Documents to Help You Review Job Classifications

The USofCC has additional information available to help you compare the job level assignments of coworkers (whose duties you are familiar with) and of other staff with similar job titles. You can determine if the level assignments seem equitable or if there are any inconsistencies by reviewing files. Please email USofCC to get a private link to One Drive for your own personal confidential use.

usofcc@yahoo.com

 

 

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FAQ – Job Classification Study

What’s the Job Classification Study? I’ve never heard about it before.

At the instigation of the Union, this was a project launched in 2015 to develop more accurate job descriptions and to establish a system of pay grades for all staff positions at Columbia College Chicago. A consultant, Mercer, was hired, and they reviewed questionnaires that employees filled out about their job responsibilities, duties, and requirements. It was quite extensive!

Mercer also included salary market data in their analysis, and came up with a proposed pay grade structure. Union leadership, staff on the original Steering Committee and the current team, along with HR, have worked to revise the structure and to clarify and refine the forms and processes involved.

How does this Study affect me?

We are now in the first phase of implementation. Your position was assigned to a job level, aka job grade, based on a number of factors pertaining to your job position, including your job duties and responsibilities, required skills and education, task complexity, and the scope of individual discretion and judgement needed in the job.

Your position will also be grouped into a Job Family, based on job type. You may be able to use the Job Family to help you compare jobs similar to yours for the purpose of an appeal.

This first phase is essentially completed, with an upcoming appeal process described below.

What is the next phase of the job study?

In the next phase of the project, the USof CC will negotiate appropriate pay scales for the 8 grades reserved for bargaining unit staff. The union will add our own research based on comparisons of local schools similar to Columbia College College.

There will be a range of pay per level with a minimum, midpoint, and maximum rate, with some overlap between ranges for adjacent levels. The higher the job level, generally, the higher the pay range will be. The immediate effect on you will depend on where your current salary falls within those pay ranges now. If your pay is within the range for your level, there may not be an immediate effect.

The union will also negotiate clear and objective standards for staff to move along the range from minimum to maximum pay rate at their assigned job level.

Will I have an opportunity to find out more about my job classification?

Yes! HR will send email announcements to employees and managers, and will officially release the following information on IRIS (planned for June 1st):

  1. Job family assignment – groupings of similar types of jobs
  2. Job level assignment for your position
  3. This information is tied to your Employee ID (see below)
  4. Appeal form
  5. Leveling Guide

The rubric developed by the consultant and HR, called the Leveling Guide, used to assign positions to job levels, was discussed and revised by HR and the union in committee. HR now uses the Leveling Guide to assign new positions, and positions that weren’t included in the original study.

Wait—I don’t know my Employee ID!

Don’t worry—a union rep created a visual step-by-step guide to finding your employee ID, and that will be posted on IRIS as well.

How will I be able to tell if I’m in the right slot or not?

Ah—this is where your Union comes in. Once you’ve reviewed the “Leveling Guide” or rubric, you may still have many questions about your position placement. Understandable!

Volunteers from the Union can help you determine if your position is in the right slot in several ways, which also should inform your decision about submitting an appeal.

  1. We can translate the HR jargon in the leveling guide, since we’ve hashed it over at length in meetings!
  2. The USofCC will have additional information available on request to help you compare the job level assignments of coworkers (whose duties you are familiar with) and of other staff with similar job titles. You can determine if the level assignments seem equitable or if there are any inconsistencies. If you email your request to usofcc@yahoo.com, we will send you a spreadsheet with the following information for staff across the College:
    1. Job Title
    2. Department
    3. Job family assignment
    4. Job level, or Grade assignment
  3. You can email usofcc@yahoo.com and a volunteer union member will try to answer your questions.
  4. Read the Union newsletter! We are also planning to throw some “Appeal Process Pizza Parties” to gather as a group to fill out the Appeal Form and help each other out.

Who can help me?

