Transcript Evolving Human Resources:

Student Services Job Family Study
New Structure and Implementation
Employee Information Session
March 6 and 9, 2015
Agenda
• Project Overview and Objectives
• Student Services Job Family Definition
• Project Process
• Classification and Salary Structures
• Project Timelines
• Salary and Benefit Impact
• Q&A
HumanResources
Office of
1
Job Classification Redesign
Goal: Create and implement a classification system
that provides:
• managers and employees transparent career paths,
• a classification structure that provides clarity and
ease of administration,
• optimal utilization of payroll dollars, and
• the ability to attract, engage, and retain high
performing employees.
HumanResources
Office of
24
Job Family Study Overview
• University-wide initiative
– aligned with University’s vision and Operational
Excellence
• Civil Service and P&A positions on all five campuses
• 18 total job families; 15 are complete
• Working in partnership with Sibson Consulting
• Collaborative approach focused on communication and
consensus-building
• Anticipated completion in Spring 2015
HumanResources
Office of
3
Student Services Job Family Definition
The student services job family includes graduate and undergraduate instruction
and activities related to student academic life at the University; and with the
physical, social, cultural, and psychological well-being of students.
• Academic Programming and Advising: Enhance academic success of students
through curriculum planning, advising on program policies and issues, developing
and implementing academic support programs, etc.
• Career Planning and Placement: Plan, develop and implement programs,
activities and counseling services for career development including job
placement, interview preparation, conducting resume review and on-campus
interviewing, etc.
• Residential Life and Student Programs and Services: Provide social and
adjustment programming including community involvement, student exchange,
orientation, minority student affairs, student group management, campus
housing, Greek house advising, student unions, etc.
HumanResources
Office of
4
Student Services Family Definition cont’d
• Recruitment and Admissions: Provide services related to recruitment, admissions,
and retention of student enrollment. Included is recruitment, evaluation and
participation in the selection of candidates for admission; developing and
maintaining liaison relationships with organizations and individuals involved in the
admissions process; developing and delivering public presentations to promote the
University; and advising applicants and parents about educational planning.
• Student Finance: Provide financial student services including analysis of students’
level of need and eligibility for financial aid; interpreting financial aid regulations;
analyzing student data from multiple sources; implementing procedures to ensure
regulatory compliance and accurate delivery of financial aid and student billing
information; and advising students on financial aid matters and promoting financial
wellbeing.
• Registration and Records: Provide registration planning and implementation
services and management of student records. Implement and enforce instructional,
professional, and legal standards and regulations related to academic records.
HumanResources
Office of
5
Project Stakeholders
Advisory Team
Focus Groups
Steering Team
Individual Employees
Parties
Include
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Project Sponsor
Subject Matter
HR in the Unit
Experts
HR Consultants
Functional Team
Members
• Class & Comp Staff
• Sibson
Consultants
Operational
Excellence Team
Employees with
Manager Guidance
(as interviewees and
focus group
participants)
Role
Develop job family
definitions, assign
placements, and
conduct competitive
compensation
assessment
Helps to ensure
project success and
provide final
approval of key
deliverables
Complete position
description
documentation
HumanResources
Review initial job
family definition and
career ladder
documentation
Office of
6
