General
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 are covered under University Staff policies.
Q: Can I remain a Classified Staff employee?
A: All those hired before July 1, 2006 have a choice. You may remain Classified Staff. However, you will be given the opportunity to change to University Staff if you wish.
Q: How often will the opportunity be provided to convert / open election periods?
A: Under state law, open election must be offered at least every two years. In addition, employees have the opportunity to convert to the University Staff HR Plan when accepting a new position within the University. We’re conducting our next election period this fall, from Oct.1 through Oct. 30, 2009. Beyond that, there has been no decision on when the next election period will be.
Q: Will there be an easy way /succinct summarization to compare what is the best HR Plan for each employee?
A: All employees can review a side-by-side comparison of their current status and their status under the University Staff HR Plan. These comparisons can be found at http://www.hrs.virginia.edu/restructuring.
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 U.Va. Higher Education Restructuring web site at http://www.virginia.edu/restructuring/. Information specifically about HR Restructuring can be found at http://www.hrs.virginia.edu/restructuring.
Q: Who can I contact if I have questions?
A: Please contact the Restructuring project team at HRRestructuring@virginia.edu or call the HR Service Center at 982-0123.
Q: Will University Staff salaries be published, like A&P are now?
A: Neither University Staff nor A&P salaries will be published by the University. Both are subject to release under the provisions of the Freedom of Information Act (FOIA).
Q: Currently, certain schools have financial autonomy (Darden, Law, etc.). Will that continue in the future with the University Staff HR Plan with regard to pay increases?
A: The schools’ financial autonomy is not changed by HR Restructuring.
Q: If someone does not complete the election form will they automatically remain in the “old” system?
A: Yes. Nobody’s status will change unless they elect to switch.
Q: Will there be information/training sessions for all employees?
A: Employees need to understand the information and make a decision, so we are working to provide information about the University Staff HR Plan in various ways:
Q: Will you provide supervisors with a sample employee packet? Some of us are not eligible for the University Staff HR Plan so it would be helpful to get a full sense of what our employees are receiving.
A: Sample election packages have been provided to HR Staff in the schools/units. In addition, we have posted the sample election materials on the web site for all employees to review. You can find them here: http://www.hrs.virginia.edu/restructuring/sbs.html
Q: When will Alternate Dispute Resolution (ADR) be effective and who in HR will manage the new Alternate Dispute Resolution process?
A: ADR is already currently available through UHR, EOP and Employee Assistance. Read more at http://www.hrs.virginia.edu/relations/adr/.
Q: How will folks know when new information such as FAQs, PowerPoints, on-line presentation, etc is posted to the Restructuring web site?
A: Significant changes will be announced via email, while smaller changes will be ongoing.
Q: How easy is it to access the on-line version of the tutorial about the University Staff HR Plan?
A: The online version of the tutorial is available here: http://www.hrs.virginia.edu/restructuring/training.html
Q: Can we add a list of contacts for additional support/questions?
A: Feel free to contact the HR Restructuring team: http://www.hrs.virginia.edu/restructuring/contact.html. We will be able to put you in touch with the right person for additional support and answers to your specific questions.
Q: What University Staff policies can change in the future if not mandated by State law?
A: Under the authority granted to the University by the Restructuring Legislation and the Management Agreement, the University has the right to change any of the University Staff policies that are developed now or in the future. The legislation does mandate that certain employee rights and privileges remain the same for both University Staff and Classified Staff. This includes the state’s Standards of Conduct and the right to pursue grievance procedures; leave types other than annual; access to the short term disability benefit through VSDP; retirement options; and recognition of years of service for leave accrual, probationary periods, transfers to other state agencies, layoffs, seniority, and service awards.
Q: Are faculty supervisors going to be required to attend training classes for the new compensation/performance/career initiatives?
A: It is not required but strongly encouraged.
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Employee Status
Q: What impact will Restructuring have on me if I am currently Classified Staff?
A: Now that the University Staff HR Plan is in place, Classified Staff employees will be given the opportunity to convert to University Staff if they take a new job within U.Va. and during the university's election periods (at least once every two years).
Q: What impact will Restructuring have on me if I am a current Classified U.Va. employee but I'm applying for a different job at U.Va.?
A: Classified Staff will be given the opportunity to convert to University Staff if they take a new job within U.Va. and during the university's election period (at least once every two years). However, choosing to remain Classified means you are subject to state regulations on salary increases and may limit the amount of salary increase you will be eligible to get in your new position.
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 U.Va.?
