West Virginia Code of State Rules › Agency 133 - Higher Education Policy Commission › Title 133 - LEGISLATIVE RULE WEST VIRGINIA HIGHER EDUCATION POLICY COMMISSION › Series 133-55 - Human Resources Administration › Appendix A

Current through Register Vol. XLI, No. 28, July 12, 2024
Definitions
General Definitions.
_
Definitions in this section are applicable to higher
				  education generally and terms and conditions of employment.
Benefits.
Programs that an employer
				  uses to supplement the cash compensation of employees, including but not
				  limited to, health and welfare plans, retirement plans, pay for time not worked
				  (i.e. sick leave, annual leave, holiday pay, etc.) and other employee
				  perquisites.
Chancellor.
Chancellor refers to the
				  chief executive officer of the West Virginia Higher Education Policy Commission
				  or the West Virginia Council for Community and Technical College Education, as
				  appropriate.
Compensatory Time and Compensatory Time
				  Off.
Hours during which the employee is not working, which are not
				  counted as hours worked during the applicable work week or other work period
				  for purposes of overtime compensation and for which the employee is compensated
				  at the employee's regular rate of pay.
Exempt Employees.
Employees not
				  covered by the Fair Labor Standards Act (FLSA) for overtime purposes.
Full Time Equivalency (FTE)
. The
				  percentage of time for which a position is established, with a full-time
				  position working 1,950 hours per year being 1.00 FTE.
Health and Welfare Benefit Plan.
An
				  arrangement which provides any of the following benefits: medical, dental,
				  visual, psychiatric or long-term health care, life insurance, accidental death
				  or dismemberment benefits, disability benefits, or comparable benefits.
Incumbent.
An incumbent is an
				  individual person in a position employed at an institution.
Longevity.
The total number of years
				  employed at state institutions of higher education and other agencies of state
				  government in West Virginia.
Major Deficiency.
When an
				  organization has failed to comply with applicable personnel rules of the
				  Commission.
Meaningful Accountability.
Measures
				  that ensure adherence to rules and policies and provides for consequences for
				  non-compliance.
Non-Exempt Employee.
An employee who
				  is covered by the Fair Labor Standards Act (FLSA) and is entitled to overtime
				  as outlined in federal and state law.
Organization.
Organization means the
				  Commission, the Council, an agency or entity under the respective jurisdiction
				  of the Commission or the Council or a state institution of higher education.
				  Organizations include the following entities individually or collectively --
				  Bluefield State College; Concord University; Fairmont State University;
				  Glenville State College; Marshall University; Shepherd University; West Liberty
				  University; West Virginia School of Osteopathic Medicine; West Virginia State
				  University; West Virginia University, including Potomac State College and West
				  Virginia University Institute of Technology; Blue Ridge Community and Technical
				  College; BridgeValley Community and Technical College; Eastern West Virginia
				  Community and Technical College; Mountwest Community and Technical College; New
				  River Community and Technical College; Pierpont Community and Technical
				  College; Southern West Virginia Community and Technical College; West Virginia
				  Northern Community College; West Virginia University at Parkersburg; the Office
				  of the Higher Education Policy Commission; the Office of the Council for
				  Community and Technical College Education; and the West Virginia Network for
				  Educational Telecomputing.
President.
A chief executive officer
				  of an institution of higher education in West Virginia who reports to the
				  institution's governing board. This term shall be used in this rule to refer to
				  the Chancellor for the office of the Higher Education Policy Commission and the
				  Director of the West Virginia Network for Educational Telecomputing.
Rehire.
Rehire defines an employee
				  who leaves the service of an institution and later applies for and accepts a
				  position offered by the same institution.
Seniority.
The total number of
				  months or years employed with the current West Virginia higher education
				  organization employer.
Job Documentation Classification and
				  Compensation.
Definitions in this section are applicable to job
				  documentation, classification and compensation management.
