Dia 1

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UPJ 2006
2
UPJ Objectives

• Promote fair salaries
• Improve salary competitiveness for universities
  as employers
• Improve leadership and leadership skills
• Support staff in developing their skills and in
  seeking more demanding tasks
• Encourage staff to perform better and develop
  their competency

3
UPJ One year after

• How did it go?
• What have we learnt?
• What worked? What went well?
• What needs improving?

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Outline

• UPJ state of negotiations
• Timetable spring 2006
• Scope of agreement
• Assessment systems
• Assessing job demands
• Assessing personal performance
• Salary structure and scales

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UPJ The route to implementation

• Min. of Education and organisations representing
  staff reached agreement on the introduction of
  the new salary system (UPJ) in universities on 16
  Dec. 2005
• for English text, see web address below
• Implementation guidelines by Min. of Education
  negotiating group published on 21 Dec. 2005
• Further guidelines published on 13 Jan 2006
• University of Oulus own guidelines published on
  9 Jan 2006
• http//www.hallinto.oulu.fi/upj/index.htm

• Main points explained in English in present
  document

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UPJ Negotiated outcomes

• Eurification of salaries postponed until
  30.6.2006.
• Salaries paid as before (A-tables, project pay)
  during 1.12.2005-30.6.2006
• Seniority allowances will be granted up to
  31.12.2006 and will form part of the guaranteed
  salary.
• Other salary supplements detailed in the
  Collective Agreement (e.g. competency bonuses)
  will be paid up to 30.6.2006.
• Final agreement on the new salary system to be
  reached by 31.5.2006.

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UPJ-processTimetable spring 2006

• Information sessions for staff weeks 2-4
• Training for supervisors weeks 3-6
• Evaluations carried out in departments according
  to timetable set by faculty
• Evaluations forwarded by faculties/units to
  assessment groups (term used in 2005 evaluation
  panels) by 6.3 (wk 10)
• Assessment groups finish their work by 7.4
• Results forwarded to Min. of Education by
  15.4.2006

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UPJ-process Timetable 2006
1 2 3
4 5 6 7
8 9
10 11 12 13
14 15 vko
9

Who do the provisions of the new system apply
to? (1)

• Implementation date spring 2006
• Permanent staff under the Collective Agreement
  for State Civil Servants and Employees Under
  Contract, irrespective of the source of funding
• Contract staff, provided the contract (or
  contracts linked together with intermissions no
  longer than 30 days or one month) exceeds 6
  months from 1.1.2006 in positions funded from the
  university budget
• Staff in contract-based employment in newly
  established externally funded projects (starting
  date 2006), provided the contract period exceeds
  6 months from 1.1.2006 onward
• Graduate students in university graduate schools
  (funded by Min. of Education or Finnish Academy
  of Sciences)

10

Who do the provisions of the new system apply
to? (2)

• Implementation date autumn 2006
• Staff in contract-based employment in externally
  funded projects started before 1.1.2006 (old
  projects) will be assessed in autumn of 2006
• ? All contract staff in externally funded
  projects
• within scope of the new system by 1.1.2007
• NB. Faculties/units have received information
  from Personnel Services as to who are to be
  evaluated in spring 2006.

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Staff NOT affected by the agreement

• Staff representing the employer (i.e., the
  rector, administrative director, personnel
  manager)
• Teaching personnel in teacher training schools
• Separate evaluation system
• Students in practicum placements
• Staff emplyed under government-subsidized schemes
  for the long-term unemployed

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Assessment systems
13
ASSESSMENT SYSTEMS

• Assessment of job demands
• Separate systems for
• Teaching and research staff
• Job demands chart, levels 1-11 (level 11 newly
  added)
• General staff
• Job profile chart, levels 2-15
• Assessment of personal work performance
• Separate systems for
• Teaching and research staff
• General staff

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Who falls under which system?Teaching and
research staff

• Tasks primarily relating to
• conducting scientific research OR
• managing/leading scientific research OR
• teaching on university degree programmes OR
• supervising student theses as part of university
  degree programmes
• N.B. Also students in contract-based employment
  participating in university degree programmes
  fall under this system

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Who falls under which system?General staff

• Staff engaged in
• tasks other than teaching and research
• development and research tasks that cannot be
  equated to basic scientific research
• tasks which although they involve a certain
  amount of research are not primarily research
  tasks

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When there is disagreement about which system to
apply

• The decision lies with
• the dean of the faculty (based on a
  recommendation by the administrative director)
• the administrative director of separate
  university units (based on a recommendation by
  the personnel manager)
• When differences of opinion cannot be resolved
• the relevant staff representative will be heard

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Assessment of job demands
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When are a new job description and demand
assessment needed?

