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Making it Work

The information on this site is provided to assist you in the successful implementation of the new compensation and classification system.

New Pay Levels vs Former Pay Grades

For some departments, the first quartile of the old pay grades was used as a standard for determining starting salary rates. How does the old first quartile in the former system relate to the new market ranges and median zones when setting salaries?

There is no relationship between the old quartile system and the new market ranges and median zones:

  • The old quartiles had no particular meaning, other than representing the 25th, 50th and 75th percentiles of the old pay grade.
  • The old pay grades were not based upon market data, but instead, carried forward year to year based upon internal job relationships.
  • The new pay levels are based upon market data from multiple benchmark jobs for each pay level.
  • The new median zone represents the majority of median values of the market data from the various surveys for the benchmark jobs in that pay level.
  • The median zone is therefore different than a percentile in relation to the market range.

Should the bottom of the median zone be the hiring rate?

That is a decision for the employing units to decide, but it should be recognized that the median zone reflects the market you are competing in for talent. As such, the median zone provides a reference point in making your salary decisions, but other factors will also need to be considered.

What is the goal of your unit in terms of salaries overall

As a University, our goal is to pay market competitive salaries, but you will have to evaluate what is right for your immediate circumstances. What can your unit afford in terms of funding? Where are existing staff paid in relation to the market?

There is not one answer. One of the goals of the new system was to provide units with more flexibility to meet local unit needs and circumstances. The new flexibility, however, does create new decision points, and it may be useful to think and talk about some of these questions with your local leadership before you have to make specific salary decisions using the new structure. Your Senior HR Leader and the staff of Compensation and Classification can always provide assistance.

Approval Process for Salary Offers/Increases

Which salary decisions can be approved at the ORG/College level and which need to be reviewed and approved by the Compensation & Classification Unit?

ORG/College level Human Resources approval is required for all salary recommendations.

  • New External Hire -- When hiring a new employee, ORGs/Colleges have the flexibility to offer a salary up to the top of the median zone without approval from Compensation & Classification. In determining an appropriate salary for a new employee, you need to determine whether they are proficient in the full range of responsibilities for the classification and how their level of responsibility will relate to other employees in the work unit. If an ORG/College believes that a salary above the top of the median zone is appropriate, a market analysis will need to be conducted and presented to Compensation and Classification to support approval.
  • Career Advancement -- ORGs/Colleges may request a salary increase between 1%-5%. Approval from Compensation & Classification is not required if the new salary increase is between 1%-5% and is below the top of the median zone. If a second Career Advancement is requested within the same budget year or if the new salary is above the top of the median zone, Compensation & Classification approval is required.
  • Career Promotion -- When a Career Promotion is approved, ORGs/Colleges may request a salary increase between 1%-10% based upon where the new salary falls within the new pay level. If the new salary is below or within median zone, the percentage increase may be 5-10% without approval from Compensation & Classification. If the new salary is above the median zone, approval from Compensation and Classification is required and the percentage increase may be 1-10%, but cannot not exceed the market range maximum.
  • Career Shift -- To recognize a career shift to a new classification at the same or lower pay level or from the Merit system the following process will apply. When moving to a classification in the same pay level or from the Merit system a 0%-5% increase may be appropriate and does not require Compensation & Classification approval. If a classification is changed to a lower pay level, no salary increase may be appropriate and the new salary cannot exceed the market range maximum. The salary for classification may decrease depending upon level of responsibility, performance and relationship to the median zone. Compensation & Classification must approve any reduction in salary and any new salary above the median zone.

In addition to these parameters, individual orgs may provide additional guidelines or direction for their departments. Unit HR Reps should consult with their Senior HR Leader in making salary decisions. The Compensation and Classification staff are also available to provide assistance as we all get accustomed to these pay practices and the new compensation plan.

Salary Advertising Guidelines

What are the guidelines for advertising the salary range for vacant positions?

For regular recruitments, hiring departments may advertise the salary as a minimum salary rate to "commensurate". The department can set the minimum salary rate, so long as it is not less than the market range minimum for the job classification. Any minimum salary rate above the median zone will require prior approval from University Human Resources.

