The Johns Hopkins University and the Krieger School of Arts and Sciences are committed to attracting and retaining highly qualified staff members. KSAS Human Resources works with the Office of Compensation to promote fair, equitable, and competitive staff compensation policies, programs, and practices that are supportive and responsive to the needs of the School’s faculty, management and staff. Together they aim to provide management with the tools it needs to support the university’s missions in the areas of research and education.
KSAS HR partners continuously with University Compensation to evaluate individual job requirements and benchmark them with others in and out of the University.
Salaries and salary ranges are based on an evaluation of the complexity of skills required to do a particular job. The first step in skill evaluation is the development of a job description (see section entitled, “Job Descriptions“). Under JHU’s job classification system is a role and contribution based system that assigns each job a role, level, and market-based salary range. Positions are evaluated based on their role and contribution to the organization, and salary ranges are market driven. See http://hrnt.jhu.edu/pay/job_system.cfm
Generally, staff new to the University is hired at a salary between the minimum of the assigned range and the market reference point of the specific pay range of that position. It is assumed that experience in the job is necessary before an individual can be “fully functioning” in their position. Midpoint salaries are close in proximity to the “market” salary for someone who is proficient and fully functioning in a job. Usually, it takes at least 2-3 years of doing the same job to become proficient at it. When determining a starting salary, the KSAS Human Resources Office will consider the applicant’s prior experience and/or education directly related to the position and compare to incumbents in a similar position to ensure internal equity.
Salary Reviews and Salary Review Dates:
JHU believes that staff should receive ongoing feedback about their work and that they should be compensated according to their performance. New employees should be evaluated before the completion of their 120-day Introductory Employment Period. (a sample Introductory Period Review Form is shown below). Thereafter, each staff member should receive periodic performance evaluations by his/her supervisor and an annual, formal review at least once a year.
The evaluation should be an objective and accurate documentation of the individual’s job performance over the entire preceding year. The Word Document: KSAS Performance Evaluation Form is initiated by the staff member and completed by the supervisor; a face-to-face meeting should be held to discuss the evaluation and to set mutual goals for the upcoming year.
Once the performance evaluation is completed, the supervisor recommends an appropriate merit increase that is reflective of performance and current budget constraints. Guidelines for merit increases for KSAS staff are posted on KASPER each spring for the upcoming fiscal year and are based on University Guidelines distributed by Heidi Conway, Vice President of Human Resources, and adapted to reflect KSAS budgetary restrictions for the upcoming fiscal year.
The Salary Review Date for merit increases is the annual anniversary date of the date hired or promoted into the most recent position.
KSAS Salary Increases/Performance Appraisals
The Chair, department administrator, or supervisor will complete a Performance Appraisal for each staff member in the department. Based on overall performance, the department will recommend an appropriate salary increase. Merit increases which fall within KSAS’ Salary Guidelines can be submitted directly to KSAS HR Payroll upon receipt [by KSAS HR] of the completed Performance Appraisal. Requests for increases above the guidelines will be reviewed on a case-by-case basis and should be forwarded to the HR Manager with backup substantiating the reason for the request for an additional amount, and wherever possible, equity comparisons within the same department .
The KSAS Performance Appraisal process is initiated by the individual staff member being evaluated. For those staff members who are delinquent in completing their portion of the Performance Appraisal Form, a reminder should be sent by the Department Administrator to the staff member in writing. If the Appraisal is still not received within a reasonable timeframe (6 weeks), the supervisor should initiate the Performance Review process WITHOUT input from the staff member, and the Appraisal itself should indicate that the staff member did not follow the KSAS review process. If the delinquency is attributable to the staff member, retroactive increases will not be made beyond 6 weeks past the SRD, unless there are extenuating circumstances. If the delinquency is on the part of the supervisor and the administrator has made a good faith effort to encourage the supervisor to complete the review, the matter should be referred to the KSAS Dean’s office.
Possible Increases and/or Salary Adjustments:
In addition to performance based, or merit, increases given on the SRD (Salary Review Date), salary increases may be given for the following situations. Please see HR Policy on Salary Administration Program for additional information.http://hrnt.jhu.edu/pol-man/section/section5.cfm#E
Below the Minimum Increase : at any time an individual’s salary falls below the minimum of the pay range (usually July 1 of the new fiscal year), an increase must be given to bring the salary to the minimum.
Developmental Increase: A department may grant a developmental increase to a staff member who demonstrates increased skill and proficiency, and growing competency and job maturity while in the current job. An established developmental growth plan with defined milestones must be approved by the KSAS HR Manager and the Office of Compensation before a developmental plan and/or increase may be implemented.
Promotion Increase: There are two types of promotion increases that a staff member may receive – Market-based Promotion and Contribution Level Promotion.
Market-based increases are given when a staff member moves to a job that has been classified at a higher salary range.
Contribution Level increases are given when a staff member moves to a job that has been classified at a higher contribution level and a higher salary range.
In consultation with the KSAS HR Manager, the amount of the salary increase will be determined based a pro-rated merit increase plus 5% of the market reference point or salary range midpoint for the job, added to the staff member’s current salary. Qualifications and relevant work experiences, and other factors such as internal equity and departmental salary budget will also be considered . The increase will be at least the minimum of the new salary range, with an effective date equivalent to the date the request for promotion and new job description were received by KSAS HR . A staff member who is promoted will be subject to the 90-day introductory period for the new job.
In Range Adjustment : if performance warrants, a staff member may be eligible for an in-range salary adjustment as a result of changes in job responsibilities not significant enough to warrant a reclassification, internal equity, or market changes. To be considered for an in-range salary increase, an employee must have completed the introductory period in the current position. The increase should not exceed the increase salary guidelines. Requests for an in-range adjustment should be submitted to KSAS HR along with substantiating documentation. No more than one in-range salary increase may be given within a 12 month period. If an in-range salary adjustment has been previously given to the employee for the same position, please consult with KSAS HR. A job classification review may be in order.
Salary supplements, other than normal overtime required by the FLSA, are given only in unusual circumstances and must be approved by the KSAS HR Manager. Supplements may be given for work over and above the normal scope of the position. In addition to falling outside the normal scope of duties, it is usually done outside of the normal work hours. Supplemental pay is given via a Bonus Supplement ISR and does not count towards the FTE or benefits base of the position. Please contact KSAS HR for more information regarding supplemental pay.