OP-C-7-A USPS and A&P POSITION CLASSIFICATION

OVERVIEW

The provisions set forth in this policy are applicable to Administrative and Professional (A&P), A&P/Executive Service and University Support Personnel System (USPS) positions. Faculty policies are administered by the Office of the Dean of the Faculties. For Other Personal Staff (OPS/temporary) see procedure 3H.

The President is charged by the Board of Trustees with administration of the University's Classification and Compensation Plan. The Assistant Vice President of Human Resources and Chief Human Resources Officer (CHRO) is delegated, by the President, through the Vice President of Finance and Administration, the responsibility for administering the Pay Plan as it relates to A&P and USPS classification. The University's job classification and evaluation program establishes and maintains the overall staff job structure. This includes establishing positions in accordance with class title specifications, maintaining internal equity in use of job titles, evaluating University's job specifications, market salary, and recruiting conditions; and recommending pay plan changes to meet the needs of the University.

Official A&P and USPS position descriptions, supporting documentation and organization charts will be maintained in University Human Resources. Job Classification titles and specifications shall be available through University Human Resources.

SPECIFIC AUTHORITY Florida Statutes Sections 1001.74 (2),(4),(19); 1001.75 (1),(3),(5)

OP-C-7-A1 OFFICIAL UNIVERSITY ORGANIZATION CHARTS

OBJECTIVE

The Human Resources Classification Section (Classification) is responsible for maintaining the official organization chart for each University department.

A. PROCEDURES

Functional structure charts of each division of the University are maintained on the University Internet site.

1. Classification: University departmental charts are revised with each class title or reporting relationship change. The affected department is furnished with a copy for their files.

2. Department: Departments should review the official charts at least once per year to ensure that the charts accurately reflect current structure. Classification should be advised of any needed changes and documentation, i.e. supervisory change forms, should be routed through appropriate approval authority to Classification.

OP-C-7-A2 FUNDING SOURCES

OBJECTIVE

There are four (4) funding sources, Educational & General (E&G) Budget, Auxiliary Funds, Contracts & Grants (C&G) Budget and Local/Agency Funds. This procedure provides guidance for the approval process as it relates to authorized position and subsequent budget changes.

A. PROCEDURES

1. The Office of Budget and Analysis authorizes and controls all position numbers and assigns Educational & General and Auxiliary funded budgets. The position numbers for Contracts & Grants and Agency funded budgets are assigned by the OMNI HR-Payroll system when the positions are entered into position management.

Position funding changes must be pre-authorized by the appropriate authority.

Classification Services assigns position numbers for Contracts and Grants and local/agency funded positions.

2. Following are the budget entities for type of funding and position approval authority:

Educational & General: within a division, approval by the vice president; for changes occurring across institutional divisions, additional approval by Office of Budget & Analysis is required.

Auxiliary: within a division, approval by the vice president; for changes occurring across institutional divisions, additional approval by Office of Budget & Analysis is required.

Contracts & Grants: within a division, approval by the Vice President; for changes occurring across institutional divisions, additional approval is required through the Department of Contracts & Grants.

Agency: within a division, approval by the vice president; for changes occurring across institutional divisions, additional approval by Office of Budget & Analysis is required.

3. Crossing Pay Plans - For classification actions that involve faculty positions, being reclassified to or from A&P or USPS, the appropriate dean or Vice President must submit a PMAP request with justification to the Office of the Provost in advance of the proposed action. After the Provost's approval, the Office of Budget and Analysis, Office of the Dean of the Faculties, and Human Resources must be notified and the appropriate paperwork submitted to implement the reclassification. Contact the Dean of the Faculties Office prior to implementation to ensure that proper notification is given to the faculty member, if required.

NOTE: The above budget entity descriptions are provided as cursory guidance for position rate and salary dollars. Further information should be obtained from the Office of Budget and Analysis or Office of Contracts and Grants.

