Guidelines for Submitting Job Reviews AUPE and MaPS

Transcription

1 Guidelines for Submitting Job Reviews AUPE and MaPS Total Rewards April 2015

2 2 TABLE OF CONTENTS Human Resources Website I. Introduction... 3 II. Purpose of a Job Review... 3 III. Job Review Process... 3 IV. Exclusions from the Bargaining Unit... 7 V. Items to Consider... 7 VI. Summary... 7

3 3 I. Introduction This document and its appendices contain detailed information for submitting job reviews. The University has two distinct staff groups that these guidelines apply to; Alberta Union of Public Employees (AUPE) and Management and Professional Staff (MaPS). While the University of Calgary fully intends to adhere to the practices contained in this document, the statements and guidelines neither provide nor intend to establish strict procedures in all instances, they define intent and provide direction. Although the guidelines reflect current practice, they may be changed at any time. For the AUPE staff group, the job review process is outlined in the Collective Agreement in Article 16 and for the Management and Professional Staff group, the process is outlined in the Management and Professional Staff Job Review and Appeal Process located on the Human Resources Website. II. Purpose of Job Review Job reviews are requested when the employee and/or Manager believe the job has either evolved beyond its current classification or that the current placement is incorrect. NOTE: It is important to remember that a job review is a review of the position, not the incumbent. It is important to write the profile for what the business requires, not for a particular person. As well, it is not meant to be a measure of employee performance and should not to be treated as such. Jobs may have attributes belonging to multiple families and phases (AUPE) or career bands and levels (MaPS), however the position will be placed according to family and phase or career band and level where the majority of duties fall. Equity amongst other similar positions, both within the Faculty/Department/Unit as well as the overall University campus, are analyzed and taken into consideration to determine placement. Increased volume of work, a desire for increased salary and reaching the maximum of a salary range are not appropriate reasons to request a job review. There needs to be a fundamental change to a role for the consideration of a new placement. III. Job Review Process It is advised that the Manager and employee review the steps within the Collective Agreement (AUPE) or the Management and Professional Staff Job Review and Appeal Process (MaPS) as there are initial requirements to fulfill prior to the job review request being submitted to Human Resources. There is a two (2) month time frame for Human Resources to complete the initial review of the job, including reviewing comparable roles, have informational meetings with Managers, perform an analysis and provide final notification to the Manager and employee with a letter. The following steps will assist with the job review process and complement the formal process.

4 4 Step 1 Questions to Think About There are various questions for managers that can help when determining if a job review is the right course of action: What is the main reason for the job review request? o An increase in volume of work is not an indicator to change classification o An increase in classification does not automatically mean an increase in salary What has changed in the job? o Did the changes happen recently or over time? o Are the changes temporary or permanent to the primary accountabilities? o What percentage of change has occurred (e.g. 20%) Is the growth in responsibilities within the scope of the current classification? If so, for AUPE, could this be treated through a Growth Increment rather than a job review (Article 46)? If it is determined that a job review is the most appropriate course of action, the Manager and Advisor, Human Resources should consider the following: How would a change in classification affect the other positions on the team? If there is a change in classification, is a salary increase wanted? If so, the increase is one salary increment (currently 3.25%) for AUPE and up to 10% for MaPS. Salary increases should only be granted after consultation/approval from the budget owner NOTE: A change in classification does not automatically mean a change in salary. If the employee s salary is below the minimum of the new salary range, it will be brought up to the minimum. If the salary is within the new salary band, the discretion is with the department to determine if an increase is desired. Step 2 Job Profile The first step within the job review process it to ensure the job profile is up-to-date with the duties and expectations of the role. This should reflect items that the role is expected to be responsible for in the forseeable future, rather than temporary changes in duties. It is not necessary to recreate the job profile, but the profile needs to be updated. This may mean removing or adding items. Preserve a copy of the original or old profile as this is used during the job review process to determine what has changed within the role. It may be helpful to use the Guidelines for Writing Job Profiles and the Job Profile Language Guide as resources when updating the job profile. Sometimes it can be helpful to work with the Accountabilities section first as it is the largest component of the job profile. Create headings for similar duties, ensure responsibilities are in order of importance and add a percentage of time to each heading. Ensure the Manager and employee are both involved in the process and understand what the position is expected to do and how often. An example is as follows:

