Professional Position Review Guidelines SECCP

Employment Services

Position Review Procedure
Salaried Employee Classification & Compensation Program (SECCP)

A. Employee - Initiated

1. A review may be requested by an employee if s/he believes that the duties/responsibilities of the position have significantly increase over those last rated by Human Resources (HR). A "significant change" under SECCP occurs when either:

a. The changes in duties/responsibilities result in an increase in the ratings of at least two of the seven compensable factors (knowledge, scope, impact, contacts, work environment, supervisory responsibility, and financial responsibility) as defined in the Point Factor Instrument and at least a 10% increase in the total point value of the position, OR

b. the changes result in placement in a job family which has a higher market valuation, and that in turn results in placement in a different salary band.

2. To initiate a review, the person in the position submits a Request for Salaried Classification Review (RSCR) to his/her official immediate supervisor. At the same time, s/he should also provide to the supervisor the completed employee portion of the Position Description Questionnaire (PDQ). The employee must also provide the supervisor suggested changes to his/her official Job Description.

3. Within 20 working days, the supervisor completes his/her actions:

a. Reviews/discusses the PDQ and completes the supervisor portion of the PDQ. (Note: In the event there is a disagreement between the employee and supervisor, the supervisor may not require the employee to change the entry if the employee does not agree with the change. Instead, the supervisor should indicate the disagreement in the supervisor’s part of the PDQ.)

b. Sends the updated JD via email to M.A. Watson and, due to needing original signatures, sends the PDQ and RSCR via campus mail to M.A. Watson, Employment Services, 128 School Street, Gorham Campus.

c. Provides a copy of the RSCR to the employee to confirm that the supervisor action is completed.

4. Employment Services (ES) obtains clarifications as necessary, rates the position, and provides review results within 20 working days. If a significant change is confirmed, an appropriate pay adjustment is made retroactive to date the completed review request was submitted to the supervisor by the employee. (Please note that the department retains the right to remove duties sufficient to override the significant change decision, but in that rare circumstance would still be required to pay add comp for the period from the request to the date the duties were removed.) Pay adjustments are normally in the range of 5-10%, as follows:

a. If the significant change results in placement in a higher salary band, the adjustment will be to the minimum of that salary band or at least a 5% increase for each higher band, whichever is the higher figure.

b. If the significant change results in continued placement within the same salary band, at least a 5% adjustment will normally be provided unless there are exceptional circumstances.

Notes: a) In both cases above, a higher amount may be given in appropriate circumstances if supported by adequate written justification -- subject to availability of funding and considerations of internal equity. b) Increases of 16% or $5500 covered by Article 17B of the UMPSA collective bargaining agreement must be also approved by the System Executive Director of Human Resources or designee c) Increases resulting in a new base salary of over $90,000 must also be approved by the Chancellor or designee. d) Salaries resulting from a position review may not exceed the maximum for the salary band, except for employees hired prior to 1/1/05, who may be paid up to a 5% increase even if that takes them over the maximum for the band. e) If the action requires UM System Office approval, the turnaround time is more likely to exceed the 20 working day goal.

Appeal Procedure (UMPSA-Represented employees only):

If the unit member is dissatisfied with the campus HR decision, s/he may file a written appeal using the “RSCR Appeal/Response Form” to the System Appeal Committee (SAC) within 20 working days from receipt of the denial from campus HR. The appeal shall state exactly what part of the decision is being appealed.

The SAC (consisting of one representative from the Professional Staff Association and one from the System) considers the appeal and issues a written response within 30 working days. A consensus decision of the SAC is final and binding.

If the SAC is unable to reach consensus, the appeal goes to an arbitrator for final and binding decision.

Note: While there is no official appeal process for non-represented employees, campus HR may accept additional written input from the employee and/or supervisor(s) and reconsider the initial decision.

B. Management - Initiated

In the event of a major reorganization, a department may wish to proceed with position reviews of effected employees in anticipation of the effective date of the reorganization. In that instance, the supervisor will need to drive the process rather than the involved employees. The supervisor needs to, in that instance, work closely with the employee in filling out the required forms (in this case, submit only the PDQ and JD, not the RSCR). Should a pay adjustment result, the effective date will be the first of the month in which the last piece of necessary paperwork (PDQ or job description) was received in Human Resources.