Job Family Collaboration
Advisory Team
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Robert McMaster
Danita Brown Young
Brenda Herzig
Carl Brandt
Heidi Meyer
Julie Selander
Karen Starry
Kate Maple
HumanResources
Office of
7
Lasamy Mila
Laurie Scheich
LeeAnn Melin
Maggie Towle
Megan Sweet
Molly Portz
Steve Carnes
Katie Stuckert
Focus Group Members
(invited)
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Alisa Eland
Audra Gerlach
Barbara Anderson
Barbara Kappler
Becky Hall
Beth Isensee
Beth Lingren Clark
Beth Lory
Bill Ganzlin
BJ Titus
Brad Stepan
Brook Blahnik
HumanResources
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Bryan Herrmann
Carol Francis
Carol Sundberg
Carrie Otto
Char Klarquist
Chelsea Petree
Chris Schlichting
Christen
Christopherson
• Claudia Melo
• Dean Tsantir
• Deb Pusari
Office of
8
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Dianne Danov
Donna Johnson
Erik Dussault
Frederic MacDonaldDennis
Gary Cooper
Gary Willhite
Heidi Meyer
Jan O’Brien
Jenni Peterson
Focus Group Members cont’d
(invited)
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Jennifer Koontz
Jenny Mealey
Jeremy Leiferman
Jeremy Todd
Joe Maple
Karen Nelson
Keri Risic
Keyana Scales
Kimberly
Hindbjorgen
HumanResources
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Kyle Dukart
Laurie McLaughlin
Les Opatz
Lisa Hubinger
Lynn Holleran
Mary Vincent
Matt Levine
Meaghan Thul
Michael Huyen
Michelle Koker
Office of
9
• Mindy Deardurff
• Nikki Letawsky
Shultz
• Olga Wozniak
• Parry Telander
• Patricia Jones Whyte
• Patrick McCarthy
• Paul Spangle
• Paul Timmins
Focus Group Members cont’d
(invited)
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Sara Johnson
Sara Nagel Newberg
Sarah Groskreutz
Sheila Collins
Stacey Tidball
Stephanie Haddad
Steven Cisneros
Susan Kubitschek
Susan Stubblefield
T.J. Ross
HumanResources
Office of
10
Teresa Fruen
Terry Rafferty
Tom Fitzgerald
Tracie Thomas-Card
Wachen Anderson
Interviews:
– Martha Johnson
– Rachelle Hernandez
– Susan Van Voorhis
Focus Group Members - Duluth
(invited)
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Paul Treuer
Brenda Herzig
Becky Christy
Carly Moritz
Gerry Pepper
Ian Pannkuk
Lisa Reeves
Mary Keenan
HumanResources
Office of
11
Curt Albertson
Joseph Grant
Jeni Eltink
Jeremy Leiferman
Julie Westlund
Penny Morton
Paula Rossi
Colleges and Administrative Units Represented
• Undergrad Ed
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• Carlson School
• AHC –Dentistry,
Student Affairs
• Biological Sciences Medical School,
Nursing, Pharmacy,
Equity and
• Continuing Ed
Public Health, Vet
Diversity
Med
• Design
Auxiliary Services • Ed & Human Dev • UM Duluth
GPS Alliance
• UM Morris
• CFANS
• Humphrey School • Science and Engr
• Law School
• Liberal Arts
HumanResources
Office of
12
• UM Crookston
• UM Rochester
How Jobs are Mapped to the Structure
Role
 Operational Activity
 Decision-making
Authority
 Operational
Knowledge
Requirements
 Education and
Experience
 Management
Experience
 Technical
Capabilities
 Industry Knowledge
HumanResources
Office of
13
Accountability
 Planning Horizon
 Influence on
Institution
 Scope of
Measurable Effect
 Problems Solved
Steps to Develop a Structure
Job Descriptions
Market Pricing
Salary Structure
$
$$$
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1
HumanResources
Office of
14
Salary Structure Design
• Reviewed salary survey reports from industry leaders
(CUPA, EduComp, Kenexa CompAnalyst)
• Factors Considered:
– Higher education
– Minneapolis metro area (for-profit and not-for-profit
companies and government)
– If specific cuts not available, looked at broader
regional or national data
HumanResources
Office of
15
University Structure
University Level
SVP / VP – outside study
AVP – outside study
Director 2
Director 1
Manager 3
Individual Contributor 3
Manager 2
Individual Contributor 2
Manager 1
Individual Contributor 1
Supervisor 4
Professional 4
Supervisor 3
Professional 3
Supervisor 2
Professional 2
Professional 1
Labor Represented Positions (not included in study)
HumanResources
Office of
16
