As part of our ongoing efforts to attract and retain the best talent to UCSF, the compensation team in partnership with the Compensation Subcommittee has identified an opportunity to update our policy regarding exceptional equity reasons. Compensation provides leadership with an annual pay analysis to support our goals to meet internal and external equity needs. The exceptional equity reasons have been updated in the Campus Salary Equity Principles document and indicate alignment with PPSM 30 policy language as listed below:

Equity Increases

Each fiscal year, UCSF Campus participates in a Focal Point Equity Review. The Focal Point Equity Review is the annual process for all departments to review salary equity of policy-covered staff (non-represented) at the same point in time (typically in July). Salary increases outside of this yearly process are related to promotions and reclassifications or an approved policy exception. An equity increase may be approved in accordance with Section IV.C.1 of PPSM30 policy. Items in italics are from PPSM30 policy, and the bolded sub bullets represent the UCSF approved equity exceptions:

  • Difficulty retaining or recruiting staff in specific functions or with specialized skills, or due to competitive market salaries
    • Salary retention proposal for a key staff member in the face of a bona fide internal or external job offer (email communication from a hiring manager intending to extend an offer is sufficient in lieu of a formal offer letter)
      • When an employee receives an increase in salary as a result of a salary offer which would create internal pay inequity, equity can be provided to other employees in department in similar roles
    • Equity increases proposed to adjust an entire level or family of staff due to significant, unforeseen movement in the salary market for comparable positions (i.e. salary grade review “aka watchlist” jobs) or recommendations from the compensation unit (i.e. yearly pay analysis)
  • Salary inequity between employees with comparable job responsibilities
    • Equity increases proposed to address significant market lags or internal equity surfaced through the implementation of new job families/functions
    • When an offer of employment is extended that results in internal pay inequity, equity can be provided to other employees in department in similar roles
    • Equity increases proposed to address internal inequity for long-term limited employees
      • Limited employees must be in their positions greater than 6 months to be eligible for an increase
  • Salary compression between supervisors and their employees
    • Equity increases proposed to alleviate salary compression among non-represented supervisors due to aggressive salary movement for the related represented titles
  • Changes in assigned functions or work tasks that increase the scope and complexity of the position but do not elevate the position to a higher classification
    • Equity increases proposed to compensate for a significant increase in scope and complexity of assigned responsibilities in a position that does not compel a change in the classification level
      • Requires the old JD and an updated JD to be attached to the submission
    • When an employee receives an increase in salary as a result of an expanded scope which would create internal pay inequity, equity can be provided to other employees in department performing responsibilities at the same scope and complexity

To submit a request for an exceptional equity increase for an employee, please either initiate an SRS ticket or PeopleConnect case for equity increase which includes the following:

  • Updated Equity Request Spreadsheet which includes
    • Reason for equity request
    • Additional information on employee proposed for increase
    • Details on request(s)
    • Names of internal comparables
  • Copy of resume for employee proposed for increase

The following exceptional equity reasons require additional documentation:

  • Equity increases proposed to alleviate salary compression among non-represented supervisors due to aggressive salary movement for the related represented titles
    • Requires a list of subordinate employees with salaries
  • Salary retention proposal for a key staff member in the face of a bona fide internal or external job offer (email communication from a hiring manager intending to extend an offer is sufficient in lieu of a formal offer letter)
    • Includes a copy of offer or email
  • Equity increases proposed to compensate for a significant increase in scope and complexity of assigned responsibilities in a position that does not compel a change in the classification level
    • Requires the old JD and an updated JD to be attached to the submission
    • Updated job description includes content in the section below
      • Note: If this is a reclassification request or a replacement with significant changes, please briefly describe (no more than 2 paragraphs) the significant changes that have taken place since the position was last reviewed. Additionally, please provide a copy of the former job description for the position
    • If reporting structure change, then include a copy of updated org chart for manager or supervisor positions
  • Any additional information that will help HR review the request such as
    • Retention or recruitment issues
    • Equity Chart with years of related experience, education, and PE rating for employee and internal comparables
    • Scope and complexity differences for the job when employees are in same position

Please contact your HR Generalist with any questions.