[CED/CD/EAT] [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

[Roberts-Wrenn, Heather - (hrobertswrenn)]

One last clarification: Elaine will be on vacation, so please send completed MME forms to Mary Carroll. The form has been updated with this information as well.

Thank you,

Heather Roberts-Wrenn, PHR, SHRM-CP
Specialist, Organizational Development & Effectiveness, CALS
Phone: (520) 621-9168
Pronouns: She/Her/Hers
Visit https://cals.arizona.edu/about/workplace for more information about CALS as a workplace!

From: Ratje, Jeffrey M - (jmratje)
Sent: Monday, May 22, 2017 10:54 AM
To: Roberts-Wrenn, Heather - (hrobertswrenn) <hrobertswrenn at email.arizona.edu>; hodsacad at list.cals.arizona.edu; 'ced at list.cals.arizona.edu' <ced at list.cals.arizona.edu>
Cc: Burgess, Shane C - (shaneburgess) <sburgess at cals.arizona.edu>; Staten, Michael E - (statenm) <statenm at email.arizona.edu>; Silvertooth, Jeffrey C - (silverto) <Silver at ag.arizona.edu>; Antin, Parker B - (pba) <pba at email.arizona.edu>
Subject: RE: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

I have heard that there are questions from academic unit heads.  This email is meant to clarify.

We have been advised by UA human resources that we should not change “standard” MME processes due to the OFCCP audit that Heather mentioned in prior emails.  We are following the process that was used in FYs15 and 16.  FY17 did not have a standard faculty MME process because it was pre-empted by the University’s mandated and broad-based process for all employees, not just faculty.

The standard process is where unit leaders submit nominations using the form<https://cals.arizona.edu/cbs/policies/merit-market-equity-mme-adjustments> and supporting documentation of faculty members who have sustained and meritorious performance, or who have compelling market compression cases.  These nominations are discussed by EC and advice given to Dean Burgess who makes a final decision.

Unfortunately, the UA and CALS have conflated the definitions of merit, market, and equity for years.  Since 2014, CALS has had standardized definitions for these definitions that are referenced in the policy at the hyperlinks above and below.


1.       The table in Heather’s email below says “FY17” because this is the budget that is available for FY18 faculty MME adjustments.  This specific budget category must fund in advance of the effective date of payout.  Approved salary adjustments will be effective with the beginning of FY18 (July 1), but the funds will be committed next month.



2.       The total MME budget for FY18 will exceed $333,404, as increased by the CPI.  FY17 MME budget is:

a.       T&R: $258,546

b.      CES: $74,858

c.       Total: $333,404



Over $220,000 of the FY17 budget has already been invested in faculty salary adjustments.  The table below with remaining balances was communicated in response to unit head questions last week.



The policies for promotions and the MME “standard” process have been documented for years in the policy section of the Business Service’s website, hyperlinked here for your reference: Promotions<https://cals.arizona.edu/cbs/policies/cpi-increases-pt-adjustments-5914> and MME<https://cals.arizona.edu/cbs/policies/merit-market-equity-mme-adjustments> adjustments.


3.       All funds in the MME pool have gone to faculty regardless how they are described (M, M, or E).  If there are no equity adjustments or a smaller number of retentions, for example, the balance is immediately available for faculty merit.  A specific example this year is that the number of promotions (a form of merit) were greater than in prior years.  The money spent on promotions, which has been prioritized by the college and automated through process, lessens the pool of funds available for other merit adjustments.



Carving out a pool for merit would not inherently increase the amount of merit money available for faculty adjustments.  The only way to do this is to increase the funding to all salary adjustments.


4.       At May 9, there was a recommendation to increase the “merit pool” to a total of $500,000.  Again, there has never been a distinct “merit pool.”  Operationalizing this request would mean the college would increase the MME pool by approximately $170,000 ($500K - $333K).  The decision to do this is up to the Dean.  He is weighing all recommendations and competing priorities.  A final decision on budget is not expected until June 5 following the last EC meeting of the fiscal year.