Student Services: Before
Management & Supervisory
Civil Service Class and Salary Range
P&A Class and Salary Range
Management
0600
0601
0620
Administrative Director
Senior Administrative Director
Asst Dir, Student Support Svc
Min
$42,245
$46,987
$43,722
Max
$75,046
$83,346
$77,771
Supervisory
7077
7185
7201
7205
7206
7208
7261
7264
7315
7460
7461
7824
7834
Senior Office Supervisor
Exec Student Personnel Worker
Associate Administrator
Executive Assistant
Administrative Professional
Program Associate
Student Support Services Assoc
Student Services Supervisor
Community Program Specialist
Student Personnel Worker
Prin Student Personnel Worker
Office Supervisor
Executive Secretary
$37,128
$64,334
$42,245
$75,046
$38,043
$65,936
Rate Arranged
Rate Arranged
$34,278
$59,155
$38,043
$65,936
$33,176
$57,346
Rate Arranged
$33,176
$57,346
$36,712
$63,523
$33,176
$57,387
$36,130
$62,608
9334
9335
9336
9337
9338
9339
9340
9341
9342
Director Campus/College Level
Associate Director Cmp/Col
Assistant Director Cmp/Col
Departmental Director
Associate Department Director
Assistant Department Director
Program Director
Associate Program Director
Assistant Program Director
Min
$35,418
$35,418
$35,418
$35,418
$35,418
$35,418
$35,418
$35,418
$35,418
Max
many classifications - imprecise differentiation - incomplete salary ranges
HumanResources
Office of
14
17
17
Student Services: Before
Individual Contributor
Civil Service Class and Salary Range
Individual Contributor 8201
Associate Administrator
8202
Housing Specialist
8205
Executive Assistant
8206
Administrative Professional
8208
Program Associate
8260
Student Support Services Asst
8261
Student Support Services Assoc
8442
Communications Associate
8445
Communications Specialist
8460
Student Personnel Worker
8461
Prin Student Personnel Worker
8463
Student Personnel Coordinator
8475
Alumni Relations Associate
$38,043
$65,936
$32,011
$55,120
Rate Arranged
Rate Arranged
$34,278
$59,155
$32,011
$55,120
$38,043
$65,936
$31,782
$55,598
$37,835
$66,206
$33,176
$57,346
$36,712
$63,523
$33,176
$57,346
$32,126
$56,375
9352
9353
9354
9365
9371
9705
9705CC
9705SC
9706
9707
9708
9709
9711
9729
9730
9745
9746
9747
P&A Class and Salary Range
Associate To
$35,418
Assistant To
$35,418
Coordinator
$35,418
Special Project Associate
$35,418
Analyst
$35,418
Counselor
$35,418
Career Counselor
$35,418
Senior Career Counselor
$35,418
Assistant Counselor
$35,418
Senior Academic Advisor
$35,418
Associate Academic Advisor
$35,418
Assistant Academic Advisor
$35,418
Associate Counselor
$35,418
Continuing Educ Specialist
$35,418
Assoc Continuing Educ Spec
$35,418
Education Specialist
$35,418
Associate Education Specialist
$35,418
Assistant Education Specialist
$35,418
many classifications - imprecise differentiation - incomplete salary ranges
HumanResources
Office of
14
18
18
Student Services: After
Two Classification/Compensation Structures:
1. Student Services (non-residential life)
a. Student Services - General
b. Student Finance
c. One Stop
d. Academic Advising
e. Career Counseling
f. Admissions
2. Residential life
HumanResources
Office of
19
Student Services Structure - General
HumanResources
Office of
20
Student Services Structure – Residential Life
HumanResources
Office of
21
FLSA
EE
Group
Student Services- General
Job Family Level
Min
Mid
Max
SVP / VP
Exempt
P&A
AVP
Student Services Director 2
$101,600 $139,700 $177,800
Student Services Director 1
$84,700
$116,400 $148,200
Student Services Mgr
3
Student Services
Program Spec 3
$70,500
$97,000 $123,400
Student Services Mgr
2
Student Services
Program Spec 2
$58,800
$80,800 $102,900
Student Services Mgr
1
Student Services
Program Spec 1
$48,900
$67,300
$85,600
Student Services Professional 3
$38,700
$53,200
$67,700
Student Services Professional 2
$35,200
$48,400
$61,600
Student Services Professional 1
$32,000
$44,000
$56,000
NonExempt
CS
N/A
HumanResources
Office of
22
FLSA
EE
Group
Student Services- Student Finance
Job Family Level
Min
Mid
Max
SVP / VP
Exempt
P&A
AVP
Student Services Director 2
$101,600 $139,700 $177,800
Student Services Director 1
