant SAAO II designation. As such, positions pending recruitment will not post until a decision on the SAAO II designation has been determined by UNC-SO HRAB.
• Approval authority for personnel appointments, promotions, and compensation actions involving UNC positions exempt from the State Human Resources Act (EHRA).

EHRA Permanent Salary Adjustments

NCCU has been granted delegated authority for most EHRA salary actions up to 20% and $15,000. The Chancellor has been given delegated authority by the BOG for salary actions above 20% and $15,000, up to and including 25% and $25,000 in most cases, and all externally posted competitive events. There are also higher delegations in place for certain temporary salary adjustments.

EHRA permanent salary adjustments above 20% and $15,000 will require BOG approval.

Classification and Compensation must review the PeopleAdmin action, clarify supporting information with the initiating department, and prepare the salary adjustment request for the necessary approvals. For increases above 20% and $15,000, the Chancellor and UNC System Office President approval is required. For EHRA permanent salary adjustments exceeding 25% and $25,000, the Chancellor, Board of Trustees, and UNC Board of Governors must approve.

Related to an External Competitive Event

Classification and Compensation must review the PeopleAdmin action and clarify supporting information with the initiating department. Once the Chancellor’s approval is received, HR must submit the salary adjustment to the UNC-SO for the UNC System President or her designee’s weekly review.

Important Information

• An FTE increase or appointment length change with a commensurate salary adjustment does not require pre-authorization; however, these guidelines do apply if the rate of pay increases beyond a straight salary conversion.
• Temporary salary adjustments related to a temporary increase in job duties or responsibilities are not included when determining the pre-authorization threshold for permanent salary adjustments.
• The effective date for EHRA salary adjustments submitted to the UNC-SO can be as early as the first of the month.

(Including interim/acting appointments and temporary additional duties)

Classification and Compensation must:

1. Review and approve temporary salary adjustments that do not exceed 25% and $25,000 over the employee’s prior June 30 salary or that do not exceed 12 months in duration. No off-campus approval is required.
2. Review requests for temporary salary adjustments that exceed 30% or 12 months in duration. They will clarify supporting information with the initiating department. Once the Chancellor’s approval is received, Classification and Compensation must submit the salary adjustment to the UNC-SO for review by the BOG.
3. Review and approve retention adjustments up to and including 20% and $15,000 cumulatively over the employee’s prior June 30 salary. No off-campus approval is required.
4. Review retention adjustment based on a documented job offer or verifiable active employment negotiations with an outside entity above 20% and $15,000 but not to exceed 30% of the employee’s prior June 30 salary. Classification and Compensation will clarify supporting information with the initiating department and prepare the salary adjustment request for UNC-SO approval. The BOG must pre-authorize all other retention adjustments.
5. Review pre-emptive retention adjustments (no documented job offer or verifiable active employment negotiations) above 20% and $15,000 cumulatively over the employee’s prior June 30 salary. Classification and Compensation will clarify supporting information with the initiating department and prepare the salary adjustment request for approval by BOT.

Each UNC campus must submit to the UNC-SO quarterly reports of all salary increases for EHRA and SHRA employees, regardless of the dollar amount or funding source. The UNC-SO then submits a system report to the Office of State Human Resources, Office of State Budget and Management, and the Fiscal Research Division. These actions continue to be scrutinized closely at every level.

1. Athletics Bonuses: Incentive payments provided to any Athletics employee for reasons including (but not limited to) reaching performance goals such as post-season playoffs or student academic achievement levels, must be approved in advance by the Board of Trustees. The Non-Salary Compensation Form must be completed, approved and submitted prior to payment. (The athletic director and head coaches with contracts are covered by UNC Policy 1100.3 for this type of compensation and therefore exempt from this policy.)
2. Other Bonuses: Any other form of incentive-based compensation beyond base salary for achieving performance or productivity goals is prohibited unless expressly authorized by the UNC Board of Governors. Units should submit all bonus requests through the HR PeopleAdmin system. HR will then facilitate the process of submitting the action for appropriate levels of approvals.

• OSHR Policies for SHRA Employees

• UNC System Policies for EHRA Employees
• NCCU Employment Policies for EHRA Non-Faculty Employees