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. The only effect on the state transfer will be if you are a participant in the Personal or “Traditional” Sick Leave Plan (old sick leave plan). The transferring agency will be responsible for paying out leave (maximum up to $5,000) upon transfer. At U.Va., you will be enrolled in the Sickness and Disability Program associated with your retirement plan (VRS/VSDP or the ORP).
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: How does A&P Faculty request academic status? Should they send a request?
A: All requests for academic status, as well as the terms and conditions of a faculty appointment, are dictated by the school or department of appointment in accordance with University Faculty Policy.
Q: Do Administrative & Professional (A&P) faculty with academic support positions know they do not have the choice of University Staff?
A: University Human Resources worked directly with deans and directors in the schools and units to review Administrative and Professional Faculty and determine eligibility for the University Staff HR Plan. Certain positions were determined to be substantively academic in nature, and therefore will remain A&P faculty positions. They will not receive communications and enrollment packages during election periods.
Q: The provost office currently provides oversight for A&P faculty. Will that change with University Staff?
A: Yes. A&P who elect to become University Staff (Managerial and Professional) will not be aligned with the provost’s office, but will fall under central UHR.
Q: If Administrative & Professional (A&P) Staff move to a University Staff position can they retain A&P status?
A: As with Classified Staff, A&P faculty will have the option to elect University Staff or not, when moving to a new position.
Q: Please explain the current status of Professional Research Staff (PRS) and explain how the status of these positions will change.
A: The University of Virginia currently has several types of employees, including Professional Research Staff. PRS employees do not have the option to become University Staff at this time. The goal is to design a University Staff HR Plan that can accommodate certain Professional Research Staff in the future.
Q: If a Professional Research Staff employee takes a new non-research job, are they given a choice of Classified or University staff?
A: No. They will become University Staff.
Q: Are all foundation employees ineligible to enroll or just some?
A: Those individuals employed directly by the foundations are not eligible to enroll.
Q: If a Medical Center employee transfers to U.Va., will they automatically be hired as University Staff?
A: Yes, unless they are hired as Teaching & Research (T&R) Faculty, Professional Research Staff (PRS), or some other employment classification that does not fall under the University University Staff HR Plan.
Q: If an Administrative & Professional (A&P) contract ends and the candidate wants to keep their job, can they?
A: As always, A&P contracts are renewed at the department’s discretion.
Q: Regarding Classified Staff who has an offer to move to a new position: If they opt to stay as Classified Staff, will there still be a salary cap? What if the classified employee wants to move to University Staff at the time they accept a new position? Will they not be subject to a cap (since University Staff starting salaries are not capped)?
A: Yes, state limits (15%) would apply if they remain classified. If they elect to move to University Staff, the state caps would not apply.
Q: I transferred from Classified Staff to Administrative & Professional (A&P) Faculty. The HR personnel system currently lists my faculty position as “Tenure ineligible with expectation of continued employment possible.” If I elect to become University Staff, does my “expectation of continued employment” status transfer with me?
A: While your position is eligible for ECE (ECE is “possible”), you have not earned ECE at this time. If you make the switch to University Staff you will be covered by the Terms and Conditions of Employment and will no longer be eligible to earn ECE. A&P faculty electing to participate in the University Staff System who have already earned the Expectation of Continued Employment (ECE) as of January 1, 2009, will retain ECE status after becoming University Staff. As University Staff, these employees retain ECE status, so long as the services to the University continue to be of the type and scope requiring the University Staff employee’s high level of professional skills, and the employee maintains a level of productivity and effectiveness expected of such position. (See Employment of Non-Tenure Track Faculty Policy, Section VI.)
Q: Can a supervisor/hiring personnel request that the position be posted only for those that want to remain CS? Posted only for US? (perhaps due to budgetary concerns?)
A: No. Positions posted after 1/1/09 will be posted as University Staff. However, employees who are chosen for those positions and wish to remain Classified Staff may do so.
Q: Are non-Medical Center health professionals eligible to change to the University Staff HR Plan?
A: Yes. All eligible (non-T&R faculty) employees, including those in the School of Medicine, the School of Nursing, and elsewhere, may elect to become University Staff.
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Compensation
Q: How will the University allocate the state funding for cost of living increases? Will there be any guidelines? When the state provides the monies to fund the legislated increase, will that money be allocated to cost of living increases for University Staff or might it be pooled and used for pay for performance with none of it going to across the board increases?
A: The monies provided by the state for annual increases are not cost of living increases. The funds will continue to be provided to the University when available and will be allocated to the schools/units for merit increases for University Staff and across-the-board increases for Classified Staff. The University will provide guidelines to the schools/units for merit increases based on performance ratings. There will be ranges provided for each performance rating, and the schools/units will determine the amount of the increases.
