Salary Determination Method Policy

Provisions and Criteria for Salary Determination 

For purposes of salary, employees at the College are divided into the following groups:

Staff positions include administrative, managerial, professional positions, para-technical, clerical, custodial, etc. in the following three areas:

1. “Exempt” positions from the Fair Labor Standards Act (FLSA) that do not get overtime compensation. These are managerial, professional, and some administrative and para-technical positions.
2. “Non-exempt” positions from the FLSA that do get compensation for overtime in excess of 40 hours/week. These may include non-managerial facilities, administrative and business support positions.
3. The President of the College whose salary is determined by the Board of Trustees in line with System requirements for that particular position.

Faculty positions include teaching faculty in three areas, all of which are “exempt” from the FLSA and do not get overtime compensation:

1. Curriculum–permanent full-time and permanent part-time.
2. Curriculum–adjunct, or temporary part-time.
3. Corporate & Community Education–adjunct, or temporary part-time.

Staff Salary Plan

Introduction

The Carteret Community College Staff Salary Plan (the Plan) was developed and implemented to determine internal equity as well as establish external market equity with other comparable jobs in the recruiting area outside the College, balanced against available resources. The Plan, as adopted by the Board of Trustees, includes both levels and ranges for all established staff positions as well as a method for computation of actual salary.

The President of the College or designee, in consultation with the appropriate Vice President and the Director, Human Resources, establishes salaries for all College employees other than the President whether part-time, temporary or full-time positions. Salaries for staff are based on position level ranges and take into consideration qualifications, experience and applicable market factors.

The Plan was developed utilizing the National Position Evaluation Plan as a basis, modified to reflect language more applicable to a community college environment. The factors and criteria upon which each position is evaluated are more descriptive of the staff positions found in a community college and provide a more valid analysis in determining the differences between positions in terms of their relative requirements. Each position is evaluated in terms of its minimum requirements to determine the degree of skill, effort, responsibility, and working conditions in relation to other positions within the College. The positions are evaluated without considering the qualifications of the incumbents or their rates of pay. Positions are also evaluated without regard to race, color, religion, national origin, sex, age, marital status, political affiliation, genetic information, disability or veteran’s status.

In interviews with the management of the College, and in accordance with the criteria established by the plan, each position has been evaluated based on eleven separate requirement factors:

• TRAINING
  1. Knowledge
  2. Experience
• INITIATIVE
  1. Complexity of duties
  2. Supervision received
• RESPONSIBILITY
  1. Impact of errors
  2. Contacts with others (internal and external)
  3. Confidential data
• JOB CONDITIONS
  1. Mental attention/visual demands
  2. Working conditions
• SUPERVISION
  1. Character of supervision
  2. Scope of supervision

(Note: Positions that do not supervise other employees are not evaluated using the “Supervision” factors.)

Each factor evaluated has up to six degrees with a weighted point factor assigned to each degree. The total number of points accumulated for each position determines the level to which the position is assigned.

There are 16 position levels in the plan. Each position at the College is assigned to one of those levels. The pay differential for minimum salaries between levels 2 – 9 is six percent (6%), while the difference is eight percent (8%) for levels 10 – 16. The range from minimum to maximum salary for each level was developed based on the premise that over the course of a 30-year career an experienced employee within the same level can expect salary to increase to approximately 1.5 times that of a first-year employee, notwithstanding other market, employment and performance factors. The ranges are reviewed and adjusted annually if permissible or mandated within the annual State Budget.

Determination of New Position Levels

The level of a new position in the Carteret Community College Staff Salary Plan will be determined using the same criteria for evaluation of all staff positions.

The appropriate Vice President, after consultation with the Director, Human Resources, will make a recommendation to the College President who makes the final decision. The College may approve the use of an outside consultant to assist in this process and conduct all new position level assignments.

In the event the key job duties and responsibilities of an existing position are significantly changed, the appropriate Vice President, after consultation with the Director, Human Resources, will make a written recommendation via the Position Request Form with attached current and proposed job descriptions to the President. The President will determine whether the position is a new position or a change to an existing position. Once the President makes this determination, the position will be evaluated and leveled in accordance with the College approved process.

