The University of Western Australia

University Policy on: Salary Progression

Purpose of the policy and summary of issues it addresses:

This policy defines the nature and purpose of the Salary Progression Scheme. It details the eligibility criteria, as well as the application and approval process.

Definitions:

"Additional duties" for the purpose of this policy means duties undertaken by an employee in addition to their substantive position, the nature and amount of which do not warrant reclassification of their substantive position. Such duties are specific to an employee and are not considered to be a continuing aspect of the position.

"Committee" means the Salary Progression Committee.

"Employee" for the purpose of this policy means person employed by the University who has an ongoing or fixed term contract under the terms of the Professional & General Staff Agreement (as amended or replaced from time to time).

"Outstanding Performance" for the purpose of this policy means excellent or outstanding performance, as identified through the PDA process.

"Fixed term appointment" means an appointment that has a specified term of employment.

"Ongoing appointment" means an appointment that has an indefinite period of employment.

"PDA" means the Performance Development and Appraisal process.

"Penultimate Point" means the pay point immediately preceding the highest point in a salary scale, and does not include the Salary Protection Point.

"Supervisor" means the University delegate who is responsible for the day-to-day supervision of the employee.

"The University" means The University of Western Australia.

Policy statement

To recognise and reward outstanding performance of individual professional and general staff members, the University has developed a Salary Progression Scheme to allow employees access to the next salary level above their substantive classification level.

Applications for salary progression are based on outstanding performance or ongoing additional duties. A Higher Duties Allowance or Additional Responsibilities Allowance may be more appropriate, where an employee is undertaking additional duties, which does not warrant a reclassification of the position.

Salary progression should not be viewed as a system for rewarding long service, or for those who work long hours. The latter can be dealt with by overtime, time off in lieu or a commuted overtime allowance.

1 Eligibility

1.1 For an employee to apply for, and continue to receive, an allowance under the Salary Progression Scheme they must meet the following criteria:

• hold a fixed term or ongoing appointment (including part-time and job share employees, but not including casual appointments);
• hold an appointment at level 2 to level 9;
• have been at the top of the salary range of their substantive level for a minimum of 12 months;
• have completed a Performance Development and Appraisal (PDA) within three months of applying;
• for outstanding performance applications: a PDA which demonstrates a rating of outstanding in at least two performance categories, including one outstanding rating in either 'Delivers job requirements per Position Description' or 'Personal Effectiveness', and with no areas requiring improvement or failing to meet expectations;
• for ongoing additional duties applications: a PDA which demonstrates an overall rating of Exceeds University's high expectations which includes one outstanding rating in either 'Delivers job requirements per Position Description' or 'Personal Effectiveness' and with no areas requiring improvement or failing to meet expectations;
• not be subject to unsatisfactory performance/behaviour procedures.

1.2 In cases where employees are already in receipt of a salary progression allowance and become subject to formal unsatisfactory performance/behaviour procedures, the allowance will cease the first complete pay period, immediately following the date a decision is formally communicated in writing.

1.3 Job share applicants will be considered on individual merit, not with their job share partner.

1.4 Employees holding an externally funded appointment, including but not limited to; the National Health and Medical Research Council (NH&MRC) or the Australian Research Council (ARC), are not eligible to apply.

2 Payment of Salary Progression

2.1 Access to salary progression is by way of a temporary, renewable allowance. This allowance:

• will be for a period of one year in the first instance;
• will attract superannuation in accordance with the the Superannuation Guarantee Contribution (SGC) rate;
• will continue to be paid during periods of paid leave;
• will be paid to the first point of the next salary level;
• will be reviewed annually and may be increased to the next point of the salary range, continued or removed;
• pending review, will be paid to a maximum of the penultimate point of the salary level; and
• upon reaching the penultimate point the allowance will be reviewed every two years.

2.2 Where an employee whose salary progression is approved and transfers or is seconded to another position at the same level, the Salary Progression Allowance will cease accordingly:

• for outstanding performance - after 6 months of being transferred or seconded.
• for ongoing additional duties - from the commencement of the transfer or secondment.

3 Application Process

3.1 All applications for salary progression must relate to the employee's current role.

3.2 The Salary Progression Application form must be completed and submitted through the supervisor and the Head of School or equivalent. Supervisors are required to make detailed and relevant comments. The Head of School or equivalent will be required to make a comment on the application. These comments must be sighted by and may be responded to, by the applicant. The Head of School or equivalent may request a separate report from the applicant's supervisor. The employee has the right to respond to any separate report.

