Determination of Salaries (Under Revision)

Approved Executive Committee of the Board of Governors 67.23



1. To attract and retain competent employees, the University strives to grant salaries that are competitive and fair, and in accordance with current University salary policies, including the ability to pay.


2. In accordance with the above principle, the University has established the following objectives:

  • a) To ensure that salaries are determined in accordance with the following criteria:
    • the level of the position and its normal requirements;
    • the external market;
    • the experience and training of the incumbent;
    • the internal equity of salaries.
  • b) To ensure that the systems and controls which are designed to standardize salaries are applied to:
    • promotions, demotions, transfers, hirings;
    • reclassifications and declassifications;
    • temporary appointments with acting pay.
  • c) To ensure that salaries are established and maintained in compliance with the employment and non-discrimination standards stipulated in the Employment Standards Act, the Ontario Human Rights Code and an Act to provide for pay equity (Bill 154).


3. The powers delegated by the Board of Governors to the Administrative Committee and to the faculties and services, jointly with the Director of Human Resources Service, are specified in Policy 2a.


4. Faculty and service administrators must at all times strive for salary equity among their employees. Human Resources Service must support these efforts, making sure that the remuneration policies for support staff are applied fairly throughout the campus.


5. When hiring a new employee at the University, the administrators of a faculty or service, along with Human Resources Service, determine the employee's salary, taking into account the position's classification and requirements as well as the employee's qualifications.


6. When an employee is promoted to a position with a higher standard, his or her salary will be increased by half the percentage difference between the two standards or by the necessary amount to bring his or her salary up to the minimum of the new position, whichever is higher.

7. In cases where the current salary of the employee is above the standard salary of the posted position, the salary increase, if any, will be determined by mutual agreement between the dean or director concerned and the Director of Human Resources Service.


8. Employees transferred to a position with the same Hay score, will not receive a salary adjustment.


9. Employees who are assigned to a lower rated position will receive one of the following two salary adjustments subject to the approval of Human Resources Service:

  • a) If a demotion stems from disciplinary measures, unsatisfactory performance or other similar reasons or if the demotion is voluntary, including situations where an employee with employment priority chooses to apply for a lower rated job, the salary will be reduced by half the difference in percentage between the standards of the two positions or more, in order to bring the salary into the lower salary scale.
  • b) If a demotion stems from a declassification, reorganization or other similar reasons the salary remains unchanged but the employee's salary progression follows that of the new level. However if the employee's salary is above the new position's maximum, the salary is frozen (red circle) until the new salary scale progresses sufficiently to incorporate it.


10. The reclassification of a position is governed by the operational needs of the faculty or service where the position is located. However, if the incumbent of a position to be reclassified is not qualified to assume the higher level responsibilities, the case must be reviewed and analyzed with Human Resources Service before the position can be modified and then submitted to the evaluation committee.

11. The terms and principles governing promotions, transfers and demotions are completely applicable to reclassifications and declassifications.


12. When a faculty or service asks an employee to assume higher level responsibilities for twenty working days or more, the employee will become entitle to a supplementary remuneration, regardless of the reason for the appointment. This remuneration, called acting pay, is to be paid retroactively from the first day the employee is so appointed and will last as long as the employee assumes the new responsibilities.

13. For the Operational and Protection employees, the acting pay is applicable to any assignment of more than two days' duration.

14. To establish the appropriate percentage increase, the unit concerned, in cooperation with the Staffing Division, must decide which "level" best applies to the increase in responsibility. The resulting adjustment is applied as in the case of a promotion.

15. Should the higher level responsibilities be shared amongst several employees, the increase shall take into account the complexity of the duties assigned to each employee. The acting pay will then be allocated proportionally to the delegation of tasks amongst the employees.

16. Employees temporarily assuming a position with 381 points and more do not receive overtime pay; the amount of acting pay should, therefore, take this into account.

17. To ensure that internal salary equity is maintained, the proposed acting pay is subject to the approval of Human Resources Service.


18. Salaries for temporary personnel are established according to the same principles as those governing regular support staff salaries. However, because temporary employees are not pursuing a career within the University, unlike regular employees, they are not eligible to receive a progress through the ranks' increase.

Temporary employees may nonetheless be granted an economic increase, should the faculty or service so recommend. Remuneration for temporary staff is usually based on actual hours of work (winter or summer hours) and not on the yearly average number of hours.


19. The Director of Human Resources Service is responsible for the interpretation of this policy. The application of this policy is the joint responsibility of faculty and service administrators and the Director of Human Resources Service.


20. The present policy applies to employees and/or situations not covered by provisions of a collective agreement.


21. No exception may be made to this policy without the written consent of the Vice-rector, Resources and Planning.

Revised August 16, 1988

(Human Resources Service)