Volunteer representatives from Union leadership and membership will be on hand to answer questions and help guide you through considering an appeal and the appeal process. See above. Also, check the Union website for updates, and volunteer to host an Appeal Process Pizza Party!

What’s all this about an appeal? How does that work?

After you’ve reviewed the information from HR and the Union about your position and pay grade and job family assignments, you will have an opportunity to gather evidence and submit an appeal to request that your job level be upgraded. Please note that the appeal is based on the requirements and duties of your position, not on any factors or skills pertaining to you as an individual.

IMPORTANT: You will have 30 days after the information is released to submit your appeal.

See above for resources available to you to help you determine whether you have a good case for an appeal, and what sorts of evidence you need. The email announcement and the appeal form include detailed instructions as well.

What does the Classification Study NOT do?

It does not increase my pay. There is a different process for working with HR on issues of temporary work duties, workloads, upgrades, stipends, and pay increases.

Here is some information from HR on that process:

https://iris.colum.edu/hr/Talent%20Acquisition%20Management/Position%20Description/Forms/AllItems.aspx

How can I get my compensation changed? I am doing way more work now!

First, you may be able to appeal your job classification level based in part on this factor. Once you feel you have been assigned to the right job level, compensation changes will depend on the negotiations process for the second implementation phase of the Job Study and on bargaining for our new contract and raises.

For now, there is a process already in place to work with your supervisor and HR to request an upgrade, stipend, or salary increase. See the link above and feel free to ask us for more information!

What is the timeline for this part of the implementation phase?

First there is a 30-day window after the information is released to file an appeal using the form that will be provided on IRIS. HR staff reviews appeals as they are filed, and will send a written determination to you. They have not made any promises about how quickly they can review them, citing reductions in their staff. (We can relate!)

Once you have your appeal determination, within 15 days you will have the option to request a personal meeting with HR to clarify and/or supplement your appeal basis to try to affect their decision. Please copy the union on this email request; a Union representative will attend that meeting with you. The Job Classification and Appeal phase will last 45 days plus time for appeal reviews and determinations, and any additional meetings scheduled with HR post-determinations.

What happens next?

If your appeal determination result is still not satisfactory, your issues and concerns could still be addressed in the usual bargaining process.

In the next phase of the project, the Union will begin bargaining the pay ranges and starting values for the pay grades in the pay structure. Note that the negotiated pay band for your job level may or may not result in a raise for you depending on where your salary falls within the pay scale.

Negotiations for the new contract will probably begin during, and overlap with, this phase.

Join the Negotiations Committee or Contract Support Team to add your energy to the next push to benefit our whole membership!

Letter from the VP: Job Study

Hello bargaining unit members—

Surprise! The 2015 Job Classification Study is now moving ahead. Yes! Really! We know it has been awhile, but your union reps have been working behind the scenes on your behalf. And now, let the implementation phase begin!

For those of you who were not here for the joy of JDQ (Job Description Questionnaire) or simply don’t remember much about it at this point, the Job Classification Study was a project originally instigated by the union to streamline and structure the hierarchy of job positions and provide a system of pay grades, or as HR calls it, job levels. The idea was to make our job titles and hierarchies more in line with other institutions, to make the whole system more transparent and understandable (making it easier to negotiate), as well as to provide up-to-date job descriptions for all staff. In the next phase of the project, we’ll be able to bargain the salary ranges for those pay grades.

Laurie Video

For now, whether you were part of the original JDQ process or not, your position will have had a job family and job level assigned to it, by the consultant and/or by HR. HR will continue to use the rubric developed by the consultant in the project, called the Leveling Guide, to assign pay grades to new positions. USofCC reps and HR staff have hammered out the number of levels and the language in the rubric, as well as the communications and appeal process details. Your union volunteers worked long and hard to make the Leveling Guide and the communications emails clear, and to advocate for your rights in this process.

