Merge pull request #330 from hyphacoop/new-lr-process

Update salary-review.md

Policies/salary-review.md

@@ -1,20 +1,22 @@
 # Salary Review Process
 
-**Objective:** Each member or employee completes a self-assessment and has their salary set based on the Hypha salary grid
+**Objective:** Each member or employee completes a self-assessment and team review of their Level and Responsibility (defined [here](/How-we-work/salary.md)) and identifies their new salary according the Hypha's salary matrix,
 
-**Timing:** Annual salary reviews will follow the peer-review process and should occur in the first quarter of the year. Peer reviews must be completed before the salary review takes place, but the two processes should take place consecutively.
+**Timing:** Annual salary L/R reviews occur in the first quarter of the year. Org-wide peer feedback should be completed before the salary review takes place.
 
 **Salary adjustments:** To avoid the operational overhead of adjusting salaries multiple times per year, our annual cost-of-living increases (if approved at AGM) will be applied to the full matrix at the same time as the next annual salary review. Members and employees undertaking a 6 month re-review to hit particular L/R goals may have their salary adjusted twice in a single year if necessary. 
 
+**Terminology**
+* **Consensus:** everyone involved agrees on the decision being made. Consensus is a high bar.
+* **Consent:** no one involved objects to the decision being made (i.e., if no one blocks the decision, everyone has consented to it).
+* **Consistency reviewer** (per team): someone with insight into the full team's function and working habits who is able to judge consistency of L/R across the group they're reviewing. Chosen by the team at the start of the process.
+* **Budget reviewer:** a person or group of people with an org-wide understanding of Hypha's finances who can judge the financial impact of the salary changes and whether Hypha can afford it.
 
 # How it works
 
 ## Part 1: Self-Assessment
-
-Assess where you are currently on the salary grid and consider whether you want to:
-* Move up
-* Move down
-* Stay where you are
+First, you perform a self-assessment and identifies your L, R, and resultant salary that these factors produce
+ * Time commitment should be decided in advance with your team/practice lead. This factor is not actually under review by the group, but is necessary to calculate the salary number.
 
 To make this decision, use the following self-assessment questions to help you decide whether the current L and R make sense:
 
@@ -29,24 +31,38 @@ Use [this resource for tips ](https://nanoglobals.com/self-assessment-performanc
 
 Also consider the feedback you received during their peer review process.
 
-Lastly, before you meet with your review group, make any prep material available to the members of your review group.
-
+## Part 2: Peer review
+Invite **2 people** who you feel are qualified to assess and review your L/R based on their knowledge of you and your work. This forms a 3-person group that reaches consensus about your L and R.
+ * "Qualified" is subjective -- you are best-positioned to judge who knows the quality of your work, and Hypha as a whole trusts you to choose fairly.
+ * People may decline an invitation if they do not feel qualified. You must then invite someone else.
 
-## Part 2: Review Group
-
-Once the self-assessment is complete, you will schedule a meeting with your review group, which will consist of two or more people from Hypha. The review group will consist of one person you work closely with on a project, and someone with whom you share less direct project work. Review groups will be assigned and communicated by the Operations working group.
+Schedule a meeting with your review group (we recommend 30 min if you are staying consistent at the same L/R, and 60 min if you intend to change on either axis).
 
 What to expect during the review:
-* At the outset of this hour-long meeting, clearly state your intent to either **change or retain** your current position on the salary grid.
-* In cases where you are advocating for a **salary increase**, the review group will come to consensus about your L/R and time commitment within the review meeting.
-  * There is no appeal process following this decision; however, you may request an additional review process 6 months from the date of the original decision
-* In cases where you would like to work fewer days or hold less responsibility, resulting in a **salary decrease**, the review group can only approve the reduction if the project lead thinks the project will be manageable with the change in commitment. A transition plan may be required.
+* Clearly present your self-assessment and why you feel it is justified.
+* Be prepared to justify changes from your current L/R and answer questions that your review group has.
+* Be open to feedback and differing perspectives about your work -- remember that we are peers and trying to support one another and remain equitable within the co-op.
+* By the end of your meeting, all people in the review group (including you) should **reach consensus** on your L and R.
 * After the review meeting, you will send an email with your new L/R and time commitment to the Operations working group, who will meet with Finance to approve and finalize any salary changes.
 
+## Part 3: Team consistency review
+For each team or practice area, a **consistency reviewer** will be chosen to review and **consent** to the array of L/R across their team. The consistency reviewers can solicit feedback, host discussion, and request re-reviews.
+ * A 'team' or 'practice area' is a group that works closely together on the same material. It makes sense to understand the entire group's set of L/R and compare them to one another.
+ * A person in multiple teams or practice areas will be reviewed as part of each group, and all consistency reviewers need to consent.
+
+## Part 4: Budget review
+One **budget reviewer** for all of Hypha reviews and **consents** to the array of salaries across the organization. The budget reviewer can solicit feedback, host discussion, and request re-reviews.
+
+## Part 5: Implementation
+The Operations working group enters the new L/R into the Operations Planning sheet and makes adjustments to the Financial Planning sheet for the next payroll period.
+
+In the next payroll period following the review process, Finance working group will pay out salaries according to the new L/R.
+
 
 ## Resources
 * S.M.A.R.T. goals: plan your year by setting goals for yourself. These can be both personal and professional
   * [Miro Board SMART template](https://miro.com/app/dashboard/?tpTemplate=smart-goals&isCustom=false&share_link_id=425070093592)
   * [SMART goal deep-dive reference](https://clockify.me/blog/productivity/smart-goals/)
 * Review peer feedback. Even if you received feedback that you did not agree with, use this as an opportunity to look at the feedback objectively
 * Consider Hypha: review the relevant parts of the handbook and website to refresh your understanding of what it is we do, and how your work support and aligns with this
+* Review the Operations Planning sheet to see other people's L/R and compare the kind of work you do