Determination of Existing Position Request for Re-grading

If a position incurs significant change in duties/responsibilities, a Position Action Request Form must be completed and submitted with supporting documentation to the appropriate Vice President. The Vice President will either approve or disapprove the request. If approved, the request will be forwarded to the Director, Human Resources who will review the request and make a recommendation to the President who will make the final decision.

The College may approve the use of an outside consultant to conduct all existing position requests for re-grading. Requests for re-grading need not always result in an assignment to a new pay level.

If the re-evaluation results in the position being placed in a lower level, the employee’s pay will not be reduced but will remain at the same rate as before the re-grading. If the re-evaluation results in the position being placed in a higher level than previously assigned, an increase will be considered subject to availability of funds. Any increase awarded will be at least at the minimum of the new level.

Staff Salary Computation Worksheet

The Staff Salary Computation Worksheet is used to compute the annual salaries for newly employed staff or current part-time or temporary staff who transfer to a full-time position or for faculty who transfer to a staff position. This worksheet will also be utilized to calculate salary for employees receiving a promotion or when their assigned position is releveled due to change in responsibilities. The explanations below will assist in the completion of the form. (Note: Only one category will be allowed for each qualifying year of experience or portion of a year of experience.)

• Years of experience at a community college in the same or comparable position is considered to be work experience at a community college that shares directly comparable functions (i.e. prior experience in a community college accounting department when being hired for an accounting manager position).
• Years of non-community college experience in the same or comparable position is considered to be work experience that shares directly comparable functions (i.e. at the same level and function as the new position).
• Years of non-community college experience in the same field in lower level position is considered to be all other work experience within the same field as the hiring position (i.e. all work in accounting when being hired for an accounting manager position).
• Years of part-time experience at Carteret CC in the same field is considered to be part-time work directly at the College in the same department as the position being hired for. Two years of part-time experience equals one year of actual experience.
• Education above the minimum requirement provides experience credit for educational attainment beyond the minimum requirements as defined in a position job description. As indicated on the form, an individual who has one or more degrees higher than the minimum requirement for the position a credit factor of two is used in the “actual years of experience” field. A credit factor of one is used if the individual has the minimum required degree and one or more directly related certifications beyond the minimum requirement as indicated on the position job description.
• Total weighted experience is a calculated field based on the specified percentages and the years enter above. • Maximum annual salary for the pay level is derived from the Staff Salary Table.
• Minimum annual salary for the pay level is derived from the Staff Salary Table.
• Range for the pay level is the calculated difference between the maximum and minimum annual salary for the pay level and is derived from the Staff Salary Table.
• The one-year experience factor is the dollar value assigned to one year of experience that reflects 1/30th of the range for the pay level.
• The experience wage is the multiplication of the one-year experience factor by the total weighted experience as calculated above.
• Minimum salary for the level is a restating of the minimum annual salary for the pay level as stated above.
• The Calculated Annual Salary is a calculated field based on the addition of the experience wage added to the minimum salary for the level.
• Other compensation section reflects base benefits provided by the College in addition to salary

In the event there is a shortage of qualified candidates available for the position or it is determined to be in the best interest of the College to employ an individual with a unique set of skills relevant to the position, a “Demand Factor” may be applied regardless of whether the salary computation is below or above the mid-point. Any requests for a demand factor must be approved by the President of the College, and will be noted on the Worksheet in the “Presidential Comments/Approved Salary” section.

This form will be prepared by the Human Resources department, signed by the Director, Human Resources and approved by the appropriate Vice President and the President of the College. The original signed form will be kept in the employee’s personnel file.

Salary for Reassignment to a Position in a Higher Level

Employees may be selected for a position in a higher level than their current assignment. When this happens, the employee will be eligible to receive an increase in pay to at least the minimum of the salary range of the new position level or an increase consistent with evaluation utilizing the Staff Salary Computation Worksheet. Any exception to this must be approved by the President of the College.

Salary for Reassignment to a Position in a Lower Level

If the assignment is to a level lower than the current level, the employee’s new rate of pay will be determined as follows:

1. If the assignment to the lower level is required by the College, the employee may remain at their current rate of pay, not to exceed the maximum of the new level to which the employee is assigned unless otherwise approved by the President.
2. If the assignment to the lower level is the result of a request from the employee or due to performance issues, the new rate of pay will be determined based on the range of the new position.

