1 Postdoctoral Scholars Bargaining Unit (PX) Implementation Workshops October 19 and 21, 2010.

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1 Postdoctoral Scholars Bargaining Unit (PX) Implementation Workshops October 19 and 21, 2010

Transcript of 1 Postdoctoral Scholars Bargaining Unit (PX) Implementation Workshops October 19 and 21, 2010.

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Postdoctoral Scholars Bargaining Unit (PX)

Implementation WorkshopsOctober 19 and 21, 2010

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Workshop Presenters

Cindy Doherty- Academic Personnel Christian Villasenor- Graduate Division Farfalla Borah- Employee & Labor Relations Cora Diaz- Sponsored Projects Cyndi Richardson- Benefits Billy Ko- International Students & Scholars

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The Big Picture

The University of California and the United Auto Workers (UAW) have agreed to a first union contract for Postdoctoral Scholars (PX), effective 8/12/2010

This is the first union contract of its kind in the United States. Contract compliance is critical. Both UC and UAW will closely monitor the University’s administration of the new contract.

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What does this mean for UC?

The University cannot make unilateral changes to the terms & conditions in the union contract.

Faculty and PI’s do not have independent discretion to change or alter the terms of the union contract.

Failure to abide by the contract provisions could result in a grievance.

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What does this mean for Postdoctoral Scholars? Wages, hours, benefits

and working conditions are negotiated between UC and UAW, not between the individual Postdoc and the faculty member or PI.

Postdocs must pay dues or fair share fees to UAW.

The UAW must represent the Postdoc in any contract disputes.

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UC-UAW Postdoc Contract

Available on the UCOP web site via Academic Personnel web site at:http://ap.ucsb.edu/policies.and.procedures/

collective.bargaining.contracts/

Campus policy and procedure, including Appointment Form, in the Red Binder, section III, 18-20, available on the Academic Personnel web site:http://ap.ucsb.edu/policies.and.procedures/red.binder/

index.cfm

Additional information available on the Graduate Division web site at:http://www.graddiv.ucsb.edu/postdoctoralscholars/

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Definition of a Postdoctoral Scholar

Employed in a full-time training program of advanced academic preparation and research training under the mentorship of a faculty member

Payroll title of Postdoctoral Scholar: Employee Fellow Paid Direct

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A Postdoc or not

A Postdoctoral Scholar

A program of mentorship and training

Five years or less since PhD

Initial appointment of at least one year

Appointment is 100% time

Not A Postdoctoral Scholar

Support position on research team

Independent researcher

Short term visitor

Appointment is part time

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Postdoc Paid-directs

Bring their own outside money

If less than salary scale minimum must supplement

Entitled to benefits

Entitled to salary increases

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Appointment Process

All steps take place prior to hire date Department/PI has preliminary conversations

with the Postdoc Department submits hiring request to

Graduate Division 30 days prior to start date Graduate Division approves appointment Department sends offer letter/notice of

appointment to the Postdoctoral Scholar Postdoctoral Scholar signs and returns the

notice Department enters employee into PPS

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Appointment Form

Postdoctoral Scholar Appointment Form (Red Binder III-20) UCSB Biography Form Up to date CV Attachment A;

recruitment information Postdoc no longer signs

form Other modifications to

form to comply with contract

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Appointment Letter/Notice of Employment Must contain specific information; be sure to

use template Must be signed prior to the start of the initial

appointment Must be sent to the Postdoc 30 days prior to

the reappointment date, or as soon as practicable for reappointments

Give the employee a copy of the signed document, send a copy to Graduate Division, and keep the original in the department files

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PhD not yet finalized; what to do?

All requirements for degree complete but degree not yet conferred Request exception Provide

documentation Letter from

institution verifying requirements complete and stating date degree to be conferred

All requirements for degree not complete Can not appoint as

Postdoc Can be in another

title short term if duties fit that title

Consult with Grad Div, Office of Research, & Benefits

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Exceptions; Approval required by Graduate Dean

For less than 100% for a limited time if:

Also holding a teaching title (Lecturer)

At the employee’s request Note that this is used for

reduced effort, not for reducing pay

More than five years since PhD conferred Need reasonable justification

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Reappointments

Process is the same as for initial appointment

Must include annual evaluation of the Postdoc

Reappointment may be for less than one year: Funding is available for less than an additional full

year. The project will last less than an additional full year. Visa limitations At the request of the Postdoctoral Scholar, to “bridge”

for a short period prior to other employment

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What to do if funding isn’t in place

RAS Approvals (AS, HS, etc).