Visitor Number since September 28, 2006

Last updated: 9/16/08

University of Southern Maine
P.O. Box 9300, Portland, ME 04104
(207) 780-4141 or 1-800-800-4USM

A member of the University of Maine System

A.	Employee - Initiated
1.	A review may be requested by an employee if s/he believes that the duties/responsibilities of the position have significantly increase over those last rated by Human Resources (HR). A "significant change" under SECCP occurs when either:
	a.	The changes in duties/responsibilities result in an increase in the ratings of at least two of the seven compensable factors (knowledge, scope, impact, contacts, work environment, supervisory responsibility, and financial responsibility) as defined in the Point Factor Instrument and at least a 10% increase in the total point value of the position, OR
	b.	the changes result in placement in a job family which has a higher market valuation, and that in turn results in placement in a different salary band.
2.	To initiate a review, the person in the position submits a Request for Salaried Classification Review (RSCR) to his/her official immediate supervisor. At the same time, s/he should also provide to the supervisor the completed employee portion of the Position Description Questionnaire (PDQ). The employee must also provide the supervisor suggested changes to his/her official Job Description.
3.	Within 20 working days, the supervisor completes his/her actions:
	a.	Reviews/discusses the PDQ and completes the supervisor portion of the PDQ. (Note: In the event there is a disagreement between the employee and supervisor, the supervisor may not require the employee to change the entry if the employee does not agree with the change. Instead, the supervisor should indicate the disagreement in the supervisor’s part of the PDQ.)
	b.	Sends the updated JD via email to M.A. Watson and, due to needing original signatures, sends the PDQ and RSCR via campus mail to M.A. Watson, Employment Services, 128 School Street, Gorham Campus.
	c.	Provides a copy of the RSCR to the employee to confirm that the supervisor action is completed.
4.	Employment Services (ES) obtains clarifications as necessary, rates the position, and provides review results within 20 working days. If a significant change is confirmed, an appropriate pay adjustment is made retroactive to date the completed review request was submitted to the supervisor by the employee. (Please note that the department retains the right to remove duties sufficient to override the significant change decision, but in that rare circumstance would still be required to pay add comp for the period from the request to the date the duties were removed.) Pay adjustments are normally in the range of 5-10%, as follows:
	a.	If the significant change results in placement in a higher salary band, the adjustment will be to the minimum of that salary band or at least a 5% increase for each higher band, whichever is the higher figure.
	b.	If the significant change results in continued placement within the same salary band, at least a 5% adjustment will normally be provided unless there are exceptional circumstances.
Notes:	a) In both cases above, a higher amount may be given in appropriate circumstances if supported by adequate written justification -- subject to availability of funding and considerations of internal equity. b) Increases of 16% or $5500 covered by Article 17B of the UMPSA collective bargaining agreement must be also approved by the System Executive Director of Human Resources or designee c) Increases resulting in a new base salary of over $90,000 must also be approved by the Chancellor or designee. d) Salaries resulting from a position review may not exceed the maximum for the salary band, except for employees hired prior to 1/1/05, who may be paid up to a 5% increase even if that takes them over the maximum for the band. e) If the action requires UM System Office approval, the turnaround time is more likely to exceed the 20 working day goal.

Appeal Procedure (UMPSA-Represented employees only):
	If the unit member is dissatisfied with the campus HR decision, s/he may file a written appeal using the “RSCR Appeal/Response Form” to the System Appeal Committee (SAC) within 20 working days from receipt of the denial from campus HR. The appeal shall state exactly what part of the decision is being appealed.
	The SAC (consisting of one representative from the Professional Staff Association and one from the System) considers the appeal and issues a written response within 30 working days. A consensus decision of the SAC is final and binding.
	If the SAC is unable to reach consensus, the appeal goes to an arbitrator for final and binding decision.
Note:	While there is no official appeal process for non-represented employees, campus HR may accept additional written input from the employee and/or supervisor(s) and reconsider the initial decision.

B.	Management - Initiated
	In the event of a major reorganization, a department may wish to proceed with position reviews of effected employees in anticipation of the effective date of the reorganization. In that instance, the supervisor will need to drive the process rather than the involved employees. The supervisor needs to, in that instance, work closely with the employee in filling out the required forms (in this case, submit only the PDQ and JD, not the RSCR). Should a pay adjustment result, the effective date will be the first of the month in which the last piece of necessary paperwork (PDQ or job description) was received in Human Resources.