University Personnel System (UPS) Key Changes for Classified Staff July 1: It’s Just The Beginning! 1

Today’s Agenda Review - What is UPS? Key Changes Employee Categories Recruitment Title Change (former reclass) Jobs at State Agencies - Reinstatement of Employment Job Security/Employment Expectations Discipline/Grievance Layoff “Choice” Voluntary Reassignment Compensation Leave and Benefits Questions July 1: It’s Just The Beginning! 2

What is UPS? A personnel system effective July 1, 2015 Authorized by Wis. Stat. § A combination of all UW employment governed by the Board of Regents A historic opportunity to enhance and improve the way we manage our human resources matters July 1: It’s Just The Beginning! 3

Legislative Intent of § , Wisconsin Statutes July 1: It’s Just The Beginning! 4 State Agency Employees (DOA, DNR, DOT, etc.) 12,300 UW Classified Employees 12,300 UW Classified Employees Office of State Employment Relations University of Wisconsin Titles Compensation Titles Compensation Labor Relations Titles Compensation Labor Relations 12,300 UW Classified Employees 28,000 Unclassified Employees 40,000 UW Employees State Agency Employees (DOA, DNR, DOT, etc.) UW-MadisonBalance of the UW System

What Will Not Change Under UPS? July 1: It’s Just The Beginning! 5 Hiring based on merits of the applicant - a civil service system Adhere to inclusive and equal access to fair, merit-based recruitment and assessment processes based on job-related criteria UW employees will remain state employees – State group health insurance – WRS & ETF participation

Employee Categories July 1: It’s Just The Beginning! 6 Employee Categories – Classified staff will become ‘university staff’ and include all FLSA non-exempt positions. Transition over time. – Classified FLSA exempt staff in permanent status on July 1 will have option to remain university staff or be voluntarily reassigned to academic staff – Project will become “university staff project” – LTEs will become “university staff temporary” FLSA non-exempt = eligible for overtime ($ or comp time) FLSA exempt = not eligible for overtime; salaried for ‘total job effort’

Recruitment and Title Change July 1: It’s Just The Beginning! 7 Recruitment – Merit selection principles, part of a civil service system – No longer subject to OSER requirements – All vacant exempt university staff positions will be AS/LI – Local recruitment procedures Title Change – Former known as reclassification – Movement to higher level in series can remain in university staff – Change in duties and responsibilities without a title change -

Jobs at State Agencies – Reinstatement July 1: It’s Just The Beginning! 8 Wis. Stat §36.115(6) provides reinstatement privileges for staff holding classified positions on June 30, 2015 Retain privilege of permissive reinstatement as defined in Wis. Stat. § (1) – For those in permanent status as of June 30, 2015, retain the privilege of having permissive reinstatement to classified positions at state agencies for a period of five years (until July 1, 2020) – For those on probation as of June 30, 2015, will retain the same privilege of having permissive reinstatement to classified positions at state agencies for a period of five years (until July 1, 2020) if they successfully complete the probationary period in the position held on June 30, 2015

Jobs at State Agencies – Reinstatement July 1: It’s Just The Beginning! 9 Reinstatement vs. transfer – Individual applying as a reinstatement has had a break in service from a permanent classified position – Individual may apply for vacancies at the same, counterpart, or lower pay range as the classified title held on June 30, 2015 – Reinstatements are treated similarly as permissive transfers – Individual letters being prepared for UWSA staff – File of all classified (permanent and probationary) being sent to OSER

July 1: It’s Just The Beginning! 10 Accumulated WRS creditable service not affected – credits remain in your account Accumulated sick leave balances transfer to the new sick leave eligible position with no break in employment Current vacation earned will transfer to the new vacation eligible position with no break in service Jobs at State Agencies – Reinstatement

July 1: It’s Just The Beginning! 11 Vacation carryover and/or banked leave - new agency will determine if vacation carryover and/or banked leave will be transferred Continuous service – time worked in a leave-eligible position counts toward continuous service date when moving to a state agency