Base salary
. The amount or a rate of
				  compensation for a specified position of employment or activity excluding
				  annual experience increment and any other payments or allowances for work or
				  activity unrelated to that specified position of employment.
Base salary adjustment
. The amount
				  that a base salary increases within the pay grade to reward performance, to
				  rectify inequities, or to accommodate competitive market conditions.
Benchmark Job
. A job that is
				  commonly found and defined, used to make pay comparisons to comparable jobs
				  outside the organization.
Career Ladder.
A structured sequence
				  of related, upwardly progressing positions.
Classification System
. An organized
				  structure in which jobs, job descriptions, job titles, and job analyses are
				  utilized to determine a hierarchy of jobs, career ladders and pay grade
				  assignments.
Compa-Ratio.
A measure to assess
				  competitiveness of current salary level to the market (midpoint of the salary
				  structure). Compa-ratio is the short form for Comparative ratio. It measures
				  the ratio of an employee's actual salary (the numerator) to the midpoint of the
				  applicable (the denominator) salary range. To calculate an individual's
				  compa-ratio, divide the base salary by the midpoint of the assigned salary
				  range (pay grade range). See also "salary range penetration".
Compensation.
Earnings provided by
				  an employer to an employee for services rendered.
Compensation Philosophy
. The guiding
				  principles that ensure that a compensation program supports an organization's
				  culture.
Compensation Strategy
. The
				  principles that guide the design, implementation and administration of a
				  compensation program at an organization for the purpose of supporting the
				  organization's mission, vision, goals and objectives.
Compression
. The situation
				  encountered when a new employee enters into the organization at or above the
				  pay of someone who is currently in the same role in the organization. It can
				  also exist when you have two jobs in the same job family with someone in the
				  "lower" job earning more than the person in the "higher" job. There are some
				  families in which this may make sense such as software development where a
				  senior developer may appropriately earn more in base than a manager of the
				  function.
Increment
. Annual payment to
				  employees based on years of West Virginia state government work experience and
				  earned pursuant to West Virginia Code §
									5-5-2.
Internal Equity Analysis
. A
				  comparative analysis of compensation levels within an organization to determine
				  if a level of compensation is equitable when compared to compensation of other
				  employees who hold similarly situation positions in the same job classification
				  or pay grade who have the same or similar levels of knowledge, skill,
				  experience and performance.
Interim Responsibilities
. A
				  significant change in duties and responsibilities of an employee on a temporary
				  basis justifying an interim promotion or upgrade for salary purposes. Such a
				  temporary reassignment shall normally be for no less than four (4) consecutive
				  weeks, no more than twelve (12) consecutive months, and shall only occur when
				  the responsibilities being undertaken by the employee are those of another
				  position that is vacant.
JDXperts.
Web based job information
				  and description management software system provided as a shared service to
				  institutions of the Commission and Council. JDXperts is the official depository
				  of institutional job information used for job analysis, institution job
				  description development, master classification specification development and
				  identification of benchmark jobs. Benchmark jobs are used to build and maintain
				  the market based salary structure administered by institutions as part of the
				  higher education employee classification and compensation management
				  program.
Job.
The total collection of tasks,
				  duties, and responsibilities assigned to one or more individuals whose work is
				  of the same nature and level.
Job Analysis
. A systematic process
				  in which information is collected via a position information form relative to
				  the nature of a specific job, providing documentation and knowledge needed for
				  conducting a job evaluation.
Job Class / Pay Grade
. The level to
				  which a job is assigned within a salary structure.
Job Classification/Job Evaluation
. A
				  formal process used to evaluate jobs, establish proper pay grades, and slot
				  jobs in pay grades.
Job Classification Committee
. A
				  Committee of employee and human resources representatives established by West
				  Virginia Code tasked with evaluating classification appeals and other changes
				  to classified jobs.
