miracosta college classification & compensation study employee orientation session january –...
DESCRIPTION
Introducing RSG’s Consultants Allan Crecelius, Project Manager Sandra Comrie Gina Calderon Susan Curran Tom MannleTRANSCRIPT
MiraCosta CollegeClassification & Compensation Study
Employee Orientation Session
January – February 2016
Agenda Introduce Reward Strategy Group Project Overview
What it is and what it isn’t Project Schedule Position Description Questionnaire (PDQ) Supervisor/Administrator Review Q and A
IntroducingRSG’s Consultants
Allan Crecelius, Project Manager
Sandra Comrie
Gina Calderon
Susan Curran
Tom Mannle
Examples of Other RSG Clients
Long Beach Community College
Palomar Community College
Rio Hondo College
Ventura County Community College
Antioch University
National University
San Diego State University
San Jose State University
Orange County Dept of Education
LA County Office of Education
Thomas Jefferson School of Law
Berkeley Unified School District
City of Anaheim
City of Del Mar
City of Los Angeles
City of Pasadena
City of Portland, OR
City of Riverside
American Red Cross
County of Los Angeles
Desert Recreation District
East Bay Regional Park District
Port of San Diego
San Diego Superior Court
Timken Museum of Art
Williams-Sonoma
San Diego Zoo
What It Is
A study of all MiraCosta College positions.
Job analysis and position classification based on employees’ current duties and responsibilities to develop an improved classification system that accurately depicts the way work is organized and performed today.
Analysis of compensation opportunities external competitiveness and internal pay relationships.
PROJECT OVERVIEW
How Will This Be Done? All employees complete Position Description Questionnaire (PDQ).
The collection of job content information for faculty positions will follow a somewhat different process.
RSG will read all completed PDQs and Supervisor Supplements.
Schedule and conduct individual or small group interviews with a sample of employees in each classification.
Conduct classification analysis based on input gained.
Develop improvement recommendations for classification concepts, class series, job titling protocols, etc.
continued …
How Will This Be Done? continued
Allocate employees to updated classes.
Review with the Study Steering Committee and college administration.
Write draft job descriptions for all recommended classifications.
Work with MiraCosta to notify employees of recommendations.
Consider any requests for reconsideration.
Finalize the classification plan.continued …
How Will This Be Done? continued
Agree on compensation survey plan.
Conduct survey; document results.
Conduct internal job content analyses.
Present findings/conclusions.
Design effective salary structure.
What It Is NOT
Evaluation of individual performance.
Workload, staffing or efficiency study.
Organization analysis.
PROJECT OVERVIEW
Overview of Project Schedule
January 28 – Feb 5 Communicate project to employees and distribute PDQs.
February 19 Due date for employees to submit completed PDQs to immediate supervisor.
March 11 Supervisors submit completed supplement forms to HR; all materials to Human Resources.
March 18 PDQs and Supervisor Supplement forms to RSG.
continued …
Project Schedule continued
March 21 – April 8 RSG reviews all PDQ materials and develops employee interview schedules.
April 11 - 29 Individual and small group employee job analysis interviews.
May - June RSG’s classification analyses; develop preliminary classification findings and class architecture recom-mendations; review with the Steering Committee and college management.
June – July Draft new class specifications.
August - September Communicate recommendations to employees.
continued …
Project Schedule continued
July Agree on Compensation Survey Plan.
August – Sept Conduct market compensation survey.
October Review findings with Steering Committee and management.
October - Nov Conduct internal job analysis and develop salary grade/range recommendations.
November Present findings and recommendations.
December Finalize study.
Completing the PDQ
Describing Your Job to the Consultants
Position Description Questionnaire
Your participation is critical; we need a questionnaire from every employee.
Read the instructions carefully.
Talk to co-workers / supervisor / HR staff.
Think about your job, work challenges and responsibilities; make notes and organize the information.
Describe your duties in your own words.
Provide materials that may clarify.
PDQ continued
Complete the PDQ on MiraCosta College time.
May be filled out electronically. Download the PDQ form here: http://www.miracosta.edu/administrative/hr/class-and-compensation-study.html. Save and rename the document, then complete on your computer.
May also be filled out on the paper questionnaire distributed at this meeting.
Submit a hard copy of the completed form to your immediate supervisor.
Keep a copy for yourself.
Meet the deadline of February 19.
Completing the PDQ – Page 1
Completing the PDQ: Page 2
This information is needed for ADA compliance and is not used to classify individual positions.
Think about the duties and responsibilities you perform most frequently and identify the physical and mental demands and environmental/working conditions that are present in doing this work.
Check the boxes in each section that apply to your job. If you want to elaborate on any of these demands or conditions,
provide information in the Additional Information section.