Q: My current position is categorized as “Classified Exempt”. Currently, if I work overtime, I get straight overtime pay. Will I be able to get overtime pay as University Staff?
A: The practice cited in the question has been discontinued, in accordance with the Fair Labor Standards Act’s definition of “exempt.” Full-time exempt employees generally are expected to work at least 40 hours each week and as many additional hours as necessary to complete their jobs. Time worked by exempt –either Classified or University Staff employees—in excess of 40 hours per week will not result in overtime pay or in the accumulation of compensatory time off. However, exceptional circumstances may exist when workload of particular exempt employees may be especially burdensome. During these kinds of exceptional situations managers may balance a period of heavy workload with a period of reduced workload without regard to the number of hours worked in a particular week. Therefore, managers may allow exempt employees flexibility to recognize working beyond the normal work schedule to perform specific job requirements. Any work schedule flexibility under the circumstances described above shall be determined mutually by the manager and employee.
Q: Will departments be able to set the differential pay amount for University Staff?
A: No, departments will not be able to set this amount.
Q: Will merit increases be centralized (i.e. 3’s get 2% and 4’s and 5’s get 5%) or will they be at the Departments discretion?
A: The University’s Board of Visitors will establish salary increases as part of the budget approval process. UHR will develop annual guidelines for merit increases based on the budgeted amount. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided in the form of a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval.
Q. If I switch from A&P to University Staff will I move to a biweekly payroll?
A. Yes. All University Staff use SSTL to track time and leave, including former A&P. As part of that switch, former A&P will move to a biweekly payroll on Dec. 21, 2009. For more on that change, visit http://www.hrs.virginia.edu/sstl/index.html.
Q: What are the budgeting implications of pay increases? Will the state give funds for increases based on total number of employees? Can departments add to this?
A: The state calculation for salary increases is unchanged as a result of HR Restructuring. University Staff are still counted for salary purposes. Yes, departments can add to this, though they should observe the annual guidelines set out by the BoV (see above).
Q: When will the market range system be available to view?
A: Your market range should be available in the personalized Restructuring packet that was mailed to you. If you have questions about your market range, fill out a Market Review Request Form (MS Excel). You can save the form and email it to us, messenger mail or fax it to University Human Resources, or drop it off to us. We will acknowledge that we have received the form and work with your school and unit to review the range. The market pay structure is also outlined at http://www.hrs.virginia.edu/compensation/univstaffpay.html
Q: When someone is searching for a job on the U.Va. Web site, Jobs@UVa, how will you determine which salary to list (as current Classified Staff can opt to stay Classified)? Will it be market range?
A: All staff positions posted on the web site are posted as University Staff with a market range. If at the time of the offer, an employee chooses to remain Classified Staff, the position will be converted to a classified position and the state limits will apply.
Q: Given how broad the basic pay bands are, how will general professional faculty be "slotted in" to the University Staff HR Plan? Do we just move over with our current salaries, or will there be adjustments imposed?
A: The University Staff HR Plan provides a market-relevant range for each position. Classified Staff and A&P faculty positions have been matched to market ranges. This will provide information on where current salaries are relative to the market for similar positions. Each employee eligible to enroll in the University Staff HR Plan is sent the market range for his/her position in election materials. 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. Funding for most salary adjustments will continue to come through the normal budgetary process. Classified Staff salaries are set by the state. 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 additional University Staff salary increases through the Board of Visitors, as has been the practice 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 statewide, 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 state ranges.
Q: How frequently can an employee get a raise?
A: The University will establish annual guidelines for merit increases, based on employee performance and provided in the form of a range for each evaluation rating rather than a specific amount. 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 career path progression, employee development, changes in responsibilities, and others.
Q: Who gets a raise first: a Classified Staff or a University Staff?
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’s Department of Human Resources Management. The University need not adhere to that schedule for University Staff. University Staff salary increases are set by the Board of Visitors.
Q: As Classified Staff, 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 has been the practice 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 career path progression, employee development, changes in responsibilities, and others.
Q: It is unclear to me how a change to a market range 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 University Staff HR Plan as a result of the linkage to market-relevant ranges.
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 and provided in the form of a range for each evaluation rating rather than a specific amount. 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 University Staff HR Plan.
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 University Staff HR Plan?
A: No. EWPs have been eliminated for all employees with the introduction of the new performance management system and the use of Jobs@UVa and Lead@UVa. Opportunities for pay adjustments for University Staff include career path progression, employee development, performance, changes in job responsibilities, unit goal achievement, and others, without the limits imposed for Classified Staff.
