Incremental Progression

Contact Officer	
Manager, Employee Relations

PROCEDURE	Purpose	To document the procedures for incremental progression.
	
	Procedure

Human Resources

Head

Supervisor

Human Resources

Supervisor

Supervisor

Human Resources

Supervisor

Supervisor

Head

Human Resources

Head
	Incremental Progression

Compiles monthly reports identifying Staff Members (by Division/ Office) who are due for incremental progression for the Head.

Notifies the Staff Member’s supervisor of the incremental progression.

Withholding Incremental Progression

In circumstances where:
a) an adverse report under the University’s Performance Development and Review program is received by Human Resources prior to the Staff Member’s increment date; or

b) prior to the Staff Member’s increment date, the Staff Member is subject to review under Unsatisfactory Performance or Misconduct and Serious Misconduct in accordance with the Agreement;

Advise the Staff Member in writing that incremental progression will be withheld.

The written notification will include the following information:
 
      The date incremental progression was due;
      The reason for withholding incremental progression; and
      The date incremental progression will be reviewed. 
                              
Complete the Incremental Progression Form (form) and attach relevant documentation supporting the decision to withhold incremental progression. Relevant documentation may include:
     
the Staff Member’s Performance Development Review; or
other documentation detailing the Staff Member’s       unsatisfactory performance or misconduct/ serious misconduct.

Forward a copy of the written notification, form and relevant documentation to Human Resources, no later than two (2) weeks prior to the increment date.

Review the notification to ensure accuracy and consistency with University policy.

Refer any concerns with the notification to the supervisor and, if appropriate, the Head for resolution.

Adjust the payroll system to reflect the amended date for incremental progression and maintain records for reporting and compliance.

Review of Incremental Progression

Meet with the Staff Member to discuss her/ his performance, following notification that the Staff Member is due for incremental progression.

Determine and advise the Staff Member whether her/ his performance or conduct during the review period has been sufficient to warrant incremental progression.

Backpayment of Incremental Progression

Determine whether to backdate the incremental date when the unsatisfactory performance or misconduct/ serious misconduct has been resolved during the review period. This may be effective from:
          
           the original incremental progression date; or
          any period between the original incremental progression     date and the amended incremental progression date.

Advise the Staff Member of this decision in writing.

Forward a copy of the written notification, form and relevant documentation to the Head and Human Resources.

Adjust the payroll system to reflect any amended date for incremental progression and maintain records for reporting and compliance.

Further Withholding of Incremental Progression

Determine whether the unsatisfactory performance or misconduct/ serious misconduct has been resolved during the review period. If it has not, advise the Staff Member in writing that incremental progression will be withheld.

Follow the steps required under the procedure for Withholding Incremental Progression above.

Take appropriate action to resolve the unsatisfactory performance or misconduct/ serious misconduct in accordance with the Agreement.

Accelerated Progression

Recommend accelerated progression, following review of the Staff Member’s performance, where the Staff Member has consistently and significantly exceeded the required level of competency.

Review the supervisor’s recommendations and determine whether accelerated progression is appropriate in the circumstances.

In determining whether the Staff Member should be granted accelerated progression, the Head will give consideration to the following:

   the period of sustained performance;
   the Staff Member’s length of service;
   the number of incremental steps within the Staff Member’s   classification level;
  other reward or recognition that the Staff Member may have received during the review period;
  other non-monetary reward and recognition programs (including learning and development opportunities) that may be appropriate in the circumstances; and
  any budgetary/ fiscal constraints on the Division/ Office.

Consult with the supervisor and the Staff Member in relation to the recommendation for accelerated progression if further input is required.

Determine whether accelerated progression will be approved and, if it is, submit to Human Resources for processing.

Adjust the payroll system to reflect any accelerated incremental progression and maintain records for reporting and compliance.

The decision to grant accelerated progression will not normally affect the incremental progression date.

Provide reasons to decline a recommendation to the Staff Member and/ or the Supervisor on request.	
	Keywords	Incremental Progression, Accelerated Progression, Eligibility and Entitlement, Withholding Incremental Progression	

Date Approved	27 May 2008	
Approval Authority	Director, Human Resources	
Date of Commencement	tba	
Amendment Dates	List the dates the policy has been amended (Day Month Year)	
Date for Next Review	3 years from date of commencement	
Related Policies, Procedures and Guidelines	Incremental Policy/Procedures