Hiring departments are encouraged to consider advertising a salary range that reflects the department's actual ability to pay. The range identified by the department cannot go below the minimum nor above the maximum of the market range for the classification. Remember the median zone represents the majority of the median salary rates paid in the market for similar positions, so it should reflect the most common rates that exist in the market. Using a range consistent with the department's ability to pay may effectively reduce one step in the screening process by filtering applicants that are unable or unwilling to accept our salary parameters.

Specialized recruitments for positions in pay levels with open ranges (9 and 10) may use only "commensurate" as the salary when advertising for the position.

The guidelines for establishing the actual hiring rate can be found on the Compensation Summary page: http://www.uiowa.edu/hr/classcomp/prof/compensation_summary.html

Workflow Forms for P&S Classification Change

What Workflow forms and attachments are required when requesting a P&S Classification Change (Career Promotion or Career Shift)? What Workflow forms and attachments are required when requesting a Merit/SEIU Reclassification?

The Workflow forms and the required attachments are listed for each employee group below. The Workflow form and attachments needed in each case will be directly related to the employee group of the classification being requested.

P&S Classification Change (Career Promotion or Career Shift)

Workflow Form: Change in Status (P&S Classification Change)

Attachments to Workflow Form: Career Development Form

NOTE: Until a new tool for building local job descriptions using Key Areas of Responsibilities and competencies becomes available, we are not specifying a format for the Local Job Description.

SEUI Reclassifications

Workflow Form: Change in Status (Merit/SEIU Job Reclassification)

Attachments to Workflow Form: Local Job Description specific to the position (replaces former PDQ) and an Organizational Chart.

Merit Reclassifications

Workflow Form: Change in Status (Merit/SEIU Job Reclassification)

Attachments to Workflow Form: Merit Position Description Questionnaire (PDQ) and an Organizational Chart.

NOTE: A Merit to P&S classification change is considered a P&S Classification Change - Career Shift.

Career Advancement, Career Promotion, and Career Shift

What is the difference between Career Advancement, Career Promotion, and Career Shift?

Career Promotion is a change to a higher pay level (whether same or different function/family), demonstrated by significant and sustained changes involving new duties, additional key areas of responsibility, and expanded scope.  It differs from a career advancement in that a career promotion occurs when the key areas of responsibility of another classification have become the best fit overall for the work performed, thereby justifying a change in classification.  In moving to a higher pay level, e.g. Level 3 to Level 4, it represents a promotion, regardless of the pay structure assignments of the classifications (A or B).

Career Shift is a change to the same or lower pay level (whether same or different function/family), demonstrated by significant and sustained changes involving new duties, additional key areas of responsibility, and expanded scope.  Like a promotion, the key areas of responsibility of another classification have become the best fit overall for the work performed, however, the new classification is at the same or a lower pay level. 

Career Advancement does not change the classification or pay level but it recognizes significant and sustained advancement within the classification as demonstrated by new duties, new skills, additional key areas of responsibility, expanded scope and/ or advanced proficiency.  The key areas of responsibility of the current classification still remain the best fit overall for the work performed.

For Career Advancement, Career Shift and Career Promotion requests, a Career Development form must be completed and sent to the supervisor for review.  The Supervisor or HR representative will submit the request via Workflow using a Change of Status form (with attachment).

Fair Labor Standards Act (FLSA)

What is the impact of employing a P&S employee who is FLSA nonexempt?

The majority of P&S employees are considered exempt under FLSA and therefore are not subject to the overtime requirements.  Any P&S employee who earns less than $455/week or $23,660/year is automatically covered by FLSA.  This means that the University is required to pay them straight time for every hour worked up to 40 hours and 1.5 times their hourly rate for any time in excess of 40 hours in a week.  Some P&S classifications are considered “Split” classifications which means that the specific duties of responsibilities of individual positions within the classification will determine whether or not the position is exempt or nonexempt under FLSA.  These classifications can be viewed at http://www.uiowa.edu/hr/classcomp/flsa.html.  For each position in these classifications, an FLSA compliance checklist will need to be completed to determine whether or not the incumbent is covered by FLSA.  FLSA checklists are sent to departments periodically for new hires into these classifications and the FLSA status is determined after the checklist is returned.

