HUMAN RESOURCES POLICIES GOVERNING HIRES, SALARY RAISES, PROMOTIONS AND BONUSES January 2014

REMUNERATION COMMITTEES Two committees consider Staff and Faculty remuneration issues from a global budget perspective The Committees define remuneration strategies before the budget is built The Committees arbitrate disagreements about salary policies; the President retains final decision-making power

BONUSES Bonuses are awarded to employees who take on higher-level responsibilities for a limited period of time, being themselves replaced at a lower level Bonuses are awarded to faculty members in the cases which are foreseen in the Accord d’Entreprise Bonuses may be awarded to all employees as an outcome of salary negotiations

DISCRETIONARY BONUSES Discretionary bonuses are first discussed between the President and the member of the Leadership team who is requesting the bonus, then submitted to the appropriate Remuneration Committee for approval. The President retains final decision-making power

MODIFICATION OF JOB DESCRIPTIONS AND CATEGORIES Job descriptions and categories can be modified only as a part of the annual budget process, during which requests made over the course of the year will be examined Changes of rank for faculty will be examined during the same process, with due attention to the recommendations of the Faculty Committee on Rank and Promotion

MODIFICATION OF JOB DESCRIPTIONS AND CATEGORIES ADMINISTRATIVE STAFF Modified job descriptions and proposed new categories are submitted to Human Resources, who make a recommendation to the Remuneration Committee The new job description, category and salary take effect at the beginning of the next fiscal year FACULTY Promotion decisions are made by the Dean on the basis of the recommendations of the Faculty Committee on Rank and Promotion The Remuneration Committee determines the appropriate new salary for the budget The new rank and salary take effect at the beginning of the next fiscal year

LEAVES OF ABSENCE Unpaid leaves of absence are granted in accordance with French law. The University also frequently grants unpaid leaves of absence in cases where it is not obliged by law to do so Paid leaves of absence are granted in accordance with French law and University policy. These mainly concern personal and/or family situations

SABBATICAL LEAVES AND COURSE RELEASES The numbe of sabbatical leaves to be granted each year is determined as part of the budget process. Leaves are granted by the Dean on the recommendation of the Faculty Committee on Rank and Promotion Course releases for research or administrative work are granted by the Dean within the limits set by the budget Faculty members on sabbatical or benefiting from a course release are not on leave: they continue to work for the University but have a diminished teaching load to allow for other work.

CREATION OF NEW POSITIONS ADMINISTRATIVE STAFF New positions are foreseen during the budget process A proposed job description and category are submitted to Human Resources, who make a recommendation to the Remuneration Committee The Remuneration Committee makes a final determination on category and salary, and prioritizes requests for new positions When approved, the new position is created at the beginning of the next fiscal year

CREATION OF NEW POSITIONS PERMANENT FULL-TIME FACULTY Creation of a full-time faculty position is foreseen in the budget of the year PRECEDING that in which the person will be hired The Dean and the President determine the rank at which the new faculty member should be recruited The budget includes the costs of selection and recruitment, including the cost of obtaining a visa if necessary The final decision to go ahead with the recruitment is made by the Faculty Remuneration Committee during the budget process for the following year, and only at this point is a firm offer made.

CREATION OF NEW POSITIONS PERMANENT PART-TIME FACULTY Requests to created new part-time faculty positions or increase the contractual workload of part-time faculty members are made as part of the budget process The Faculty Remuneration Committee prioritizes requests and makes recommendations to include (or not) the individual requests in the budget for the following year

CREATION OF NEW POSITIONS TEMPORARY PART-TIME FACULTY Requests to create temporary faculty positions (for Topics courses and modules in Masters programs) are made as part of the budget process The Faculty Remuneration Committee prioritizes requests and makes recommendations to include (or not) the individual requests in the budget for the following year

HIRING PROCESS PERMANENT EMPLOYEES New permanent employees are hired in order to Fill new positions which have been budgeted Replace permanent employees who have left the University TEMPORARY EMPLOYEES Temporary employees are hired in order to Replace employees who are absent Cover courses for faculty on sabbatical or benefiting from a course release Fill budgeted temporary positions Cover exceptional needs when such are identified All temporary hires which are not included in the budget require the agreement of the VP Finance and Administration