Any exception to this must be approved by the President of the College.

Salary of Faculty Who Transfer to a Staff Position

Faculty of Carteret Community College who transfer to a staff position will have their beginning salary calculated as follows:

• Once the level of the position has been determined, the salary will be computed using the Staff Salary Computation Worksheet.
• The maximum starting salary in the new position shall be the mid-point of the position level salary range to which they are being assigned. Any pay assignment greater than the mid-point must be approved by the President of the College.

Salary of Staff Who Transfer to a Faculty Position

Staff of Carteret Community College who transfer to a faculty position will have their beginning faculty rate of pay calculated in accordance with the New Faculty Salary Computation Worksheet found in the Faculty Salary Plan.

Salary Increases Within an Existing Level

An individual salary increase may be considered when circumstances warrant it. This will generally be the result of an individual employee assuming additional duties and responsibilities that are not sufficient enough to warrant re-grading of the position. Any request for a salary increase within an existing level must be within budgetary restrictions and have the final approval of the College President.

Salary for Hiring of Temporary and Part-time Employees

Individuals hired for temporary or part-time assignments may not be hired at a rate greater than the minimum for the position level without the approval of the appropriate Vice President of the College.

Conversion of Salary to Hourly Rate of Pay

A salary that is expressed in terms of an annual salary may be converted to an hourly rate of pay by taking the annual salary and dividing that amount by 1976 hours. 1976 hours is the number of working hours in one year at the College.

Future Compensation and Compensation Beyond a Pay Level Maximum

It is understood that, under certain circumstances, an employee’s salary may be more than the maximum of the range for that level. For future salary increases, employees whose pay is in excess of the level maximum may not be eligible for future increases except those mandated by the North Carolina General Assembly.

Periodic Review of Pay Levels

In an effort to maintain the integrity of the Carteret Community College Staff Salary Plan and to ensure that the pay ranges in each level remain competitive with the “market”, the College will periodically undertake a review of its pay levels. As a general rule, this review will take place at least every three to five years. The College reserves the right to utilize an independent consultant to conduct the review.

Exceptions

Exceptions to any policies or procedures contained in this Staff Salary Plan can occur only at the discretion of and with approval by the President of the College. Such exceptions will occur when the President deems it in the best interests of the College to do so and will be documented appropriately for future reference. Annual compliance with the Plan is contingent on availability of funds.

As set forth by the State Board of Community Colleges, the portion of the President’s salary from State funds must be approved by the President of the North Carolina Community College System in accordance with the State salary schedule. The Board of Trustees has the responsibility of setting and adjusting the county portion of the President’s salary.

The current list of College staff positions and their assigned level can be found on the HR SharePoint Site, along with a copy of the current Staff Salary Table.

Faculty Salary Plan

Introduction

The objective of the Carteret Community College Faculty Salary Plan is to ensure that full-time faculty members are compensated in an equitable manner based on years of service, academic degree achievement, relevant teaching experience, and performance balanced against market equity and available resources. The underlying component of the plan is a scale of pay that represents incremental increases based on experience and academic achievement. The scale was developed based on the premise that over the course of a 30-year career an employee can expect salary to increase to approximately 1.5 times that of a first-year instructor as mandated by the State. It is not the purpose of these scales to establish a salary range for a position but rather to provide a guide for determining internal pay equity among faculty. The scale is adjusted annually if mandated and permissible within the annual State Budget.

Annually the College will review faculty salaries to determine appropriate pay adjustments that utilize available resources to maintain internal equity based on performance, skills, and educational attainment across the Campus.

Curriculum Faculty Annual Employment

The College has determined that all full-time curriculum faculty will serve for approximately ten months to ensure completion of duties related to instruction, recording keeping, graduation and professional development. The College will utilize supplemental contracts for work necessary outside of the established ten-month period of employment. The level of compensation for these supplemental contracts will be equivalent to the hourly rate of base annual salary.