Compliance actions can hold up processing of award.

Dept assume risk

Pre-Award Costs Sponsor Policy Award Terms and

Conditions

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Funding

Rebudgeting Sponsor Policy Award Terms and Conditions

Funding from another source if allowable and allocable

Don’t forget to build the increase into proposal budgets.

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Benefits

PPO: 2011: Postdocs will keep the current PPO contribution

ratios for the life of the Agreement (as costs go up so do the Postdoc payments)

HMO: 2011: UC will keep the current Health plan design &

pay premiums with a slight increase to departments in 2011.

HMO: 2012- 2015: Postdoc will pay a % of the monthly contributions. Premium will increase based on family coverage level.

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Benefits

UCRP-DCP Eligible Postdocs will redirect DCP contributions to the

UCRP. An eligible Postdoc is one who was in a UCRP eligible appointment prior to becoming a Postdoc.

Important Note When entering address in PPS, use 2nd line for

apartment #’s. If address is too long in line 1, characters “fall off” and they don’t receive their insurance cards. Must have a LOCAL ADDRESS to enroll in the HMO, not department address.

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International Scholars The University must ensure that visa related

paperwork is processed in a timely manner

Prepare Ahead of Time For visa processing time Does the Postdoc already have employment

authorization?

Do Not Guarantee Specific Visa Types Possible restrictions based on Postdoc’s immigration

status or the position Permanent Residency Sponsorship not possible in the

Postdoctoral Scholar titles

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International Scholars Submit the following information to OISS

Postdoctoral Title ( Employee, Fellow, Paid Direct) Salary Amount Job Description Site of Activity/Employment

Visa Chart for Eligible Employment-based Categories on OISS website

www.oiss.ucsb.edu/departments/visacategories.aspx  

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Reviews

Annual Reviews Must be done prior to annual

reappointment Form available on Graduate

Division web site at: http://www.graddiv.ucsb.edu/

postdoctoralscholars/documents/

PostdocEval_000.pdf

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Other evaluation & mentoring tools

Individual Development Plan Includes Postdoc’s general individual research goals,

professional development and career objectives Postdoc develops the IDP Postdoc and supervisor discuss

Progress Assessments Evaluation of the Postdocs progress and

accomplishment in research & professional development

PI communicates expectations within reasonable time of appointment/reappointment

Postdoc may request in expectations be in writing Periodic informal oral Progress Assessments

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Compensation

New minimum salary as of Sept. 1, 2010 = $37,740

Paid Directs must be supplemented if external funding is below minimum.

1.5% and 3% increases granted as of Sept. 1, 2010

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Minimum salaries as of June 1, 2011

Appointment Step Experience level in months Minimum salary

0 0-11 $37,740

1 12-23 $39,756

2 24-35 $42,624

3 36-47 $44,304

4 48-60 $45,960

5 (by exception) 61-72 $47,940

Based on NIH-NRSA rates.

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Compensation as of June 1, 2011

New employees Must be paid at the new minimum for

“experience years” at time of hire Increase to next higher rate must occur upon

anniversary date. Usually coincides with reappointment

On anniversary date, if already paid above the new experience level minimum, Postdoc will be given an increase of at least 2%

May give mid-year increases but will still be subject to anniversary date increases

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Salary transition; existing employees

Beginning June 1, 2011 through May 31, 2014 On anniversary date, must begin move to appropriate

salary level If experience level is less than 3% higher than current

salary; increase at least to experience level If experience level is more than a 3% increase,

employee can either be increased to the new experience level or be given at least a 3% increase.

If already paid above new experience level rate, must get at least a 2% increase.