OP-C-7-A3 CLASSIFICATION ACTIONS

OVERVIEW

Establishment or reclassification of an A&P or USPS position shall be within the University's authorized job titles, codes, and class specifications established by the Board of Trustees. Requests to establish, reclassify, or modify a position must be submitted in writing and approved in accordance with established University approval processes. Classification requests for positions funded from Contract and Grant sources must be approved by the Vice President for Research or designee prior to being forwarded to the applicable Vice President or designee.

The process of the job classification evaluation focuses on the general, shared characteristics of the job itself and provides a consistent and equitable method for determining the classification of an individual position. A job classification represents a group of positions with similar duties and responsibilities. An overview of the shared characteristics of each job classification is contained in the classification specification.

The CHRO or designee will review the classification request to ensure that it meets the criteria for A&P or USPS positions and determine consistency with the specifications and class allocation factors. The CHRO or designee will approve/disapprove the request and notify the appropriate administrator of final action.

When a position is affected by a classification action, pay for the incumbent shall be determined in accordance with the provisions of the University's Classification and Compensation Plan and applicable law.

A position will be considered classified A&P, Executive Service, or USPS based on the established FLSA and classification criteria.

The Office of Human Resources assigns classification action effective dates. A retroactive effective date shall not be permitted except as directed by the CHRO.

When funding is unavailable for a promotional increase, written intent must be noted at the time of the classification action and must take place within one year of the action. However, no action shall cause an incumbent to receive less than the pay range minimum at the time of the classification action.

The current position description serves as the official record of duties and responsibilities assigned to the position. It shall be used to classify the position. The supervisor shall sign the position description to certify that the duties described are accurate. The position incumbent shall be given an opportunity to review the description. An employee's signature acknowledges review and receipt of a copy of the current position description.

Changes to Job Families: Should a Director, Dean or Vice President in consultation with HR Classification determine that a position or group of highly similar positions lack an appropriate job classification title within the existing Classification and Compensation system, such positions shall be reviewed as the basis for the creation of a new job classification title in the overall system. Should a job or group of jobs no longer be viable within the structure, HR Classification will determine an appropriate course of action to amend the system.

NOTE: Classification Analysts provide a pre-audit service whereby the department may contact Human Resources staff in advance of submitting a position description.

OP-C-7-A3.1 ESTABLISHING A POSITION

OBJECTIVE

A newly authorized A&P or USPS position must be classified in accordance with assigned job duties and the University's class specifications prior to job advertisement and filling the vacancy. This procedure for initial classification provides guidance related to establishing a new position. (established position)

A. ESTABLISHING A USPS OR A&P POSITION

1. Department:

Using the position description form, develop/write a position description identifying the essential functions, marginal functions, any supervisory responsibilities, knowledge, skills, abilities, normal working hours, required licensures/certifications/degrees, and other characteristics of the position. Submit the completed position description and a "Position Management Action Page" for pre-authorization through established approval authorities to Human Resources Classification Section.

2. Classification:

Classification analysts will review the documents and contact the position's supervisor and other appropriate individuals to gather facts on the position's responsibilities. Once the analysis is complete, the position will be classified in accordance with the University's Classification and Compensation Plan. Notification of the approved Job Classification and effective date will be sent via electronic mail to the initiating department. A copy of the approved position description and an updated organization chart will be made available to the department.

NOTE: If a USPS position is established under limited E&G, auxiliary, agency/local or contract and grant funds, it must be established with a time-limited status by noting a position ending date on the position description. (See also OP-C-7-A3.9) Exemption from this University policy may be permitted by the appropriate vice president.

B. ESTABLISHING AN EXECUTIVE SERVICE (A&P) POSITION

The President shall determine those University positions to be included in the Executive Service. These positions ordinarily will report directly to the President, Vice President or Associate Vice President. An Executive Service position is normally established at 1.0 FTE but may not be less than .50 FTE.

C. PAY BANDS FOR A&P CLASSIFICATIONS

1. Each classification is assigned to either a pay band or a pay grade with a minimum and maximum salary. The exception is Pay Band 8 which has no maximum.

