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Overview of Academic Staff Title Change Process

Learn about eligibility, criteria, compensation, and process when applying for a title change for academic staff. Includes instructions and important dates for submission.

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Overview of Academic Staff Title Change Process

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  1. Overview ofAcademic Staff Title Change Process Office of Human Resources March 2019

  2. Agenda • Highlights • Eligibility • Criteria for each series • Determining time in position • Process • Compensation • Denied requests • Questions

  3. Title Change Highlights • Open to eligible employees in the Academic Staff classification • Typically happens annually in the spring and along with regular performance review • Recognize years of service and natural progression within a title series • Ensure scope of work is appropriately reflected in title and compensation • Criteria and process outlined in policy (ACS 9 & ACS 10) • Applies to employees at all three campuses

  4. Eligibility • Classified as Academic Staff • Meet the degree and/or experience requirements • Demonstrated career progression and satisfactory performance • Submit requirements on checklist by deadline of April 1, 2019 (exceptions made for those on Leave or FMLA)

  5. Instructional Academic Staff Refer to ACS 9.1 for full list of qualifications

  6. Clinical Appointments - CON Refer to ACS 9.1 for full list of qualifications

  7. Professional Academic Staff – Professional Title Series Refer to ACS 9.2 for full list of qualifications

  8. Professional Academic Staff – Program Manager Series • Dependent on scope of position and not time in position • Requires Position Questionnaire to be completed • Employee completes majority • Supervisor must review and respond to any perceived discrepancies • Areas of disagreement are documented and submitted along with request • Uses a scoring system to help determine scope

  9. Professional Academic Staff – Program Manager Series Refer to ACS 9.2 for full list of qualifications

  10. Professional Academic Staff – Director Series Refer to ACS 9.2 for full list of qualifications

  11. Determining Time in Position • Instructional Academic Staff: • Part time appointments have longer time in title requirements • Years based on title effective 9/1/19 (9 month contract) • Professional Academic Staff: • Policy does not distinguish between part time and full time • Years based on title effective 7/1/19 (12 month contract) • Breaks in service do not reset years in title for any progression except Senior Lecturer • Employees in dual roles can submit requests for each role • Credit for time at other UW institutions counts if employee was in same title

  12. Process • Eligibility verified with Unit Business Officer (UBO) • UBO verifies classification and years in title only • Employee submits request and material to supervisor • Supervisor submits their recommendation along with employee’s material to HR by April 1st • HR, EOEAA & AVC Academic Affairs submit recommendation letter to employee and supervisor by April 30th

  13. Process – cont’d • Supervisor forwards all material to their supervisor by May 15th • All other indirect supervisors of the employee have opportunity to review material and provide recommendations with final submission to VC by May 31st • VC approves or denies the request and informs all parties by June 15th • If approved, the employee’s department submits PTF to HR

  14. Compensation • If approved, increase will be the greater of either: • The minimum of the salary range for the new title or • 5% greater than the current salary • Effective dates will align with contract renewal or issuance of new contract (typically July 1st or Sept 1st) Compensation Resources • Title Definitions - Title listing by function with progression options • Category A – Administrative Directors, Administrative Officers, Program Managers & Professional Academic Staff • Category B – Instructional Academic Staff

  15. Reconsideration of Denied Requests • 1st Step: Employee can request reconsideration from each level of supervision that did not support the request • 2nd Step: If still no resolution, employee can request Academic Staff Titling Committee to review • Committee includes 1 designee from Chancellor, appropriate VC & Academic Staff Senate • Committee recommendation submitted to Chancellor and decision is final Refer to ACS 10.1 and ACS 10.2 for detailed timelines

  16. Keep in mind… • Recognizes career progression within a title series, not moving from one series to another series • Use the checklist as the cover sheet for all material submitted • Unit leaders will receive a list of all applicants from HR after April 1st deadline to assist with budgeting efforts • Unit is responsible for submitting a Personnel Transaction Form (PTF) to HR for any approved title changes

  17. Questions?

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