Q: If Administrative & Professional (A&P) faculty elects to convert to University Staff, would their fringe rate change?
A: For A&P moving to Managerial and Professional University Staff, the fringe rate changes to the staff fringe rate set each year. A&P moving to Executive & Senior Administrative retain the current faculty fringe rate.
Q: Will supervisors have the opportunity to see their employees’ market ranges in October before their employees see them?
A: Revised market ranges were provided to the schools/units in August and September 2009.
Q: How come ‘in-band’ adjustments have been taken away?
A: In response to the state and national budget crisis, the University has restricted salary increases to only urgent or critical pay adjustments for both Classified and University Staff employees, consistent with the December 2008 directive from EVP/COO Leonard Sandridge. Adjustments for urgent or critical PA7/IBAs include:
- Reallocating workload when vacant positions will not be filled, resulting in a net decrease in salary expense;
- Countering a documented external competitive offer for an essential employee;
- Retaining an essential employee when there is a clear and eminent threat to retention AND the employee’s pay level is significantly less than those in similar jobs, whether internal or external to the University;
- Converting an expiring Temporary Pay arrangement into an employee’s base salary. In these situations, the circumstances surrounding this recommendation needs to be evaluated in light of the current budget challenges, with a case being presented as to the necessity of such an adjustment/conversion.
Consistent with the memo, and until further notice, the University has temporarily suspended the PA7/IBA Cycles.
Q: If a Classified Staff takes a new position and does not choose to become University Staff, can they still take advantage of the competitive pay process?
A: The compensation practices for Classified Staff remain unchanged subject to state regulations. The new pay practices for University Staff are not available to Classified Staff.
Q: Can a University Staff employee be given an increase in Performance Pay and/or Promotion Pay only once annually as a result of a Performance Review, or is this option available at other times during the year?
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 career path progression, employee development, changes in responsibilities, skill acquisition, and others.
Q: Within the University Staff HR Plan, will a particular performance rating result in a specific percentage increase in salary?
A: The University’s Board of Visitors will establish salary increases as part of the budget approval process. UHR will develop annual guidelines for merit increases based on the budgeted amount. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided in the form of a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval.
Q: Is there a formula for salary increases based on employee performance and career development goals?
A: The University’s Board of Visitors will establish annual guidelines for merit increases, based on employee performance. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided, including a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval. There are additional increases available for progression along a career path.
Q: Are plans for Skills Acquisition made only during the annual Performance Review process or can they be updated throughout the year? Can bonuses be awarded throughout the year for skills acquisition?
A: Plans for skills acquisition can be made throughout the year, and employees can be rewarded for skills acquisition at any time. The Career Development Action Plan is a living document that can be changed and edited on an ongoing basis. Supervisors are encouraged to work with employees on these plans throughout the year.
Q: Is there helpful Pay Action 7 information online that is accessible to all supervisors?
A: In 2010, the training series for managers and supervisors, Managing at U.Va., will be expanded to include training on understanding compensation decisions at the University and how to use the compensation module in Lead@UVa, which will include PA7 actions. Currently, information can be found online at: http://www.virginia.edu/uvatoday/newsRelease.php?id=3464 (an article from U.Va. Today about Pay Action 7) and on our compensation pages at http://www.hrs.virginia.edu/compensation/classification/guidetoparf.html.
Q: Will Pay Action 7 still be used as a tool for salary and job recommendations for University Staff?
A: Yes, we will continue to use Pay Action 7 for both Classified and University Staff, though the rules for Classified and University Staff will be different. Classified increases are limited by state regulations.
Q: Will the $40,000 threshold for eligibility for the Supplemental Benefit Credit be raised periodically per cost of living increases?
A: The University will review the ceiling annually to determine the eligible amount.
Q: Who decides what guidelines an individual supervisor has for offering increases?
A: The University’s Board of Visitors will establish salary increases as part of the budget approval process. UHR will develop annual guidelines for merit increases based on the budgeted amount. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided in the form of a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval. Additional increases (both in base salary and one time bonuses) are possible during the year for a variety of reasons, including career path progression, employee development, changes in responsibilities, and others.
Q: Under the University Staff HR Plan, if an employee is at the top of her market salary range, and the supervisor rates her a 4 or 5 on the annual evaluation, there is a possibility that the pay increase would put the employee's salary above the top of the range. What will happen in this case? Is it possible to increase a salary above the market range? I have an employee who tells me she has heard that any increase above the market range would be paid out in one check, like a bonus.
A: Yes, it is possible to increase a salary above the market range. The increase may be either an increase in base salary, or a one-time payment.
