SECCP

Salaried Employees Compensation and Classification ProgramJune, 2005

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

Salary Program Components

Compensation Philosophy Position Description Questionnaire Market Data Point Factor Instrument Job Families Implementation Appeals

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.

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

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

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

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

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

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

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

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.

The 19 Job Families

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 -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.

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

Point Factor Instrument -cont’d

The seven factors considered are:– Knowledge– Scope– Impact– Contacts– Work environment– Authority: Supervision– Authority: Fiscal responsibility

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

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

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

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

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

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

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

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

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)

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

For More Information

www.maine.edu/personnel.html Includes everything you ever wanted to

know about the SECCP

THANK YOU FOR YOUR SUPPORT!