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FAQ ON UVA RESTRUCTURING-UVA TODAY, AUGUST 6, 2008
Posted: Wednesday August 6, 2008Frequently Asked Questions
Q: If I am hired effective July 1, 2006, or after, what impact will Restructuring have on me?
A: All new salaried staff, non-faculty, hired on or after July 1, 2006 are hired as “University Staff” and will be covered under University HR policy. Currently, University Staff will be covered by policies very similar to the current state policies.
Q: What impact will Restructuring have on me if I am a current UVA Classified employee?
A: All UVA salaried, non-faculty employees hired prior to July 1, 2006, will remain state Classified Staff employees, and will participate in the Commonwealth retirement, worker’s compensation and grievance systems. Once the new University HR system is in place, Classified Staff employees will be given the opportunity to convert to University Staff during transfers/promotions within UVA and during the university’s enrollment periods (at least once every two years). All wage employees (regardless of hire date) will be considered Hourly Wage and will be covered under University HR policies that apply to wage employees.
Q: What impact will Restructuring have on me if I am a current Classified UVA employee but I’m applying for a different job at UVA?
A: Classified Staff who are promoted or hired into a new position will not be required to convert to University Staff status. During the transition period, UVA employees will remain state Classified Staff employees with no changes. After the transition period, when new University policies are in place, Classified Staff employees will be given the opportunity to convert to University Staff during transfers/promotions within UVA and during the university’s enrollment period (at least once every two years).
Q: What impact will Restructuring have on me if I am a current employee at another state agency but I’m applying for a job at UVA?
A: Any current state Classified Staff or covered university employee (University Staff) at another state agency who chooses to transfer to a covered school on or after July 1, 2006 will be University Staff. During the transition period, the only effect to the state transfer will be if you are a participant in the Personnel Accrual Leave Plan (old sick leave plan). The transferring agency will be responsible for paying out leave (maximum up to $5,000) upon transfer. At UVA, you will be enrolled in Virginia Sickness and Disability Program (VSDP).
Q: What impact will Restructuring have on me if I am a classified employee and leave UVA to transfer to another state agency?
A: During the Transition Period, Classified staff employees will not be impacted.
Q: If I am a current Classified Staff employee, when will I be given the opportunity to become a University Staff employee?
A: Upon completion of the new HR system, there will be an enrollment period offered to all classified staff employees. After the initial enrollment period, enrollment periods will be offered to Classified Staff at least every two years.
Q: If I change from Classified Staff to University Staff, can I decide later to change back to Classified Staff?
A: Once you have elected to become University staff, your election is permanent.
Q: Will Classified Staff and University Staff have different benefits and pay systems?
A: Initially, the benefits and pay systems for both sets will be the same. Once the university has developed new HR systems which may be different, both sets of employees will be provided with this information and comparisons of the two systems.
Q: Can I remain a Classified Staff employee?
A: Absolutely. You may remain classified staff; however, you will be given the opportunity to change to University staff if you choose to.
Q: What happens when the state changes its HR policies or benefits?
A: If you are a Classified Staff employee any changes the state makes to HR policies and benefits will affect you just as they have in the past.
Q: What happens when the university changes its HR policies or benefits?
A: If you are a University Staff employee, any changes the university makes to HR policies and benefits will affect you.
Q: Will the annual leave continue to be calculated as it is now? For example, since I have been with UVA for 20 years, I earn 16 hours a month in annual leave. Will this remain the same or will we be given a lump sum of leave at the beginning of the year?
A: Specific leave accrual rates are still being developed by the employee task forces. Details of the leave accrual rates will be provided in time for the enrollment period.
Q: People want to figure out where they are on a career chart. Many found that their jobs were composites or hybrids, so we need to figure out how to put their minds at ease about this and know that that is not unusual. How do you have career progression when you cross paths?
A: The career paths represent guides to the 75 most common careers across the University. Individuals will be able to develop customized career paths based on their current position, their career aspirations, or both. One of the benefits of the career paths is that they identify competencies that are common across career paths. This provides employees with information to match their skills with multiple careers.
Q: Given how broad the basic pay bands are, how will general professional faculty be ““slotted in”“ to the new system? Do we just move over with our current salaries, or will there be adjustments imposed?
A: The new system will be based on market-relevant ranges for each position. Classified staff and A&P faculty positions are currently being matched to market ranges. This will provide information on where current salaries are relative to the market for similar positions. No automatic salary adjustments will be imposed.
Q: Where is the money coming from to bring everyone to market value?
A: The process for bringing employees to market will be a gradual process, supported by local and university level funding. Funding for most salary adjustments will continue to come from the state allocation. However, for University Staff, annual funding for salaries is set by the Board of Visitors as part of the budget process. The University may now request funding for University Staff salary increases through the Board of Visitors, as we have done for faculty.
Q: What market are we being compared to? Industry? Other universities?
A: The University relies on a number of market survey tools covering both the higher education market as well as the private sector. We use local, regional and national survey sources depending on where we recruit for positions. Local market data is only used where the local market ranges are higher than regional or national ranges.