Q: Will merit increases be centralized (i.e. 3’s get 2% and 4’s and 5’s get 5%) or will they be at the Departments discretion?
A: The University’s Board of Visitors will establish salary increases as part of the budget approval process. UHR will develop annual guidelines for merit increases based on the budgeted amount. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided in the form of a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval.
Q: Regarding Classified Staff who has an offer to move to a new position: If they opt to stay as Classified Staff, will there still be a salary cap? What if the classified employee wants to move to University Staff at the time they accept a new position? Will they not be subject to a cap (since University Staff starting salaries are not capped)?
A: Yes, state limits (15%) apply if an employee chooses to remain Classified when they take a new job. If they elect to move to University Staff, the state caps do not apply.
Q: If they don’t have funds to add, will the result be that some employees get lower increases in order to give others more? (i.e. University Staff could get similar increases than Classified Staff?)
A: The University will establish annual guidelines for merit increases, based on employee performance. Schools and units will use these guidelines to determine individual increases. Some employees could get a bigger increase than other employees, but it is up to the individual departments.
Q: Will details (e.g., sources of data, methodology) for the market ranges be available on-line in an overview?
A: Yes, an overview of the market survey sources, the methodologies for the analysis of the data and market range development process is available on-line at http://www.hrs.virginia.edu/compensation/univstaffpay.html.
Q: Is the state looking at changing their system?
A: Yes. They have conducted a study to consider updates for the current system. You can find results from that study at: http://jlarc.state.va.us/
Q: Who will control compensation decisions generally? What will be the role of central HR?
A: Compensation decisions are made locally in departments by department heads with oversight by UHR. The University’s Board of Visitors will establish salary increases as part of the budget approval process. UHR will develop annual guidelines for merit increases based on the budgeted amount. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided in the form of a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval.
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Benefits
Q: Double State employees- If one drops to part-time does the employee still pay 50% of employer cost of health insurance?
A: No, this makes the couple ineligible. The double state benefit only applies if both employees are full time.
Q: In the future, does the University have the option to offer a different health insurance plan for University Staff vs. Classified Staff?
A: The University currently manages its own health insurance plan and covers staff and faculty in the same plan. That is unchanged by HR Restructuring.
Q: What is the impact of the part time health insurance benefit on the fringe benefit rate for part time employees? Will it vary depending on whether they elect it or will it be one rate for every part time employee regardless of whether they elect it?
A: There will be one fringe benefit rate for part time employees, whether employees elect benefits or not.
Q: Will the $2000 Education Benefit apply to all Classified and University Staff?
A: The Education benefit applies to both Classified and University Staff.
Q: Will the Reward and Recognition program still allow the 5 days off option as well as the $3,000 in annual bonuses for University Staff?
A: Yes it will.
Q: Does the $3,000 limit apply to all University Staff employees (including senior management)?
A: Yes, unless they are one of the few University Staff employees who hold an individually negotiated contract (i.e., coaches).
Q: Does the child care benefit apply to Classified and University Staff?
A: Yes, the child care benefit applies to all employees: both Classified and University Staff, Professional Research Staff, and all faculty.
Q: Will we still qualify for WW incentive (reimbursement) under the current and University Staff HR Plan? Will we use the same form? Is my spouse eligible for the discount also?
A: The Weight Watchers incentive will continue to apply. See http://www.hrs.virginia.edu/benefits/wellness/weightmanagement/weightwatchers/incentive.html for more information. Eligibility for the incentive is based on participation in our health plan so it doesn't matter if you are Classified or University Staff--you will still get it as long as you are on our plan. Spouses are ineligible.
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Leave
Please visit http://www.hrs.virginia.edu/policies/university.html and read the Leave Policy for more information. A summary is available at http://www.hrs.virginia.edu/news/postings/090518univleave.html
Q: Will the annual leave continue to be calculated as it is now? For example, since I have been with U.Va. 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: If you remain Classified Staff, nothing will change about how you accrue leave, except that with the new biweekly payroll the leave year begins in December each year, on the first day of the pay period containing Jan. 1 of the next year. If you change to University Staff, the full year’s accrual will be available at the beginning of the leave year. Leave accrual rates can be viewed at http://www.hrs.virginia.edu/news/postings/090518univleave.html. The new leave plan allows for accrual rates to increase more rapidly beginning with an increase in accrual rate after 3 years of service.
Q: Do you lose your banked annual leave if you switch to being University Staff?
A: No, you can carry over annual leave to the new leave plan up to the appropriate carry forward balances. For balances greater than the new carry-forward limits, staff will retain that leave in a special bank for use or cash out upon separation.
