In-Range Progression Guidelines for Represented Staff

General Eligibility:

  1. Normally, employee must have completed one year of service in the position.
  2. Employee must have current performance evaluation on file at an overall satisfactory or above level.
  3. Normally, an employee is eligible for an in-range progression only once in a given fiscal year.
  4. There have been no prior base salary adjustments based on the same functions or factors.

Process:

In-range progressions that are requested by employees, supervisors or managers, should be forwarded to the program center manager to assess if an in-range progression is warranted and funding available.  Program center managers (with the approval of their Vice President) may authorize requests for in-range progressions up to 4% based on performance only, without HR approval, for staff whose collective bargaining unit agreements allow for in-range progression with performance as a criterion (Units 2, 5, 7, 9, Unit 4, and Unit 8).

  1. If it is determined by the Program Center Manager that pursuit of an in-range progression is valid and warranted, the "Request for In-Range Progression" form is prepared, with attached justification illustrating the particular factors leading to the request.  (The "Request for In-Range Progression" form is available on the HR Forms webpage under Classification & Compensation.)  If additional duties have been added to the incumbent’s position, a new position description should be attached. (Program Managers should pay particular attention to the internal equity of departmental salaries) NOTE: If the in-range progression request is based on performance only, the "Request for Performance-Based In-Range Progression" form should be prepared and submitted with the appropriate justification based on campus criteria for performance. The "Request for Performance-Based In-Range Progression" form is also available on the HR Forms webpage under Classification & Compensation.
  2. The appropirate in-range progression request form with justification should then be forwarded to the appropriate Vice President for review and approval.
  3. For performance-based in-range progressions up to 4%, the Vice President will submit the requests to the Vice President for Human Resources for processing, logging, and retention.  For performance-based in-range progression requests above 4% and all other in-range progression requests, the Vice President will forward the requests to the Vice President for Human Resources; the Human Resources Compensation Committee will then analyze the requests, using the criteria described in Attachment A, to determine if an in-range progression is warranted.  If approved, HR will then determine the appropriate percentage.  The final decision will be communicated in writing to the appropriate Vice President and/or Dean or Director.
  4. If an in-range progression salary increase is approved, a Personnel Transaction Form (PTF) must be submitted to Human Resources to initiate the personnel action.  The salary increase for CSUEU bargaining unit employees shall be at least three percent (3%), as stipulated by article 20.40 of the CSUEU MOU.  The normal range of increase granted is typically between 3% and 5%.
  5. Where an employee has been notified in writing that the employee’s in-range progression was denied solely due to a lack of funds, upon the employee’s request, the employee’s in-range progression application shall be re-evaluated in the following fiscal year (July-June). NOTE: The employee’s request for re-evaluation must include a new “Request for In-Range Progression” form with all signatures, plus a copy of the denial letter and the original justification submitted with the prior year’s request.  This request should be submitted to HR within the fiscal year (July-June) following the original decision.

Normally, in-range progressions will be effective the first day of the pay period following the date of receipt of all required paperwork by the Office of Human Resources.  For employee-requested re-evaluations, the effective date will be the first day of the pay period following the date of receipt of all required re-evaluation paperwork by the Office of Human Resources.

Reviews of requests for in-range progressions shall be completed within ninety (90) days of the date the request is received in HR.

In-Range Progressions Are Funded By the Initiating Department.

An in-range progression should not be promised to the employee prior to final approval by the Office of Human Resources.

In-range progressions are normally not to be used in-lieu of a reclassification or in-classification progression that has been denied or to request additional compensation above the normal 5% salary increase granted for these actions.

NOTE:  Managers who wish to request reconsideration of any salary adjustment decision may do so by memorandum to the Vice President for Human Resources within five (5) working days of notification of original decision.

DEFINITIONS & CRITERIA

Bargaining Units

Availability and criteria for in-range progression varies depending upon bargaining unit.  Any future Memorandum of Understanding (MOU) provisions that come into effect will take precedent over these published guidelines.

CSUEU, Units 2, 5, 7 and 9:
An increase within a salary range for a single classification or within a sub-range of a classification with skill levels.  An in-range progression may be based upon the assigned application of enhanced skill or skills, equity, retention, performance, recognition of new lead work or new project coordination functions given to an employee on an on-going basis by an appropriate administrator where the classification standard/series do not specifically list lead work as a typical duty or responsibility, and/or other salary related criteria determined to be of value to the University by the President, the President’s designee or appropriate administrator, such as employee performance.

APC, Unit 4:
An increase in an employee’s pay rate within a salary range of a classification due to increased responsibilities and skills of the employee, in recognition of extraordinary performance, or for market or pay equity reasons.

SETC, Unit 6:
In-range progression is defined as an increase within a salary range that is not given for merit.

Campus Criteria

One or more of the following must apply:

  • Additional Duties:  A permanent and significant addition of duties/responsibilities, performed at a satisfactory or above level, but not to the extent that a new classification is warranted.
  • Additional Applied Skills and Abilities:  Recognition of growth in skills or the development of new, on-going skills and abilities required by the position as determined by management and regularly applied by the incumbent.  These skills and abilities shall still be consistent with the requirements of the classification and/or applicable skill level.
  • Equity:  Internal departmental or campus salary equity issue.
  • Increased Workload:  Significant, on-going increase in workload.
  • Lead work/Project Coordination:  Recognition of new lead work or new project coordination functions given to an employee on an on-going basis by an appropriate administrator where the classification standard/series do not specifically list lead work as a typical duty or responsibility.
  • Other:  Other salary related criteria determined to be of value to the University by the President or the President’s designee.
  • Out-of-Classification Work:  On-going, out-of-classification work, as determined by Human Resources, which does not warrant reclassification.
  • Performance:  Sustained overall performance at the maximum performance evaluation rating as defined in the applicable collective bargaining agreement.  It is necessary that this be documented through the annual performance evaluation process as reflected in the employee’s personnel file by recent performance evaluations at that level.  Additional justification must include information about how the employee has consistently exceeded established performance goals of the department or program center and made significant ongoing contributions to the department, college and/or university.
  • Prior Experience:  Experience or skills relevant to current position that were not considered adequately upon initial hire.
  • Retention:  Retention of a valuable employee due to salary offer outside of Sacramento State (does not apply to on-campus moves).

Additional Considerations:

  • Comparisons and contrasts should be made to other program center positions to ensure that increases are applied equitably.
  • The percentage of time spent on higher level skills or responsibilities should be significant and on-going, not on an isolated or infrequent basis.
  • New duties or skills that replace others at the same level do not necessarily equate to growth in position responsibilities or skill sets.
  • Other compensation mechanisms may be more appropriate depending on circumstances.  (See “Bonus Guidelines for Represented Staff”)
  • The in-range progression should not be promised to the employee prior to final approval by the Office of Human Resources.

Rev. 05/2012