• Positions not assessed in 2005
• New positions
• Positions in which there has been substantial
  change
• Change of assessment system (e.g. researchers)
• Previous job description insufficient
• Otherwise, job descriptions and demand level
  assessments from 2005 as confirmed by the
  employer form the basis of the assessment.
• Information about demand level assessment sent to
  staff earlier this year.

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Assessment of job demands Main criteria

• Teaching and Research Staff
• Nature and responsibility of the job (job
  profile)
• Communication skills required in carrying out job
  duties
• Knowledge and skills required by the job
• Changes in job demands chart (inclusion of
  research staff)
• General Staff
• Problem solving and organisational skills
  required by the job
• Communication skills
• Responsibility
• Knowledge and skills
• Some changes in job profile chart

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Changes in the job demand chart for teaching and
research staff (1)
21
Changes in the job demand chart for teaching and
research staff (2)
22
Changes in the job demand chart for teaching and
research staff (3)
23
Changes in the job profile chart for general
staff (1)
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Changes in the job profile chart for general
staff (2)
25
Changes in the job profile chart for general
staff (3)
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Evaluating the job profile - Process

1. Going through descriptions in job
demand/profile chart.
2. Drawing up a description of key job tasks
(done by member of staff).
3. Member of staff and supervisor go through the
job profile together.
5. Head of Department/Unit proposes level.
6. Job Assessment Group
4. Using the job demand/profile charts, the job
is assigned a particular demand level. The
supervisor proposes the demand level to be
assigned. In case of differences of opinion,
these are explained in writing. Both supervisor
and member of staff receive their own signed
copies.
7. Dean
9. Employer confirms level.
8. AG makes proposal
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Assessment of personal performance
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Performance assessment

• Last years results not confirmed by employer
• ? All staff to be assessed anew in 2006
• Either in spring 2006 or in autumn 2006 (see
  slides 8-9)

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Performance assessment Teaching and research
staff

• Personal performance assessed with reference to
  the persons job description (demand levels) and
  their personal work plan (työsuunnitelma).
• Main criteria
• Teaching merit points
• Research merit points
• Community service merit points
• Performance is assessed for each criterion
  separately on a scale of 1-9 weighted for the
  relative share of teaching, research and
  community service in the persons overall duties.

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Performance assessment scale Teaching and
research staff

• Scale extended from 5 to 9 levels
• 9 outstanding level of merit
• 5 good level of merit
• 3 meeting expectations
• 1 very little merit
• Level 3 on the 2005 evaluation scale corresponds
  to level 5 on the 2006 scale.

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Performance assessment Teaching and research
staff

• Documentation form for merit points for teaching
  and research staff (form T02)
• Merit points according to job demands level
  criteria
• for persons at demand levels 1-4 the previous
  year is assessed
• for persons from level 5 upwards the last 3 years
  are assessed
• Criteria weighted according to task proportion
• Teaching merits (x) , research merits (x) and
  community and university service merits (x)
• Information-gathering form (specific to Univ. of
  Oulu)
• Supplements the documentation form
• Supervisor examines information provided by staff
  member and gives his statement (recorded on form
  T02) as well as a preliminary numerical
  assessment
• If a member of staff is not satisfied with the
  supervisors assessment, he or she may record a
  dissenting opinion.

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Performance assessment process Teaching and
research staff
Supervisor examines information. In the
assessment discussion the supervisor gives a
preliminary assessment (form T2) The member of
staff may express (and record) a dissenting
opinion.
Member of staff completes - Documentation form
(form T2) - Information gathering form (OY)
2.
1.
The head of department/unit expresses his
views concerning the persons performance and
completes the supervisor section of the Summary
of Personal Work Performance form (form T3)
The Dean compares merit points and completes the
employer section of the Summary form (form T3)
3.
4.
The employer makes the final decision
5.
The administrative director (faculty) or
director (separate units) collates all
information and forwards it to Personnel Services.
6.
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Performance assessment General staff (1)

• Job performance evaluated with respect to the
  objectives defined for the task.
• Scale of 1 to 5 for each of the subcriteria now
  also half points possible!
• Criteria
• 1. PROFICIENCY

• Skills
• Focus
• Multi-disciplinary skills / specialisation

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Performance assessment General staff (2)

• Initiative
• Cooperation skills
• Commitment to the job and the work community
• Productivity
• Quality of work
• Efficiency and effectiveness

• 2. RESPONSIBILITY AND ACTIVITY IN THE WORK
  COMMUNITY
• 3. QUALITY AND RESULTS

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Performance assessment scaleGeneral staff

• 5 Outstanding performance
• 4 Performance exceeding expectations
• 3 Good according to expectations
• 2 Satisfactory performance
• 1 Development required

