1. Student Services Job Family Study New Structure and Implementation Employee Information Session March 6 and 9, 2015

2. Human Resources Office of 1 Agenda Project Overview and Objectives Student Services Job Family Definition Project Process Classification and Salary Structures Project Timelines Salary and Benefit Impact Q&A

3. Human Resources Office of 2 Job Classification Redesign 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. 4

4. Human Resources Office of 3 Job Family Study Overview 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; 15 are complete Working in partnership with Sibson Consulting Collaborative approach focused on communication and consensus-building Anticipated completion in Spring 2015

5. Human Resources Office of 4 Student Services Job Family Definition The student services job family includes graduate and undergraduate instruction and activities related to student academic life at the University; and with the physical, social, cultural, and psychological well-being of students. Academic Programming and Advising: Enhance academic success of students through curriculum planning, advising on program policies and issues, developing and implementing academic support programs, etc. Career Planning and Placement: Plan, develop and implement programs, activities and counseling services for career development including job placement, interview preparation, conducting resume review and on-campus interviewing, etc. Residential Life and Student Programs and Services: Provide social and adjustment programming including community involvement, student exchange, orientation, minority student affairs, student group management, campus housing, Greek house advising, student unions, etc.

6. Human Resources Office of 5 Student Services Family Definition cont’d Recruitment and Admissions: Provide services related to recruitment, admissions, and retention of student enrollment. Included is recruitment, evaluation and participation in the selection of candidates for admission; developing and maintaining liaison relationships with organizations and individuals involved in the admissions process; developing and delivering public presentations to promote the University; and advising applicants and parents about educational planning. Student Finance: Provide financial student services including analysis of students’ level of need and eligibility for financial aid; interpreting financial aid regulations; analyzing student data from multiple sources; implementing procedures to ensure regulatory compliance and accurate delivery of financial aid and student billing information; and advising students on financial aid matters and promoting financial wellbeing. Registration and Records: Provide registration planning and implementation services and management of student records. Implement and enforce instructional, professional, and legal standards and regulations related to academic records.

7. Human Resources Office of 6 Project Stakeholders Advisory TeamFocus GroupsSteering TeamIndividual Employees Parties Include Project Sponsor HR in the Unit HR Consultants Functional Team Members Class & Comp Staff Sibson Consultants Subject Matter Experts Operational Excellence Team Employees with Manager Guidance (as interviewees and focus group participants) Role Develop job family definitions, assign placements, and conduct competitive compensation assessment Review initial job family definition and career ladder documentation Helps to ensure project success and provide final approval of key deliverables Complete position description documentation

8. Human Resources Office of 7 Job Family Collaboration Advisory Team Robert McMaster Danita Brown Young Brenda Herzig Carl Brandt Heidi Meyer Julie Selander Karen Starry Kate Maple Lasamy Mila Laurie Scheich LeeAnn Melin Maggie Towle Megan Sweet Molly Portz Steve Carnes Katie Stuckert

9. Human Resources Office of 8 Alisa Eland Audra Gerlach Barbara Anderson Barbara Kappler Becky Hall Beth Isensee Beth Lingren Clark Beth Lory Bill Ganzlin BJ Titus Brad Stepan Brook Blahnik Bryan Herrmann Carol Francis Carol Sundberg Carrie Otto Char Klarquist Chelsea Petree Chris Schlichting Christen Christopherson Claudia Melo Dean Tsantir Deb Pusari Dianne Danov Donna Johnson Erik Dussault Frederic MacDonald- Dennis Gary Cooper Gary Willhite Heidi Meyer Jan O’Brien Jenni Peterson Focus Group Members (invited)

10. Human Resources Office of 9 Jennifer Koontz Jenny Mealey Jeremy Leiferman Jeremy Todd Joe Maple Karen Nelson Keri Risic Keyana Scales Kimberly Hindbjorgen Kyle Dukart Laurie McLaughlin Les Opatz Lisa Hubinger Lynn Holleran Mary Vincent Matt Levine Meaghan Thul Michael Huyen Michelle Koker Mindy Deardurff Nikki Letawsky Shultz Olga Wozniak Parry Telander Patricia Jones Whyte Patrick McCarthy Paul Spangle Paul Timmins Focus Group Members cont’d (invited)

11. Human Resources Office of 10 Sara Johnson Sara Nagel Newberg Sarah Groskreutz Sheila Collins Stacey Tidball Stephanie Haddad Steven Cisneros Susan Kubitschek Susan Stubblefield T.J. Ross Teresa Fruen Terry Rafferty Tom Fitzgerald Tracie Thomas-Card Wachen Anderson Interviews: – Martha Johnson – Rachelle Hernandez – Susan Van Voorhis Focus Group Members cont’d (invited)

12. Human Resources Office of 11 Paul Treuer Brenda Herzig Becky Christy Carly Moritz Gerry Pepper Ian Pannkuk Lisa Reeves Mary Keenan Curt Albertson Joseph Grant Jeni Eltink Jeremy Leiferman Julie Westlund Penny Morton Paula Rossi Focus Group Members - Duluth (invited)

