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Athletics Job Family StudyNew Structure and Implementation

Employee Information SessionOctober 16, 2014

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Agenda

• Project Overview and Objectives• Job Family Definition• Project Process • Classification and Salary Structure• Project Timelines• Salary and Benefit Impact• Q&A

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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.

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Job Family Study Overview

• University-wide initiative – aligned with University’s vision and Operational Excellence

• Approx. 10,000 Civil Service and P&A positions on all five campuses• 18 total job families; 11 are complete • Working in partnership with Sibson Consulting• Collaborative approach focused on communication

and consensus-building• Anticipated completion is early 2015

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Athletics and RecreationJob Family Definition

The athletics and recreation job family positions deal with the professional activities and programs of coaching, athletic training, athletic operations and administration, and recreation health and wellness.

Athletic Training: Duties involve providing the highest level of physical and mental health care and performance enhancement for their assigned student-athletes and University teams.

Athletics Operations and Administration: Duties include providing support to student-athletes, coaches and sport programs. Support and operational responsibilities include managing events, ticket operations, travel and equipment operations.

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• Coaching: Duties include developing and maintaining a competitive intercollegiate sport program within the conference and NCAA. Directing all aspects of sport staff in recruiting, practice and game competitions. Responsible for the recruitment/hiring, goal setting, coaching and performance review of all sport staff. Instructing and teaching student-athletes in fundamentals of sport technique and strategy. Planning and executing practice and competition plans including the evaluation of opponents. Evaluating and recruiting qualified student-athletes.

• Recreation: Duties involve supporting student development, student learning and health and wellness initiatives by providing recreation programs, events, services, and activities. Work requires a combination of education, training, experience, and proficiency in one or more of the following specialties: aquatics, court sports, fitness, wellness, golf, intramural sports, outdoor recreation, sport clubs, and youth programming.

Athletics and RecreationJob Family Definition cont’d

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Work Steps and TimingCompleted, approved job descriptions submitted August 8

Advisory Team kick-off meeting August 12

Job descriptions reviewed and mapped into structure August/September

Team focus group sessions and interviews on draft structure and mapping September

Salary ranges developed through market pricing September

Advisory Team meetings to review the completed structure October 3

Employee notification letters October 14

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Job Family CollaborationAdvisory Team

• Tom McGinnis• Beth Goetz• Jay Finnerty • Michael Ellis• Mike Overline

Interviews• Stephanie Helgeson• Mark Fohl

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Role Requirements Accountability

· 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

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Steps to Develop a Structure

Market PricingJob Descriptions Salary Structure

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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

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University StructureUniversity Level

SVP / VP

AVP

Director 2

Director 1

Manager 3 IC 3

Manager 2 IC 2

Manager 1 IC 1

Supervisor 4 Professional 4

Supervisor 3 Professional 3

Supervisor 2 Professional 2

Professional 1

Labor Represented Positions (not included in study)

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Athletics

Job Family Level Min Mid Max

P&A

Exempt

Athletics Administrative Director 2 $115,300 $155,600 $196,000

N/A

Athletics Operations Manager 3 N/A $82,100 $110,800 $139,600

Athletics Operations Manager 2

Athletics Operations Specialist 2 $69,300 $93,500 $117,800

Athletics Operations Manager 1

Athletics Operations Specialist 1 $58,400 $78,900 $99,300

Civil Service

Athletics Operations Pro 4, Supervisor

Athletics Operations Professional 4 $49,300 $66,600 $83,800

Athletics Operations Pro 3, Supervisor

Athletics Operations Professional 3 $41,600 $56,200 $70,700

Non-Exempt

N/A Athletics Operations Professional 2 $35,100 $47,400 $59,700

N/A

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Job Family Level Minimum

P & A

Exempt

Head Coach/ Coach/ Assist Coach $35,418

Athletics Operations Director $35,418

Athletics Performance Professional (quality control) $35,418

Athletic Trainer/Assistant Athletic Trainer $35,418

Athletics Coaches, Operations, Athletic Training

and Quality Control

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Implementation Key Dates and Events

• October 13– Employees receive individual results letters– Start of appeal period

• October 15 - Information session for supervisors and employees

• November 3– Employee deadline for appeals– Employee deadline to determine employee group preference,

if applicable

• November 24 - Notification of appeal results• October 20 - Effective date of new job family structure

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Appeal Process 1. Employee discusses classification result concerns with

supervisor2. 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 November 3

4. Appeal panel of subject matter experts reviews5. Appeal results communicated on or before Nov 24

Appeal process information found at z.umn.edu/jobfamilies

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Athletics Employee Salary Impact

• 167 positions reviewed, • 0 employees outside of the new range– For those below range minimum: Salary brought to the

range minimum effective June 2– 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.

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• 158 positions remained in their current employee group

• 9 positions moved from P&A to Civil Service• 0 positions moved from Civil Service to P&A

Employee Group Impact

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Impact on Employee Benefits

• Most employees have option to stay in current employee group. Exception: non-exempt positions will move to civil service. • If employee decides to change employee groups,

they may have employee benefits changes. • OHR staff are available to assist these employees in

reviewing their options. • Handout information is available today and is also

available on the web site.

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• 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 receive overtime pay.

Fair Labor Standards Act: http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa/index.html#generalflsainfo

Fair Labor Standards Act (FLSA)Exemption Status

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AthleticsJob Family Study Results

• Total number of positions reviewed: 167

• Distribution by employee group• Civil Service: 12• P&A: 155• Labor Represented: 0

• Distribution by type of moves• Civil Service to Civil Service: 3• Civil Service to P&A: 0• P&A to Civil Service: 9• P&A to P&A: 155• Civil Service to Labor Represented: 0

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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 Resources orcall 4-UOHR (612-624-8647)

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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.us or 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

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Thank you!Questions?