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 will be covered under University HR policy. Currently, University Staff will be covered by policies very similar to the current state policies.
Q: Can I remain a Classified Staff employee?
A: Absolutely. All those hired before July 1, 2006, may remain Classified Staff; however, you will be given the opportunity to change to University Staff if you choose to.
Q: How often will the 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 HR Plan when accepting a new position within the University.
We’ll be doing another election period next fall as well.
Q: Will there be an easy way /succinct summarization to compare what is the best HR Plan for each employee?
A: All employees have been provided a customized, side-by-side comparison of their current status and what they would get under the new University Staff HR Plan.
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.
Q: Will University Staff salaries be published, like A&P are now?
A: Neither University Staff nor A&P salaries will be published in 2009. Both will continue to be subject to release under FOIA provisions.
Q: Currently, certain schools have financial autonomy (Darden, Law, etc.). Will that continue in the future with the US plan with regard to pay increases?
A: The schools’ financial autonomy is not changed by HR Restructuring.
Q: If someone does not complete the enrollment form will they automatically remain in the “old” system?
A: Yes. Also, we’ll be doing another election period next fall as well.
Q: Will there be information/training sessions for all employees – separate from the town hall meetings?
A: Employees need to understand the information and make a decision, so we are working to provide information about the new HR Plan in various ways:
Q: Will you provide supervisors with a sample employee packet? Some of us are not eligible for the new HR Plan so it would be helpful to get a full sense of what our employees are receiving.
A: Sample enrollment packages to the schools/units have been sent. In addition, we have posted the sample enrollment 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. The recommendations of the Task Force are improvements to the existing system.
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 workshop?
A: The online version of the training 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 HR Restructuring: 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.
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.
Employee Status
Q: What impact will Restructuring have on me if I am currently Classified Staff?
A: All U.Va. salaried, non-faculty employees hired prior to July 1, 2006, will remain state Classified Staff employees, and will be covered by the Commonwealth retirement, worker's compensation and grievance policies. Once the new 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 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 U.Va. employee but I'm applying for a different job at U.Va.?
A: Classified Staff who are promoted or hired into a new position will not be required to convert to University Staff status. 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 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 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. 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 U.Va., you will be enrolled in Virginia Sickness and Disability Program (VSDP).
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, would be 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 new HR Plan. Certain positions were determined to be substantively academic in nature, and therefore will remain A&P faculty positions. Academic A&P faculty who are not eligible to enroll in the University Staff HR Plan should have received a letter at the same time eligible employees received their enrollment packages. The letter explained how the determination was made.
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: When will A&P non-academic postings go away? January 1?
A: Yes, January 1, 2009.
Q: Please explain the current status of Professional Research Staff (PRS) and explain how the status of these positions will change after January 1, 2009.
A: The University of Virginia currently has several types of employees, including, among others, T&R Faculty, Classified Staff, University Staff, and Professional Research Staff. PRS employees will remain in the PRS classification after January 1, 2009, and will not have the option to become University Staff at this time. The goal is to design a University Staff Plan that can accommodate 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 new University HR Plan.
Q: Will Professional Research Staff (PRS) employees receive mailings in October describing the new University Staff HR Plan?
A: PRS have received a letter indicating that they are not currently eligible to elect the University Staff Plan, and were referred to the Web site for more information.
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: Darden folks call some people “research assistants.” What is the determining factor for whether someone is research staff and not eligible?
A: Research Assistants and Associates are Professional Research Staff (PRS) and are overseen by the Provost's office. PRS are not eligible to become University Staff at this time. Those who are eligible will have received an enrollment packet indicating their eligibility, regardless of their title.
Q: I transferred from a Business Manager (Classified Staff) to Administrative & Professional (A&P) Faculty and retained the VRS benefit plan with the transfer. The HR personnel system currently lists my faculty position as “Tenure ineligible with expectation of continued employment possible.” If I accept the transfer to A&P Faculty, University Staff, does my “expectation of continued employment” status transfer with me?