13. Human Resources Office of 12 Colleges and Administrative Units Represented Undergrad Ed Student Affairs Equity and Diversity Auxiliary Services GPS Alliance Humphrey School Law School Carlson School Biological Sciences Continuing Ed Design Ed & Human Dev CFANS Science and Engr Liberal Arts AHC –Dentistry, Medical School, Nursing, Pharmacy, Public Health, Vet Med UM Duluth UM Morris UM Crookston UM Rochester

14. Human Resources Office of 13  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 Mapped to the Structure

15. Human Resources Office of 14 Steps to Develop a Structure Market PricingJob DescriptionsSalary Structure 1 2 3 4 5 6 7 8 9 10 $$$$

16. Human Resources Office of 15 Salary Structure Design Reviewed salary survey reports from industry leaders (CUPA, EduComp, Kenexa CompAnalyst) Factors Considered: – Higher education – Minneapolis metro area (for-profit and not-for-profit companies and government) – If specific cuts not available, looked at broader regional or national data

17. Human Resources Office of 16 University Structure University Level SVP / VP – outside study AVP – outside study Director 2 Director 1 Manager 3Individual Contributor 3 Manager 2Individual Contributor 2 Manager 1Individual Contributor 1 Supervisor 4Professional 4 Supervisor 3Professional 3 Supervisor 2Professional 2 Professional 1 Labor Represented Positions (not included in study)

18. Human Resources Office of 17 Student Services: Before Management & Supervisory 14 many classifications - imprecise differentiation - incomplete salary ranges

19. Human Resources Office of 18 Student Services: Before Individual Contributor 14 many classifications - imprecise differentiation - incomplete salary ranges

20. Human Resources Office of 19 Two Classification/Compensation Structures: 1.Student Services (non-residential life) a.Student Services - General b.Student Finance c.One Stop d.Academic Advising e.Career Counseling f.Admissions 2.Residential life Student Services: After

21. Human Resources Office of 20 Student Services Structure - General

22. Human Resources Office of 21 Student Services Structure – Residential Life

23. Human Resources Office of 22 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP Student Services Director 2 $101,600$139,700$177,800 Student Services Director 1 $84,700$116,400$148,200 Student Services Mgr 3 Student Services Program Spec 3 $70,500$97,000$123,400 Student Services Mgr 2 Student Services Program Spec 2 $58,800$80,800$102,900 Student Services Mgr 1 Student Services Program Spec 1 $48,900$67,300$85,600 N/A Student Services Professional 3 $38,700$53,200$67,700 CS Non- Exempt Student Services Professional 2 $35,200$48,400$61,600 Student Services Professional 1 $32,000$44,000$56,000 Student Services- General

24. Human Resources Office of 23 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP Student Services Director 2 $101,600$139,700$177,800 Student Services Director 1 $84,700$116,400$148,200 Student Services Mgr 3 Student Services Program Spec 3 $70,500$97,000$123,400 Student Services Mgr2 Student Services Program Spec 2 $58,800$80,800$102,900 Student Services Mgr 1 Student Services Program Spec 1 $48,900$67,300$85,600 N/A Student Finance Counselor 3 $38,700$53,200$67,700 Civil Service Non- Exemp t Student Finance Counselor 2 $35,200$48,400$61,600 Student Finance Counselor1 $32,000$44,000$56,000 Student Services- Student Finance

25. Human Resources Office of 24 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP Student Services Director 2 $101,600$139,700$177,800 Student Services Director 1 $84,700$116,400$148,200 Student Services Mgr 3 Student Services Program Spec 3 $70,500$97,000$123,400 Student Services Mgr2 Student Services Program Spec 2 $58,800$80,800$102,900 Student Services Mgr 1 Student Services Program Spec 1 $48,900$67,300$85,600 N/A One Stop Counselor, Senior $38,700$53,200$67,700 Civil Service Non- Exemp t One Stop Counselor $35,200$48,400$61,600 N/A Student Services- One Stop

26. Human Resources Office of 25 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP Student Services Director 2 $101,600$139,700$177,800 Student Services Director 1 $84,700$116,400$148,200 Student Services Mgr 3 Student Services Program Spec 3 $70,500$97,000$123,400 Student Services Mgr2 Student Services Program Spec 2 $58,800$80,800$102,900 Student Services Mgr 1 Student Services Program Spec 1 $48,900$67,300$85,600 Academic Advisor, Senior $42,500$58,500$74,400 Academic Advisor $38,700$53,200$67,700 Civil Service Non- Exempt N/A Student Services- Academic Advising

27. Human Resources Office of 26 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP Student Services Director 2 $101,600$139,700$177,800 Student Services Director 1 $84,700$116,400$148,200 Student Services Mgr 3 Student Services Program Spec 3 $70,500$97,000$123,400 Student Services Mgr 2 Student Services Program Spec 2 $58,800$80,800$102,900 Student Services Mgr 1 Student Services Program Spec 1 $48,900$67,300$85,600 Career Counselor, Senior $42,500$58,500$74,400 Career Counselor $38,700$53,200$67,700 Civil Service Non- Exempt N/A Student Services- Career Counseling