Q: Within the new Leave Plan, will the paid portion of FMLA be limited to 1/3 of the balance or can employees use the balance they have?
A: The current limits on the use of Family and Personal leave will not be applicable in the new leave program.
Q: How can a University employee be in VRS after the new leave plan goes into effect when the new leave plan does not include VSDP component? If you’re in VRS then you have VSDP, but once the new leave plan is effective, that plan replaces VSDP for all University employees; therefore, how can a University employee remain in VRS and in the new leave plan simultaneously?
A: Employees who become University Staff but remain in the VRS will be subject to the new leave plan and will continue to participate in the VSDP. The family, personal, and sick leave currently provided under VRS/VSDP will be replaced by the accrued leave in the new leave program. VSDP will remain solely to provide short term disability. Those who need to ‘trigger’ the short term disability will use five days from the new pool and will get STD benefits from day six forward.
Q: 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.
A: Please refer to the section titled "sickness and disability" in the side-by-side comparisons for details on the ORP sickness and disability plans. You can see the side-by-side comparisons here http://www.hrs.virginia.edu/restructuring/sbs.html
Q: I am Classified Staff still under the old sick leave plan and did not switch to VSDP. What happens to my existing leave balances if I decide to become a University Staff employee?
A: Your current sick leave balances would be banked. You would then participate in the new leave plan. Switching to University Staff does not allow you to enroll in a disability plan so any disability would continue to be covered by your banked sick leave balances.
Q: Will the University be in violation of FLSA if Classified and University Staff report leave differently? (This question refers to the policy that requires exempt Classified Staff to report leave in 1/4 hour increments whereas exempt University Staff only have to report leave of greater than 4 hours.)
A: In the new leave plan effective 12/21/2009, leave will be reported based on exemption status rather than employee status (Classified vs. University). In other words, employees eligible for overtime will report leave taken and time worked while employees not eligible for overtime will only report leave taken. The University would like to allow all exempt staff to charge paid leave in half day increments (4 hours or more rather than the 15 minute blocks required per DHRM policy). This is not in violation of FLSA, which allows both, and is much more in keeping with expectations for exempt staff regarding their job duties, as well as standard practice in private industry and other higher education institutions. However, the state’s Department of Human Resources Management requires reporting in 15 minute increments. Because all classified employees must be treated consistently from agency to agency, DHRM's policy is that all Classified employees cannot not paid for time that they are not at work unless they use leave accrued under DHRM policies. Still, we wanted to offer this advantage to exempt staff where we could, so exempt University Staff will enjoy the less stringent “four hours or more” reporting practice, while exempt Classified Staff must continue to track leave in 15 minute increments.
Q. Will university staff still be able to accrue comp special time for holidays actually worked and will they still be granted the extra time the governor gives for the holidays?
A. University Staff will still be able to accrue comp special time for holidays actually worked. Holidays will be given at the discretion of the President of the University.
Q. If I switch from A&P to University Staff will I use the new Self Service Time & Leave (SSTL) system?
A. Yes. All University Staff use SSTL to track time and leave, including former A&P. As exempt staff, former A&P will only track leave (not hours worked), and only leave taken exceeding four consecutive hours. As part of that switch, former A&P will move to a biweekly payroll (and start tracking their leave) on Dec. 21, 2009. For more on that change, visit http://www.hrs.virginia.edu/sstl/index.html.
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Career Paths
Q: How do you have career progression when you cross career 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: How can employees connect with a career path?
A: There will be career path guides that provide information on career paths. Employees can also contact UHR Staff Career Services, or learn more here:
http://www.hrs.virginia.edu/career/staffcareermanagement/default.html
Q: Are the Career Paths only for University Staff or all employees?
A: The career paths provide information on the 75+ most common careers across the University, and are available as information to all employees. However, the promotions through Career Paths are available only to University Staff. For University Staff, the acquisition and application of job-related skills can result in bonuses and pay increases as planned through the “career development action plan” process.
Over the next year, we will be developing career path guides with career development information for each path that provide additional detailed information such as links to related career paths and jobs, competencies and education resources, career field information and more. Information in the guides will use U.Va. job titles and market range information as the standard (as opposed to State career groups/roles or pay bands).
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Retirement
Q: Why are Operational & Administrative (O&A) Staff ineligible for the Optional Retirement Plan?
A: VRS has dictated that we must adhere to the eligibility criteria established by the State.
This affects our ability to offer ORP to all employees.
Q: What is the rationale for not offering ORP to non-exempt employees?
A: VRS has dictated that we must adhere to the eligibility criteria established by the State.
This affects our ability to offer ORP to all employees.
