Executive Policy 9.216 Executive Policy 9.216

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Classification Plans and Compensation Schedules

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Executive Policy Chapter 9, Human Resources
Executive Policy & Procedure EP 9.216, Classification and Compensation of Coaches
Effective Date:  December 2023
Prior Dates Amended:  May 2012, October 2013, October 2014, October 2018, Dec 2022
Responsible Office:  Office of the Vice President for Administration
Governing Board of Regents Policy: RP 9.202, Classification Plans and Compensation Schedules
Review Date:  October 2025

I.  PURPOSE AND AUTHORITY 

Athletics Head Coaches, Non-Head Coaches and Administrators are members of Bargaining Unit 08 within HGEA and subject to the terms and conditions of the respective collective bargaining agreement (“CBA”).  However, the intercollegiate athletics arena compels deviation from certain parts of the CBA because of the need for the University to provide competitive compensation packages and ensure compliance with National Collegiate Athletics Association (“NCAA”) rules and regulations, in accordance with best practices.

This Executive Policy (“EP”) 9.216 governs when the University may enter into individual employment contracts with athletics Head Coaches, Non-Head Coaches and Administrators, through the exclusive collective bargaining representative, in accordance with the policies and procedures set forth herein.  It also implements Regents Policy (“RP”) 9.202 that governs the classification, compensation, and employment of intercollegiate athletics Head Coaches, Non-Head Coaches and Administrators. 

II.  DEFINITIONS

  1. Salary Schedule.  As used in this EP, Salary Schedule shall mean and refer to Attachment A to this EP.

  2. Head Coaches.  As used in this EP, Head Coaches shall mean and refer to any head coach of an intercollegiate athletics sport recognized by the NCAA or as designated by the Athletics Director.

  3. Non-Head Coaches.  As used in this EP, Non-Head Coaches shall mean and refer to any non-head coach or coordinator of an intercollegiate athletics sports recognized by the NCAA or as designated by the Athletics Director.

  4. Administrators.  As used in this EP, Administrators shall mean and refer to any position that supports an intercollegiate athletics sport recognized by the NCAA or as designated by the Athletics Director.

  5. Original Term.  The term of the initial contract at the time the contract is entered into.  Where there is an Original Term with no extension, the Original Term shall be the Existing Term.

  6. Existing Term.  The remaining time period for any contract term at any point in time.

  7. Amended Term.  The time period that is established as a result of a contract extension that combines (1) that portion of an Original or Existing Term that remains to be completed, and (2) the term of the extension beyond that Original or Existing Term.  Any period of time that has already been completed shall not be included for purposes of calculating the Amended Term.


III.  CLASSIFICATION 

Pursuant to RP 9.202, the President or designee is delegated the authority to adopt, revise, and abolish classes of Head Coaches, Non-Head Coaches and Administrators for a specified sport.  The Office of Human Resources is responsible for implementing and maintaining this classification structure with a respective Salary Schedule as Attachment A to this policy. 

IV.  RECRUITMENT 

The recruitment and selection of Head Coaches, Non-Head Coaches and Administrators will be in accordance with applicable equal opportunity provisions and University policies and procedures.  The recruitment and selection process shall provide equal employment opportunity to all qualified persons seeking employment with the University.

V.  SALARY AND APPOINTMENT

The University desires to attract and retain competent and experienced Head Coaches, Non-Head Coaches and Administrators and to offer compensation that is competitive with the appropriate market.  This policy provides control of salary and performance incentives for athletic Head Coaches, Non-Head Coaches and Administrators to recognize and reward high levels of athletic and scholarly achievements. 

Deviation from the salary ranges in the Salary Schedule applicable to any individual employment contract shall require approval by the appropriate approving authority for salary amounts beyond the established salary ranges.  The President has the authority to establish, amend, and periodically review the Salary Schedule. 

Salaries will be established in an equitable manner which will include, but is not limited to, the evaluation of individual qualifications (such as education, applicable knowledge, skills, abilities, and experience) and internal and external equity.  All salaries set forth in this policy are subject to available funds and are intended to be consistent with comparable programs at other colleges and universities. 

Only the following person(s) are authorized to approve the salaries and terms set forth below:

  1. Board.  Upon recommendation of the Athletics Director via the Chancellor (for UH Hilo) and via the President, the approval of (1) the chair or vice chair of the Board of Regents (the “Board”), and (2) the chair or vice chair of the Committee on Intercollegiate Athletics shall be required for:

    1. Original Terms of Head Coaches of more than five years;

    2. Amended Terms of Head Coaches of more than five years; or

    3. Appointments, extensions, salaries, and salary adjustments for Head Coaches, Non-Head Coaches and Administrators exceeding the Salary Schedule by more than 25% and/or exceeding $500,000 annually.

  2. President.  The President or designee has the authority to approve all appointments, extensions, salaries, and salary adjustments for Head Coaches, Non-Head Coaches, and Administrators where Board approval is not required.

  3. Chancellor.  For UH Hilo, the Chancellor is authorized to approve appointments, extensions, salaries, and salary adjustments for Head Coaches, Non-Head Coaches, and Administrators when:

    1. The Original Term is more than one year, up to and including three years; or

    2. The Amended Term is more than one year, up to and including three years; and

    3. The appointment, extension, salary, and salary adjustment is within the Salary Schedule, but not exceeding $500,000 annually.