Physical and Mental Demands & Environmental Working Conditions
Completing the PDQ: Page 3
Functions & Responsibilities (List major tasks for each function
performed)%
Time
Frequency: Daily, Wkly,
Monthly, Annually
Knowledge, Skills & Abilities Required
Special Licenses, Certifications or
Registrations Required
Equipment. Technology or Materials Used
1.
2.
3.
4.
5.
Position Functions & Responsibilities
Illustration of Functions & Responsibilities
Functions & Responsibilities (List major tasks for each function
performed)%
Time
Frequency: Daily, Wkly,
Monthly, Annually
Knowledge, Skills & Abilities Required
Special Licenses,
Certifications or Registrations
Required
Equipment. Technology or Materials Used
1. Assist the Admissions & Records department in organizing, coordinating and overseeing student admissions, registration and student academic records.
20% D Federal, state and local laws and regulations applicable to admissions and records functions for a community college.
2. Train staff, arrange staff schedules and provide technical assistance in registration procedures.
10% D Principles and practices of supervision and employee training.
3. Oversee collection of student fees, verify amount collected with the cashier’s office, and prepare daily money packets for Admissions and Records staff.
15% D College policies and procedures for handling cash.Business software, including word processing and spreadsheet programs.
4. Evaluate transcripts from other schools to determine acceptance of academic work and prerequisites.
5% W
5. Coordinate off-campus registrations at area high schools, provide orientation to high school students and distribute registration materials.
Etc.
7% P
Admissions & Records Coordinator
Illustration of Functions & Responsibilities
Functions & Responsibilities (List major tasks for each function
performed)%
Time
Frequency: Daily, Wkly,
Monthly, Annually
Knowledge, Skills & Abilities Required
Special Licenses,
Certifications or Registrations
Required
Equipment. Technology or Materials Used
1. Mow, trim, fertilize, aerate and water flower beds, hedges, trees and lawns. Install sod, reseed and fertilize athletic fields.
25% D Grounds maintenance knowledge
Mowers, trimmers, edgers, leaf blowers, power shears, chain saws, sprayers and weed eaters
2. Clean and maintain landscaped areas, paths, sidewalks and parking lots. Pick up and haul cuttings to trash bins.
15% D
3. Keep records of work orders and equipment repair.
5% W
4. Mix and apply herbicides and pesticides.
5% W Methods and materials used in controlling pests, insects and weeds
5. Line track and playing fields.
Etc.
3% P
Grounds Maintenance Worker
Completing the PDQ: Page 4 Problem Solving
Describe the typical problems you are responsible for analyzing, evaluating and resolving. What references (policies, guides, other people, etc.) do you use in reaching conclusions and creating solutions?
Example:I receive help desk calls and interview users to find out all the information IT needs to be able to fix their computer problems. I am responsible for guiding users through steps to correct level-I problems such as printer won’t print, can’t log on to the intranet, password not accepted, document missing, etc. I refer to the IT online knowledge base and use my prior training and reference materials.
Completing the PDQ: Page 4 continued
Decision makingGive examples of decisions you are allowed to make independently and ones on which your manager or supervisor must give final approval.
Example:After troubleshooting pump failures and other equipment malfunctions, I am authorized to order parts and materials needed to make necessary repairs.
My supervisor must approve all purchase requests that exceed $250.
Completing the PDQ: Page 4 continued
Consequences of errorsWhat are the impacts if you make errors or employees you lead make errors? Impacts could include:
Interruption of college/departmental services Cost and time to make corrections or repairs Complaints by students/faculty members Unsafe working conditions/danger to others Regulatory compliance violations Embarrassment to the college and its Board
Completing the PDQ: Page 4 continued
Check one of the five levels of supervision/management that best describes your supervisory responsibilities.
List the number of positions you supervise.
Supervisory and Management Relationships
Completing the PDQ: Page 5
Supervision Received Check the box that best describes the way in which your supervisor oversees
and supervises your work.
Types of Interpersonal Contacts – both within MiraCosta College and external.
Supervisory and Management Relationships
Types of Internal & External Contacts Nature, Purpose & Complexity of Contacts
Frequency of Contacts
Completing the PDQ: Page 6
Include any other information you want the consultants to know about your job.
Additional Information
Employee Signature Be sure to sign and date your PDQ and keep a copy for
yourself.
Records & Reports Give examples of major reports you prepare, update or
maintain.
Supervisor/Administrator Review Ensure completeness/accuracy of PDQs.
Provide any additional detail needed.
Input will be provided on a separate Supervisor/Administrator Supplement Form.
No changes will be made to the employee’s PDQ.
Any discrepancies between PDQs and Supplement Forms will be resolved by RSG consultants through discussions with both the supervisor and employee.