Q: Will the University contribution to the Optional Retirement Plan (ORP) be at the current faculty contribution rate? Or will we have different contribution rates for different categories of employees?
A: It will be at the current rate.
Q: If you elect the Optional Retirement Plan (ORP), will you keep your current balance with VRS and direct all future contributions to the ORP?
A: Yes, VRS doesn’t go away and you still have your VRS benefit upon retirement. Your VRS account balance is frozen. Future employee and employer contributions are directed to the ORP. And if you're not yet vested in VRS, you can take your member contribution balance and roll it over to the ORP.
Q: Is the Optional Retirement Plan (ORP) the same as the current flexible supplemental retirement plan and the same as the current Faculty Retirement Plan (FRP) for faculty?
A: The FRP and ORP are the same. The supplemental retirement is our tax deferred savings program (TSDP) and does not change; it is available to both faculty and staff and is not the same as FRP or ORP. The University offers a cash match with the TSDP. Read more about the Tax Deferred Savings Plan at http://www.hrs.virginia.edu/benefits/oa/oa-VIII.html.
Q: What are the differences in the sickness and disability plans if you choose VRS or ORP?
A: Please refer to the section titled "sickness and disability" in the side-by-side comparison of the VRS and ORP disability plans. You can find all side-by-side comparisons here:
http://www.hrs.virginia.edu/restructuring/sbs.html
Q: What happens to a University employee who is in VRS after the new leave plan goes into effect when the new leave plan does not include VSDP component? If you’re in VRS then you have VSDP, but once the new leave plan is effective that plan replaces VSDP for all University employees; therefore, how can a University employee remain in VRS and in the new leave plan simultaneously?
A: Employees who become University Staff but remain in the VRS will be subject to the new leave plan and will continue to participate in the VSDP. The family, personal, and sick leave currently provided under VRS/VSDP will be replaced by the accrued leave in the new leave program. VSDP will remain solely to provide short term disability. Those who need to ‘trigger’ the short term disability will use five days from the new pool and will get STD benefits from day six forward.
Q: The FAQs state that if one elects the ORP, the VRS benefit is retained and all future contributions go to the ORP. How does one go about finding out what their VRS benefit would be if this is case? Current VRS statements are based upon current contributions and factored out to retirement age/years of service. Does the VRS benefit then stay at that amount or does the system allow for cost of living increases to occur?
A: Your VRS account balance is frozen. Future retirement benefits, if vested, will be based on your age at retirement, years of service you had in VRS, and final Average Final Compensation while in the VRS. You can visit www.varetire.org and click on MyVRS to obtain current balances and forecast future retirement benefits.
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Employment Policies
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. However, changes the state makes to retirement systems and other policies and benefits common to both types of employees will also affect you.
Q: Do University Staff layoff policies (60 day notice) apply to Professional Research Staff?
A: No. Professional Research Staff are not included in the University Staff HR Plan at this time.
Q: Could you explain the probationary period? If you are transferred from one job to another within the original probationary period would you fall under two
probationary periods?
A: If an employee moves to a new position during the probationary period, the term of the probationary period may remain as the original twelve months or the term may be extended so that the new supervisor has the benefit of the full twelve month period. However, the total time served in probationary status may not exceed eighteen months.
Q: If the University were to announce a layoff, how would seniority figure into the process?
A: The Layoff Policy for Classified Staff and University Staff will differ only in the number of days of notice. Classified state employees must receive a 14-day notice whereas University Staff will receive a 60-day notice. Seniority would be calculated the same for both. Here is the link to the State of Virginia Layoff Policy for more information: www.dhrm.state.va.us/hrpolicy/web/pol1_30.html
Q: Will we have to submit a formal request for HR approval to work an Alternate Work Schedule if we are not University Staff?
A: Schools/units will approve Alternate Work Schedules, and will be responsible for notifying HR when an employee is approved for an Alternate Work Schedule.
Q: Can schools exempt themselves from Alternate Work Schedules?
A: Alternate Work Schedules are always at the discretion of the school/unit.
Q: If someone is University Staff will they be easier to terminate?
A: University Staff (except for Executive & Senior Administrative Staff and those with individually negotiated employment contracts) are subject to the State Standards of Conduct, the same as Classified Staff.
Q: What level of approval will be required for Alternative Work Schedules?
A: Alternative Work Schedules will be authorized by the Department or Division Head in collaboration with the employee’s supervisor.
Q: Can the Alternative Work Schedule policy be placed out there as a link?
A: Here it is: https://policy.itc.virginia.edu/policy/policydisplay?id=HRM-012
Q: Do state employees still have the right to “bump” if there are layoffs? If this is true, are Classified Staff employees who switch to University Staff still eligible to use seniority?