  4. Athletics Director.  The Athletics Director is authorized to approve appointments, extensions, salaries, and salary adjustments for Head Coaches, Non-Head Coaches and Administrators when:

    1. The Original Term is one year or less; or

    2. The Amended Term is one year or less; and

    3. The appointment, extension, salary, and salary adjustment is within the Salary Schedule, but not exceeding $500,000 annually.


VI.  PERFORMANCE INCENTIVES FOR COACHES AND ADMINISTRATORS

In accordance with the terms of this policy, Head Coaches, Non-Head Coaches and Administrators may be eligible for performance incentives to recognize outstanding performance in key areas such as: the athletic performance of the team or individual student-athletes (for individual sports) and their academic achievement; the Head Coaches, Non-Head Coaches and Administrator’s administrative abilities; community service; public relations; student-athlete well-being; and conduct of student-athletes (collectively “Performance Incentives”).  Performance Incentives shall be subject to available funds and generated from external sources and/or special funds.

  1. HEAD COACHES
    For Head Coaches, Performance Incentives shall be incorporated into the individual employment contract and negotiated between the exclusive collective bargaining representative on behalf of the Head Coach, and respective campus Athletics Director, in accordance with the terms of this policy.

  2. NON-HEAD COACHES AND ADMINISTRATORS
    Non-Head Coaches and Administrators may be eligible to receive Performance Incentives in any year that a sports program achieves one or more of the following performance goals:

    1. Winning their regular season conference championship or tournament conference championship; or

    2. Participating in the NCAA Championship, Bowl Game, or the National Invitational Tournament (or equivalent) or the selection of individual student-athlete participants in the NCAA Championship.

    Performance Incentives for Non-Head Coaches and Administrators shall not exceed one-twelfth of their respective annual base salary and shall only be awarded upon approval of the Chancellor (for UH Hilo) or the President (for UH Mānoa), as recommended by the respective campus Athletics Director.

  3. NCAA MAJOR VIOLATIONS
    This section shall apply to Performance Incentives provided for under this policy, notwithstanding any other provision in this policy. 
    If an NCAA I or II violation is reported in a contract year, the Athletics Director has the discretion, based on the potential involvement and complicity of the Head Coach, Non-Head Coach or Administrator, to withhold recommendation of any Performance Incentive earned in that contract year, until such time a final ruling of no NCAA violation(s) has been made by the NCAA. 
    If the respective sports program is found by the NCAA to have committed a Level I or Level II violation, and based on the determination that the Head Coach or Non-Head Coach or Administrator was involved or complicit, the Athletics Director has the discretion to not recommend any Performance Incentives potentially earned from said contract year.
    If the respective sports program is placed on NCAA Academic Progress Rate probation or the Coach is found to be in violation of Athletic Conference Rules and/or University Rules, the Athletics Director has the discretion to not recommend any Performance Incentives earned in that contract year. 
    All eligible Performance Incentives earned and approved in a contract year will be paid out in a lump sum at the conclusion of the contract year.


VII.  EXCLUSIONS FROM COLLECTIVE BARGAINING AGREEMENT

In order to effectuate individually negotiated employment contracts for Head Coaches, Non-Head Coaches and Administrators in accordance with this policy, the following provisions of the current CBA for Bargaining Unit 08, or similar related articles in future or amended CBAs, shall not apply: 

8 – Leave of Absence for Union Business, 9 – Employment Security, 10 – Employment Rights, 11 – Layoffs, 12 – Return Rights to APT Positions, 18 – Temporary Assignment, 19 – Overtime, 20 – Night Differential, 21 – Meals, 22 – Overload, 24 – Compensation Adjustments, 27 – Professional Improvement Leave, 31 – Vacation Leave, 35 – Travel, 39 – Salaries, 41 – Standby Pay, 43 - Entirety, Modification and Conflict, and 44– Duration.

VIII.  PERFORMANCE EVALUATION

All employees with multi-year contracts shall be evaluated with the performance evaluation criteria developed by the Athletics Director that the respective coach is expected to meet in the following areas: (1) team performance; (2) academic performance/graduation rates; (3) student-athlete experience; (4) teamwork within the University and department; (5) external constituencies; (6) compliance with all applicable laws, rules and regulations; (7) administrative duties; and (8) effective leadership.

All Head Coaches, Non-Head Coaches and Administrators shall be evaluated annually at the conclusion of the respective sport program’s season.

IX.  TERMINATION 

Termination of Head Coaches, Non-Head Coaches and Administrators is subject to the provisions provided in their respective individual employment agreements.

X.  CONTACT INFORMATION

Office of Human Resources
Telephone:  (808) 956-8458
OHR Website

Office of the Vice President of Administration
Telephone:  (808) 956-6405
Email:  vpadmin@hawaii.edu

XI.  REFERENCES

RP 9.202, Classification Plans and Compensation Schedules
RP 9.218, Delegation of Personnel Actions

Approved

Signed
David Lassner
January 19, 2024
Date
President

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