Job Security/Employment Expectations July 1: It’s Just The Beginning! 12 University Staff – University staff ‘permanent’ positions now known as appointments ‘with expectation of continued employment’ – meaning is the same – Serve minimum of six month probation – A university staff member who does not pass probation may return to previous job but at employer’s discretion – University Staff Project and Temporary employee serve at will

Discipline & Grievances July 1: It’s Just The Beginning! 13 Grievance Procedure – Just cause protections for discipline process – University staff in permanent status on 6/30/15 will keep right to WERC appeal – Terminations will have Board of Regents as last appeal – Workplace Expectations (UWS Chapter 18) Institutions will develop specific policies from broad parameters

Discipline & Grievances July 1: It’s Just The Beginning! 14 STEP ONESTEP TWOSTEP THREE STEP 2A STEP 2B (employed on June 30, 2015) DISMISSAL XXX LAYOFFXXX DISCIPLINEXXX WORKING CONDITIONS X

Discipline & Grievances July 1: It’s Just The Beginning! 15 UWSA Final Draft Grievance Policy: – Step One: OHRWD Working Conditions – no appeal of decision – Step Two A: (Standard Procedure) Suspension – Hearing before Impartial Hearing Officer (IHO) WERC Hearing Officer as IHO or UWSA University Staff Grievance Committee as IHO President accepts or rejects IHO recommendation No further appeal Layoff – Hearing before Impartial Hearing Officer (IHO) WERC Hearing Officer as IHO President accepts or rejects IHO recommendation No further appeal

Discipline & Grievances July 1: It’s Just The Beginning! 16 UWSA Final Draft Grievance Policy - continued: – Step Two A: (Standard Procedure)- continued Dismissal – Hearing before Impartial Hearing Officer List of arbitrators who have agreed to be IHO President (or designee) accepts or rejects IHO recommendation Grievant may appeal decision to Board of Regents – Step Two B (Grandfathered Procedure) Appeal to UW System President (or designee) UW System President (or designee) provides response Grievant may appeal to Wisconsin Employment Relations Commission No appeal to the Board of Regents (discharge)

Discipline & Grievances July 1: It’s Just The Beginning! 17 UWSA Final Draft Grievance Policy - continued: – Step Three Appeal only of Step Two A (standard procedure) Dismissal cases Appeal to the Board of Regents Decision of the Board of Regents is final

Layoff July 1: It’s Just The Beginning! 18 UWSA Draft Layoff Policy – still draft Based on UPS Operational Policy Gen 13: – Layoff for Reasons of Budget or Program Layoff plan discussed UWSA governance groups Layoff decisions are by operational area Seniority an important consideration but not the only one No at risk notice required Not less than 30 days notice (maybe 60 for UWSA) Layoffs can be appeal through grievance process through Step Two A or Step Two B.

“Choice” Voluntary Reassignment Exempt University Staff will have Choice UWSA Choice date will begin on [date here] General Overview Information Sessions – [date & location] After sessions, decide if want to explore further – Schedule one on one sessions with HR staff July 1: It’s Just The Beginning!19

Compensation Governed by Board of Regents – no longer OSER’s Compensation Plan UPS Operational Policy TC 3: Compensation Pay Plan adjustments – BOR Distribution Guidelines Exempt university staff not eligible for overtime or compensatory time Local Compensation Plan - more pay flexibilities July 1: It’s Just The Beginning!20

Leave and Benefits Annual Leave (vacation) no longer wait 6 months Leave (annual and sick) earned as project will transfer to any successive leave-eligible position Exempt employees – report in ½ or whole day (100%) If banking eligible, can bank current year’s and carryover vacation No longer need to pay back Personal Holiday if leave in first 6 months Vacation credits upon retirement or termination (not for cause) to extend time on payroll at the employer’s discretion Catastrophic Leave – donate & receive from any leave-eligible staff July 1: It’s Just The Beginning!21

Questions? July 1: It’s Just The Beginning! 22 [ here]