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Performance assessment process General staff
Number of points achieved is entered in the
summary form G3 in the personal performance
section. Supervisor and member of staff sign the
form to confirm completion of the assessment
discussion. Member of staff may record a
dissenting opinion (including reasons)..
2.
1.
Supervisor assesses staff memebers performance
during assessment Discussion and completes form
G2
4.
Administrative director (faculty) or director of
unit collates the performance evaluations and
forwards them to Personnel Services.
3.
Head of department/unit collates performance
evaluations and forwards them to the faculty.
Employer makes the final Decision.
5.
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Salary matters
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Salary components

• Task-related salary component
• based on job demands
• monthly euro sum for each level on the
  job-profile chart
• Personal component
• based on job performance,
• as a percentage of the task-related salary (max
  50 )
• Supplementary component
• is paid if the persons salary at the time of
  implementation of the new salary system is
  greater than the salary to be paid under the new
  system

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Salary components
Supplementary component (difference to guaranteed
salary)
Job demands component
Personal component
Overall salary Job demands component personal
component ( supplementary component)
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UPJ salary tablesTeaching and research staff

• Job demand component
• Demand level /month
• 1 1 465
• 2 1 564
• 3 1 727
• 4 2 008
• 5 2302
• 6 2 660
• 7 3 070
• 8 3 742
• 9 4 213
• 10 4 800
• 11

• Personal performance component
• Assessment Performance Performance
• level
  component
• ( of job
• 
  demand component)
• 1,00-1,88 1 0
• 1,89-2,77 2 4,5
• 2,78-3,66 3 11
• 3,67-4,55 4 17,5
• 4,56-5,44 5 24
• 5,45-6,33 6 30,5
• 6,34-7,22 7 37
• 7,23-8,11 8 43,5
• 8,12-9,00 9 50

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UPJ salary tablesGeneral staff

• Personal component
• Assessment Performance Performance
• level component
• (Henki-osa)
• 9,00-11,99 1 0
• 12,00-16,99 2 4,5
• 17,00-20,99 3 11
• 21,00-24,99 4 17,5
• 25,00-28,99 5 24
• 29,00-32,99 6 30,5
• 33,00-36,99 7 37
• 37,00-40,99 8 43,5
• 41,00-45,00 9 50

• Job demand component
• Demand level /month
• 2 1 280
• 3 1 400
• 4 1 476
• 5 1 543
• 6 1 656
• 7 1 786
• 8 2 025
• 9 2 320
• 10 2 608
• 11 2 938
• 12 3 337
• 13 3 818
• 14 4 423
• 15

performance scale 1-5 incl. half points 9 levels
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Phasing in of UPJ-based salaries

• Transition period 4 years additional pay under
  UPJ realised in stages
• Example Salary under old system at time of
  changeover 2000 upj-salary 2200 euroa, i.e. an
  increase of 200
• 1.1.2006 salary plus 50 euro
• 1.6.2006 plus 44,25 euro
• 1.10.2007 plus 41,45 euro
• 1.10.2008 plus 32,60 euro
• 1.10.2009 plus 31,70 euro

plus 200 euro
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Who is entitled to a (euro-based) guaranteed
salary? (1)

• Permanent employees of the university at the time
  of implementation
• guaranteed salary preserved as long as the
  employee remains continuously employed by the
  same university
• this right not affected by leave of absence

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Who is entitled to a (euro-based) guaranteed
salary? (2)

• Contract staff at the time of implementation
• right to guaranteed salary for the duration of
  the contract
• right to guaranteed salary extends as long as
  employment is continuous with the same university
  for duties at least at the same demand level as
  the previous contract
• interruptions of 30 days or one calendar month
  not taken into account

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How is the guaranteed salary determined? (1)

• Includes all regularly recurring monthly paid
  salary items
• basic pay, seniority allowances,
  määrävuosikorotukset and competency bonuses
• when fixed-period benefits cease, the guaranteed
  salary is reduced accordingly (e.g. personal
  bonuses negotiated with the employer)

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How is the guaranteed salary determined? (2)

• Included in guaranteed salary up to
• 30. 9.2009
• professorial allowance for teaching and
  postgraduate supervision
• productivity allowance for other teaching staff

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The new salary system in a nutshell

• Overall cost impact 7,24
• Implementation retroactively from 1.1.2006
• Transition period 4 years
• Full UPJ salaries paid from 1.10.2009
• Seniority allowances still granted during period
  1.1.-31.12.2006
• Seniority allowances granted up to 31.12.2006
  included in guaranteed salary
• Euro-based salaries starting 1.7.2006
• payment of salary supplements ceases