Nonexempt titles and job specifications are maintained and approved by the University System of Maryland (USM)
- Nonexempt job specifications represent the general level of work for a title. A clearer “functional” position description form must be developed to more accurately represent the specific roles and responsibilities. The minimum requirements/qualifications of the USM Nonexempt job specifications must be maintained. Once a title is chosen, the minimum qualifications that are assigned to this title will automatically populate in eTerp. A PDF must also include funding information, a position summary, and a description of the primary duties and responsibilities of the position along with approvals of the appropriate authorities.
- An authorized requestor will submit a final PDF via the eTerp system, in order to route it through the appropriate approval levels. The eTerp system is maintained by University Human Resources.
- A comprehensive overview of the eTerp system is available here.
A “new hire” is the result of a search and selection process, regardless of whether the individual comes from within or outside of the University of Maryland, College Park.
- Appointment to a Nonexempt position is made at least at the minimum of the established salary range;
- Appointment to a Nonexempt position may be made within the delegated hiring official range, to appoint new Nonexempt employees within the first 20% of the established range for the position.
- Once a search is completed and approved, and prior to extending an offer, the hiring official will submit a Hiring Proposal in eTerp. The Hiring Proposal should include the basis for selection, a statement that references have been checked, and a proposed hiring salary and start date. The eTerp system is maintained by the University Human Resources Office.
- Requesting a “search waiver” is an exception and, if approved, is subject to specific salary guidelines. Contact the office of Compensation and Classification in UHR for more information.
New Hire Nonexempt Probationary Period
- An original probationary period is a trial period of work following original appointment to a Nonexempt job class at each USM institution.
- The probationary period for newly-hired Nonexempt employees is six (6) months. Upon successful completion of the original probationary period, the Nonexempt regular employee will be granted an additional 2.5% increase to the base salary. The salary increase is effective at the beginning of the pay period following successful completion of the probationary period).
- Exceptions include USM Police Officers, whose original and status change probationary periods are one year following completion of mandated training approved by the Maryland Police and Correctional Training Commission.
- Upon request by the appropriate administrator, an original probationary period may be extended by an additional six (6) months.
Internal Promotions, Lateral Transfers, and Demotions
A candidate who is currently a Regular or Contingent II employee at the University of Maryland, College Park is considered an internal candidate.
- Upon competitive promotional transfer to a job class in a higher pay range, the salary for a Nonexempt employee will increase by an amount equal to 6% of the employee’s current base salary. In the case where a 6% adjustment does not move the employee to the minimum of the new pay range, the employee will be moved to the minimum of the new Nonexempt range, resulting in a salary increase that will be greater than 6%.
- When an employee is promoted two or more pay ranges, the employee will receive a 12 % or the minimum of the new range.
- Upon successful completion of the promotional transfer probationary period, the Nonexempt regular employee shall be granted an additional 2.5% increase to their base pay.
- In the case of a lateral transfer to a job class in same range, the salary for a Nonexempt employee will remain the same
- The employee’s salary cannot exceed the maximum of the salary range.
- Employees will serve a three (3) month probationary period in the new position. Employees are not be eligible to receive a salary increase based on the completion of that subsequent probationary period.
- Once a search, to fill a vacancy, is completed and approved by the appropriate authorities, including the Equity office, and prior to extending an offer an authorized requestor will submit a hiring proposal via eTerp system, in order to route it through the appropriate approval levels. The hiring proposal should include the basis for selection, a statement that references have been checked, and a proposed hiring salary and start date. The eTerp system is maintained by University Human Resources.
- A search waiver is an exception to the regular search and selection process and, if approved, is subject to specific salary guidelines. Contact the appropriate Equity Officer or the office of Compensation and Classification for more information.
This policy establishes the guidelines by which the salary for a position in a job class is determined when the position is to be held by an individual eligible for reinstatement to USM service. This policy applies to reinstatements to all Nonexempt maintenance, office, service, and technical staff.
Salary upon Reinstatement
The institution’s Chief Executive or designee has the flexibility to authorize the salary for a position to be occupied by an individual eligible for reinstatement in keeping with the following provisions:
- Reinstatement to the same job class
- Upon reinstatement to a position within the same job class, the individual’s salary will not be less than the salary the individual held at the time of the most recent separation from USM service.
- Reinstatement to a job class with a higher maximum salary
- Upon reinstatement to a position in a job class with that has a higher maximum salary than the job class at the time of the individual’s most recent separation, the individual’s salary will not be less than the salary the individual held at the time of most recent separation from USM service, and no less than the minimum salary for the job class.
- Reinstatement to a job class with a lower maximum salary
- Upon reinstatement to a position in a job class that has a lower maximum salary than the job class at the time of the individual’s most recent separation, the individual’s salary will not be more than the salary received at the time of separation. The Chief Executive Officer or designee determines the individual’s salary within the range.
Reclassification (Reclass) actions are based on significant and substantial changes in the position’s primary duties and responsibilities or when organizational structures have changed. The changes have to have evolved and/or were unforeseen at the time of hire and are crucial to the mission and/or organizational effectiveness of the USM institution, or as a result of changes in a job evaluation program. A position may or may not have an incumbent at the time of a reclass.
- A reclass is an action that occurs when the job class to which a position is assigned is changed by raising it to a higher class, reducing it to a lower class, changing it to another class at the same level/ within the same pay range/band and with a different title.
- It is the responsibility of the authorized requestor, such as a supervisor or hiring official, to submit a request for review and evaluation of the job duties of the position.
- >Every employee has the right to ask for a review of their duties. A request for a job reclassification review may be initiated by the incumbent, with an updated position description, subject to the approval of the supervisor.
- An authorized requestor, such as a supervisor or hiring official, will update an existing position description form which describes how an individual position has changed. The following areas should be addressed: the title of the position, the purpose of the position, the synopsis of the duties and responsibilities, and the minimum requirements/qualifications of the position.
- An authorized requestor will submit a reclassification request by modifying an existing position description form in the eTerp system.
- The office of Compensation and Classification reviews and evaluates reclass requests. A compensation representative may request additional information, depending on the individual clarity, characteristics, and circumstances of the reclassification request. Once the evaluation has been completed, the position is approved in eTerp by the office Compensation and Classification.
- Job reclass decisions may be effective retroactive to the date the request for review was received in the office of Compensation and Classification.
- In the case of a promotional reclassification to a job class in a higher range, the salary for a Nonexempt employee is typically set at an increase of 6% of the incumbent’s current base salary. In the case where a 6% increase does not move the incumbent to the minimum of the new higher pay range, the employee will be moved to the minimum of the new range. If an employee is promoted two or more pay ranges the employee will receive a 12% increase to the minimum of range.
- In the case of a lateral reclassification which is a move to a job class in same range, the salary for a Nonexempt employee will remain the same, and will not exceed the maximum of the salary range.
Reclass and Probation
- A regular employee who has served an original probationary period and whose position is reclassed will not serve a new probationary period.
- If the employee has not completed an original probationary period, and the position is reclassed, the employee will serve the remainder of the probation in the new job class and eligible for the 2.5% base pay increase.
- An overview of the eTerp system is available here.
Last updated: October 4, 2016