Deans

Academic deans carry additional responsibilities over those of faculty. In recognition of those additional responsibilities, they will be paid a supplement of $750 per month immediately upon being named to the position, or pro-rated if duties start after the first working day of the month or end before the last working day of the month. Deans generally serve year-round (twelve months). Deans accrue annual leave.

At the point a faculty member no longer has the responsibilities of a Dean, the faculty member will forfeit the related monthly salary supplement. New employment terms will be established within current faculty pay, benefits, and schedule structures, based on the new assignment.

Program or Department Chairs

Program or Department Chairs carry additional responsibilities over those of faculty. In recognition of those additional responsibilities, they will be paid a supplement of $250 per month immediately upon being named to the position, or pro-rated if duties start after the first working day of the month or end before the last working day of the month. Chairs generally serve year-round (twelve months). Chairs are expected to teach between twelve and fifteen contact hours per semester.

At the point a faculty member no longer has the responsibilities of a Program or Department Chair, the faculty member will forfeit the related salary supplement. New employment terms will be established within the current faculty pay, benefits, and schedule structures based on the new assignment.

Faculty Overload Pay Policy

Faculty members are not expected to work overload hours over the course of the academic year as established by College’s Faculty Workload Policy. The Faculty Workload Policy outlines both pay determination and limited circumstances for which overload may be permissible.

Summer Employment for Curriculum Faculty

Summer employment for ten-month faculty is not guaranteed. As necessitated by enrollment, full-time, ten-month faculty will be given the opportunity to teach summer courses. If adequate full-time faculty are not available to meet the summer demand, adjunct faculty may be hired. The rate of pay for summer employment of full-time faculty will be their regular hourly rate of pay.

Adjunct Faculty

The College uses adjunct faculty as appropriate to ensure sufficient instructors are available each term to meet both enrollment and market demands for program variety. Adjunct faculty will be contracted for specific courses, and compensation will be the hourly rate of pay appropriate for highest degree attained as established by the State Board of Community Colleges annual budget. Adjunct faculty are not eligible for the benefits available to full-time faculty such as medical coverage or retirement, unless required by law.

Entry-level Salaries for New Employees

The initial salary for Faculty members hired from outside the College is calculated on the Faculty Salary Computation Worksheet.

New Faculty Salary Computation Worksheet

The New Faculty Salary Computation Worksheet is used to compute the annual salaries of new faculty members or current staff members that are transferring to faculty. The explanations below will assist in the completion of the form. (Note: Only one category will be allowed for each qualifying year of experience or portion of a year of experience.)

• Years of directly related full-time teaching experience at the College – This would generally be used for persons who are already employed by the College but who are transferring from staff to faculty.
• Post-secondary teaching experience is considered to be full-time experience at an accredited institution of higher learning.
• High school level teaching experience is full-time experience at the high school level.
• Years of full-time, documented non-teaching experience in a specific field of instruction – This is experience directly related to the teaching position. An example would be someone who has been building and restoring boats being hired to teach in the Boat Manufacturing and Service curriculum program.
• Years of adjunct or part-time teaching experience relative to the College’s assignment – This is teaching experience that will assist in the performance of the faculty position. Thirty (30) credit hours of instruction as an adjunct with an accredited post-secondary institution is equal to one year of full-time teaching experience.
• Years of full-time, non-related non-teaching service at the College – This is full-time non-teaching service at Carteret Community College in a staff position for which credit is not given in a category above. This will usually be used for individuals transferring from a staff position to faculty member.
• Total weighted experience – This is a calculated field based on the specified percentages and the years enter above.
• Computed Monthly Salary – Use the approved Faculty Salary Table to determine the appropriate salary based on highest degree attained and total weighted experience.
• Monthly Supplement – This would include any compensation that is added to the calculated salary to cover additional responsibilities above those of instructor (Dean, Chair, etc).
• Length of employment agreement – This line includes the number of months in the primary contract.
• Calculated Annual Salary – This is a calculated amount using the monthly salary from the Faculty Salary Table and any added monthly supplements multiplied by the months of employment.
• Other compensation section reflects base benefits provided by the College in addition to salary.

This form will be prepared by the Human Resources Department, signed by the Director of Human Resources and approved by the appropriate Vice President, the Vice President of Finance & Administration and the President. The original signed form will be kept in the employee’s personnel file.