By June 1, 2014 all Postdoctoral Scholars must be paid at the appropriate experience level

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Existing employees

During transition period All new policies and procedures must be followed for

reappointments Employees can be reappointed on their anniversary

date, prior to June 1, 2011, without being given an increase

Increase or not decision should be made in context of future planning and increases

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Examples of pay increases

Currently in year one, anniversary date of 7/1/11

Current salary of $37,740 As of 7/1/11 must be reappointed at least at $38,872

(3% increase) Current salary of $39,000

As of 7/1/11 must be reappointed at least at $39,756 (new experience level rate)

Current salary of $40,000 As of 7/1/111 must be reappointed at least at $40,800

(2% increase)

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Personal Time Off (PTO)

24 work days for each 12 month appointment (pro-rated for less than full year reappointments)

Available at the beginning of the appointment Time used recorded in full day increments (tracked

outside of PPS) Paid or not is dependent on the funding source Unused time does not carry over to future

appointments and is not paid out upon end of employment

Time off must be requested and approved by PI/Supervisor (can not unreasonably deny)

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Sick leave

12 work days for each 12 month appointment (pro-rated for less than full year reappointments)

Available at the beginning of the appointment Time used recorded in full day increments (tracked

outside of PPS) Unused time carries over to future appointments,

either as Postdoc or in any University title that is eligible for sick leave.

Some unused time is reinstated after short breaks in employment

Time off may be used for ones own illness/medical appointments, childbearing, disability or those of family members

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Other leaves

Medical without pay other than use of sick leave or PTO FMLA eligible if meets criteria May qualify for disability pay

Bereavement May use up to 5 days of sick leave or PTO, or unpaid

up to 5 days Jury duty

Eligible for pay during term of service Military leave

Eligible for unpaid leave as outlined in contract

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Travel

Are eligible for travel reimbursement if the travel is required. Other may be reimbursed.

In accord with UC travel policies

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Removal

Removal (initial move to campus) may be reimbursed, by exception, if funding source allows

Exception requests are to be directed to the Associate Vice Chancellor for Academic Personnel

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Movement to other titles

Can not change the employment title of a Postdoctoral Scholar without notice to the UAW

Postdoc can be hired into a different position once the Postdoc position has ended as long as appropriate search/recruitment processes are followed

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Union Dues or Fair Share

The UAW has the right to receive union dues or fair share fees from each employee. Dues- Postdocs may elect to pay union dues.

Dues paying members have the right to vote on union matters.

Fair Share- Postdocs may elect to pay Fair Share Fees in lieu of dues if they do not wish to join the union.

They are still, however, represented by UAW and covered by the union contract, regardless of whether they pay dues or fees.

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Union Dues or Fair Share

As part of the initial appointment process, each Postdoc must be given a Deduction Authorization Form by the University. (Appendix C), available at:

Completed forms should be sent to Employee & Labor Relations for processing.

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Discipline & Dismissal

The UC-UAW union contract provides guidelines for implementing discipline and dismissing Postdocs.

Please consult with Academic Personnel or Employee & Labor Relations BEFORE taking any disciplinary actions or dismissing a Postdoc.

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Health & Safety

Health & Safety continues to be a “hot topic” issue for the unions.

Please insure that all Postdocs receive appropriate campus laboratory safety training.

If a Postdoc expresses concern that his/her work is hazardous or that s/he has not been properly trained, please contact Environment Health & Safety asap.

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Campus ContactsGraduate Division:

Chris Dixon, [email protected] x4231Christian Villasenor, [email protected] , x2013

Academic Personnel:Cindy Doherty, [email protected] , x8332

Labor Relations:Farfalla Borah, [email protected], x4482

Benefits:Cyndi Richardson, [email protected], x4263

International Students & Scholars:Billy Ko, [email protected], x7150

Office of Research: Sponsored Projects:Cora Diaz, [email protected], x4035

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To do list!

Review draft documents and provide feedback, if any, by October 27.

Watch for announcement of finalized versions as start using as of November 1

Remind PI’s, Department Chairs and Directors of training: Wed. Oct 27 10:00-11:00 2536 Phelps Thurs. Oct 28 3:30-4:30 2536 Phelps