5 5 STUDENT ADVISING (60%) Provides students with a full complement of services from initial contact, application, admission, ongoing program support, graduation and convocation, certification and placement Evaluation of academic transcripts and GPA calculations for admission Ensures timely, accurate and fair evaluation of applications to the Faculty in adherence with established policies and procedures Heightens understanding of the program and requirements for admission to prospective students and the academic community Fosters and enhances relationships with the community (parents, high school counsellors, colleges, universities) LEADERSHIP (30%) Oversee general operations of the Abilities Management Consultant team, including identifying business goals and plans, recommending best practices, coordinating workflow and workloads, and reviewing work to ensure consistency of practices Act as a coach or mentor in training and development of team Provide input on hiring, performance reviews, and discipline Step 3 Organizational Chart The organizational chart is an important resource for understanding the overall function and structure of where the position resides. It allows the Compensation team to compare the job with others in the area. It is important for the Manager to take into consideration this role in comparison to the other roles on the team and within the comparable departments/units. Equity is very important for positions on campus and is looked at from various perspectives. Sometimes multiple organizational charts are needed to understand a role in relation to the current team, but also the structure of similar teams in comparable departments (e.g. Biology and Chemistry in the Faculty of Science). Step 4 Submit Completed Request When requesting a job review for an AUPE position, the manager will provide the updated, signed job profile, and applicable Faculty/Unit organizational chart to the Advisor, Human Resources.

6 6 When requesting a job review for a MaPS position, the completed Request for Management and Professional Staff Job Review Form, updated job profile, and applicable Faculty/Unit organizational chart is then to be forwarded to your Advisor, Human Resources. The Advisor will review for content and completeness, provide feedback to the Manager as needed. The Analyst, Total Rewards within Human Resources will review the placement of the job, and provide the decision in writing to the Employee and Manager within two (2) months from the date the request was submitted to Compensation. Step 5 Possible Outcomes If the job review results in a change in classification: A letter is generated by Compensation and provided to the Advisor, Human Resources who will in turn review and provide it to the Manager Once the Manager has reviewed the letter, they should have a discussion with the employee about the outcome and provide them with the letter Once the employee has received the letter, the Manager will notify the Advisor, Human Resources who will notify Compensation to provide the letter to HR Operations for processing in PeopleSoft If the job review request is denied, A letter is generated and provided to the Advisor, Human Resources to provide to the Manager The Manager will then have a discussion with the employee on why the request was denied and provide them with the letter If the Manager or employee are not in agreement with the outcome, there are further dispute resolution options for AUPE and MaPS AUPE follow the dispute resolution process in the Collective Agreement Article The first step is to request a Problem Solving Meeting. If no resolution, the next step is to request a Job Review Committee Meeting. MaPS follow the Job Review and Appeal Process. The next step is to request a Job Appeal Committee Meeting. Step 6 Resources There are various resources available to Managers when working through the job review process: Guidelines for Writing Job Profiles (AUPE and MaPS) Job Profile Language Guide (AUPE and MaPS) Collective Agreement (AUPE) Job Placement Manual (AUPE)

7 7 Job Review and Appeal Process (MaPS) Salary Management Guidelines (MaPS) Career Framework Classification Grid (MaPS) Career Framework Job Title Standards (MaPS) For additional information, please contact your Advisor, Human Resources, Human Resources Website or the Integrated Service Centre at IV. Exclusions from the Bargaining Unit Exclusion requests occur in cases where current AUPE positions may be considered for classification within the MaPS structure. An example of this may be if a position is now responsible for the full managerial discretion of other AUPE employees. This includes, but is not limited to, full cycle recruitment, performance management, discipline, and termination. The aforementioned steps are still applicable, however before a classification is determined, a letter requesting exclusion is written by the Compensation team and sent to AUPE. The Union has twenty eight (28) days to respond to the request. NOTE: This type of request is rare and should not be requested without prior consultation with your Advisor, Human Resources and Compensation. V. Tips It is important to keep a record of, or archive of old job profiles as it will help to determine changes and how much, if any, the position has evolved When updating a job profile, create it for what the organization needs, not for a particular person Assigning a percentage of time (%) to each heading in the Accountabilities section can help determine where the position spends the majority of their time Refer to Guidelines for Writing Job Profiles for help building the Job Profile Refer to Job Profile Language Guide for appropriate language options Ask your Advisor, Human Resources for help VI. Summary The job review process for AUPE and MaPS jobs are formal processes used to ensure jobs are placed accurately in the respective structures as well as ensure equity amongst similar positions. This process requires full participation from the Manager and the employee. The efforts will be supplemented by the Advisor, Human Resources for the area along with the Analyst, Total Rewards. For further information or assistance, please contact your Advisor, Human Resources.