2. Positions that have salaries above the maximum of the assigned pay band are referred to as "red circle" positions. Salary increases for "red circle" positions will be made as lump sum payments unless the increase is an across-the-board Legislative Appropriated increase.

3. Positions that have salaries below the minimum of the assigned pay band are referred to as "blue circle". It is recommended that departments with such positions address increasing the incumbent's salary pending availability of funds. It is expected that salaries will be increased to the minimum by August 2008 for the incumbents in these positions.

OP-C-7-A3.3 JOB CLASSIFICATION CHANGES

OBJECTIVE

These procedures provide guidance in the review of job duties and a position job classification change.

A. PROCEDURES

1. Department:

When a USPS position's job duties and/or level of responsibility change, the department shall contact Classification Services to determine if a revised position description is needed. For an A&P position, a position description (PD) is revised when there is a need to reflect significant changes in a position's job duties and/or level of responsibility. The PD along with a completed Position Management Action Page are to be routed through the pre-authorization authorities and submitted to Classification.

2. Classification:

Classification Analysts will review the documents with the immediate supervisor, incumbent and other appropriate individuals to gather facts regarding changes in duties and responsibilities.

3. For occupied positions, Classification will initiate job title eligibility for the incumbent by notifying Human Resources/Employment.

Should the incumbent lack the required education, or experience or, if additional eligibility documentation is required, Classification will contact the Department.

Incumbent eligibility verification must be made prior to a reclassification becoming effective. Should the incumbent not meet the job title eligibility standards, job duties must be removed until eligibility is achieved or a trainee (USPS) or provisional (A&P) appointment status should be considered. NOTE: Human Resources/Classification & Employment provide guidance in evaluating the appropriate alternative when an incumbent is found to be ineligible for a job classification.

NOTE: When a Classification change involves the assignment of a filled position to a lower pay grade/band, the action will result in a demotion. Steps must be taken to ensure appropriate employee notification. Crossing pay plans also requires employee notification in advance of the effective date. Contact Human Resources/Employee and Labor Relations for guidance.

Notification of the approved job classification and effective date will be sent via electronic mail to the initiating department. A copy of the approved position description and an updated organization chart will be forwarded to the department.

 

OP-C-7-A3.4 UPDATING A POSITION DESCRIPTION

OBJECTIVE

The University is required to maintain job descriptions that accurately reflect assigned duties and responsibilities, reporting relationships, and identify essential and marginal functions in compliance with the Americans with Disabilities Act. Departments should review their position descriptions and update/revise as needed at least every three (3) years.

A. PROCEDURES

1. Department:

When a significant and permanent change in a position's duties or responsibilities occurs, the department must submit an updated position description and a Position Management Action Page to Classification.

NOTE: To advertise a vacant position, the PD should be less than three (3) years old and reflect current job duties.

2. Classification:

Classification analysts will review the documents for completeness and compliance with University's class specifications. When necessary, the position supervisor and/or incumbent will be contacted to discuss any changes in assignments. If there has been no significant change in duties and responsibilities that warrant class title or pay grade changes, the position description will be processed as an update. Notification of the approved job classification and effective date will be sent via electronic mail to the initiating department. A copy of the approved position description and an updated organization chart will be made available to the department.

OP-C-7-A3.5 Inactivation (Abolishment) of a Position

OBJECTIVE

A position may be inactivated (abolished) when it is no longer needed. Reasons for inactivation are lack of funding, or the job duties are transferred or no longer required.

A. PROCEDURES

1. Department: Submit a Position Management Action Page form with appropriate signatures to Classification.

NOTE: When a filled position is being inactivated, Human Resources/Employee and Labor Relations MUST BE NOTIFIED at least 45 days in advance of the effective date.

2. Classification:

A Classification Analyst will contact the supervisor of the position to determine the conditions of the inactivation. Once the analysis is complete, the position will be inactivated. Assignment of the effective date may be determined by such things as a contract ending date, or employee notification requirements. However, it shall not be retroactive. The department will be notified of the effective date via electronic mail.