As you all saw on May 9, budget decisions and tradeoffs are required – the college does not have the budget to do everything that was requested.



5.       The Provost’s Office has asked for input to provide to President Robbins regarding year 2 of the mandated, broad-based merit/market adjustment.  I am budgeting for something in January of 2018, but this is still an unknown in both approval and date.


You are asked to submit nominations (using the hyperlinked process) by May 31 for faculty who rise to a demonstrable level of sustained meritorious performance, that are supported by your APR scores, or who meet established market bases, such as compelling levels of compression.  Numerous reasons can lead to market disparities.  You are advised to carefully assess the strengths of your submissions.


Ignore the budget when making your nominations.  The numbers should not negatively anchor your views, and budget decisions have not yet been decided by the Dean.  This doesn’t mean submit every faculty member for an increase.  Submit those nominations that are strongest and are compelling based on your analysis and the supporting documents.


Obviously, EC and the Dean are bound by budget (once the final budget is determined).  Depending on the quality of the submissions and the number of them, it is likely that not all requests will be able to be approved this year.


This dialogue reminds me that full transparency is not easy, simple, or clean.  As one of our organizational values, transparency requires we be prepared to get our hands dirty in the process of making sausage.  I apologize in advance for confusion.

Jeffrey Ratje

From: Roberts-Wrenn, Heather - (hrobertswrenn)
Sent: Thursday, May 18, 2017 5:11 PM
To: hodsacad at list.cals.arizona.edu<mailto:hodsacad at list.cals.arizona.edu>
Cc: Burgess, Shane C - (shaneburgess) <sburgess at cals.arizona.edu<mailto:sburgess at cals.arizona.edu>>; Ratje, Jeffrey M - (jmratje) <jmratje at email.arizona.edu<mailto:jmratje at email.arizona.edu>>; Staten, Michael E - (statenm) <statenm at email.arizona.edu<mailto:statenm at email.arizona.edu>>; Silvertooth, Jeffrey C - (silverto) <Silver at ag.arizona.edu<mailto:Silver at ag.arizona.edu>>; Antin, Parker B - (pba) <pba at email.arizona.edu<mailto:pba at email.arizona.edu>>
Subject: RE: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

All,

Below is the available budget for this year’s merit and market adjustments.  Over $220,000 has already been allocated to faculty.  Please keep in mind that your requests for merit and market adjustments should not be anchored on the funds available.  Make the best case for each person who is deserving.

FY17 Faculty MME Budget


T&R

Extension

FY17 Budget (increased annually by CPI)

$258,546

$74,858

Less Promotion Allocations

($68,259)

($31,063)

Less Automatic Equity Review Allocations

($3,563)

$0

Less Retention/Market Allocations

($110,918)

($6,477)

Remaining Balance for Merit & Market

$75,806

$37,318



Heather Roberts-Wrenn, PHR, SHRM-CP
Specialist, Organizational Development & Effectiveness, CALS
Phone: (520) 621-9168
Pronouns: She/Her/Hers
Visit https://cals.arizona.edu/about/workplace for more information about CALS as a workplace!

