This replaces an earlier policy “Policy on Review and Compensation for Out-of-Scope Personnel” dated March 1999, revised February 12, 2002 and March 25, 2003 .

1.  OVERVIEW

This policy statement governs compensation for incumbents in all positions at the University of Regina that are excluded from union membership by the Saskatchewan Labour Relations Board – referred to as the out-of-scope positions.

Each year the Board of Governors will determine financial guidelines for the adjustment of out-of-scope compensation.  Out-of-scope positions will be reviewed and their compensation adjusted in accordance with the results of performance reviews and the compensatory guidelines approved by the Board.

2.  SALARY

2.1 Salaries for Senior Administrators

The salary of each out-of-scope employee will be determined at the time of appointment and adjusted annually in accordance with this policy. 

2.2 Determination of Senior Administrative Salaries

The University’s statement of values acknowledges the members of our scholarly community as our defining resource.  The stated goal with respect to People in the strategic plan is to “Make the University a preferred place to study and work”.  One of our key strategies is to recruit and retain outstanding faculty and staff.  The Policy on Compensation for Out-of-Scope Employees is one way to ensure the University can attract and retain the outstanding out-of-scope employees it needs.

The intent of the Policy on Compensation for Out-of-Scope Employees is to ensure that the University of Regina out-of-scope salaries are competitive in the Western Canadian Broader Public Sector, which includes the post-secondary sector and, where applicable, the Canadian university sector and local market.  The intent, further, is to compensate out-of-scope employees within salary ranges aligned with the applicable sector and not significantly above or below that.

The following principles will guide out-of-scope salary compensation:

·       Equitable administration: The administration of the policy will be consistent, taking into account similar information for all positions covered by the policy.

·       Performance based: All persons covered by the policy will participate in regular (at least annual) appraisals of their individual performance with their supervisors.  

·       Market realities: Compensation for a position at the University of Regina should be related to compensation for similar positions of the applicable sector. 

·       Differential outcomes: Individual salaries will in part be determined by an individual’s experience, level of development, and performance, and in part by market comparisons so that salaries for individuals at the same rank are unlikely to be identical. Depending on these factors, compensation will generally vary within the salary range. 

·       Flexibility: Changing needs of the University and the out-of-scope group must be taken into account and may from time to time necessitate adjustments in salary compensation. 

·       Affordability: The costs entailed by the policy must fit within the University’s means.

Administration of salaries will be as follows:

1.   All out-of-scope salaries are determined at the time of appointment and should be based on where the University of Regina position falls within an agreed upon market along with experience, stage of growth and development.  The University administration must ensure the salary is reasonable, appropriate and defensible based on these elements. 

2.   Salary compensation will be determined by a combination of:

a.      Economic Environment

b.      Annual Performance

c.      Market

All components of total compensation will be communicated to each person to ensure an understanding of the salary and benefits programs and the opportunities available based on performance and development.

2.3 Academic Salary

Each out-of-scope senior administrator who also holds a faculty appointment will have an academic salary which is established on appointment and reflects the qualification and accomplishments of the individual.  This salary is reviewed, adjusted and communicated to the individual annually. The academic salary is the salary that will be paid should the individual return to the academic ranks.

In the case of an internal appointment as Associate Dean, Associate Librarian or equivalents, the initial academic salary will be the same as the appointee's academic salary at the time of appointment to the position. 

The academic salary is intended to be a fair and reasonable proxy for the salary the individual would have received as a faculty member if the individual had not accepted the administrative appointment.  For this reason, the academic salary will be amended yearly in line with the provisions of the University of Regina/URFA collective agreement by adding: 

• A scale adjustment (if applicable);
• A career growth increment (if the individual is eligible);
• One-third of a merit increment.

 

Where further increases are warranted and additional funds are available, additional merit may also be awarded.

 

Should the academic salary of an out-of-scope senior administrator who also holds a faculty appointment be at the salary merit ceiling for their rank, a special merit adjustment will be made to reflect merit increments awarded beyond the ceiling.

