Career Progressions and Title Changes

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Career Progressions and Title Changes

• Amy Plotner
• Human Resources Office
• April 16, 2008

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UW System Unclassified Title Structure

• Title structure is dictated by Unclassified
  Personnel Guideline (UPG) 1.
  
• 13 different title groups within UW System
  (Academic Administrators, Academic Program
  Directors, Faculty, Instructional Academic Staff,
  Research Academic Staff, Administrative
  Directors, Administrative Officers, Other
  Academic Staff/Limited, Program Managers,
  Professionals, Employees-In-Training, Student
  Assistants and Other Special Use Titles.)

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UW System Unclassified Title Structure

• Each institution must develop policies/procedures
  for administration and ongoing review of formal
  title assignments with position descriptions.
  
• Most title assignment changes will reflect
  greater experience, expertise and applied ability
  in a particular specialty area (career
  progressions) or will involve major changes in
  duties (job reclassification or a title change).

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Again, what is the difference between a title
change and career progression?

• Title Change is an upward movement within or to
  the Program Manager title series or the
  Administrative Director title series (e.g.,
  change from Outreach Program Manager I to
  Outreach Program Manager II). The change is a
  qualitative rather than quantitative change to
  the duties as measured by the evaluation of the
  UW Position Questionnaire.
• Career progression occurs when an incumbent in a
  professional or instructional title series
  attains greater experience, expertise and applied
  ability in a particular specialty area. (e.g.,
  Associate Advisor to Advisor (no-prefix) or
  Advisor (no-prefix) to Senior Advisor).
• Examples of greater experience, ability, etc.
  would be responsible for training others,
  assisting, coordinating or otherwise having
  responsibility for other staff activities.
  Supervision is not an integral part of the
  function performed.

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What documentation is needed to request a title
change?

• You must complete the request form, the UW
  Position Questionnaire, and attach
  
• Updated position description
• Current performance evaluation
• Organizational chart
• Memo of support from your supervisor and division
  head providing examples of achievements and
  identification of where funding will come from
  for the proposed salary increase. The memo
  should explain why responsibilities have changed
  and analyze effects on fulfillment of the
  responsibilities of the unit if, based on budget
  planning or other processes, it is determined
  that a title change is not practical, resulting
  in the elimination of the changes in
  responsibilities.

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What documentation is needed to request a career
progression?

• First, review the Compensation Planning Process
  guidelines outlining the progression standards to
  determine if you meet the criteria for
  progression.
• You must then complete the request form and
  attach
  
• Updated position description
• Current performance evaluation
• Organizational chart
• Memo of support from your supervisor and division
  head providing examples of achievements and
  identification of where funding will come from
  for the proposed salary increase.

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Is the process the same for Instructional
Academic Staff career progression?

• The progression standards and criteria are
  slightly different than professional academic
  staff. See the Compensation Planning Process
  guidelines outlining the progression standards to
  determine if you meet the criteria for
  progression.
• You must then complete the request form and
  attach
  
• Updated position description
• Current performance evaluation
• Organizational chart
• Memo of support from your supervisor and division
  head providing examples of achievements and
  identification of where funding will come from
  for the proposed salary increase.

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When do I have to complete the UW Position
Questionnaire and why is it necessary?

• The UWPQ is required for Title Change requests
  only. The Position Questionnaire is an
  instrument required by UW-System and it is used
  to evaluate the appropriate salary range in
  relation to level of duties.

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What documentation is need to progress to the
Distinguished level?

• The process is clearly outlined in the Academic
  Staff Handbook, Chapter 4.

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What if my supervisor doesnt support my request
and what is the process?

• Your supervisor reviews your request and will
  attach a written rationale explaining his/her
  recommendation for a negative decision.
  
• Supervisor forwards to Division Head
• Division Head forwards to Area Leader for review
• Area Leader forwards to Human Resources
• The Position and Compensation Review Committee
  reviews and forwards recommendation to the
  Chancellor.
  
• The Chancellor will review and make final
  decisions.

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Can I request a base salary adjustment without
changing my title?

• Other base rate adjustments (to ensure equity
  within the market (i.e., competitive salary among
  similar positions in the market) or internal
  equity (i.e. competitive salary among similar
  positions within UW) must be made by the Division
  Head. Please meet with your supervisor to
  discuss your salary.

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Are there limits associated with the amount of
salary adjustment that I can receive?

• An increase may not exceed 10 unless it is
  required to meet the minimum of the new pay
  range this does not include merit increase.

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I dont think my title accurately reflects my
positions responsibilities. How can it be
corrected?

• An employee may submit a title change to correct
  an error. This may or may not result in a title
  change.

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When can I request a title review or career
progression?

• The review process coincides with the budget
  process, which typically begins in the fall. The
  timeline for submission of title changes and
  career progressions are established each fall.
  The request forms are updated annually and
  outline the date for which you must submit your
  request.

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When will I be notified of the Chancellors
decision?

• You will be notified after the annual budget has
  been submitted to and approved by UW-System.
  This usually occurs the first week in May.

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What if I disagree with the decision regarding my
request?

• A negative decision may be appealed to the
  Academic Staff Committee (See the Academic Staff
  Handbook for details).

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Suggestions for Academic Staff

• Make sure your position description is accurate
  and up-to-date annually
  
• Be proactive with your careerdo not wait for
  your supervisor to initiate a career progression
  or title change if you feel you have met the
  criteria. Discuss questions and concerns with
  your supervisor or HR.
• Discuss with your supervisor what knowledge,
  skills and abilities you need to attain in order
  to progress if you are not at that level yet.
  
• Succession planningagain, be proactive with your
  career and work on attaining the knowledge and
  skills required for higher level positions,
  discuss your aspirations with supervisors or
  division heads and find a mentor if you do not
  already have one.

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Questions?