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Education Job Family StudyNew Structure and Implementation

Employee Information SessionOctober 16, 2014

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Agenda• Project Overview and Purpose• Education Job Family Definition• Project Process • Classification and Salary Structures• Project Implementation • Salary and Benefit Impact• Summary Results• Q&A

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About the Project

• 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; 11 are complete • Working in partnership with Sibson Consulting• Collaborative approach focused on communication

and consensus-building• Anticipated completion in Spring 2015

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Project Purpose

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.

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Education Job Family Definition

Positions in the education job family plan, develop, deliver, measure, evaluate, and administer educational programs and services in the community and on campus. Typical responsibilities include:

• Education Programs –develop and deliver educational programs to internal and external audiences. Have content expertise for the area of the educational program. This includes community, continuing, and professional education.

• Extension education – responsible for providing outreach education to the general public throughout the state. Educational programs are developed with associated University of Minnesota collegiate partner faculty in associated academic disciplines and with community stakeholders.

• Instruction – teach credit and non-credit courses, provide support and instruction to lab learning environments, develop and deliver curriculum, and plan and develop course materials, use and/or creation of scholarly and scientific research.

• Instructional consultation and support – provide teaching consultation and mentorship to faculty, instructional staff, and graduate students across the system; design, deliver, measure, and evaluate courses and workshops.

• Pre K-12 and early childhood education – plan and deliver early childhood education, responsible for child care center operations, oversee and ensure compliance with licensing requirements, provide care and activities to children, and mentor and supervise University students and staff.

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Education Job Family Collaboration

Advisory Team• Suzanne Bardouche, Office of Undergraduate Education• Mark Decker, College of Biological Sciences• Carol Klee, College of Liberal Arts• Leslee Mason, Extension• Jane Miller, Academic Health Center• Dan Sonneson, College of Liberal Arts• Bob Stine, College of Continuing Education• Carol Sundberg, Academic Health Center

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• Patricia Olson• Rita Houle• Michelle Koker• Anne Ehrenberg• Tammy Bremseth• Anastasia Faunce• Heidi Barajas• David Werner• Lori Loberg• Nancy Hegland• Brenda Shafer• Jane Phillips• Ginny Jacobs

• Bob Glunz• Nidhi Chadda• Bryan Mosher• Mike Anderson• David Langley• Christiane Reilly• Jamey Hansen• Chris Ament• David Ernst

Focus Group Members

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• Subject matter experts and HR professionals in the system campuses and the TC colleges

• Office of Undergraduate Education• Office of the Provost• Office of the Vice Provost for Faculty Affairs• Office of Institutional Research and Reporting

Consultation with

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Job Family Study Process

Review position descriptions

Develop salary ranges

Implementation

Gather input via SME focus groups and interviews

Map positions to classification structure

Draft classification structure

Ongoing communication and approvals, as needed

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Role Requirements Accountability

· Operational Activity

· Decision-making Authority

· Operational Knowledge

· Education and Experience

· Management Experience

· Technical Capabilities

· Industry Knowledge

· Planning Horizon

· Influence on Institution

· Scope of Measurable Effect

· Problems Solved

How Jobs are Reviewed

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Salary Structure Design

• Evaluated job descriptions• Reviewed external salary information:

– Survey reports from industry leaders (CUPA, PRM Consulting, Kenexa CompAnalyst, Grant Thorton)

– Salary practices at other higher education institutions (e.g., Big 10)

• Gained input from Advisory Team and Focus Group membersWith limited published survey salary information and inconsistent

pay practices by institution, the salary structure design focused on a blend of both internal and external information.

