UUP Professional Request for Promotion or Salary Increase Policy

Policy Statement

SUNY Brockport has established policies and procedures pertaining to the consideration of requests from Professional Staff represented by United University Professions (UUP), or the supervisors of said Professional Staff, for promotion and/or certain salary increases. Definitions of terms, guidelines, and procedures are described herein.

Purpose/Scope

The University supports and will conduct a thorough review for the promotion and/or salary increase for UUP Professional employees who have demonstrated a permanent and significant increase in duties and responsibilities.

Applicability

Decisions relevant to requests described in this document are made based on:

1. criteria for Promotion as listed in the Memorandum of Understanding Between the State University of New York and United University Professions Relating to System of Promotion and Certain Salary Increases for Professional Employees (copies are available in the UUP office), and
2. duties and responsibilities as delineated in the Performance Program of the Professional Staff member.

Definitions

Promotion — An increase in a professional employee’s basic annual salary accompanied by movement to a higher salary level with a change in title, resulting from a permanent significant increase or change in the employee’s duties and responsibilities as a consequence of a permanent increase in the scope and complexity of function of the employee’s position.

Salary Increase — An increase in an employee’s base salary due to a permanent and significant increase in duties and responsibilities as demonstrated by the employee’s performance program.

Permanent — Long-term in duration with no anticipated end date. Assuming additional duties to cover for an employee on leave, sabbatical, or temporary assignment does not constitute a promotion or salary increase under this process.

Significant — Results in a substantive impact on an employee’s daily work life. Not typically a task or responsibility that is done occasionally.

Scope — The range, extent, capacity, or span of an employee’s responsibilities; the scale or reach of an employee’s responsibilities.

Complexity — The difficulty, intricacy, level of involvement, or complicated nature of the duties and responsibilities.

Policy Procedures

Guidelines Pertaining to the System of Promotion and Certain Salary Increases

A promotion may affect the projected permanent appointment date or existing permanent appointment of the employee. Please consult with Human Resources.

The decision to provide a salary increase is within the discretion of the President, and the President’s decision shall be final.

The UUP Professional Request for Promotion and Salary Increase process is not the same as a Discretionary Salary Award/Increase (DSA/DSI). The DSA/DSI process is the collectively negotiated pool of money that can be distributed to members of the UUP bargaining unit as specifically detailed in the UUP Agreement. The DSA/DSI process may take into account an employee’s participation in short-term projects, community service related to the position, level of performance, etc. The Promotion and Salary Increase process does not take these into account unless they are directly tied to a permanent and significant increase in responsibilities.

The UUP Professional Request for Promotion and Salary Increase process is not used to correct inequity. Inequity is pursued directly with the employee’s supervisor. The President considers salary inequity separately from the promotion and salary increase request process.

If an employee attains a new degree or certification and the employee’s job responsibilities do not change, the employee would not qualify for a promotion or salary increase. It could, however, be utilized for a DSA/DSI under certain conditions. If an employee’s job responsibilities change based on the attainment of a degree or certification (e.g., The employee is assigned personnel to supervise, or the employee is now responsible for a new program area), the employee could apply under this process.

There are differences between a salary increase and a promotion. An employee can receive a salary increase for assuming additional responsibilities that do not necessarily require more knowledge, skills, or abilities, but are at a similar level as the employee’s current duties (e.g., an employee has routinely reported activities to New York State and the State has recently made a significant increase in its reporting requirements which directly impacts the requirements of the employee). A promotion is to recognize an addition or change in duties or responsibilities that increase the scope or complexity of the employee’s work and usually requires a higher level of knowledge, skills, and abilities to carry out those responsibilities, which may lead to a change in pay grade and budget title (e.g., An office is responsible for multiple program areas and to comply in a change in regulations, the office has added a substantial program and made the employee responsible for it).

When an employee is given additional responsibilities and also has some responsibilities taken away, a salary increase would not be warranted if duties were ‘exchanged’ and the knowledge, skills, and abilities required to perform the new responsibilities are similar to those required to perform the removed tasks. If the new tasks require a new skill set and have a significant impact on the employee’s daily work life, the employee may be entitled to a salary increase and/or promotion.