Q: How frequently can an employee get a raise?
A: Employees are eligible for annual merit increases. Additional increases (both in base salary and one time bonuses) are possible during the year for a variety of reasons, including employee development, changes in responsibilities, and others.
Q: Who gets a raise first, a staff person or a University person?
A: No priority will be given to one group over the other when sequencing salary increases; however, for Classified staff, annual increases will continue to occur on the timeline determined by the Commonwealth’s Budget and the State Department of Human Resources. The University need not adhere to that schedule for University staff.
Q: As a staff person, will I get my state-approved raise or is it now up to the department?
A: For Classified staff, across-the-board annual increases will continue to be determined by the Commonwealth’s Budget. For University Staff, annual funding for salaries will set by the Board of Visitors as part of the budget process. The University may now request additional funding for University Staff salary increases through the Board of Visitors, as we have done for faculty. The University will also establish annual guidelines for merit increases, based on employee performance. Schools and units will use these guidelines to determine individual increases. Additional increases (both in base salary and one time bonuses) are possible during the year for a variety of reasons, including employee development, changes in responsibilities, and others.
Q: It is unclear to me how a change to a market-based compensation would affect my current salary. Could it potentially drop, or will my current salary be used as the baseline?
A: Salaries will NOT be reduced under the new University staff system as a result of the linkage to market-relevant ranges.
Q: Do you lose your banked annual leave if you switch to being a University employee?
A: No, you can carry over annual leave to the new system.
Q: With regard to leave, what about medical leave? The general faculty medical leave system is very different from the current Classified staff system, and I see no mention of sick leave here.
A: Specific provisions of the sick leave policy for A&P faculty who convert to University Staff are still be developed by the employee task forces. Details of this policy will be provided in time for the enrollment period.
Q: How much time is going to be in Annual Leave bank? If I convert to University Staff from Classified Staff, will I have to give up my current annual leave balance in order to accept the bank? What are the proposed rollover amounts?
A: Annual leave balances would carry over into the new system, so there is no set rollover amount. The leave bank is yet to be determined, but will be provided in time for the enrollment period.
Q: I have over 1,278 sick hours. I would like to be compensated for those hours before changing my classification. Is that possible?
A: For employees who convert to University Staff, sick leave balances will transfer as well. Pay-out for those hours would continue to be at termination, in accordance with existing policies.
Q: How does A&P Faculty request academic status? Should they send a request?
A: All requests for academic status by University Staff employees, as well as the terms and conditions of a faculty appointment, would be dictated by the school or department of appointment in accordance with University Faculty Policy.
Q: How often will opportunity be provided to convert / open enrollment periods?
A: Under state law, open enrollment must be offered at least every two years. In addition, employees have the opportunity to convert to the new system when accepting a new position within the University.
Q: Will there be an easy way /succinct summarization to compare what is the best system for each employee?
A: All employees will be provided with a customized, side-by-side comparison of their current system and the new system.
Q: Will departments have to give employees at least what the Governor gives?
A: No. For Classified staff, across-the-board annual increases will continue to be determined by the Commonwealth’s Budget. For University Staff, annual funding for salaries will set by the Board of Visitors as part of the budget process. The University may now request additional funding for University Staff salary increases through the Board of Visitors, as we have done for faculty. The University will establish annual guidelines for merit increases, based on employee performance. Schools and units will use these guidelines to determine individual increases. Additional increases (both in base salary and one time bonuses) are possible during the year for a variety of reasons, including employee development, changes in responsibilities, and others.
Q: How often will market ranges get revised?
A: Market ranges are typically revised annually.
Q: Do employees keep the same salary if they change over?
A: Yes, employees keep their current salaries. No one’s salary automatically changes as a result of converting to the new system.
Q: Will the new 2000 dollars Education Benefit apply to all Classified and University staff?
A: The Education benefit applies to both Classified and University staff.
Q: Does the new child care benefit apply to Classified and University Staff?
A: Yes, the child care benefit applies to both Classified and University staff.
Q: I am a Classified employee still under the old leave system and did not switch to VSDP. What happens to my existing leave balances if I decide to become a UVA employee?
A: For employees who convert to University Staff, sick leave balances will transfer as well. Pay-out for those hours would continue to be at termination, in accordance with existing policies.
Q: Currently to get an in-band pay adjustment you have to modify your EWP and add tasks to your position. Will this remain the same in the new system?
A: No, EWPs will be eliminated in the new system. Opportunities for pay adjustments include employee development, performance, changes in job responsibilities, unit goal achievement, and others.
Q: If A&P faculty elect to convert to University Staff, would their fringe rate change?
A: No. While we are currently studying the impacts to fringe rates, there would be no change to an employees existing fringe rate as a result of switching.
Q: Where can I go to get more detailed information about Restructuring?
A: Information regarding the Higher Education Restructuring Act can be found on the UVA Higher Education Restructuring website at http://www.virginia.edu/restructuring/.
Q: Who can I contact if I have questions?
A: Please contact the Restructuring Director at HRRestructuring@virginia.edu.
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