A: 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, and will normally be reappointed to a term commensurate with the term just completed, 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: 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: Overtime pay for employees in positions designated as “Exempt” is not a routine practice. Regardless of whether you are Classified Staff or University Staff, employees in positions designated as “Exempt” would not under normal circumstances receive straight-time overtime payments. The University’s current practice allows straight-time overtime to be paid to employees in positions designated as “Exempt” only under certain conditions, whereby specific start dates and end dates for such payments have been established. Requests for such overtime payments are pre-approved (using the Earnings Element Request Form) by the School and/or Department as well as University Human Resources. As long as an Earnings Element Request Form has been approved and the End Date has not passed, you would continue to be eligible to receive straight-time overtime payments.
Q: Are non-Medical Center health professionals eligible to change to the new HR Plan?
A: Yes. All eligible employees, including those in the School of Medicine, the School of Nursing, and elsewhere, should have received a personalized packet.
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: Overtime pay for employees in positions designated as “Exempt” is not a routine practice. Regardless of whether you are Classified Staff or University Staff, employees in positions designated as “Exempt” would not under normal circumstances receive straight-time overtime payments. The University’s current practice allows straight-time overtime to be paid to employees in positions designated as “Exempt” only under certain conditions, whereby specific start dates and end dates for such payments have been established. Requests for such overtime payments are pre-approved (using the Earnings Element Request Form) by the School and/or Department as well as University Human Resources. As long as an Earnings Element Request Form has been approved and the End Date has not passed, you would continue to be eligible to receive straight-time overtime payments.
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: 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.
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 numbers.
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: It will be 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 new HR Plan? Do we just move over with our current salaries, or will there be adjustments imposed?
A: The new HR Plan will be based on market-relevant ranges 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. 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 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 additional 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 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: 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 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.
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 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 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. 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 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 new HR Plan?
A: No, EWPs will be eliminated in the new HR Plan. Opportunities for pay adjustments include employee development, performance, changes in job responsibilities, unit goal achievement, and others.
Q: If Administrative & Professional (A&P) faculty elects to convert to University Staff, would their fringe rate change?
A: No. There will be no change to the fringe rate applied to individual employees as a result of their election of University Staff.
Q: If I am a 9 month employee is my salary annualized for 12 months?
A: Yes.
Q: Will supervisors have the opportunity to see their employees’ market ranges in October before their employees see them?
A: Market ranges have been available to the schools/units for over a year. Recently revised market ranges were provided to the schools/units in August and September.
Q: How come ‘in-band’ adjustments have been taken away for next 6 months?
A: Adjustments continue to be available to schools/units as needed. The University has postponed the quarterly PA7 cycle to allow UHR to focus on the enrollment and implementation of the new University Staff Plan.
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: As always, the compensation practices for Classified Staff remain unchanged. The new pay practices for University Staff will not be available to Classified Staff in many instances.
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 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 will establish annual guidelines for merit increases, based on employee performance. Schools and units will use these guidelines to determine individual increases.
Q: Is there a formula for salary increases based on employee performance and career development goals?
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. Guidelines will be provided, including a range for each evaluation rating rather than a specific amount. For instance, a “2” rating might get a 4 percent increase, while a “3” rating got a 6 percent increase, and so on.
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 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 Pay Action 7 information online that is accessible to all supervisors?
A: Here is an article from U.Va. Today about Pay Action 7: http://www.virginia.edu/uvatoday/newsRelease.php?id=3464
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.
Q: Will the $40,000 ceiling be raised periodically per cost of living increases?
A: The University will review the ceiling annually to determine the correct amount.
Q: Who decides what guidelines an individual supervisor has for offering increases?
A: The University will provide guidelines to the schools/units that include ranges for salary increases linked to performance ratings. Increases outside of those ranges would require additional approval.
Q: Under the new 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 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. For instance, a “2” rating might get a 4 percent increase, while a “3” rating got a 6 percent increase, and so on.
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 elect to move to University Staff, the state caps would 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 will be made available on-line.
Q: There is a rumor out there that IT positions won’t see market ranges for their roles. If that is true, or if others have no market ranges, when will they see the relevant market ranges for their roles? When will they be made available to employees and supervisors?
A: A University-wide study of IT positions is underway. Communication of market ranges for employees whose primary job function is information technology will begin in early December.
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 any updates on that study here: 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.
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 numbers.