From: Scott Going [mailto:scottbgoing at gmail.com]
Sent: Thursday, May 18, 2017 1:37 PM
To: Hawley, Jana - (hawleyj) <hawleyj at email.arizona.edu<mailto:hawleyj at email.arizona.edu>>
Cc: Roberts-Wrenn, Heather - (hrobertswrenn) <hrobertswrenn at email.arizona.edu<mailto:hrobertswrenn at email.arizona.edu>>; Wright, Andre-Denis Girard - (adwright) <adwright at email.arizona.edu<mailto:adwright at email.arizona.edu>>; Chorover, Jon - (chorover) <chorover at email.arizona.edu<mailto:chorover at email.arizona.edu>>; Farrell-Poe, Kathryn L - (kittfp) <kittfp at email.arizona.edu<mailto:kittfp at email.arizona.edu>>; Going, Scott B - (going) <going at email.arizona.edu<mailto:going at email.arizona.edu>>; Jana Hawley <hawleyj at arizona.edu<mailto:hawleyj at arizona.edu>>; Marsh, Stuart E - (smarsh) <smarsh at email.arizona.edu<mailto:smarsh at email.arizona.edu>>; Schumaker, Karen S - (schumake) <schumake at email.arizona.edu<mailto:schumake at email.arizona.edu>>; Tabashnik, Bruce E - (tabashnb) <BruceT at cals.arizona.edu<mailto:BruceT at cals.arizona.edu>>; Thompson, Gary D - (gdthomps) <GaryT at ag.arizona.edu<mailto:GaryT at ag.arizona.edu>>; Torres, Robert Matthew - (rtorres1) <rtorres1 at email.arizona.edu<mailto:rtorres1 at email.arizona.edu>>
Subject: Re: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

Hi Heather:
I think Jana asked the question we all need an answer to (and others earlier). Is there a set amount and will portions be distributed to units? Or do we just put in all requests? Also, I thought at this time it was merit only, and market came later. More direction please. Thanks.
Scott

On Thu, May 18, 2017 at 1:28 PM, Hawley, Jana - (hawleyj) <hawleyj at email.arizona.edu<mailto:hawleyj at email.arizona.edu>> wrote:
A designated amount would be helpful.  Parameters to work within.
I have issues with salary compression that need to get taken care of.



From: Farrell-Poe, Kathryn L - (kittfp)
Sent: Thursday, May 18, 2017 12:39 PM
To: Hawley, Jana - (hawleyj) <hawleyj at email.arizona.edu<mailto:hawleyj at email.arizona.edu>>; Marsh, Stuart E - (smarsh) <smarsh at email.arizona.edu<mailto:smarsh at email.arizona.edu>>
Subject: FW: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

Is there a set amount of money for each unit to request for merit? Or is it a grab bag that we all ask and then the dean has to decide which of the requests he’s going to honor?

From: Roberts-Wrenn, Heather - (hrobertswrenn)
Sent: Thursday, May 18, 2017 9:24 AM
To: tabashnb <tabash at comcast.net<mailto:tabash at comcast.net>>; Ratje, Jeffrey M - (jmratje) <jmratje at email.arizona.edu<mailto:jmratje at email.arizona.edu>>; Burgess, Shane C - (shaneburgess) <sburgess at cals.arizona.edu<mailto:sburgess at cals.arizona.edu>>; Antin, Parker B - (pba) <pba at email.arizona.edu<mailto:pba at email.arizona.edu>>; Staten, Michael E - (statenm) <statenm at email.arizona.edu<mailto:statenm at email.arizona.edu>>; Silvertooth, Jeffrey C - (silverto) <Silver at ag.arizona.edu<mailto:Silver at ag.arizona.edu>>; Smith, Steven E - (sesmith) <sesmith at email.arizona.edu<mailto:sesmith at email.arizona.edu>>; Tabashnik, Bruce E - (tabashnb) <BruceT at cals.arizona.edu<mailto:BruceT at cals.arizona.edu>>; Schumaker, Karen S - (schumake) <schumake at email.arizona.edu<mailto:schumake at email.arizona.edu>>; Torres, Robert Matthew - (rtorres1) <rtorres1 at email.arizona.edu<mailto:rtorres1 at email.arizona.edu>>; Chorover, Jon - (chorover) <chorover at email.arizona.edu<mailto:chorover at email.arizona.edu>>; Marsh, Stuart E - (smarsh) <smarsh at email.arizona.edu<mailto:smarsh at email.arizona.edu>>; Wright, Andre-Denis Girard - (adwright) <adwright at email.arizona.edu<mailto:adwright at email.arizona.edu>>; Going, Scott B - (going) <going at email.arizona.edu<mailto:going at email.arizona.edu>>; Hawley, Jana - (hawleyj) <hawleyj at email.arizona.edu<mailto:hawleyj at email.arizona.edu>>; Thompson, Gary D - (gdthomps) <GaryT at ag.arizona.edu<mailto:GaryT at ag.arizona.edu>>; Farrell-Poe, Kathryn L - (kittfp) <kittfp at email.arizona.edu<mailto:kittfp at email.arizona.edu>>
Subject: RE: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

All,

Apologies for not attaching the email from Allison Vaillancourt previously. See attached.

