BAC Documents/Forms

Process Outlines:


Position Budgets (Vacant) & Salary Differences:

The VPSS will be tracking positions in the Division of Student Success (DSS) to identify vacancy savings and salary difference (hired at a lower rate than the incumbent). Below are the descriptions for both processes.

 

Salary Difference:

After the vacant position has been filled and a salary difference over $1,000 has been identified, the difference will be transferred to the DSS central fund. 

Directors have the option to request up to 50% of the central funding by submitting a proposal to the BAC. The proposal should be a one page description of the planned usage of the funds; which may include but is not limited to shared services, collaborative efforts in the Division, internal programs, or salary adjustments (any increased salary should include a plan for the increased contribution to the benefits pool for non-health benefits). If the request includes a new program or project, the director will need to include the description of the program/project, assessment plan, and exit strategy should the program/project fail to meet expectations. 

The remaining DSS central funds will be used to create a pool to address salary adjustment needs in the Division. The VPSS office will send an email advising directors that funding is available for request. The same process described above will be used for these requests.

A director may request more than 50% of the salary difference however, the request will be reviewed closely and critically and our assumption is the funding will be returned only on the basis of demonstrably extraordinary need.

 

Vacancy Savings

The VPSS office will be tracking vacancy savings for positions that are vacant for more than three months. Once a position is vacant for three months, the VPSS office will notify the unit that the position is being tracked, the vacancy savings have been earmarked, and will be made available for Division use. The unit has priority to request that funding back for temporary employees, search costs, or other unit needs. The request does not need to be a formal justification and may be handled via email or by phone. The VPSS office will note the unit priority request in the vacancy tracking spreadsheet. 

All DSS units may request OTO funding by using the process below, if funding is available, the BAC will review the request.

OTO Request Review:

The committee will be looking for the specific items... such as alignment with the MSU Strategic Plan, Division priorities, unit specific items, and Service Excellence.  If a group is allocated funds, they will be asked to report at Steering with a summary at the end of the fiscal year (June - July).

Process:

  1. Submit the oto request form.
  2. Upload pertinent documentation... please keep this to a minimum (ie additional supporting documentation)
  3. The BAC will review requests, the first of each month.

Review Criteria (2019):

  1. Does the request align with MSU's strategic plan or our institutional priority of serving students?
  2. Is the request serve a critical institutional support (operational) need?
  3. Are there measurable outcomes?
  4. Did the requestor make an attempt to collaborate with other Division units or an external partner?
  5. If the request includes personnel, is it temporary or permanent?
    • If permanent, what base funding is identified for salary/benefits?


Salary Adjustments/Post Retirement Review

Salary Adjustments
In order to address concerns by OCHE, HR has created a new process for Salary Adjustments (SAF). If your department would like to submit a salary adjustment, please submit the initial SAF to the BAC. The BAC will review and make necessary recommendations to the VPSS. We will be following all guidelines and guidance from HR on all SAFs; HR will work with departments to do the leg work on all SAFs.

Salary adjustments are appropriate when the changes to an employee’s duties fit this category:

  • The new duties exist outside the current scope and/or are at a higher level of responsibility.
  • The duties are permanent to this position and these duties will not be included in the position description for the next employee.

The documentation for the BAC should include the justification for the salary increase and the funding strategy for the salary increase and the non-health benefits contribution to the benefits pool.

Post Retirements Contracts (PRC)

Post retirements are looked at very critically by OCHE, we will be following all guidelines and guidance from HR on these contracts. At this time, PRC will be a FYI for BAC.
Please contact Jen Joyce before you begin the process of a post-retirement.