University Personnel System (UPS) Overview

University Personnel System (UPS) Overview

University Personnel System (UPS) Key Changes for Classified Staff July 1: Its Just The Beginning! 1 Todays 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 July 1: Its Just The Beginning! 2

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: Its Just The Beginning! 3 Legislative Intent of 36.115, Wisconsin Statutes Office of State Employment Relations University of Wisconsin 12,300 UW

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

DOT, etc.) etc.) 12,300 12,300 UW UW Classified Classified Employees Employees 40,000 UW Employees UW-Madison Balance of the UW System 28,000 Unclassified

Employees Titles Compensation Labor Relations July 1: Its Just The Beginning! Titles Compensation 4 What Will Not Change Under UPS? Hiring based on merits of the applicant - a civil service system, now goes through TAM 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 July 1: Its Just The Beginning! 5 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 July 1: Its Just The Beginning! 6 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 use TAM 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 July 1: Its Just The Beginning! 7 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

July 1: Its Just The Beginning! 8 Jobs at State Agencies Reinstatement 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 July 1: Its Just The Beginning! 9

Jobs at State Agencies Reinstatement 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 July 1: Its Just The Beginning! 10 Jobs at State Agencies Reinstatement Current vacation earned, 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 July 1: Its Just The Beginning! 11 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 employers discretion University Staff Project and Temporary employee serve at will July 1: Its Just The Beginning! 12 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 July 1: Its Just The Beginning! 13 Grievances STEP ONE DISMISSAL STEP TWO

STEP THREE STEP 2A STEP 2B (employed on June 30, 2015) X X LAYOFF X X X DISCIPLINE

X X X WORKING CONDITIONS X July 1: Its Just The Beginning! X 14 Grievances UWS Final Draft Grievance Policy:

Step One: Working Conditions no appeal of decision Step Two A: (Standard Procedure) Hearing before Impartial Hearing Officer (IHO) WERC Hearing Officer as IHO or Shared governance Committee as IHO Chancellor accepts or rejects IHO recommendation No further appeal July 1: Its Just The Beginning! 15 Grievances

UWS Final Draft Grievance Policy - continued: Step Two B (Grandfathered Procedure) An employee who held permanent status in employment prior to July 1, 2015 and according to the provisions of Wis. Stat. 36.115(6), therefore retains Chapter 230 appeal rights may instead appeal a disciplinary action (suspension, demotion, or reduction in base pay), layoff or discharge using a different procedure. Appeal to UWS Chancellor (or designee) Chancellor (or designee) provides response Grievant may appeal to Wisconsin Employment Relations Commission No appeal to the Board of Regents (discharge) July 1: Its Just The Beginning! 16

Grievances UWS Final Draft Grievance Policy - continued: Step Three (for dismissal only) Appeal only of Step Two A (standard procedure) Appeal to the Board of Regents Decision of the Board of Regents is final July 1: Its Just The Beginning! 17 Layoff UWS Layoff Policy Based on UPS Operational Policy Gen 13: Layoff for Reasons of Budget or Program

Layoff plan discussed UWS 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 Layoffs can be appeal through grievance process through Step Two A or Step Two B. July 1: Its Just The Beginning! 18 Choice Voluntary Reassignment Exempt University Staff will have Choice to move to Academic Staff UWS Choice date will begin on August 1, 2015

One on one sessions provided Information to each eligible employee July 1: Its Just The Beginning! 19 Compensation Governed by Board of Regents no longer OSERs 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 July 1: Its Just The Beginning! 20

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 or whole day (100%) If banking eligible, can bank current years 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 employers discretion Catastrophic Leave donate & receive from any leave-eligible staff July 1: Its Just The Beginning! 21 Questions? [email protected] .edu

July 1: Its Just The Beginning! 22

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