Reclassifying Merit Employees

(1)

Reclassifying Merit Employees

Trevor Glanz, Job Analyst

Classification & Compensation

121-11 USB

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R l

if i

M it E

l

Reclassifying Merit Employees

¾ When to reclassify ¾ When to reclassify

¾ _{What forms are needed}

¾ How requests are processed

¾ Salary adjustments for reclassification ¾ Reclassification statistics

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When to

Reclassify Merit Employees

¾ Permanent changes have occurred in the nature

of duties

¾ _{Additional responsibilities are outside of the}

current classification

Note: An employee serving the first six months of probationary period is not eligible for

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Forms Needed for Merit

Reclassification Requests

¾ Position Classification Review (Merit)

¾ _{Position Description Questionnaire (Merit)} ¾ _{Position Description Questionnaire (Merit)}

¾ Unit organizational chart showing location of

position under review position under review

¾ Change of Status – Job Reclassification

Additional information provided by the employee or department is optional and welcome

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Wh

t Fi d F

Where to Find Forms

http://www.uiowa.edu/~eforms/hr/hr.htm

or call Classification & Compensation

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Position Classification Review Form

(M it)

(Merit)

¾ Used as a cover sheet to note employee information ¾ Used as a cover sheet to note employee information

(name, department, current classification, etc.)

¾ Used to note classification requested (supervisor ¾ Used to note classification requested (supervisor

must make recommendation)

¾ _{Date signed or forwarded by employee is used to} ¾ _{Date signed or forwarded by employee is used to}

establish effective date of reclassification and new merit review date

¾ Workflow form is used to show request has been

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Position Description Questionnaire (PDQ)

(Merit)

¾ The purpose of this questionnaire is to gather

information on the duties and responsibilities of a position. Please provide descriptive information in sufficient detail to establish a clear understanding of the position

of the position.

¾ This information may be supplemented by ¾ This information may be supplemented by

personal interviews and/or observation. Please do not hesitate to call Human Resources if you have any questions.

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M i A

t

f PDQ

Main Aspects of PDQ

T d

ib b i fl th

th

z

To describe briefly the purpose or the

function of the position

z

To note supervisory responsibilities

z

To describe regularly performed duties and

approximate percent of time spent on these

duties

z

To note demonstrable changes in duties since

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Th P

F

i

f h P i i

The Purpose or Function of the Position

Wh t i th

i

ibilit

f th

z

What is the primary responsibility of the

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S

i

R

ibiliti

Supervisory Responsibilities

Functional Administrative Functional z _Train Administrative z _Hire i i li z Schedule z Assign Work z Discipline z Sign Evaluation

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P

l I t

ti

(P

2)

Personal Interaction (Page 2)

z

The purpose of this section is

z

The purpose of this section is

to show the purpose and

frequency of contact with

staff outside of the

department

department.

z

Be specific when describing

th

f

t

the purpose of contact.

z

Estimate the frequency of

contact based on normal

circumstances.

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Functional Information (Page 2)

z The purpose of this page is to allow the person z The purpose of this page is to allow the person

reviewing the PDQ to understand the

environment in which the position is located environment in which the position is located. z _{Briefly describe the responsibility for money,}

machines equipment etc machines, equipment, etc.

z Questions concerning physical requirements are typically more relevant with blue collar

typically more relevant with blue collar,

technical and security positions but may be a factor in other positions as well

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T k St t

t (P

3)

Task Statements (Page 3)

z

Be sure the total percent of time equals 100%

z

Be sure the total percent of time equals 100%.

z

Do not confuse % of time with % of time spent

using equipment (page 2)

using equipment (page 2).

z

Use detail to describe regular tasks.

z

Explain acronyms and other terms that may

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Tips for Writing Good Task

St t

t

Statements

¾

C

t

li t f ll th d ti

i

d t th

¾

Create a list of all the duties assigned to the

position (brainstorm)

¾

Group together duties that seem to logically

go together

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Drafting a Task Statement

¾ Use an action verb.

¾ Describe the object of the action in specific terms ¾ Describe the object of the action in specific terms. ¾ Describe any programs or systems used in

accomplishing the task. accomplishing the task.

¾ _{Describe the immediate result of performing the task}

(optional).

¾ _{When additional details are needed to explain} how the task actions are accomplished, a series

f “b ” f ll h b i

of “by” statements may follow the basic statement

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E

l

Example:

¾ Answers questions/provides information to ¾ Answers questions/provides information to

callers by referring to order forms in order to clarify and correct information concerning y g orders.

9 Locates specific order form in file.

9 _{Evaluates caller’s question and provides relevant}

information.

9 Contacts other staff for further information 9 Contacts other staff for further information. 9 _{Corrects order if mistakes have occurred.} 9 Sends additional products if necessary.p y

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Ch

i P iti

(P

4)

Changes in Position (Page 4)

¾

D

ib

d ti

i

b

t b

¾

Describe new duties since incumbent began

working in the position

¾

“Last Review” refers to the last time that the

position was classified

Note: Future duties to be assigned to the position cannot be considered in the reclassification evaluation.

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St t

t f S

i

(P

4)

Statement of Supervisor (Page 4)

¾ Information provided in this section is specific to ¾ Information provided in this section is specific to

the position under review and not the classification

classification.