If you hire a P&S employee into a “Split” classification and you believe there is a good chance that the person will be nonexempt under FLSA, it is in your best interest to be proactive and complete an FLSA checklist for that person.  The FLSA check list should be completed as soon as possible to ensure that the employee is correctly compensated for the work they perform. 

We encourage you to save a copy of the FLSA Compliance Checklist so that you can complete it any time an employee needs an FLSA review.

Determining Effective Dates

How is the effective date determined for Career Advancements, Career Promotions, Career Shifts and other salary adjustments?

The rules for establishing an effective date for a career promotion, career shift or other salary adjustment are as follows:

  • Career Promotion: Effective the 1st day of the month following University HR approval.
  • Career Shift: Effective the 1st day of the month following University HR approval.
    • If a Merit-bargaining employee moves to P&S through career shift, the effective date will be on the 2nd of the month due to benefits changes.
  • Career Advancement: Effective the 1st day of the month following College/Division approval.
  • Market Adjustment: Effective the 1st day of the month following University HR approval.  Please remember that a market adjustment requires a triggering event, such as high turnover rates, failed searches, hard-to-recruit for positions, etc. It must also be supported by compelling and validated market analysis.
  • Counter Offer: Effective the day the staff member would have started in their new position. 
  • Interim Appointment: Effective the day the staff member transferred into the vacant position.
  • Administrative Differential: Effective the day the staff member assumed the additional responsibilities.

Working Titles

What is the process for creating and getting approval for a working title?

If it’s determined that a working title is necessary for a position, the designated HR Unit Rep will submit a request in Workflow.  In Self Service, under the Administration tab and in HR Online Update, the HR Unit Rep will select Working Titles.  They will be able to search by employee or position for individuals.  Once the employee is found the HR Unit Rep will enter a Working Title that is up to 50 characters in length.  Once the title is entered, the HR Unit Rep will click the ‘Submit’ button.  Working titles are approved at the org level.

What are the University Guidelines for the Optional Use of Working Titles

The new University compensation and classification structure provides University classification titles that are descriptive of the work performed. However, when a more specific title would serve the unit’s operational interests, a working title may be used to describe the function of the position in even greater detail or more easily recognized terms in both internal and external communications.

A “working title” should more clearly or precisely describe the function, responsibilities or scope of an individual job assignment, and thereby provide a more immediate understanding of the job in business communications. Employing units may use working titles to differentiate between similar roles in a workgroup, or to distinguish between similar specialties within a classification. The working title should use those terms that are most easily recognized and understood by internal and external constituencies. Working titles may be used in lieu of the University classification title for:

  • Searches and job postings
  • Local job descriptions and employee personnel records
  • Regular business correspondence, both internal and external to the University, and
  • The public University directories, both printed and online.

The University classification title will be the default if no working title is established.

Staff members and supervisors should discuss their interest in a working title with their departmental leadership and Unit Human Resources Representative. When an appropriate working title has been identified, the Unit Human Resources Representative will initiate the formal request in Self Service.

Working titles must be approved by the Senior Human Resources Leader for the college/division prior to use. The Senior Human Resources Leader’s review and approval will be based upon compliance with the University expectations below, and any additional organizational guidelines that may be established within a specific college or division. The Senior Human Resources Leader may include consideration of the consistency of titles within units or professions, and/or other relevant factors when approving requests for working titles. The Senior Human Resources Leader may also change or withdraw approval of a working title with notice to the individual(s) impacted.

A working title should:

  • Provide a more specific description of the function or work performed to better facilitate business communications.
  • Add clarity to the University’s job function, family and classification assignment in describing the individual job.
  • Be consistent with professional/industry practice.
  • Be consistent with other working titles within a job family and/or work unit.

A working title cannot:

  • Duplicate a title used in another employee group, e.g. Merit system or SEIU professionals.
  • Be exactly the same as another professional and scientific classification. Some modification in the title must be made to provide a more specific description of the responsibilities of the job.
  • Misrepresent the University or the authority of the position in any way. The use of “inflated” titles can create inaccurate expectations of the individual role.
  • Use any title that includes the words Vice President or Provost; the title of Dean; or other titled positions that are recognized as institutional officers, e.g. University Secretary or University Treasurer. These titles require specific permission and approval by University Human Resources and the Board of Regents, State of Iowa.

