SECCP

1. SECCP Salaried Employees Compensation and Classification Program June, 2005

2. Information for Supervisors Supervisors play a critical role in the SECCP Through this presentation, you will learn: • The purpose and philosophy of the SECCP • What the SECCP is and how it works • Your role as a supervisor • Timeline for implementation of the program and where to go for more information

3. Salary Program Components • Compensation Philosophy • Position Description Questionnaire • Market Data • Point Factor Instrument • Job Families • Implementation • Appeals

4. Purpose and Philosophy • The SECCP has been developed to support the UMS Board of Trustees’ compensation philosophy: • The University of Maine System values faculty and staff as the most vital resource for advancing its missions and programs. The UMS seeks to attract and retain well qualified, productive employees through a total compensation philosophy. Within fiscal resources and in compliance with all applicable rules and laws, the goal is to provide compensation that is competitive with similar positions in the relevant labor markets and is internally equitable.

5. Purpose and Philosophy -cont’d Additionally: • Campuses have not had a tool to systematically look at the job market and have used different approaches to set salaries • This lack of consistency at times led to employees’ perception that salaries and increases might not be fair • The SECCP ensures that positions: • are internally equitable • are externally competitive for effective recruitment and employee retention

6. UMS and UMPSA Partnership • A System-wide salary program has been a long-term mutual goal of both UMS and UMPSA • Both UMS and UMPSA have agreed to implement this salary program, the SECCP

7. SECCP Assumes Salary for a Position is Related to: • Labor market – comparable higher education institutions • Job family • Responsibilities and required qualifications, as measured by point value

8. Employees Impacted by SECCP • All salaried employees except faculty • Excludes positions at level of dean and above • Represented and non-represented • Approximately 1,800 UMS employees

9. Position Description Questionnaire (PDQ) • The backbone of the SECCP • Provides detailed information about employees’ duties, responsibilities, and required qualifications • Completed by more than 1,800 UMS professional employees; reviewed by supervisors and vice presidents before submission

10. Position Description Questionnaire (PDQ) -cont’d • Will be required as first step in any future hires (new or existing positions); positions will be advertised with salary range • If employee is assigned additional duties, need new PDQ as pay may be affected • For this first round of classifications, PDQ must be on file as of 12/10/04; if not, it will be part of the second round, anticipated for 2006

11. Labor Market Data/Analysis • The labor market analysis included higher education institutions of similar classification, budget size, and enrollment • Selected UMS positions were used as benchmarks and matched to national salary survey data • Labor market salaries of various job families were analyzed and weighted accordingly

12. Job Families • Job families are groupings of positions based on type of work performed • There are 19 job families in the SECCP; each family consists of positions that involve similar types of work • Within a job family, different positions require significantly different duties, responsibilities, and qualifications • Ex: Development Director and Communications Coordinator are both in the External Affairs job family.

13. Information technology* Health & safety services* Research – four areas Technical* Human resources* Fiscal, finance & business* Facilities* Other admin. support* Library Child care External services External affairs* Events/activities Media Student services - academic Student services - student life The 19 Job Families

14. The 19 Job Families-cont’d * Job families have differing labor market values. Research strongly shows that positions in the asterisked job families command higher salaries in the job market; a position in an asterisked job family may be assigned to a different salary band than another position with equal points.

15. Point Factor Instrument (PFI) • The PFI is a standardized job evaluation tool that rates responses to the PDQ on seven factors • Points for each factor are added, and the total points, plus the position’s job family, determine assignment to a salary band

16. Point Factor Instrument-cont’d • The seven factors considered are: • Knowledge • Scope • Impact • Contacts • Work environment • Authority: Supervision • Authority: Fiscal responsibility

17. Point Factor Instrument-cont’d • Each factor has several levels of increasing skill or responsibility; higher levels have more points; higher points are associated with higher salary bands within job families • Each salaried position is evaluated and assigned to the appropriate salary band based on the duties and responsibilities of the position, and the job family; the ability or performance of the employee who holds the position is not considered

18. Salary Bands • Each position is assigned to a salary band based on job family, point value, and market value • Each salary band has a minimum, midpoint, and maximum salary for all positions assigned to the band (66% spread) • Broad salary ranges allow for placement of individual employees based on university needs, position characteristics, and individual considerations such as experience and performance

19. Salary Adjustments • On all campuses, most current salaries fall within the employee’s assigned salary band – few adjustments are necessary • For employees receiving adjustments, retroactive pay will be for the period of January 1 – June 30, 2005, and will be included in the July pay check

20. Salary Adjustments:Employees Below Minimum • BTM: bring to minimum – Only employees who completed a PDQ before 12/10/04 and whose salaries are below the assigned salary band will have their salaries increased to the minimum • A total of 100 employees fall into this category • For employees who work less than full time, this is determined by comparing the employee’s full-time equivalent salary to the minimum of the salary band

21. Salary Adjustments:Employees Above Maximum • Employees who are above the maximum of the assigned salary band as of April 15, 2005, will be “grandfathered” and allowed to receive any future applicable negotiated increases as part of their base salary

22. Salary Adjustments:Bring Above Minimum • BAM: bring above minimum – UMPSA and UMS have set aside a pool of money which, after BTM, will be distributed to eligible employees to increase their salary to at least a specified percent above minimum, based on their number of years of University service; if an employee’s salary is already at that level, the employee does not receive a BAM • Non-reps will receive an across the board increase of .66% after BTM is in place

23. Appeals Procedure • Any employee who disagrees with the factor ratings and/or job family assignment may file an initial written appeal and request a meeting with his/her supervisor between July 1 and Sept. 30, 2005 to discuss an appeal; reasoning must be specific • The supervisor must issue a written response to the employee within 10 working days of the meeting indicating whether he/she agrees with the appeal and why – for form to use, go to www.maine.edu/personnel.html

24. Appeals Procedure -cont’d If employee desires to advance the appeal to the next level, the steps are as follows: • University Office of Human Resources • System-wide SECCP Implementation Appeals Committee • Impartial arbitrator (UMPSA only) • The appeal procedure will be the avenue for requesting a review; grievance procedures do not apply • For detailed information about the process, visit the SECCP website: www.maine.edu/personnel.html

25. Supervisor’s Role with Appeals • You are the first line - make sure you understand the SECCP by viewing this PowerPoint and visiting the SECCP website • Understand job families, factors in the point total, salary ranges, and appeals process • Be able to compare positions within your area, and remember…a higher point total does not necessarily lead to increase in pay (depends on job family and salary range within the salary band)

26. Timeline • June 29, 2005 – letters mailed to all professional employees impacted by SECCP with factor rating, job family, and salary band; copy sent to their supervisors • July 1, 2005 – SECCP effective date • September 30, 2005 – deadline for employee to appeal to supervisor • Anticipated 2006 – phase two for employees completing PDQ after 12/10/04

27. For More Information • www.maine.edu/personnel.html • Includes everything you ever wanted to know about the SECCP • THANK YOU FOR YOUR SUPPORT!