¾ _{Information is considered an estimate based on} the supervisor’s knowledge of the position

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Organizational Chart

What makes an Effective O Ch t Org Chart

Show employee’s Show all employees Show employee s

names and classifications

Show all employees in unit, not just

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S

i

U

Summing Up

¾

I it k

h fill d

t th PDQ?

¾

Is it known who filled out the PDQ?

¾

Has the supervisor reviewed the PDQ and

filled out his/her section?

¾

Is cover sheet dated?

¾

Are all necessary materials attached?

¾

Attach letter from supervisor (optional)

¾

Attach letter from supervisor (optional)

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How Requests Are Processed

Supervisor and employee discuss the position d l

and complete PDQ

Within 10 working days, PDQ is forwarded to Department Head for review

The Department Head forwards PDQ to the College/Org HR Office

College/Org Administrator forwards request to Comp/Class forwards request to Comp/Class

The request is presented to the Merit Review Committee for evaluation

Withi 20 ki d C /Cl Within 20 working days, Comp/Class makes recommendation to Board of Regents

Within 20 working days, Board of Regents takes action on request and communicates q

decision to Comp/Class

Comp/Class refers decision to Dept. Head Dept. Head communicates decision to employee

and supervisor

Within 15 working days, the Dept. Head, employee or supervisor may appeal the decision

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Salary Adjustments

for Reclassification

¾

Employee receives a “one-step” increase

p y

p

(reclassified two grades or less)

¾

If reclassified three grades or more, employee

¾

If reclassified three grades or more, employee

may receive a “two-step” increase, at the

department’s request

department s request

¾

For lateral reclassifications, there is no change

in pay or review date

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Salary Adjustments for Reclassification

“One Step Increase”

¾ “One-step” increase: A 4.5% increase based on p the hourly rate at the time of submission.

¾ The next merit review date is one year from y effective date of reclassification unless the employee moves to the minimum rate of the p y new pay grade (then next merit review date is in 6 months).

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Salary Adjustments for Reclassification

“Two-Step Increase”

¾ “Two step” increase: Two 4 5% increases based on the ¾ Two-step” increase: Two 4.5% increases based on the

hourly rate at the time of submission. This is done

instead of a simple 9% increase in order to compound p p the progression through the pay grade.

¾ _{The next merit review date is one year from effective}

date of reclassification unless the employee moves to the minimum rate of the new pay grade (then next merit re ie date is in 6 months)

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Merit Reclassification Statistics

7/1/99 - 6/30/06 648 600 700 465 400 500 Number 183 100 200 300 Number 45 0 100

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Merit Reclassification Statistics

7/1/99 - 6/30/06 71.8 70 80 40 50 60 Percentage 28.2 20 30 Percentage 0 10 % Approved % Denied

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A

l P

Appeal Process

¾ Supervisor or Employee submits a letter

requesting appeal of decision within 15 working q g pp g days of decision to the Merit System Director of the Board of Regentsg

¾ _{Address and fax information is located on the} Board of Regents letterhead returned with the g decision

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A

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(

t )

Appeal Process (cont.)

¾ Supervisor or Employee submits request ¾ Supervisor or Employee submits request ¾ _{Board sends letter acknowledging request}

¾ Board establishes committee to review appeal via conference call

¾ Board contacts supervisor and employee to schedule time for conference call

¾ Once a time is scheduled, Board sends copies of review packet to committee and employee

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A

l P

(

t )

Appeal Process (cont.)

¾ Appeal committee consists of: ¾ Appeal committee consists of:

¾ _{an outside Human Resources consultant to chair}

th itt

the committee

¾ a Job Analyst from another Regents institution ¾ a University of Iowa Merit employee from the

classification requested or someone in the merit

h i f ili i h h l ifi i

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A

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(

t )

Appeal Process (cont.)

¾ If denied appeal decision is final for one year ¾ If denied, appeal decision is final for one year

from the date of decision

It ll t k b t 3 th t l t th

¾ _{It usually takes about 3 months to complete the} appeal process and receive notification of appeal decision

decision

¾ If approved, the reclassification is effective retroactive to the date on the Position

retroactive to the date on the Position Classification Review form

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C

t Add

& F

Current Address & Fax

Regents Merit System Director

11260 Aurora Avenue

b d l

50

05 Urbandale, IA 50322-7905

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B

fit Ch

Benefits Changes

¾ If an employee wishes to be reclassified from ¾ If an employee wishes to be reclassified from

Merit Bargaining to either Merit Exempt or P&S, they are encouraged to contact the Benefits

they are encouraged to contact the Benefits Office at 335-2676 to discuss their situation. ¾ _{Each individual situation is different because of} ¾ _{Each individual situation is different because of}

key factors: health care plan, salary and time of university service

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F

M

I f

ti

For More Information

¾ Refer to the Merit Rules on the Classification & ¾ Refer to the Merit Rules on the Classification &

Compensation web site:

http://www.uiowa.edu/hr/classcomp/ http://www.uiowa.edu/hr/classcomp/

¾ Contact a Job Analyst in Classification & Compensation

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Q

ti

???

Questions???

¾ Other Current Topics ¾ Other Current Topics

9 _{Merit to Professional Reclassifications} 9 _{Merit Bargaining s Merit E empt} 9 _{Merit Bargaining vs. Merit Exempt} 9 _{Upcoming Merit Salary Increases} 9 Collective Bargaining

9 Collective Bargaining

9 Merit Online Application Process 9 Fair Labor Standards Act

9 Fair Labor Standards Act 9 _{Technology Changes}