HIRING PROCEDURE All open positions are posted internally one week before being opened to the public Open positions are advertised at Pôle Emploi, on the University website, and elsewhere as appropriate The most appropriate candidate is selected based on the criteria decided at the time the position was opened The Human Resources department carries out all verifications of paperwork, and where appropriate applies for a work visa for the potential employee A contract of employment is issued for the effective date of employment as determined by the selection and visa processes

SALARY INCREASES COST OF LIVING INCREASES All employers in France have an obligation to negotiate annually with the unions present in the workplace concerning salary increases. There is, however, no obligation to reach agreement When an agreement is reached, the salary increase is expressed as a percentage of base salary. It may be dependent upon seniority, and the percentage may differ according to category or salary level MERIT INCREASES The overall percentage of the salary mass to be devoted to merit increases is determined at the same time as the « Cost of living » increase, during the same negotiations Decisions about individual merit increases are the prerogative of management Merit increases are based on employee evaluations, and can be foreseen only when a clear and transparent evaluation system exists

REGULATIONS CONCERNING WORKING CONDITIONS Employees who do not have the statute of Cadre work to a clear weekly schedule which is specified in the contract of employment. Full-time employment is 35 hours per week. Cadres are expected to organise their working hours as a function of necessity, after consultation with their colleagues. The annual workload is expressed in days (212 days per year for full time) or in hours (1,505 hours per year for full-time administrative staff; 1,500 hours per year for faculty) Cadres Dirigeants have no set working schedule: they work as required.

VACATIONS AND HOLIDAYS All employees at AUP benefit from 6 weeks’ annual vacation Sixteen paid holidays are observed each year. No employee, including Cadres Dirigeants, may work on 1 May Employees who are asked to work on a Jour Férié are paid double. Work on other University holidays, when required, is paid at standard rate

BREAKS AND REST DAYS No employee may work for more than 6 hours without a break All employees must benefit from at least one day off per week, which must be Sunday for all but Cadres Dirigeants All employees except Cadres Dirigeants must benefit from at least 11 continuous hours of rest between one working day and the next No employee except Cadres Dirigeants may work more than 10 hours per 24-hour day No employee except Cadres Dirigeants may work more than 40 hours per week (counted from Monday through Saturday) It is strictly illegal to work on 1 May

EMPLOYMENT CATEGORIES NON CADRE EMPLOYEES This group includes Administrative Employés and Agents de Maîtrise The working time is expressed as a set number of hours per week (maximum 35 hours) with a clear schedule (usually 9 to 5 with a one-hour lunch break, Monday through Friday, for full-time employees) These employees benefit from all published University holidays, plus six weeks of annual vacation

EMPLOYMENT CATEGORIES ADMINISTRATIVE CADRES C1 Cadres usually have an annual workload expressed in hours (1,505 hours for full-time employment). There are some exceptions to this rule, where the workload is expressed in days (212 days for full-time employment) because of the type of position and the difficulty of counting hours C2 Cadres have an annual workload of 212 days for full- time employment C3 Cadres have no set working hours and few obligations concerning working time. They are paid to « get the job done »

EMPLOYMENT CATEGORIES FACULTY Faculty have an annual workload expressed in hours (1,500 hours for full-time employment) Full-time Enseignants-Chercheurs are responsible each year for 225 hours of contact time, 375 hours of research and/or service and 900 hours of travaux induits (preparation, grading, participation in University activities) Full-time Enseignants are responsible each year for 300 hours of contact time and 1,200 hours of travaux induits (preparation, grading, participation in University activities)

OVERTIME NON CADRE EMPLOYEES Non cadre employees work overtime only at the request of the supervisor Such overtime is declared on the monthly Administrative Attendance Report, signed by both the employee and the supervisor Overtime time can be recuperated at the employee’s request. Otherwise, it is paid at the end of the following month at the legal rate (125 or 150%) CADRES This group includes administrative Cadres and all faculty The annual workload is expressed as a number of hours or days of work in the year. The workload may not be evenly spread over the period Cadres should work with their supervisors (the Dean in the case of faculty) to minimize work in excess of the annual load before the year is closed Excess hours or days worked are paid at 125% the month after the year is closed