If the administrator is promoted to a higher academic rank while holding the administrative position, all accumulated special merit adjustments will be rolled into the adjusted academic salary.

2.4 Administrative Stipend

In addition to their academic salaries, Associate Deans, Associate Librarians or equivalents will receive a stipend as indicated in Appendix A.

3.  ANNUAL PERFORMANCE REVIEW 

3.1 Review of President

The Chancellor, the Chair of the Board and the Vice-Chair of the Board (or their designates from the Board) – the Presidential Review Committee – will review the performance of the President annually, and recommend salary and related compensatory terms to the Board.

3.2 Review of Out-of-Scope Employees

For each out-of-scope position, an annual performance evaluation will be undertaken by the supervisor (the person to whom the position reports) in accordance with a merit-based performance management system.

3.3 Review of Board Members

Faculty members who are out-of-scope by virtue of election or appointment to the Board of Governors will be reviewed and remunerated in accordance with the University of Regina/URFA collective agreement.

4.  ACTING APPOINTMENTS

On occasion an individual may be appointed to an out-of-scope position in an acting capacity.  For such appointments of less than six weeks there will be no additional compensation.  For appointments of more than six weeks a salary will be negotiated, and APEA and research funding (where applicable) will be pro-rated.

 

For those who also hold faculty appointments, service in an acting capacity may be considered as credit towards an administrative leave if the acting appointment becomes permanent or if it immediately follows or precedes a permanent appointment in an out-of-scope position.  Otherwise, service in the position will count towards sabbatical eligibility.

5.  ADMINISTRATIVE LEAVE 

5.1 Purpose

Normally, the purpose of administrative leave is to provide an opportunity for individuals who have held senior administrative positions to refocus on their research and scholarly work or to undertake assigned work of benefit to the University.  Prior to commencing leave, a plan describing the activities during the leave must be submitted.

5.2 Eligibility

Out-of-scope senior administrators (assistant and associate deans and equivalent and positions at the level of Dean and equivalent or above) who hold faculty positions are eligible for administrative leave. 

To be eligible for a full year of administrative leave, an individual must have completed at least five years of continuous service as an out-of-scope senior administrator.  Shorter leaves may be granted when service is for a shorter period.  Administrative leave will be available only at the completion of appointment. 

Eligibility for the granting of an administrative leave should be communicated, in writing, at the time of appointment or reappointment.  The duration of an administrative leave will not normally exceed one year. 

Service as a senior administrator, including time spent on administrative leave, will not contribute towards sabbatical eligibility.  However, service in a senior administrative position will be deemed not to break continuity of service for sabbatical entitlement (see the relevant article of the University of Regina/URFA collective agreement).  A sabbatical will not normally be taken immediately before or following an administrative leave.

5.3 Status and Funding

Individuals on administrative leave will be deemed to be out-of-scope.  Individuals on administrative leave will carry their faculty title only. 

While on administrative leave, all those holding a position at the level of Dean and equivalent or above, will be paid 100% of academic salary.  All others will receive the percentage of academic salary they would receive if on sabbatical (see the relevant article of the University of Regina/URFA collective agreement).

 

Unless otherwise determined at the time of appointment (or reappointment) funding for administrative leave for assistant and associate deans and equivalent will be provided by the individual’s home unit; in all other cases funding will be provided centrally.

5.4 Leave for Research and Professional Development

During their term, out-of-scope senior administrators at the level of Dean and equivalent or above, and who hold faculty positions, are encouraged to take research and professional leave.  The purpose of such leave is to undertake research projects or to participate in professional training programs.  Individuals may take up to a maximum of three months leave in each five-year term, and may carry forward unused leave from the first term to the second.  Normally, no more than six months leave may be taken in any five-year period.  Such leaves will, following submission of a plan, be approved by the supervisor and will normally be for periods of no longer than two consecutive months.  The full out-of-scope salary will be retained during the leave. 

Leave for research and professional development is available in addition to administrative leave.

6.  OTHER SUPPORT

6.1 Research Support

Research support will be provided to all senior administrators at the rank of Dean and equivalent or above who also hold academic appointments.  

