university personnel system (ups) key changes for classified staff july 1: it’s just the...

University Personnel System (UPS)

Key Changes for

Classified Staff

July 1: It’s Just The Beginning! 1

Today’s Agenda•Review - What is UPS? •Key Changes

• Employee Categories• Recruitment• Title Change (former reclass)• Jobs at State Agencies - Reinstatement of Employment • Job Security/Employment Expectations• Discipline/Grievance• Layoff• “Choice” Voluntary Reassignment• Compensation• Leave and Benefits

•Questions


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What is UPS?• A personnel system effective July 1, 2015• Authorized by Wis. Stat. §36.115 • A combination of all UW employment

governed by the Board of Regents• A historic opportunity to enhance and

improve the way we manage our human resources matters

July 1: It’s Just The Beginning!

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Legislative Intent of § 36.115, Wisconsin Statutes


State Agency Employees (DOA, DNR, DOT, etc.)

12,300 UWClassified

Employees

Office of State Employment Relations University of Wisconsin

• Titles• Compensation

• Titles• Compensation• Labor Relations

• Titles• Compensation• Labor Relations

12,300 UWClassified

Employees

28,000 Unclassified Employees

40,000 UW Employees

State Agency Employees (DOA, DNR, DOT, etc.)

UW-Madison Balance of the UW System

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What Will Not Change Under UPS?


• Hiring based on merits of the applicant - a civil service system

• Adhere to inclusive and equal access to fair, merit-based recruitment and assessment processes based on job-related criteria

• UW employees will remain state employees– State group health insurance– WRS & ETF participation

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Employee Categories


• Employee Categories– Classified staff will become ‘university staff’ and include

all FLSA non-exempt positions. Transition over time.– Classified FLSA exempt staff in permanent status on July

1 will have option to remain university staff or be voluntarily reassigned to academic staff

– Project will become “university staff project”– LTEs will become “university staff temporary”

• FLSA non-exempt = eligible for overtime ($ or comp time)• FLSA exempt = not eligible for overtime;

salaried for ‘total job effort’

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Recruitment and Title Change


• Recruitment– Merit selection principles, part of a civil service system– No longer subject to OSER requirements – All vacant exempt university staff positions will be AS/LI– Local recruitment procedures

• Title Change– Former known as reclassification– Movement to higher level in series can remain in university

staff– Change in duties and responsibilities without a title change-

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Jobs at State Agencies – Reinstatement


• Wis. Stat §36.115(6) provides reinstatement privileges for staff holding classified positions on June 30, 2015

• Retain privilege of permissive reinstatement as defined in Wis. Stat. § 230.31(1)– For those in permanent status as of June 30, 2015, retain the

privilege of having permissive reinstatement to classified positions at state agencies for a period of five years (until July 1, 2020)

– For those on probation as of June 30, 2015, will retain the same privilege of having permissive reinstatement to classified positions at state agencies for a period of five years (until July 1, 2020) if they successfully complete the probationary period in the position held on June 30, 2015

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• Reinstatement vs. transfer– Individual applying as a reinstatement has had a break in

service from a permanent classified position– Individual may apply for vacancies at the same, counterpart,

or lower pay range as the classified title held on June 30, 2015

– Reinstatements are treated similarly as permissive transfers– Individual letters being prepared for UWSA staff– File of all classified (permanent and probationary) being sent

to OSER

10July 1: It’s Just The Beginning!

• Accumulated WRS creditable service not affected – credits remain in your account

• Accumulated sick leave balances transfer to the new sick leave eligible position with no break in employment

• Current vacation earned will transfer to the new vacation eligible position with no break in

service


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• Vacation carryover and/or banked leave -new agency will determine if vacation carryover and/or banked leave will be transferred

• Continuous service – time worked in a leave-eligible position counts toward continuous service date when moving to

a state agency

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Job Security/Employment Expectations


• University Staff

– University staff ‘permanent’ positions now known as appointments ‘with expectation of continued employment’ – meaning is the same

– Serve minimum of six month probation

– A university staff member who does not pass probation may return to previous job but at employer’s discretion

– University Staff Project and Temporary employee serve at will

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Discipline & Grievances


• Grievance Procedure– Just cause protections for discipline process– University staff in permanent status on 6/30/15 will keep

right to WERC appeal– Terminations will have Board of Regents as last appeal – Workplace Expectations (UWS Chapter 18)

Institutions will develop specific policies from broad parameters

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STEP ONE STEP TWO STEP THREE

STEP 2A STEP 2B (employed on June 30, 2015)

DISMISSAL X X X

LAYOFF X X X

DISCIPLINE X X X

WORKING CONDITIONS

X

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• UWSA Final Draft Grievance Policy:– Step One: OHRWD

• Working Conditions – no appeal of decision

– Step Two A: (Standard Procedure)• Suspension – Hearing before Impartial Hearing Officer (IHO)

• WERC Hearing Officer as IHO or • UWSA University Staff Grievance Committee as IHO• President accepts or rejects IHO recommendation• No further appeal

• Layoff – Hearing before Impartial Hearing Officer (IHO)• WERC Hearing Officer as IHO• President accepts or rejects IHO recommendation• No further appeal

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• UWSA Final Draft Grievance Policy - continued:– Step Two A: (Standard Procedure)- continued

• Dismissal – Hearing before Impartial Hearing Officer• List of arbitrators who have agreed to be IHO• President (or designee) accepts or rejects IHO recommendation• Grievant may appeal decision to Board of Regents

– Step Two B (Grandfathered Procedure)• Appeal to UW System President (or designee)• UW System President (or designee) provides response• Grievant may appeal to Wisconsin Employment Relations Commission• No appeal to the Board of Regents (discharge)

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• UWSA Final Draft Grievance Policy - continued:

– Step Three

• Appeal only of Step Two A (standard procedure) Dismissal cases

• Appeal to the Board of Regents

• Decision of the Board of Regents is final

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Layoff


• UWSA Draft Layoff Policy – still draft • Based on UPS Operational Policy Gen 13:

– Layoff for Reasons of Budget or Program

• Layoff plan discussed UWSA governance groups• Layoff decisions are by operational area• Seniority an important consideration but not the only one• No at risk notice required• Not less than 30 days notice (maybe 60 for UWSA)• Layoffs can be appeal through grievance process through Step

Two A or Step Two B.


“Choice” Voluntary Reassignment

• Exempt University Staff will have Choice• UWSA Choice date will begin on [date here]• General Overview Information Sessions

– [date & location]• After sessions, decide if want to explore

further– Schedule one on one sessions with HR staff


Compensation

• Governed by Board of Regents – no longer OSER’s Compensation Plan

• UPS Operational Policy TC 3: Compensation• Pay Plan adjustments – BOR Distribution Guidelines• Exempt university staff not eligible for overtime or

compensatory time• Local Compensation Plan - more pay flexibilities


Leave and Benefits• Annual Leave (vacation) no longer wait 6 months• Leave (annual and sick) earned as project will transfer to any

successive leave-eligible position• Exempt employees – report in ½ or whole day (100%)• If banking eligible, can bank current year’s and carryover vacation• No longer need to pay back Personal Holiday if leave in first 6

months• Vacation credits upon retirement or termination (not for cause) to

extend time on payroll at the employer’s discretion• Catastrophic Leave – donate & receive from any leave-eligible staff

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Questions?


[email here]

university personnel system (ups) key changes for classified staff july 1: it’s just the...

Documents

classified staff

uw system slide

classified positions

classified flsa

criteria uw employees

state agencies reinstatement

state agencies reinstatement

title change slide