Position Classification & Salary Increase Processes

Most staff positions at the University are subject to the State Personnel Act (SPA).  Only those meeting definitions for specific categories (Instructional, Research and Senior Academic and Administrative Officer) are exempt from the Act (EPA).  This guide provides information about the position classification processes (SPA and EPA) at The University of North Carolina at Chapel Hill.  In addition, the guide also describes ways to provide salary increases since many supervisors are not aware of the full range of options.

Each staff position that is subject to the State Personnel Act is "classified" into one of the position titles that exists within the State Personnel System, which has over 4,000 different job classifications with approximately 650 in use at UNC-Chapel Hill. 

A reclassification is possible only when job duties change significantly.  To begin the SPA classification process, a department submits a position reclassification request through the University's automated Human Resources Information System, accompanied by a narrative position description. 

The University's Office of Human Resources reviews the description and determines the most appropriate classification by comparing the functions of the position to the classification specifications of the State Personnel System and to "benchmark" positions at the University.  The State's classification specifications are available on the HR website.  Although we are required to use State classification specifications, the University's Office of Human Resources has "delegated authority" that allows it to classify most positions on campus without requiring additional review by the Office of State Personnel. 

Absent exceptional circumstances, this review and classification process is usually completed within 30 days of receipt of a completed classification request.  The Office of Human Resources notifies the department of the classification decision.

Once classified, the position then is subject to the State's "salary range" for each position.  Departments may hire individuals into the position at any salary within the range, provided that the individual "qualifies" for the salary.  The Office of State Personnel allows an employee's salary to exceed the minimum of the salary range by 5% for each year of education or experience in excess of the minimum required for the position.

By North Carolina statute, there are three categories of staff employees that are "exempt" from most provisions of the State Personnel Act:  Research, Instructional, and Senior Academic and Administrative Officers.  The Board of Governors and the Office of State Personnel have agreed on definitions for each of these categories of positions (available on the HR website). 

Positions that meet one of these definitions are designated as "EPA Non-faculty," thus permitting flexibility in hiring, assignment of professional duties, salary and other matters deemed critical for accomplishment of instructional, research and administrative objectives.  Also included in this category are professional Librarians at the University.  These Librarians are also members of the "General Faculty," have full voting rights in the Faculty Council and have access to the Faculty Grievance Committee.  It is important to note hat not FTE, length of term, funding source, nor temporary or permanent status are factors in this process.

Departments wishing to establish an EPA Non-faculty position complete the EPA Non-faculty classification form (NF-001), the EPA Non-faculty Recruitment form (NF-002) and an organizational chart and submit the request to the EPA Non-faculty Classification Committee for review.  Members of the EPA Classification Committee are The Chancellor, the Executive Vice Chancellor and Provost, the Vice Chancellor for Student Affairs, the Associate Vice Chancellor for Human Resources, and the University General Counsel.  The Committee compares the position description to the definitions to determine if the position is appropriately classified as Research, Instructional, or Senior Academic and Administrative Officer.  In the case of Research and Instructional positions, UNC-Chapel Hill has the delegated authority to classify its EPA Non-faculty positions on campus; therefore, the Committee's decision is communicated to the Dean's/Director's Office. 

If the EPA Classification Committee recommends the position as Senior Academic and Administrative Officer, the position must go to the Human Resources Advisory Board (HRAB) at the Office of the President for final approval.  Dean's/Director's Offices are notified by the Executive Vice Chancellor and Provost that the position has been recommended for approval and are then allowed to begin recruitment.  The Human Resources Advisory Board considers positions on a monthly basis.  Dean's/Director's Offices are notified immediately on receipt of the HRAB decision.  

The approval process for Instructional or Research positions usually takes about two weeks if no complicating situations arise.  Approvals of Senior Academic and Administrative Officer positions take longer, depending on the schedule for HRAB meetings.

Some SPA positions may have evolved over time into higher level responsibilities, and departments may decide to request that an SPA position be changed to EPA Non-faculty status.  The department must provide to the Classification Committee a justification for this change, including:

• the changes that have occurred in the position and/or the organization,
• a description of the qualifications of the incumbent,
• the tasks that are now being performed that are substantially different from when the position was created as SPA, and
• any other information explaining how the position now meets the prescribed definitions of EPA Non-faculty. 

If the position is approved for conversion, the incumbent is given the option to remain as SPA or to change to EPA.  If the incumbent elects to remain SPA, the position changes automatically to EPA when the incumbent vacates the position.  