A: Assuming that “bumping” refers to an old practice where a laid off person could “bump” another person within the agency who has less seniority, this practice became unnecessary when the severance policy (Workforce Transition ACT) was implemented. If U.Va. has to lay off anyone, it is done on a seniority basis without regard to whether the employee was Classified or University Staff. So Classified Staff who switch to University Staff status retain their seniority for lay-off purposes. As far as laid off classified employees from other agencies applying for jobs at U.Va., these so-called “blue card” (preferential hiring card) holders have preferential hiring rights only over other applicants from outside the University but not against internal U.Va. applicants. If there are no internal candidates, the “blue card holder” has to be hired as long as they are minimally qualified.
Q: How will U.Va. view an applicant’s use of a preferential hiring card from another state agency?
A: Classified employees from other state agencies holding “blue cards” (preferential hiring cards) have preferential rights over other job applicants from outside the University but not against internal U.Va. applicants. If there are no U.Va. internal applicants, the blue card holder has to be hired as long as they are minimally qualified for the job.
Q: Does the 60-day layoff policy apply to employees funded with “soft money?”
A: The 60-day initial notice of lay-off applies to all University Staff regardless of their funding source.
Q: Can we have more details about our current policy on the probationary period so we
can compare?
A: Here is the State of Virginia’s Policy website: http://www.dhrm.state.va.us/hrpolicy/web/pol1_45.html. The University Staff Probationary Period policy mirrors the state’s; read it at https://policy.itc.virginia.edu/policy/policydisplay?id=HRM-020.
Q: Is there an official telecommuting policy document?
A: Yes, you can find it here: http://www.hrs.virginia.edu/policies/empstaff/telecom.html
Q: If you move to University Staff and then leave for another state agency, will your seniority be honored both prior to switching to University Staff and also the years of service you accrue subsequent to switching to University Staff?
A: Yes. Other agencies will recognize your years of service for leave accrual, probationary periods, transfers to state agencies, layoffs, seniority, and years of service.
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Performance Management
Q: Who will convert the 5 point scale rating in the U.Va. performance evaluation system to the 3 point scale in the state performance system – supervisors, central HR or the system?
A: This will be done automatically by Lead@UVa for reporting to the State. The way the conversion is handled is outlined in the graph below. A 5 rating converts to a 3, etc.
Q: Can an employee be given an increase in Performance Pay and/or Promotion Pay only once annually as a result of a Performance Review, or is this option available at other times during the year?
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 career path progression, employee development, changes in responsibilities, skill acquisition, and others.
Q: Within the University HR Plan, will a particular Performance Rating result in a specific percentage increase in salary?
A: Compensation decisions are made locally in departments by department heads with oversight by UHR. The University’s Board of Visitors will establish salary increases as part of the budget approval process. UHR will develop annual guidelines for merit increases based on the budgeted amount. Schools and units will use these guidelines to determine individual increases. Guidelines will be provided in the form of a range for each evaluation rating rather than a specific amount. Increases above or below those ranges would require additional approval.
Q: Is there a formula for salary increases based on employee performance and career development goals?
A: See above
Q: Are plans for Skills Acquisition made only during the annual Performance Review process or can they be updated throughout the year? Can bonuses be awarded throughout the year for skills acquisition?
A: Plans for skills acquisition can be made throughout the year, and employees can be rewarded for skills acquisition at any time. The planning document (Learning and Career Development Action Plan) is a living document that can be changed and edited on an ongoing basis. Supervisors are encouraged to work with employees on these plans throughout the year. Increases (both in base salary and one time bonuses) are possible throughout the year for a variety of reasons, including progression along a career path, employee development, changes in responsibility, etc.
Q: Under the University Staff HR Plan, if an employee is at the top of her market salary range, and the supervisor rates her a 4 or 5 on the annual evaluation, there is a possibility that the pay increase would put the employee's salary above the top of the range. What will happen in this case? Is it possible to increase a salary above the market range?
A: Yes, it is possible to increase a salary above the market range. The increase may be either an increase in base salary, or a one-time payment.
Q: Currently, supervisors must evaluate employees once a year when they submit the EWP with the Performance Evaluation. Will periodic Performance Planning meetings between supervisors and employees be required throughout the year or is this just a suggestion?
A: Increasing communication between supervisors and employees and collaborative planning to support performance for success are both key aspects of the new performance management system. Employees and supervisors alike will be able to request periodic performance planning meetings throughout the year. Supervisors are strongly encouraged to meet individually with employees, and the team as a whole, on a regular and ongoing basis.
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