28. Human Resources Office of 27 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP Student Services Director 2 $101,600$139,700$177,800 Student Services Director 1 $84,700$116,400$148,200 Student Services Mgr 3 Student Services Program Spec 3 $70,500$97,000$123,400 Student Services Mgr 2 Student Services Program Spec 2 $58,800$80,800$102,900 Student Services Mgr 1 Student Services Program Spec 1 $48,900$67,300$85,600 N/A Admissions Counselor, Senior $38,700$53,200$67,700 Admissions Counselor $35,200$48,400$61,600 CS Non- Exe mpt Admissions Associate $32,000$44,000$56,000 Student Services- Admissions

29. Human Resources Office of 28 EE Group FLSA Job Family LevelMinMidMax P & A Exempt SVP / VP AVP N/A Residential Life Manager 3 $53,900$72,800$91,600 Residential Life Manager 2 $45,000$60,700$76,500 Residential Life Manager 1 $37,500$50,600$63,800 Residential Life Professional 4 $31,300$42,200$53,200 N/A Residential Life Professional 2 $23,660$31,941$40,200 CS Non- Exe mpt N/A Student Services- Residential Life

30. Human Resources Office of 29 Implementation Key Dates and Events February 26 – Employees receive individual results letters – Start of appeal period – Round 2 begins March 6 & 9 – Employee Information sessions March 19 – Employee deadline for appeals – Round 2 deadline for position descriptions April 23 – Notification of appeal and round 2 results

31. Human Resources Office of 30 Implementation Key Dates and Events Effective date of new job family structure TBD – Employees will receive notice of the effective date, when determined – All study results will be held until the effective date, including movement to B.U. and other job families – Employees with an option to choose their employee group will receive directions for communicating their choice (online form to complete). – Salary increases (if applicable) will be effective on that day, back pay not awarded – Annual merit pay increases are separate from this process

32. Human Resources Office of 31 Appeal Process 1.Employee discusses classification result concerns with supervisor 2.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 March 19 4.Appeal panel of subject matter experts reviews 5.Appeal results communicated on/before April 23 Appeal process information found at z.umn.edu/jobfamilies

33. Human Resources Office of 32 Employee Salary Impact 879 positions were reviewed – Excluding resigned or positions moved to other job families to be studied 74 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.

34. Human Resources Office of 33 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 by law -UMN civil service rules currently provides OT pay or V class. Fair Labor Standards Act: http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa /index.html#generalflsainfo http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa /index.html#generalflsainfo Fair Labor Standards Act (FLSA) Exemption Status

35. Human Resources Office of 34 Positions that Change Employee Group All non-exempt positions are civil service or bargaining unit. Exempt employees have the option to stay in their current employee group. – If an employee elects to change employee groups, they may have benefits changes. – Note: Employees who have already exercised their (one time) option to remain in or change their retirement plan do NOT have another option. (per Faculty Retirement Plan) OHR Benefits staff are available to assist these employees in reviewing their options. Handout information describing benefit differences is available today and on the web site.*

36. Human Resources Office of 35 Job Family Study Results Total number of positions reviewed: 879 Distribution by employee group Civil Service:195 P&A: 643 Labor Represented: 41 Distribution by type of moves Civil Service to Civil Service: 161 Civil Service to P&A: 85 P&A to Civil Service: 34 P&A to P&A: 558 Civil Service to Labor Represented: 39 P&A to Labor Represented: 2

37. Human Resources Office of 36 Job Family Study Results cont’d Impact on Salary – No impact: 805 – Below the range minimum: 36 – Above the range maximum: 38 Some positions moved to other job families

38. Human Resources Office of 37 Additional Information Project Website with Q&A z.umn.edu/jobfamilies z.umn.edu/jobfamilies Civil Service Employee Rules http://www1.umn.edu/ohr/policies/governing/civilrules/. 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 http://www.policy.umn.edu/Policies/hr/Hiring/APPOINTPA.html Employee Benefits website http://www1.umn.edu/ohr/benefits/index.html http://www1.umn.edu/ohr/benefits/index.html Contact Unit Human Resources or call 4-UOHR (612-624-8647)

39. Human Resources Office of 38 Employee Benefits Resources Employee Benefits: www.umn.edu/ohr/benefitswww.umn.edu/ohr/benefits Academic Disability Program: www.umn.edu/ohr/benefits/disability/academic/index.html www.umn.edu/ohr/benefits/disability/academic/index.html Vacation and Leave: www.umn.edu/ohr/benefits/leaves/vacation/index.html 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#msrswww.msrs.state.mn.uswww.umn.edu/ohr/benefits/events/index.html#msrs Faculty Retirement Plan (P&A): www.umn.edu/ohr/benefits/retiresave/frp/index.html www.umn.edu/ohr/benefits/retiresave/frp/index.html Questions? Contact Employee Benefits at 4-UOHR (612-624-8647) or benefits@umn.edubenefits@umn.edu

40. Human Resources Office of 39 Thank you! Questions?