$84,700 $116,400 $148,200
Student Services Mgr 3
Student Services
Program Spec 3
$70,500
$97,000 $123,400
Student Services Mgr2
Student Services
Program Spec 2
$58,800
$80,800 $102,900
Student Services Mgr 1
Student Services
Program Spec 1
$48,900
$67,300
$85,600
Student Finance Counselor 3
$38,700
$53,200
$67,700
Student Finance Counselor 2
$35,200
$48,400
$61,600
Student Finance Counselor1
$32,000
$44,000
$56,000
Exempt
Non-
Service
Civil
N/A
HumanResources
Office of
23
FLSA
EE
Group
Student Services- One Stop
Job Family Level
Min
Mid
Max
SVP / VP
Exempt
P&A
AVP
Student Services Director 2
$101,600 $139,700 $177,800
Student Services Director 1
$84,700 $116,400 $148,200
Student Services Mgr 3
Student Services
Program Spec 3
$70,500
$97,000 $123,400
Student Services Mgr2
Student Services
Program Spec 2
$58,800
$80,800 $102,900
Student Services Mgr 1
Student Services
Program Spec 1
$48,900
$67,300
$85,600
One Stop Counselor, Senior
$38,700
$53,200
$67,700
One Stop Counselor
$35,200
$48,400
$61,600
Exempt
Non-
Civil
Service
N/A
HumanResources
N/A
Office of
24
FLSA
EE
Group
Student Services- Academic Advising
Job Family Level
Min
Mid
Max
SVP / VP
Exempt
Student Services Director 2
$101,600 $139,700 $177,800
Student Services Director 1
$84,700
$116,400 $148,200
Student Services Mgr 3
Student Services
Program Spec 3
$70,500
$97,000
$123,400
Student Services Mgr2
Student Services
Program Spec 2
$58,800
$80,800
$102,900
Student Services Mgr 1
Student Services
Program Spec 1
$48,900
$67,300
$85,600
Academic Advisor, Senior
$42,500
$58,500
$74,400
Academic Advisor
$38,700
$53,200
$67,700
NonExempt
Civil
Service
P&A
AVP
HumanResources
N/A
N/A
Office of
25
FLSA
EE
Group
Student Services- Career Counseling
Job Family Level
Min
Mid
Max
SVP / VP
Exempt
Student Services Director 2
$101,600
$139,700 $177,800
Student Services Director 1
$84,700
$116,400
$148,200
Student Services Mgr 3
Student Services
Program Spec 3
$70,500
$97,000
$123,400
Student Services Mgr 2
Student Services
Program Spec 2
$58,800
$80,800
$102,900
Student Services Mgr 1
Student Services
Program Spec 1
$48,900
$67,300
$85,600
Career Counselor, Senior
$42,500
$58,500
$74,400
Career Counselor
$38,700
$53,200
$67,700
Civil
Service
NonExempt
P&A
AVP
HumanResources
N/A
N/A
Office of
26
FLSA
EE
Group
Student Services- Admissions
Job Family Level
Min
Mid
Max
SVP / VP
Exempt
P&A
AVP
Student Services Director 2
$101,600 $139,700 $177,800
Student Services Director 1
$84,700
$116,400 $148,200
Student Services Mgr 3
Student Services
Program Spec 3
$70,500
$97,000
$123,400
Student Services Mgr 2
Student Services
Program Spec 2
$58,800
$80,800
$102,900
Student Services Mgr 1
Student Services
Program Spec 1
$48,900
$67,300
$85,600
Admissions Counselor, Senior
$38,700
$53,200
$67,700
Admissions Counselor
$35,200
$48,400
$61,600
Admissions Associate
$32,000
$44,000
$56,000
NonExe
mpt
CS
N/A
HumanResources
Office of
27
FLSA
EE
Group
Student Services- Residential Life
Job Family Level
Min
Mid
Max
Residential Life Manager 3
$53,900
$72,800
$91,600
Residential Life Manager 2
$45,000
$60,700
$76,500
Residential Life Manager 1
$37,500
$50,600
$63,800
Residential Life Professional 4
$31,300
$42,200
$53,200
$23,660
$31,941
$40,200
SVP / VP
AVP
N/A
Exempt
P&A
N/A
N/A
NonExe
mpt
CS
Residential Life Professional 2
HumanResources
N/A
Office of
28
Implementation Key Dates and Events
• February 26
– Employees receive individual results letters
– Start of appeal period
– Round 2 begins
• March 6 & 9 – Employee Information sessions
• March 19
– Employee deadline for appeals
– Round 2 deadline for position descriptions
• April 23
– Notification of appeal and round 2 results
HumanResources
Office of
29
Implementation Key Dates and Events
• Effective date of new job family structure TBD
– Employees will receive notice of the effective date, when
determined
– All study results will be held until the effective date,
including movement to B.U. and other job families
– Employees with an option to choose their employee group
will receive directions for communicating their choice
(online form to complete).