3.3 Applications must be forwarded to the Director, Human Resources via the Dean / Director of the appropriate Faculty / Business Unit.

3.4 All applications must include the following:

• current position description;
• a statement addressing the basis of the application; (i.e. outstanding performance or additional duties).
• Evidence of outstanding performance should be provided and must be within two years of the application. Specific examples of the nature of additional duties should be included;
• current PDA "Section 2 - Assessment Against Indicators" as detailed in clause 1.1.

3.4.1 Where the application for salary progression is based on ongoing additional duties the following criteria must be met:

• must be demonstrated and confirmed by the Head of School or equivalent;
• must be ongoing in nature;
• must be reviewed by the Classifications Review Committee to confirm that the duties are higher than the current classification, but are not significant enough to warrant a reclassification of the position.

3.5 Applicants can include the following to support their application:

• references received from supervisors;
• letters of commendation;
• examples of efficient handling of work, throughput of work and flexibility in the performance of duties;
• University service; (e.g. service on committees and/or examples of work outside the normal job requirements).

4 Approval Procedure

4.1 All eligible applications will be considered by the Committee which will typically meet every four months, or more frequently if determined by the Director, Human Resources.

4.2 The Committee will make recommendations for approval or removal of a Salary Progression Allowance, on the complete application submitted. The Committee may request further information as necessary.

4.3 Employees will be notified in writing of the result of their application.

4.4 Successful applications will be effective from the next complete pay period following the date of receipt of the completed application by the Director, Human Resources.

5 Review of Salary Progression Allowances

5.1 The Head of School or equivalent is responsible for reviewing the status of Salary Progression Allowances annually as part of the PDA process.

5.2 Prior to the annual review date and following a PDA to recommend progression to the next salary point, the Head of School or equivalent will be requested to confirm:

• the continuance of outstanding performance; or
• the ongoing additional duties, upon which the original application was based, are still accurate and ongoing.

5.3 Upon reaching the penultimate point, recommendation for continuation of the allowance will be reviewed every two years.

5.4 Where an allowance is recommended to cease, the Head of School or equivalent must submit a copy of the current PDA, demonstrating performance is no longer outstanding in the appropriate categories or additional duties are no longer ongoing. In such circumstances:

• the Head of School or equivalent must inform the employee;
• the employee has the right to submit relevant documentation to assist the Committee in its deliberations; and
• the Committee will make the final recommendation as to whether the allowance is to increase, continue or cease.

6 Salary Progression Committee

6.1 Responsibility of the Salary Progression (Committee)

6.1.1 The Committee will assess all applications for salary progression. Membership of the Committee is as follows:

• Director, Human Resources (Chair)
• Personal Assistant to Director, Human Resources (Executive Officer)
• Vice-Chancellor's nominee - Academic Staff Member
• Two Professional Staff Members
• Union Representative
• Inclusion & Diversity

6.2 Terms of Reference

6.2.1 (1) To consider applications for salary progression based on the documentation submitted and on additional information sought by the Committee as required.

6.2.2 (2) To make recommendations to the Senior Deputy Vice-Chancellor and Registrar. Any cases referred back to the Committee may be for the purpose of seeking further information or clarification.

6.3 Dispute Resolution Process

6.3.1 As a general rule, decisions will be made based on the documentation provided to the Committee.

6.3.2 It is open to the Committee to determine its own process ensuring natural justice to the applicant and others.

6.3.3 Where insufficient detail is provided the Committee may obtain further information. In such cases, the Committee may decide to hold the case over to the next meeting.

6.3.4 In exceptional circumstances, the Committee may agree to meet with the applicant and supervisor. In such circumstances the general process will be as follows:

• The applicant has the right to bring a support person but that person is not to act as an advocate.
• All parties should attend the Committee meeting and be invited to hear each other's information.
• The applicant should speak briefly to their case. The supervisor and/or Committee members may ask questions.
• The supervisor may then address the Committee following which the applicant and/or Committee may ask questions.
• The applicant may then address the Committee but only on issues raised by the supervisor which have not yet been addressed.
• The Committee reserves the right, to ask either or both parties to leave the meeting to discuss issues to make a decision.

Related forms:

Salary Progression Application form