Job Description
. (Used
				  interchangeably with the phrases institution job description, position job
				  description, incumbent job description): A summary of the essential functions
				  of a job at a particular institution, including the general nature and level of
				  the work performed, a characteristic listing of duties and responsibilities,
				  and the knowledge, skills and abilities necessary to perform the work. Best
				  practices in human resources management support maintaining a current job
				  description for all jobs in the organization, regardless of the employee
				  category assigned to the position incumbent.
Job Family
. A series of job titles
				  in an occupational area or group.
Job Specification
. See Master
				  Classification Specification
Job Title
. The label that uniquely
				  identifies and generally describes a job. The same descriptive job title shall
				  be given to a group of jobs, regardless of location in the organization, which
				  are substantially the same in duties and responsibilities, and which require
				  substantially the same knowledge, skills and abilities performed under similar
				  working conditions.
Labor Market
. The labor market for
				  compensation is the geographic area, industry, organization size, or
				  organization type from which an organization attracts employees. Market Value
				  refers to how much a particular job would be worth for a specific talent market
				  (industry, size, location, organization type) at a specific or target
				  percentile.
Master Classification Specification/Job
				  Specification
. General descriptions of the collective type and
				  kind of work performed by the majority of employees assigned the same job
				  classification. Each master specification will contain a job title, nature of
				  work performed, distinguishing characteristics of the job, and a general
				  description of typical duties and responsibilities performed by positions
				  assigned the title, regardless of the location of the position.
Mid-Point
. Midpoint is the middle of
				  a pay range; the midpoint typically aligns to the market value for the job. See
				  "Range Midpoint"
Merit Increases
. A discretionary
				  salary increase given to an employee to reward demonstrated achievements in the
				  performance of the duties and responsibilities of a position, as evaluated by
				  criteria established by the organization.
Pay Grade
. See Job Class/Pay
				  Grade.
Pay Range Quartile.
The four
				  divisions of a pay range. The point between the 2nd
				  and third quartile is the midpoint of the pay range.
Pay Range or Pay Range Spread
. Pay
				  range is an expression of the pay for a position assigned to a pay grade in a
				  salary structure that provides the minimum, midpoint and maximum levels of
				  compensation. The range from minimum to maximum, expressed as a percentage, is
				  the pay range spread. The range spread percentage is calculated by subtracting
				  the minimum from the maximum and dividing by the minimum the multiplying by
				  100.
Pay Structure.
See Salary
				  Schedule
Position
. A set of duties and
				  responsibilities requiring employment of a single employee at a particular
				  organization.
Position Description Form/Job Description Form
				  (PDF/JDF).
A tool used to collect a broad range of job information
				  used in the creation and classification of a new or changed position. A
				  position description form is not required for every employee or job. Formerly
				  referred to as a position information questionnaire.
Promotion
. Movement from a position
				  requiring a certain level of skill, effort, and authority into a vacant or
				  newly created classified position assigned to a different job title and a
				  higher pay grade that requires a greater degree of skill, effort, and
				  authority.
Range Midpoint
. Midpoint is the
				  middle of a pay range. The midpoint typically aligns to the market value for
				  the job.
Range Penetration/Position in Range
.
				  An important compensation metric to consider in conjunction with a compa-ratio.
				  Rather than just being a comparison to one piece of data (the midpoint), range
				  penetration looks at a salary in relation to the whole pay range. Range
				  Penetration is how far an employee has progressed through the pay range. Range
				  penetration = (Salary - Range Minimum) / (Range Maximum-Range Minimum) See the
				  Salary Administration Guidelines for more information about range
				  penetration.
Rehire.
Rehire defines an employee
				  who leaves the service of an institution and later applies for and accepts a
				  position offer at the same institution.
Salary Benchmarking
. The process of
				  market pricing a benchmark job.
Salary Structure/Pay Structure/Salary
				  Schedule
. A graphical structure consisting of a series of pay
				  grades and range of pay available for each grade.