3. Yearly Report:

A query will be run in OMNI at the end of each fiscal year to identify all positions which have remained unfilled, unfunded, and not advertised for the previous 12 months. Departments will be notified of these positions.

C&G, E&G and Auxiliary positions appearing on the query that are no longer needed will be inactivated through the submission of a Position Management Action Page. The form should be routed through the Budget office and then to Classification for inactivation.

a. C&G positions appearing on the query that are no longer needed will be inactivated.

b. E&G and Auxiliary positions appearing on the query that are no longer needed will be inactivated through the submission of a Position Management Action Page. The form should be routed through the Budget office and then to Classification for inactivation.

3A-3.6 AMENDING A POSITION DESCRIPTION

OBJECTIVE

Submit a Position Management Action Page (PMAP) to document supervisory/subordinate changes, FTE increases/decreases, work hour changes, pay additive eligibility such as shift differential and on-call pay, extensions of funding end dates, licensure/certification requirements, and changes in knowledge, skills and abilities applicable to the essential functions of the job. If only supervisory/subordinate changes are being made, a Supervisory Change Form should be submitted.

A. PROCEDURES

1. Department:

Prepare and submit to Classification via appropriate signature approvals, a Position Management Action Page (PMAP).

2.Classification:

The PMAP will be reviewed for completeness and compliance with the University's class specifications and appropriateness to the effected position. When the action is approved, the department will be notified of the action finalization and the effective date.

OP-C-7-A3.7 PAY ADDITIVE POSITION DESIGNATION

OBJECTIVE

USPS positions may be designated eligible for certain pay additives, such as lead worker position, shift differential, lead/asbestos abatement. These procedures provide guidance in establishing such designation.

1. Lead Worker - If a position is one of three or more USPS positions in the same class or a different class with the same pay grade located in the same work unit, one (1) of the positions may be assigned lead worker duties, provided:

-The assigned directive and/or coordinating duties and responsibilities are limited in scope, and are in addition to the normal duties and responsibilities of the position. Lead worker duties involve performing limited supervisory responsibilities such as approving leave, distributing work, maintaining a balanced workload among employees, keeping records, defining work priorities, etc. Lead worker duties do not include administering performance appraisals or disciplinary actions.

-The additional responsibilities do not justify classification action of the position to a supervisory class.

-The affected work unit is geographically separated from the main work unit to such an extent that the normal direct supervision could not reasonably be provided.

NOTE: Assignment of Leadworker duties cannot be used to create an intermediate level of supervision.

2. Asbestos Abatement Activities/Lead Abatement Activities - Abatement activity, certification and training must be documented on the position description or via an addendum to the position description. Appropriate pay additive percentages may be provided to the incumbent as abatement tasks are performed or may be placed on the base rate of pay when such activities are performed on a regular basis.

3. On-Call Status - A position may be designated eligible for on-call pay when the incumbent is required to be accessible and available to return to work during normally off-duty hours.

4. Shift Differential - A majority of a position's assigned working hours must fall within the evening (between 6 PM and 12 AM) or night shift (between 12 AM and 6 AM) to be eligible for shift differential pay.

5. Biohazard Clean-up - This pay additive is not position based. Biohazard Clean-up activities are voluntary and performed in addition to regular job duties or on a call back basis. Eligibility is for USPS or OPS hourly employees and requires OSHA training, Tetanus and Hepatitis A vaccine series. A Personnel Action Form (either ePAF or pPAF) is used to document additive eligibility in the HR-Payroll system. Initiation of compensation for work/project is accomplished through documentation on the biweekly Time & Labor report, approved by the supervisor, and entered into the OMNI HR- Payroll system. (see also OP-C-7-D4 Pay Additives for USPS).