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University StructureUniversity Level

SVP / VP (not part of study)

AVP (not part of study)

Director 2

Director 1

Manager 3 IC 3

Manager 2 IC 2

Manager 1 IC 1

Supervisor 4 Professional 4

Supervisor 3 Professional 3

Supervisor 2 Professional 2

Professional 1

Labor Represented Positions (not included in study)

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Education - Before

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A closer look

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• Education Programs• Pre K-12 Education• Extension • Teaching Specialists and Lecturers

Education Groupings

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Education Programs Classification StructureJob Family Level

P&A Ex

empt

SVP / VP (outside of study)

AVP (outside of study)

N/A

Education Program Director 1

Education Program Manager 4 Education Program Specialist 4

Education Program Manager 3 Education Program Specialist 3

Education Program Manager 2 Education Program Specialist 2

N/A Education Program Specialist 1

Civil Service

N/A

N/ANon-

Exemp

t

Education Program Associate 2

N/A

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Education Program Salary StructureJob Family Level Minimum Midpoint Maximum

SVP / VP - Outside Structure      

AVP – Outside Structure      

N/A

Education Director 1 $78,800 $106,400 $134,000

Education Program Managers 2-4 /Specialists 1-4

$48,300 $82,100 $115,900

$40,900 $69,600 $98,200

$35,418 $59,000 $83,300

$35,418 $50,000 $70,600

N/A

N/A

Education Program Associate 2 $34,074 $46,000 $58,000

N/A

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Pre K-12 Education Classification and Salary Structure

Job Family Level Minimum Midpoint Maximum

P&A

Exempt

SVP / VP - Outside Structure      

AVP – Outside Structure     

N/A

N/A

Pre K-12 Manager 3 N/A $54,700 $73,900 $93,000

Pre K-12 Manager 2 Pre K-12 Specialist, Sr. $47,600 $64,300 $80,900

N/A Pre K-12 Specialist $41,400 $55,900 $70,400

Civil Service

N/A

Head Child Dev. Teacher, Supr N/A $36,700 $50,100 $63,500

Non-Exempt

N/A

N/A

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Extension Classification and Salary Structure

of Job Family Level Minimum Midpoint Maximum

P&AExempt

SVP / VP - Outside Structure      

AVP – Outside Structure

N/A

N/A

Ext. Educators and Profs $48,300 $82,100 $115,900

Assoc. Ext. Educators and Profs $40,900 $69,600 $98,200

Asst. Extension Educators and Profs $35,418 $59,000 $83,300

N/A

Civil Servi

ce

Ext. Program Associate 3 and Supr $39,200 $52,900 $66,600

Non-Exempt

Ext. Program Associate 2 $34,074 $46,000 $58,000

N/A

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Job Family Level Minimum

Senior Lecturer $35,418

Lecturer $35,418

Job Family Level Minimum

Senior Teaching Specialist $27,302 

Teaching Specialist $27,302 

Teaching Specialists and Lecturers

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Implementation Key Dates and Events • October 9

– Employees receive individual results letters– Start of appeal period

• October 15 & 16 - Information sessions for employees

• October 30– Employee deadline for appeals– Employee deadline to determine employee group

preference, if applicable

• November 20– Notification of appeal results

• Effective date of new job family structure October 20

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Appeal Process 1. Employee discusses classification result concerns with

supervisor2. 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 October 30

4. Appeal panel of subject matter experts reviews5. Appeal results communicated on/before November 20

Appeal process information found at z.umn.edu/jobfamilies

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Employee Salary Impact • 1083 positions reviewed

– 451 teaching specialists and lecturers

– 632 all other

• 71 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.

• Exception process

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• 952 positions remained in their current employee group

• 10 positions moved from P&A to Civil Service• 3 positions moved from Civil Service to P&A• 130 positions moved to another job family• 46 resigned

Employee Group Impact

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• 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.

Fair Labor Standards Act: http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa/index.html#generalflsainfo

Fair Labor Standards Act (FLSA)Exemption Status

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Education Job Family Study Results

• Distribution by employee group (excluding employees moving to other job families or resigned)• Civil Service: 199• P&A: 766• Labor Represented: 0

• Distribution by type of moves• Civil Service to Civil Service: 189• Civil Service to P&A: 3• P&A to Civil Service: 10• P&A to P&A: 763• Civil Service to Labor Represented: 0

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Education Job Family Study Results continued

• Impact on Salary – No impact: 894

– Below the range minimum: 48

– Above the range maximum: 23

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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 orcall 4-UOHR (612-624-8647)

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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 benefits@umn.edu

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Thank you!Questions?