Thank you Jeff for providing that clarification regarding what we did last year with the year 1 of the university mandated salary increases.

The FY17 process we used is described on the linked webpage<https://cals.arizona.edu/cbs/policies/merit-market-equity-mme-adjustments> where it states: “In the spring of every year, after unit and personnel performance reviews, CALS HR will contact unit heads for MME nominations.  Nomination packets must include the appropriate breakdown of the request based on the following definitions.  Approved adjustments will be effective July 1 (fiscal employees) or the start of the academic year (9-month employees) of the subsequent fiscal year unless otherwise approved.” The form to use to submit nominations to Elaine Mattes by 5/31 is linked on that page.

Regarding the request to share the text of the May 16 response from UA Human Resources: it was not an email correspondence with UA Human Resources, but an in person meeting, so unfortunately I have nothing to forward regarding that.

Thank you,

Heather Roberts-Wrenn, PHR, SHRM-CP
Specialist, Organizational Development & Effectiveness, CALS
Phone: (520) 621-9168<tel:(520)%20621-9168>
Pronouns: She/Her/Hers
Visit https://cals.arizona.edu/about/workplace for more information about CALS as a workplace!

From: Bruce Tabashnik [mailto:tabash at comcast.net]
Sent: Thursday, May 18, 2017 7:17 AM
To: Ratje, Jeffrey M - (jmratje) <jmratje at email.arizona.edu<mailto:jmratje at email.arizona.edu>>
Cc: Roberts-Wrenn, Heather - (hrobertswrenn) <hrobertswrenn at email.arizona.edu<mailto:hrobertswrenn at email.arizona.edu>>; Burgess, Shane C - (shaneburgess) <sburgess at cals.arizona.edu<mailto:sburgess at cals.arizona.edu>>; Antin, Parker B - (pba) <pba at email.arizona.edu<mailto:pba at email.arizona.edu>>; Staten, Michael E - (statenm) <statenm at email.arizona.edu<mailto:statenm at email.arizona.edu>>; Silvertooth, Jeffrey C - (silverto) <Silver at ag.arizona.edu<mailto:Silver at ag.arizona.edu>>; Smith, Steven E - (sesmith) <sesmith at email.arizona.edu<mailto:sesmith at email.arizona.edu>>; Tabashnik, Bruce E - (tabashnb) <BruceT at cals.arizona.edu<mailto:BruceT at cals.arizona.edu>>; Schumaker, Karen S - (schumake) <schumake at email.arizona.edu<mailto:schumake at email.arizona.edu>>; Torres, Robert Matthew - (rtorres1) <rtorres1 at email.arizona.edu<mailto:rtorres1 at email.arizona.edu>>; Chorover, Jon - (chorover) <chorover at email.arizona.edu<mailto:chorover at email.arizona.edu>>; Marsh, Stuart E - (smarsh) <smarsh at email.arizona.edu<mailto:smarsh at email.arizona.edu>>; Wright, Andre-Denis Girard - (adwright) <adwright at email.arizona.edu<mailto:adwright at email.arizona.edu>>; Going, Scott B - (going) <going at email.arizona.edu<mailto:going at email.arizona.edu>>; Hawley, Jana - (hawleyj) <hawleyj at email.arizona.edu<mailto:hawleyj at email.arizona.edu>>; Thompson, Gary D - (gdthomps) <GaryT at ag.arizona.edu<mailto:GaryT at ag.arizona.edu>>; Farrell-Poe, Kathryn L - (kittfp) <kittfp at email.arizona.edu<mailto:kittfp at email.arizona.edu>>
Subject: Re: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes

Jeffrey,
Thanks so much for your quick reply.  It’s wonderful there will be raises!