New Position Required Attachments

What documents and Workflow forms are needed to establish a new P&S, SEIU or Merit position?

P&S (non-bargaining):

  • Local Job Description focusing on the Key Areas of Responsibility
  • Unit Organizational Chart highlighting location of proposed position
  • Position Management (Create a New Position) form - available in the HR Position Management System

SEIU:

  • Local Job Description
  • Unit Organizational Chart highlighting location of proposed position
  • Position Management (Create a New Position) form - available in the HR Position Management System

Merit:

  • Essential and Marginal Job Function Analysis
  • Unit Organizational Chart highlighting location of proposed position
  • Position Management (Create a New Position) form - available in the HR Position Management System

The same documents are needed to reclassify a vacant position in any of the employee groups above.  The difference is in the Position Management System, you will choose to Modify or Reactivate a Position and enter the position number.

Administrative Review

How does the Administrative Review process work in regards to salaries?

Administrative review provides University staff a forum for review and response to concerns related to conditions of employment, including salary administration.  Staff members may want to question their rate of pay and their request should be reviewed consistent with our University Pay Practices.  The procedures to be followed for an administrative review are in the Operations Manual at http://www.uiowa.edu/~our/opmanual/iii/28.htm#282.

If the conflict is not resolved at the unit level, the staff member may proceed to the college/division level.  In that case the individual will need to fill out an Administrative Review form within 10 days of the unit's response to proceed to the next level. Compensation and Classification may be contacted in the event that a college/org needs assistance with a salary review.

P&S Status Definitions

What are the different categories of P&S status and what do they mean?

P&S employees are categorized in one of five categories (at-will, career, probationary, term or temporary).  The definitions for each category follow:

AT-WILL STATUS applies to a staff member whose administrative, policy-making, leadership, or other responsibilities makes it inappropriate to confer career status upon them in the position.

CAREER STATUS carries specific employee rights related to grievance, re-employment, and termination notice provisions. For example, if your position is eliminated because of reorganization or lack of funding, the length of written notice to which you are entitled will be based on your career status date.

PROBATIONARY STATUS is that time during which a staff member's performance is evaluated to determine whether the staff member is demonstrating the capacity for continued performance at a level necessary to meet the department's or unit's standards set for the position.

TERM STATUS is a specific term of appointment that is not to exceed the period designated. That period may be up to three years and may be extended. Reappointment to term status may not exceed six years.

TEMPORARY STATUS is a continuous "at-will" appointment of not more than one year to meet an emergency or temporary need of the University.

When the new classification system became effective on 7/25/2011, some P&S staff members moved from a career status eligible classification to an at-will classification or vice versa.

If a staff member in an at-will classification was placed into a classification that was eligible for career status, they were either categorized as probationary status or career status.  This was dependent upon the length of time they were in their position.  If they had served at least 24 months in their classification, they were granted career status effective 7/25/2011.  If they had served less than 24 months, they were placed into probationary status until they had served the full 2 years.  If they were placed into probationary status, the department would need to initiate a Change of Status – P&S Status Change when it was time to move them to career status.

If a staff member in a career status eligible classification was placed into a classification that is considered at-will, their status as of 7/25/2011 was “grandfathered” into the new system.  For example, a staff member who was in career status would remain in career status and a staff member in probationary status would remain in probationary status, with no change to the end date.

If any employee accepts a new position, the new classification will determine their status.  For example, if a “grandfathered” employee accepts a new position that is at-will, they will also be designated as at-will.  The “grandfathering” only applies to an employee’s position as of 7/25/2011.

Active vs. Pending When Creating New Positions

When creating a new P&S position, when should a department use "Active" vs. "Pending" position?

Active position should be selected if any of the following conditions are met:

  • The position is part of a multiple hire requisition and is not the primary position listed on the requisition.
  • The position is simply being established now but it will be advertised further into the future with an existing requisition.
  • The position is being used for a waiver request or a furlough network hire.

Pending position should only be selected if it is going to be used as the primary position number on a P&S pending requisition.

Page Last Updated February 2013