A. PROCEDURES

1. Lead Worker Position Designation If Lead Worker duties are assigned to a position, an updated position description shall be prepared and processed in the same manner as a standard update (see above). For Lead Worker pay additives, refer to Hiring and Compensation Procedures OP-C-7-D. Classification Analysts will review the request and determine compliance with the criteria. If there is an incumbent in the position, and the department chooses to provide a Lead Worker pay additive, it should be so noted on the PMAP. This form will be forwarded to initiate changes in the OMNI HR-Payroll system and to document an employee's official personnel records.

2. On-call Pay The department shall inform the employee, in writing of the on-call assignment, except during an emergency. The instructions must include the times and dates the employee is to remain available to work the off-duty period, the stipulation that the employee is to remain in a fixed location or leave word where they may be reached by telephone or by a signaling device, and that the employee be available to return to the work location on short notice to perform assigned duties. (Reference (OP-C-7-E1) Attendance and Leave for Call-Back procedures.) An employee may not receive on-call pay at the same time he or she is receiving sick pay since it is presumed that the employee would be unable to report to work when ill. However, an employee may remain on call while on paid leave for vacation, personal holiday, or designated holiday. Once an employee reports to work, on-call pay stops. An employee may not receive payment for working and on-call for the same hours. The total hours may not exceed 24 hours in a given day except in the case of a designated holiday or in the event an employee is required to remain on call while on paid leave for vacation or personal holiday.

3. Pay Additive Position Designations Appropriate pay additive eligibility designations will be applied in accordance with the position description when it is established. If job duties, working hours, on-call status, or abatement assignments change, the department should submit an updated position description or addendum to Classification. Biohazard clean-up pay is handled through the appointment process and HRMS time and leave entry.

OP-C-7-A3.8 Compensation Tools (See also OP-C-7-D7)

OVERVIEW

When an employee's supervisor determines that a pay increase may be warranted, an ePAF or Additional Pay form and justification/documentation appropriate for the type of pay increase requested should be prepared. After obtaining appropriate approvals, the documentation should then be submitted to Classification. Employees with salaries above the maximum of the pay band are only eligible for legislative appropriated increases and lump sum increases.

Performance Bonus:
The Performance Bonus recognizes and rewards employees for significant performance and contribution over a limited time period based on pre-established goals. Primarily used to reward employees with project oriented jobs, and is awarded as a lump sum payment utilizing an Additional Pay form and submitted to Classification.

Development Pay:
Development Pay rewards employees for achieving meaningful lateral growth milestones such as competency development, job-related advanced training or degrees, and additional responsibility or duties that continue to be within the existing classification. Development pay may be awarded as often as predefined criteria are met. Salary increases may be rewarded using an ePAF, or a lump sum by utilizing an Additional Pay form.

Merit Pay:
Merit pay recognizes and rewards employees for sustained superior performance, as measured by the achievement of pre-established goals and is awarded in the form of an increase to the base rate of pay through an ePAF.

NOTE: Lump sums have no benefit contribution paid and withholding tax; Medicare and FICA are deducted.

Upon completion by Human Resources, the department requesting the increase will be notified of the action's effective date. The payroll system changes will be processed by Compensation at the time of the classification action. The effective date of the increase will be the beginning of the pay period following the completion of the process.

OP-C-7-A3.9 TIME-LIMITED USPS POSITION DESIGNATION

OBJECTIVE

All USPS positions funded by "soft money" shall be designated as time limited when established or at the time of recruitment for a vacant position. The position must meet the following criteria: -Funding is limited and the job duties are project or enterprise oriented or for a specified period of time.

A. TIME-LIMITED USPS POSITION DESIGNATION PROCEDURES

1. Department:

a. Establishing an USPS time-limited position requires preparing a job description describing the duties and responsibilities of the position. The anticipated funding end date should accompany the position description and Position Management Action Page (PMAP).

b. Notify Human Resources, Classification, when the ending date is to be extended.

c. The Vice President must approve any exceptions to the time limited status of Contract and Grant positions.

NOTE: A Time Limited USPS Appointment Letter must be signed by the employee when filling a time limited position.

2. Classification: Reference procedures for establishing positions and updating positions. Time limited status will also be reflected on the organizational chart.