– Salary increases (if applicable) will be effective on that day,
back pay not awarded
– Annual merit pay increases are separate from this process
HumanResources
Office of
30
Appeal Process
1. Employee discusses classification result concerns with
supervisor
2. If the supervisor, in discussion with their unit HR Office,
supports an appeal, the employee submits the appeal
form (with documentation and supervisor signature) to
their unit HR office
3. Unit HR Office reviews and submits appeal information
by the deadline of March 19
4. Appeal panel of subject matter experts reviews
5. Appeal results communicated on/before April 23
Appeal process information found at z.umn.edu/jobfamilies
HumanResources
Office of
31
Employee Salary Impact
• 879 positions were reviewed
– Excluding resigned or positions moved to other job
families to be studied
• 74 employees are outside of the new range
– For those below range minimum: Salary brought to the
range minimum on the effective date
– For those above the range maximum: Salary frozen for 3
years or until the range catches up to the salary. If still
above the range after 3 years, salary will be adjusted to
the top of the range.
HumanResources
Office of
32
Fair Labor Standards Act (FLSA)
Exemption Status
• Non-exempt positions are not exempt from the
overtime pay requirements of the FLSA.
-Employees are paid overtime if they work over 40
hours in a work week.
-Advanced supervisor approval of OT is required
• Exempt positions do not require overtime pay by law
-UMN civil service rules currently provides OT pay
or V class.
Fair Labor Standards Act:
http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa
/index.html#generalflsainfo
HumanResources
Office of
33
Positions that Change Employee Group
• All non-exempt positions are civil service or bargaining unit.
• Exempt employees have the option to stay in their current
employee group.
– If an employee elects to change employee groups, they may have
benefits changes.
– Note: Employees who have already exercised their (one time)
option to remain in or change their retirement plan do NOT have
another option. (per Faculty Retirement Plan)
• OHR Benefits staff are available to assist these employees in
reviewing their options.
• Handout information describing benefit differences is available
today and on the web site.*
HumanResources
Office of
34
Job Family Study Results
• Total number of positions reviewed: 879
• Distribution by employee group
• Civil Service:195
• P&A: 643
• Labor Represented: 41
• Distribution by type of moves
•
•
•
•
•
•
Civil Service to Civil Service: 161
Civil Service to P&A: 85
P&A to Civil Service: 34
P&A to P&A: 558
Civil Service to Labor Represented: 39
P&A to Labor Represented: 2
HumanResources
Office of
35
Job Family Study Results cont’d
• Impact on Salary
– No impact: 805
– Below the range minimum: 36
– Above the range maximum: 38
• Some positions moved to other job families
HumanResources
Office of
36
Additional Information
• Project Website with Q&A
z.umn.edu/jobfamilies
• Civil Service Employee Rules
http://www1.umn.edu/ohr/policies/governing/civilrules/.
• Administrative Policy for Appointments of Academic Professional and
Administrative Employees
http://www.policy.umn.edu/Policies/hr/Hiring/APPOINTPA.html
• Employee Benefits website
http://www1.umn.edu/ohr/benefits/index.html
Contact Unit Human Resources or
call 4-UOHR (612-624-8647)
HumanResources
Office of
37
Employee Benefits Resources
• Employee Benefits: www.umn.edu/ohr/benefits
• Academic Disability Program:
www.umn.edu/ohr/benefits/disability/academic/index.html
• Vacation and Leave:
www.umn.edu/ohr/benefits/leaves/vacation/index.html
• Minnesota State Retirement Plan: www.msrs.state.mn.us
or www.umn.edu/ohr/benefits/events/index.html#msrs
• Faculty Retirement Plan (P&A):
www.umn.edu/ohr/benefits/retiresave/frp/index.html
Questions? Contact Employee Benefits at 4-UOHR
(612-624-8647) or [email protected]
HumanResources
Office of
38
Thank you!
Questions?
HumanResources
Office of
39