An SPA employee's salary can also be affected through a variety of human resources transactions that do not involve reclassification.  These are:

In-Range Salary Adjustment (IRSA): 

IRSA increases provide salary adjustments within an employee's current salary grade range and are relatively fast and easy to implement because the process is almost wholly automated.  There are three bases for requesting IRSAs: equity, retention/labor market, and job duty/ responsibility changes.  State program rules restrict annual increase amounts to not greater than 10% in a rolling 12-month period, require qualifying via education and experience for equity increases (but not for retention or job change increases), and prohibit employee salary from exceeding the maximum of the salary grade range.  The Office of State Personnel regards the 10% maximum for IRSA in a rolling 12-month period as an absolute limit and does not grant any exceptions.  More information about IRSAs can be found at the Human Resources website.

"Remaining Balances": 

When an employee is promoted or reclassified to a higher level position, a maximum promotional increase is calculated by Human Resources.  The department may not be able to grant the maximum increase due to funding consider-ations or salary equity issues with other employees.  If these funding or equity issues are resolved at a later date, the department may pay out, in whole or in part, the "remaining balance" (the maximum promotional increase amount minus the actual increase previously granted) from the promotion or reclassification.  This may also be done with any "balance" remaining from initial hire when an employee qualifies for more salary than was given at the time due to funding or salary equity issues.

Retention Increase: 

The Office of State Personnel may grant a retention increase that would normally not be allowed (usually above the 10% threshold), if it can be documented that an employee has an outside job offer (from a non-State of North Carolina employer) or other such circumstances that require salary increases to attempt to retain the employee.

Promotion: 

An employee promoted to a position at a higher salary grade is eligible to receive a promotional increase of not less than 5% or the minimum salary rate of the new classification salary grade, whichever is greater.  Depending upon qualifying education and experience, and insuring salary equity with comparable employees and funding ability, departments may choose to pay more than the mandatory minimum upon promotion, including up to the maximum of the new salary grade range.  Promoted employees may also receive a 5% per grade increase as long as they meet minimum education and experience requirements and the promotion is to a position determined to be in the same or very similar occupational group.

In unusual cases and with strong justification, the Office of Human Resources may be able to secure an exception to the maximum salary increase under the State's policy.  However, the Office of State Personnel regards the maximum of a salary range as an absolute limit and does not approve salary increases that take an employee above the maximum salary amount of the salary grade.

Salary Range Revision: 

Positions may go to a higher salary grade as a result of a statewide range revision by the Office of State Personnel.  This is not a position reclassification since no duty or responsibility changes occur.  It is a change in salary grade resulting from labor market changes.  These changes are also known as "Pay Improvements," and any increases are funded by the University, not by the State.  Generally, employees in affected positions must receive at least the minimum of the new salary grade. 

Annual BD-119 Process: 

EPA Non-faculty employees may receive salary increases as part of the BD-119 annual salary increase and budget realignment process, the same process that is used for faculty increases.  The amount of money and the potential eligibility of EPA Non-faculty employees for raises as part of this annual cycle are determined by the General Assembly and the Office of the President.  Instructions are distributed to departments by the Office of the Executive Vice Chancellor and Provost shortly after the General Assembly has taken action and after instructions are received from the Office of the President.

Out-of-Cycle Increases: 

EPA Non-faculty employees may also receive out-of-cycle increases during the year.  Typically, these increases are given for retention or as a consequence of the employee assuming additional duties.  Increases greater than 10% of the June 30 base require advance approval by the Board of Trustees.  Increases of 15% or greater than the June 30 base require advance approval from the Office of the President.  Out-of-cycle increase requests should be submitted using the Out-of Cycle Increase form and instructions that are communicated annually to Deans, Directors and Managers by the Executive Vice Chancellor and Provost.  Increase requests that require approval by the Board of Governors should also include a completed Personnel Action Requiring Approval of the Board of Governors form.  EPA salary increases and position classifications require the prior approval of the Executive Vice Chancellor and Provost and/or Chancellor.

This information can be printed using the "print-friendly" at the bottom of the page. There is also a link under "Related Subjects" below to a brochure-format version of this information. This brochure is designed for legal-sized sheets (14 x 8.5). This information was prepared by the Office of Human Resources and the Executive Vice Chancellor and Provost.

For more detailed information about classification and salary increases, be sure to consult the Related Subjects links below.