6.2 APEA Support

APEA allocations will be provided to all out-of-scope positions.

7.  BENEFITS 

Each out-of-scope employee covered by this policy is entitled to the perquisites and benefits contained in specific policy statements relating to the relevant out-of-scope group. 

The Board of Governors may, from time to time, establish additional benefits for one or more groups of out-of-scope employees.  In particular, the positions of President and Vice-President may carry specific additional benefits which are set forth in the terms of appointment, or as subsequently modified by the Board.

7.1 Vacation

The vacation year is July 1 to June 30.  Annual vacation entitlement shall be as follows: 

·         Out-of-scope positions, pay band 10 to 16:

§         Six weeks annually

 

·         Out-of-scope positions, pay band 1 to 9:

§         Less than five years service – 1 2/3 days per month (twenty days per year)

§         Five years of service or more but less than sixteen years of service – 2 1/12 days per month (twenty-five days per year)

§         Sixteen years of service or more – 2 1/2 days per month (thirty days per year)

§         Nine scheduled days off per year on the basis of 0.75 days for each month of service.  These days cannot be carried forward to the next year and no payment will be made in lieu of unused time.

 

·         All other faculty related positions as per the University of Regina/URFA collective agreement.

 

All vacation will be considered to have been used annually unless a carry-over has been approved.  Any unused vacation carried forward from one year to the next must be used in the second year.  Vacation carried forward cannot exceed the annual entitlement.

 

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Appendix A:    Stipends

Associate Deans, Assistant Deans and Associate Librarians will receive an annual stipend of $10,000.

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Appendix B:    Schedule of Accountable Professional Expense Accounts for Out-of-Scope Employees

All University of Regina employees whose compensation is set under the Policy for Compensation for Out-of-Scope Employees shall receive an Accountable Professional Expense Account annually in accordance with the following schedule:

Accountable Professional Expense Accounts
Out of Scope Positions
Pay Band	Amount
1 - 4	$850
5 - 7	$1,200
8 - 9	$1,800
10 - 11	$4,200
12 - 14	$5,500
15 - 16	$6,800
Associate Deans, Associate Librarians and equivalents	$3,000

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Appendix C:    Research Funds for Out-of-Scope Administrators

In order to encourage and allow administrators who hold an academic appointment to maintain and enhance their scholarly work, the University of Regina will ensure that each such individual receives an annual allocation to be used exclusively for scholarly purposes, including research-related travel, hiring research assistants, paying page charges and other charges that would normally be permitted by a recognized research-granting agency.

Eligibility:

To be eligible for annual research funding, an individual must hold academic rank as a Professor, Associate Professor or Assistant Professor and must hold a senior administrative position at the level of Dean or equivalent, Associate Vice-President or Vice-President.  In unusual circumstances, with the agreement of the President, an individual who fails to satisfy one of these two eligibility conditions may be granted such funding.

Amount and Source of Funding:

Research funding in the amount of $5,000 will be provided in respect of each eligible position.  The President’s Office will arrange funding in respect of eligible individuals who report directly to the President or who occupy a staff position.  In all other cases, the funding will be provided from the budgets of the academic and administrative units over which the eligible administrators exercise budget control.

Miscellaneous: 

·      Research funding will carry forward from one year to the next, except that no amounts will be carried forward that would cause an account balance to exceed $15,000, except as provided below. 

·      An eligible individual who assumes or leaves office during a fiscal year shall receive a pro-rated share of the research funding for that year. 

·      The research account of an eligible administrator who leaves office shall remain available to provide research support for one year, provided that the individual remains in the employ of the University of Regina and out of the scope of any trade union. 

·      Under special circumstances, the University may authorize research funding in excess of $5000.  It is incumbent on the eligible individual to make application to the appropriate Vice-President for, and justify, a larger research account.  When such a request is granted, the maximum amount to be carried forward from one fiscal year to the next shall be the total of the amounts allocated to the individual’s research account during the previous three years.