If an employee is not seeking a promotion or a salary increase, a request for a campus title change does not have to be made through the UUP Professional Request for Promotion or Salary Increase process. The request should be submitted to the employee’s immediate supervisor, in consultation with Human Resources, and all subsequent supervisory levels to the President by utilizing the Appointment Form with Approval Workflow.

Procedure to Follow for Promotion and Certain Salary Increases:

1. Before applying for a promotion or salary increase, ensure that your Performance Program is current and on file.
2. Either the employee or their supervisor may initiate the UUP Professional Request for Promotion or Salary Increase Application and provide all required documentation through the online form.
3. The employee may be required to assist their supervisor in preparation of the required documentation. The employee/supervisor will complete the application online, consistent with the instructions provided therein. The application will start the review process.
4. Review appropriate title/position standards, if applicable; these are available through the Office of Human Resources (ext. 2126).
5. Each supervisory level is to review the contents of the online submission for accuracy and either agree or disagree. Each level is responsible for forwarding the application to the next level, regardless of response. Each level should follow the instructions listed in the online form for how to forward the application to the next level of supervision and ultimate submission to the appropriate vice president or equivalent.
6. Upon completion of the vice president’s review, the online application must be sent to Human Resources for technical review by April 30 for review period 1, August 31 for review period 2, or December 31 for review period 3. Human Resources will forward their technical review to President’s Cabinet for review and final decision. All employees will be notified of the final decision of their application via a formal letter from their divisional vice president, or equivalent, by June 30 for review period 1, October 31 for review period 2, or February 28 for review period 3.
7. If an application remains at any supervisory level beyond the due date of applications to Human Resources, as stated above, such inaction is considered denial and the employee has the right to appeal their request to the College Review Panel. The UUP Professional Promotion or Salary Increase Appeal form must be submitted within 10 business days of the inaction date.
8. If the application for salary increase and/or promotion has been denied at the level of the vice president, the employee may appeal the decision to the College Review Panel. The Appeal form must be submitted within 10 business days of the denial notification.
9. If the College Review Panel determines:                                                                     a.) the promotion is not warranted, the Panel will notify the employee using the UUP Professional Promotion or Salary Increase Appeal Form and provide a copy of the notification to Human Resources. Further appeal of the College Review Panel is not permitted. If the Panel determines the promotion is warranted, it will forward its recommendation to the President and copy the employee and Human Resources. The President will render a decision within 90 calendar days. If a decision is not rendered within 90 calendar days by the President, it will be deemed to be denied for the purposes of the employee’s right to file with the University Review Board in accordance with appropriate provisions contained in the Memorandum of Understanding relating to Systems of Evaluation and Promotion for Professional Employees.                                                                                                                  b.) the salary increase is not warranted, the Panel will notify the employee and copy the supervisor, the President, and Human Resources using the UUP Professional Promotion or Salary Increase Appeal Form. Further appeal of the College Review Panel is not permitted. If the Panel determines the salary increase is warranted, it will forward its recommendation to the President and copy the employee and Human Resources using the UUP Professional Promotion or Salary Increase Appeal Form. The decision to provide a salary increase is within the President’s discretion, and the President’s decision is final.
10. Requests for Promotion (change in title and salary level) that are disapproved may not be resubmitted for a period of 18 months, or until the employee’s performance program has been changed, whichever is sooner.
11. Requests for Salary Increase, approved or disapproved, may not be resubmitted for a period of 12 months, or until the employee’s performance program has changed, whichever is sooner.
12. Salary increases will be effective the first day of the pay period following presidential approval.

Links to Related Procedures and Information

Appointment Form with Approval Workflow.

UUP Professional Promotion or Salary Increase Appeal

UUP Professional Request for Promotion or Salary Increase Application

Reference:
UUP Contract Appendix A-28: Memorandum of Understanding between the State University of New York and United University Professions Relating to a System of Promotion and Certain Salary Increases for Professional Employees.

Contact Information

Office of Human Resources

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2023-09-21