HR plans to send email announcements and to officially release the data about your job family and job level assignments on June 1st on the IRIS platform.

PLEASE TAKE NOTE: After the release date, you will only have 30 days to appeal your job family or job level assignment.

Confused already? Never fear, USofCC is here! We want our members to know where they stand and to fully understand the new system and the steps in the process. We will be involved every step of the way, from providing information and answering questions, to offering support during the appeals window, and beyond.

First, please come to one of the three informational sessions over the next couple of weeks—they are at different times and places to make it easy for as many people as possible to attend. Members and officers will be on hand to answer questions. We’ll show you how to determine whether your assigned job family and job level fits your position, or whether you might have a good case to appeal it. We know that a lot has changed since 2015! We can also make suggestions about how to build a strong appeal.

Remember to check the USofCC website https://usofcc.org/ for updates and further information. You can always email the union directly and we will do our best to answer your questions. Watch your email and read the union newsletter too!

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Be a smartie! Join us at one of the following Q&A sessions (candy will be provided):

Friday, May 18
11:00 am to 11:45 am
Ferguson Theater
600 S. Michigan Ave., Room 101

Tuesday, May 22
12:00 pm to 12:45 pm
1104 S. Wabash, Room 310

Thursday, May 31
1:00 pm to 1:45 pm
Hokin Hall
623 S. Wabash, Room 109

See you there!

Laurie Lee Moses, VP

Things You Should Know: Over Time

It is our experience that education employees often work extra hours without being properly compensated. The fact is that many employees and their supervisors are not familiar with federal and state laws governing overtime.

  • An employer can require you to work overtime.
  • All overtime work must be compensated.
  • After 40 hours in a given workweek, you must receive 1.5 times the regular rate of compensation for each additional hour.
  • Paid lunches may count towards calculating a 40-hour week.
  • Compensatory time is provided at 1.5 times the hours worked after 40 hours.
  • Upon severance, you must be paid for all unused compensatory time.

Here are a few examples of situations that constitute approved overtime.

  • Your supervisor gives you formal approval to work overtime.
  • Your supervisor asks you to continue working after hours as a favor but says he/she does not have the authority to approve overtime.
  • Your supervisor knows that you are working and does not stop you.
  • Your supervisor is not available but you work extra hours due to a work-related situation that you are expected to handle.

When is extra work not compensated?

  • You are reprimanded, suspended or fired for insubordination because you refused to obey a direct order by your supervisor to stop working.
  • You are an exempt employee not covered by overtime. Examples are
    teachers, doctors, actors, entertainers, lawyers, independent contractors and certain professionals.

At Columbia College, virtually all of the staff that USofCC seeks to represent for collective bargaining are covered by these overtime rules and, therefore, should be compensated for all extra work.

Suggestions:

  • Keep an accurate daily record of all hours worked for a month. If you work more than 40 hours in any month without receiving overtime pay please contact us. You may be eligible for reimbursement for lost wages if you have reliable records for overtime worked in the past.

 

Contact USofCC if you have questions or concerns regarding the overtime policy.

Updates: Letter from the President

As of August 16th, I will be stepping down from the position of President. This move was not necessarily anticipated or planned, but it is that after 17 years at Columbia’s academic support center I have been promoted out of the union as the new Director of the Learning Studio. In many ways this is fortunate news, and I am humbled and grateful for the opportunity to lead the department that I have been dedicated to for so long. But of course, in other ways, I am sorrowful to be shifting away from this post that I am honored to have been elected to by the membership.

There is much continued work to accomplish for our incredible union. We have only grown more organized and strong over time, and your voices and actions have made all the difference toward our gains. Please keep up this tremendous momentum with your contributions. Please consider stepping forward to assist in shaping the future of the United Staff of Columbia College. Your willingness to help lead is essential to our continued successes.

Thank you all for your support and friendship in this endeavor. We will be colleagues and friends going forward no less.

Go forth and conquer,

Tanya