For clarity and transparency, would it be possible to share with us the text of the May 16 response from UA Human Resources to Heather that she mentions in her May 17 memo (CALS FY18 Faculty Merit Salary Adjustment Process)?

Given the short timeline it will be great to get moving forward on this, all of us on the same page.

Thanks,
Bruce

On May 17, 2017, at 7:11 PM, Ratje, Jeffrey M - (jmratje) <jmratje at email.arizona.edu<mailto:jmratje at email.arizona.edu>> wrote:

All,

It's important to distinguish the difference between year 1 of the university  mandated salary adjustment process for all employees, separate from the standard and annual college faculty MME process.

The process described immediately below is the university mandated adjustment, which we've been forbidden from following at this time.

We've been authorized to continue the standard college MME process that was referenced in Heather's memo.

Jeffrey Ratje
The University of Arizona



-------- Original message --------
From: Bruce Tabashnik <tabash at comcast.net<mailto:tabash at comcast.net>>
Date: 5/17/17 6:59 PM (GMT-07:00)
To: "Roberts-Wrenn, Heather - (hrobertswrenn)" <hrobertswrenn at email.arizona.edu<mailto:hrobertswrenn at email.arizona.edu>>
Cc: "Burgess, Shane C - (shaneburgess)" <sburgess at cals.arizona.edu<mailto:sburgess at cals.arizona.edu>>, "Ratje, Jeffrey M - (jmratje)" <jmratje at email.arizona.edu<mailto:jmratje at email.arizona.edu>>, "Antin, Parker B - (pba)" <pba at email.arizona.edu<mailto:pba at email.arizona.edu>>, "Staten, Michael E - (statenm)" <statenm at email.arizona.edu<mailto:statenm at email.arizona.edu>>, "Silvertooth, Jeffrey C - (silverto)" <Silver at ag.arizona.edu<mailto:Silver at ag.arizona.edu>>, hodsacad at list.cals.arizona.edu<mailto:hodsacad at list.cals.arizona.edu>, "Smith, Steven E - (sesmith)" <sesmith at email.arizona.edu<mailto:sesmith at email.arizona.edu>>
Subject: Re: [Hodsacad] CALS FY18 Faculty Merit Salary Adjustment Processes
Heather et al.,
For FY17 (last year, the most recent salary increase), we used a different process than the one outlined at the link you sent us today.

Here’s a summary of the key aspects of the FY17 process:
1. Each CALS Unit Head was allotted a dollar amount for merit & market salary increases for faculty & staff in Teaching & Research (T&R) and in Extension.
2. The merit & market amount allotted to each unit was proportional to the unit’s budget, as determined by Jeff Ratje.
3. Each CALS Unit Head decided how their unit’s merit & market allotment from CALS was allocated within their unit.
4. CALS determined equity adjustments for tenure-track and continuing-track faculty.
5. Written justification from Unit Heads was required only for adjustments less than $500 or greater than $10,000.

Because the amount allotted for Extension in (1) was disproportionately low compared with T&R, Unit Heads were able to request funds for Extension salary increases in addition to the funds allotted in (1).

To implement the FY17 salary increase, the Unit Heads received spreadsheets and detailed instructions in Jeff Ratje's July 14, 2016 memo (attached).  Please note instruction #3 in his memo: "Using the resources listed above, unit heads have the discretion to set the merit and/or market adjustments above the $500 per FTE per employee."

To use the same process this year, Unit Heads will need to know the dollar amounts allotted to their units, so we can decide how to allocate the funds within our units.

Best,
Bruce




--
Scott Going, PhD
Professor and Department Head
Department of Nutritional Sciences
College of Agriculture & Life Sciences
The University of Arizona
1177 E. 4th Street
Shantz Building 315
Tucson, AZ 85721-0038
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