Library & Museums Job Family Study New Structure and Implementation Employee Information Session January 2014

1. Library & Museums Job Family StudyNew Structure and ImplementationEmployee Information SessionJanuary 2014

2. Agenda • Job Family Project Overview • New Classification and Salary Structure • Implementation Timelines • Movement Between Employee Groups • Benefit Impact • Q&A

3. Job Family Study Overview • University-wide initiative • Aligned with University’s vision and Operational Excellence • Redesigning the classification system to support clear, consistent, and meaningful career paths • Working in partnership with Sibson Consulting • Civil Service and P&A positions on all five campuses • 18 total job families; six are complete

4. Job Family Study Overview continued • Approximately 10,500 employees • Scheduled to be completed in January 2015 (16 months total) • Collaborative approach focused on communication and consensus-building

5. Specific Job FamilyWork Steps and Timing 1 2 3 4 5 6 7 8

6. Job Family Collaboration

7. Job Family Collaboration continued

8. Colleges and Admin Units Represented • Bell Museum of Natural History • Frederick R Weisman Art Museum • Goldstein Museum • Law Library • UMD Libraries • University Libraries

9. How Jobs are Mapped to the Structure Role Requirements Accountability • Education and Experience • Management Experience • Technical Capabilities • Industry Knowledge • Planning Horizon • Influence on Institution • Scope of Measurable Effect • Problems Solved • Operational Activity • Decision-making Authority • Operational Knowledge

10. $ $$$ 10 9 8 7 6 5 4 3 2 1 Steps to Develop a Structure Job Descriptions Market Pricing Salary Structure

11. Salary Structure Design • Reviewed salary survey reports from industry leaders (American Alliance of Museums, Association of Research Libraries , CUPA, EduComp, Mercer, QualComp, Towers Watson) • Factors Considered • Higher education (CIC Libraries without Iowa, Nebraska, Maryland, Rutgers and Purdue ; Public University Libraries from ARLTop 25, University Official Peer Group) • Minneapolis metro area (for-profit and not-for-profit companies & government) • If specific cuts not available, looked at broader regionalor national data

12. University Structure Labor Represented Positions (not included in study)

13. Libraries and Museums Structure* * Excludes curator and librarian series Labor Represented Positions (not included in study)

14. Libraries and Museums Structure* * Excludes curator and librarian series

15. Implementation Key Dates and Events • Jan 17 • Employees receive individual mapping • Appeal period begins • Jan 21—Information session for supervisors • 22&23—Information sessions for employees • Feb 7 • Employee deadline for appeals • Employee deadline to designate employee group preference, if applicable • Feb20—Notification of appeal results • Feb24—Effective date of new job family structure

16. Implementation ProcessFor Employees Changing Employee Groups • Most employees will have the option to stay in their current employee groups. Exceptions are: • Non-exempt positions will move to Civil Service • Labor represented positions will move accordingly • Incumbents in P&A positions are required to have a Bachelor’s degree. Exception: • Employees newly mapped to a P&A position may be granted an exception by the VP of Human Resources. See your unit HR Lead for assistance.

17. Appeal Process • Employee discusses classification result with supervisor • If the supervisor, in discussion with their unit HR Office, supports the appeal, the employee completes the appeal form with required supporting documentation and obtains supervisor signature • Unit HR Office will review and submit the appeal information by the deadline of February 7 • Appeal results will be communicated February 20 Appeal process information found at z.umn.edu/jobfamilies

18. Impact on Employee Salary • Most employees will see no impact on salary • A small number are below the minimum or above the maximum salary range for their classification • For those below range minimum: Salary will be brought up to the range minimum effective February 24, 2014 • For those above the range maximum: Salary will be frozen for three 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.

19. Impacts on Employee Benefits • Staff changing employee groups may have employee benefits changes. • OHR staff are available to assist these employees in reviewing changes and options. • Information is available today and is also available on the web site.

20. Libraries and Museums Job Family Study Results • Total number of positions mapped: 192 • Distribution by employee group • Civil Service: 23 • P&A: 168 • Labor Represented: 1 • Distribution by type of moves • Civil Service to Civil Service: 22 • Civil Service to P&A: 38 • P&A to Civil Service: 1 • P&A to P&A: 130 • Civil Service to Labor Represented: 1

21. Libraries and Museums Job Family Study Results (cont’d) • Impact on Salary • No impact: 171 • Below the range minimum: 20 • Above the range maximum: 1

22. 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 Resourcesor call 4-UOHR (612-624-8647)

23. 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.usor 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

24. Thank you!Questions?