Placement of Faculty Employees Selected to a Staff Position

Faculty of the College who transfer to a staff position will have their beginning staff pay determined as follows:

• Once the level of the position has been determined, the salary will be computed using the Staff Salary Computation Worksheet.
• The maximum salary for which the transferring faculty member will be eligible for shall be the mid-point of the position level salary range to which they are being assigned. Any pay assignment greater than the midpoint must be approved by the President of the College.

Placement of Staff Employees Selected for a Faculty Position

Staff of the College who transfer to a faculty position will have their beginning faculty rate of pay calculated in accordance with the New Faculty Salary Computation Worksheet.

Exceptions

Exceptions to any policies or procedures contained in this Faculty Salary Plan can occur only at the discretion of and with approval by the President of the College. Such exceptions will occur when the President deems it in the best interests of the College to do so and will be documented appropriately for future reference. Annual compliance with the Plan is contingent on availability of funds.

The current Faculty Salary Table can be found on the HR SharePoint Site.

Substitute Faculty and Pay for Curriculum

Notification of Need for a Substitute

Any instructor needing to be absent from a teaching assignment during the officially scheduled times, or needing to reschedule the time or place of class meetings, must notify the Program Chairperson as soon as he/she becomes aware of the needed change (Program Chairpersons not meeting their own classes must notify their Division Deans). When appropriate, and if schedules allow, permanent faculty may be asked to cover for absent faculty. However, when it is necessary to pay a substitute, the Program Chairpersons or Division Deans must choose a substitute instructor who has credentials and/or industry experience appropriate to the course and write a contract for the hours that person teaches. This contract follows the regular adjunct contract process.

Salary Rate for Substitutes

The rate of pay is determined by the part-time pay scale. (The one exception is that a less qualified individual may be hired to proctor an exam for one class period at a rate of $20 per hour.)

Compensating for Paying a Substitute

If the faculty member being covered by the substitute is an adjunct, then their pay must be docked for the missed time via a “contract change notice” processed through Payroll.

If the faculty member being covered by the substitute is a permanent employee and is using leave (see Leave Policies and Procedures), or is away on College business, then the divisional budget pays for the substitute.

If the faculty member being covered by the substitute is a permanent employee who wants to be away for personal business that is not covered by our leave policies, their pay will be docked for the missed time. The faculty member will indicate the missed time as unpaid on the monthly leave statement.

In no circumstances should the employee pay a substitute directly

Recognition of Advanced Degree Attainment

The College recognizes the value of employees continuing their education, and thereby enhancing job skills. As such, depending on the availability of funds, the College will provide additional compensation for advanced degrees obtained while an employee of the College.

In order for full-time employees to be eligible for additional compensation resulting from the attainment of additional degrees, the following requirements must be met:

1. A Post-Secondary Education Form must be completed, signed by all appropriate parties and be placed in the employees HR Personnel file prior to beginning the degree program.
2. The degree sought must exceed the degree required for the position currently held or meet the educational requirements for future desired position at the College. The College may approve a second degree at the same level if it is determined to be a need of the College.
3. The degree must be related to the employee’s current or possible future work with the College.
4. The institution attended in pursuit of the degree must be accredited by a regional accrediting agency.
5. Approval of the plan of work in no way implies monetary support from the College in pursuit of the education.
6. For payment to occur, the Human Resources Office must receive an official transcript from the degree granting institution. The transcript must indicate the degree as well as the month and year the degree was conferred.
7. Compensation for the degree obtained shall follow the following incremental pay increase and is dependent upon availability of funds:
   1. Associate’s degree – 5% increase over current salary
   2. Bachelor’s degree 6% increase over current salary
   3. Master’s degree--$ - 6% increase over current salary
   4. Doctorate degree - 7% increase over current salary

Payment as outlined above, subject to funds availability will generally take effect the beginning of the next available fiscal year, July 1st

