Classification and Compensation
Shepherd University is under the West Virginia Higher Education Policy Commission’s system of personnel classification and compensation, which governs classification and compensation for classified employees. The West Virginia Higher Education Policy Commission introduced a new classified salary structure in 2017. Employees’ advancement across the salary schedule is not based on years of service as it was in the previous classified salary structure, and the concept of pay steps has been eliminated. Instead, pay ranges have been implemented. Employees may advance across the pay ranges based on criteria outlined by the West Virginia Higher Education Policy Commission and Shepherd University.
Non-Classified – A position that (a) carries responsibility for policy formation at the department institutional level; (b) reports directly to the President of the institution; (c) is in a position considered by the President or the President’s designee to be critical to the institution pursuant to policies or decisions adopted by the governing boards; (d) is an IT Services position; or (e) is a new or newly established FLSA-exempt positions. The last two categories of non-classified employees were created by the West Virginia Legislature during the 2017 legislative session. Non-classified positions are not subject to the State classification system. Non-classified employees are “will and pleasure.”
Classified – A position which is covered by the provisions of the State higher education classification program.
Full-Time Regular – A staff position created to last a minimum of nine months of a 12-month period and in which the employee is expected to work no fewer than 1,040 hours during this period. The full-time equivalent (FTE) of such a position must be reported at no less than .53 FTE. An employee in this status is eligible for all applicable benefits, subject to the qualifying conditions of each benefit. Benefits will be pro-rated, where applicable, for positions of less than 1.0 FTE. For example, leave accrual would be pro-rated. Insurance coverage and benefits would not be pro-rated.
If employees do not consistently work enough hours to qualify for full-time status (at least 1,040 hours during the year) there is the risk that these positions will be reduced to part-time, non-benefits-earning status. Supervisors must ensure that employees in full-time status work at least 1,040 hours per year.
Part-Time Regular – A staff position created to provide fewer than 1,040 work hours during a 12-month period. An employee in a part-time regular position is not eligible for most benefits, but may be covered under the classification program. Service in this capacity allows for the application of pro-rated service credit toward the employee’s leave accrual rate if the employee eventually is hired into a full-time position.
Temporary Classified – A position that is expected to last fewer than nine months of a 12-month period regardless of the number of hours worked per week. A temporary employee is not eligible for benefits, but may be covered by the classification program. Service in this capacity does not apply to any seniority or years of experience.
Casual – A position created to meet specific operational needs in an institution for no more than 450 hours in a 12-month period. Individuals in casual positions are not eligible for benefits and are not covered by the classification program. Service in this capacity does not apply to any seniority or years of experience.
Student – A position created for degree-seeking students whose primary purpose for being at the institution is to obtain an education. A student employee is not eligible for benefits and is not covered by the classification program. Service in this capacity does not apply to any seniority or years of experience.
For more information about student employees, please refer to the Student Employment website.
Please Note: References to a 12-month period in the above descriptions refer to the fiscal year (July 1 through June 30).
Federal Fair Labor Standards Act (FLSA) Status
Exempt – A position that is not covered by the Federal Fair Labor Standards Act (FLSA) because it meets the FLSA criteria for executive, professional, or administrative positions and meets the minimum salary requirement. Employees in exempt positions are not eligible for overtime compensation. In the wvOASIS/Kronos leave and time keeping system, exempt employees are called Exception Paid and they are on the salaried payroll.
Non-Exempt – A position that is covered by the Federal Fair Labor Standards Act (FLSA). Employees in non-exempt positions are entitled to overtime compensation for all work hours in excess of 37.5 during the work week and they are paid at the overtime rate for hours in excess of 40. See section on overtime for more information. In the wvOASIS/Kronos leave and time keeping system, non-exempt employees are called Positive Paid and they are paid by the hour.
Please Note: The terms Exempt and Non-Exempt are not parallel to non-classified and classified. Classified and non-classified positions could be exempt or they could be non-exempt. Exempt status depends on the nature of the responsibilities of the position, not on whether the position is classified or non-classified.
The State higher education classification system requires that the work performed by employees in classified positions be documented in an official position description. Every classified employee must have a job description. Supervisors have discretion over the duties included in classified employees’ job descriptions, but changes must be coordinated with the HR Office because changes could affect the position’s classification. A blank form can be found on the Human Resources website.
The Director of Human Resources is responsible for the assignment of all Shepherd University classified positions to appropriate job titles and pay grades. Questions regarding job descriptions or position reviews should be directed to the Human Resources Office.
Review of Position Descriptions
Supervisors are responsible for ensuring that current, signed job descriptions are on file for every staff member. If significant changes occur in the essential duties or responsibilities of a classified position, it is the responsibility of the supervisor to submit the revised position description to the Human Resources Office for review. Position descriptions must be signed by employees, their supervisors, and other appropriate administrators, as indicated on the form.
To request a review of a position for purposes of considering a change in its pay grade, the supervisor needs to provide an updated job description to the Director of Human Resources (showing changes), along with a completed Request for Position Description Review form, which can be found on the Human Resources website. Employees who wish to seek a review independently of their supervisors must follow that same process and their supervisors need to sign the forms.
If the Director of Human Resources determines that changes in the job description results in a change in classification and a necessary change in salary, the departmental budget adjustment may be subject to executive review by the University. If the salary adjustment/ budget change is not approved, then the supervisor must modified the job duties to conform to the existing classification of the position.
Position reviews are conducted by the Director of Human Resources. The Director may elect at any time to perform a desk audit of the employee’s position in order to better determine the employee’s responsibilities. Employees and supervisors have the right to appeal a classification decision made by the Director of Human Resources by requesting that the job description be submitted to the State’s Job Classification Committee (JCC) for review. Likewise, the Director of Human Resources may elect to submit any job description to the JCC for review. The decision of the JCC is final.
Non-Classified Job Description
A Non-Classified Employee Position Description is required for every non-classified employee. The duties included in a non-classified employee’s job description are established by the employee’s supervisor, supervising Vice President/Executive Officer and the President. A blank Non-Classified Employee Position Description can be found on the Human Resources website.
Transfer and Promotion Opportunities
When position vacancies occur, they are posted online on Shepherd University’s careers website. Employees who are interested in a transfer or promotion must apply for vacant positions through the online Human Resources application system. Questions concerning the transfer and promotion process should be directed to the Human Resources Office. Probationary employees generally should not apply for other positions during their probationary status.