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. 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: The fringe benefit rate will be unaffected whether employees elect benefits or not.
Q: Will the new $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 bonuses for University Staff?
A: Yes it will.
Q: Does the $3,000 limit apply to all University employees (including senior management)?
A: Yes, unless they are an employee that holds an individually negotiated contract (i.e., coaches).
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: Will we still qualify for WW discounts under the current and new HR Plan? Will we use the same form? Is my spouse eligible for the discount also?
A: Until the new U.Va. wellness program rolls out next year, the Weight Watchers membership discount will continue to apply. When we have the new program, the reimbursement will replace the discount (see http://www.hrs.virginia.edu/benefits/wellness/weightmanagement/weightwatchers/reimbursement.html for more information). Eligibility for the discount/reimbursement 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. As for your spouse, he/she may use the discount if s/he is covered under your health plan.
Leave
Please visit http://www.hrs.virginia.edu/restructuring/ and read the Draft Leave Policy Recommendations for more information or to give us your comments and questions.
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: Specific leave accrual rates are still being developed. Details of the leave accrual rates will be provided in time for the enrollment period.
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.
Q: Will open enrollment be offered in the year 2010 after the leave policies are determined?
A: The University will provide an enrollment period in the fall of 2009, after the leave policies are determined. After that, the University is required to provide an open enrollment period at least every two years.
Q: Within the proposed 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: What happens effective 1/1/2010: 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 even though they 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 to start the benefit.
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 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: Specifics related to employees in the old sick leave plan are still being considered.
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 Classified Staff to report leave in 1/4 hour increments whereas University Staff only have to report leave of greater than 4 hours.)
A: In the new leave plan effective 2010, 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.
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.
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://hoosonline.virginia.edu/site/c.iiKNL6PSLvF/b.4203961/
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 to all employees. 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). The promotions through Career Path's 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.
Retirement
Q: Why is Operational & Administrative (O&A) Staff ineligible for the Optional Retirement Plan?
A: O&A staff is ineligible for the Optional Retirement Plan because they do not meet the eligibility criteria established by the State.
Q: What is the rationale for not offering ORP to non-exempt employees?
A: VRS has dictated that we must provide guidelines for ORP eligibility, and 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 of 10.4%
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: Will University Staff hired after 7/1/06 also be given the opportunity to elect the Optional Retirement Plan (ORP) account?
A: Yes, eligible University Staff (M&P) hired after 7/1/06 will have the election opportunity.
Q: Can you offer ORP workshops prior to January 1? This may help folks decide whether
to switch.
A: Yes, the Benefits Office intends to host informational sessions regarding the retirement plan options in December. More information about that will be posted soon.
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 match with the TSDP.
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 effective 1/1/2010 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 even though they 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.
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.
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.
Q: Do 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. 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 had less seniority, this practice became unnecessary when the severance policy (Workforce Transition ACT) was implemented. If U.Va. had to lay off anyone, it would be done on a seniority basis without regard to whether the employee was classified or University staff. So Classified who switch to University staff status would 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 would have preferential hiring rights only over other applicants from outside the University but not against internal U.Va. applicants. If there were no internal candidates, the “blue card holder” would have to be hired as long as they were 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) would have preferential rights over other job applicants from outside the University but not against internal UVa applicants. If there were no UVa internal applicants, the blue card holder would have to be hired as long as they were 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 would apply to all employees 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
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: Reciprocity is extended for leave accrual, probationary periods, transfers to state agencies, layoffs, seniority, and years of service.
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 UHR for reporting to the State. The way the conversion is handled is outlined in the graph below. A 5 point or 4 point scale 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 employee development, changes in responsibilities, skill acquisition, and others.
Q: Within the University System, will a particular Performance Rating result in a specific percentage increase in salary?
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.
Q: Is there a formula for salary increases based on employee performance and career development goals?
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. Guidelines will be provided, including a range for each evaluation rating rather than a specific amount. For instance, a “2” rating might get a 4 percent increase, while a “3” rating got a 6 percent increase, and so on.
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 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 employee development, changes in responsibility, etc.
Q: Under the new 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 productive communications 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. We haven’t yet determined a specific number of required performance planning/update meetings per year. |