Performance Bonus Procedures

1. Eligibility criteria
   1. Must be a permanent employee of the College, either full or part time.
   2. The President is not eligible for the Performance Bonus. Presidential bonuses are at the discretion of the Board of Trustees.
   3. Must have been hired no later than the first day of class for the bonus year Spring term. This is approximately equal to 6 months of employment towards the performance.
   4. Must still be actively employed by the College in a bonus eligible position as of the date of the bonus payment. For employees on extended leave of absences, whether paid or unpaid, only those on approved FMLA or USERRA qualified military leave are considered actively employed for the purposes of bonus eligibility.
   5. Must not have an active or open “Corrective Action” or “Improvement Plan” on file at the end of the fiscal year for which the bonus is based (July – June).
   6. Must have participated in all of the following campus community requirements during the fiscal year for which the bonus is based (July – June):
      1. Attend or participate in planning for College graduation (alternatively attend or participate in pinning ceremonies or graduations for BLET, Fire Academy, Basic Skills/Adult High School, or Newport Corrections Center).
      2. Attend 3 of 4 employee meetings (Aug/Oct/Jan/Mar). Alternatively, if unable to attend the meeting as scheduled, meet with your direct supervisor within two weeks after the missed meeting for a recap of items covered. It is the employee’s responsibility to schedule the recap meeting with their supervisor. It is the supervisor’s responsibility to inform human resources in writing with the employee’s name, the meeting missed and the date of the recap meeting.
      3. Complete minimum requirements for Personal & Institutional Networking Knowledge (PINK) Days activities; August (3 hours), January (2 hours) and May (6 hours). Employees unavailable to meet the requirements due to unexpected absence can substitute alternate personal or institutional networking knowledge activities, with supervisor and departmental vice president approval. Generally, missing PINK Days as scheduled on the academic calendar should be an exception. PINK Days attendance concerns should be discussed between employee and supervisor as soon as practical, preferably ahead of time. If using an alternate learning activity, the PINK Days Alternative Request Form must be completed, signed and forwarded to Human Resources for tracking. The form can be found on the HR SharePoint Site.
      4. Complete/submit performance evaluation materials on time.
   7. Must have participated in two out of three of the following:
      1. Campus/Community Service: Participate in at least one campus or community service activity (e.g. blood drives (donating or assisting with the event), MLK Day of Service event, Subs & Clubs, Welcome Back signs, campus cleanup). In lieu of a campus event, employees may represent the College as a volunteer at a local nonprofit organization or event. Information must be submitted to human resources via the completed signed Community Volunteer Form. The form can be found on the HR SharePoint Site. It is the responsibility of campus event organizers to provide volunteer lists to HR for tracking.
      2. Foundation Service: Volunteer for at least one Foundation event (e.g. fishing tournament (as a volunteer), golf tournament (as a volunteer), summer dinner series, Celebration on the Sound, Wine Expo). It is the responsibility of event organizers to provide volunteer lists to HR for tacking.
      3. Innovation: Submit an innovative idea for campus improvement or a detailed solution for solving a campus challenge/issue. The idea must be presented to the President’s Cabinet and must be approved by Cabinet members for further review/research for the idea to count for bonus eligibility. For consideration, ideas must be submitted to the President’s Executive Assistant via the Innovative Idea Form. Submissions are due by May 1st each year. The form can be found on the HR SharePoint Site.
2. Calculation based on State Performance-Based Funding Allocation for fiscal year
   1. Nothing in this document guarantees an annual performance bonus. All bonuses are dependent upon funding.
   2. The available pool of the State for the Performance-Based Funding will be divided by the cumulative base salaries of eligible employees whose salaries are paid through State funds.
   3. This percentage is then applied to all eligible employees regardless of salary funding source.
   4. When bonus funding is available, all eligible faculty and staff will receive a $500 bonus or the calculated percentage of their base salary, whichever is greater.
   5. Percentage cap for bonus will be 2.5%.
3. Distribution
   1. . Eligible bonus payments will be made in the employees’ October or November paychecks, if approved.
   2. Employees who are otherwise eligible and who are on approved FMLA or Military leave shall receive the bonus payment by the end of the first full month after returning to work, so long as that return is within the same fiscal year in which the bonus is paid. Employees on approved FMLA or military leave who do not return to work forfeit any bonus payment. Employees on non-FMLA or non-military extended leave at the time of bonus payment are not eligible for a bonus payment.