1999-2000 Compensation Plan

The Compensation Subcommittee set the following goals for 1998-99: 1) manage civil service employee expectations of the compensation plan in terms of timing due to union agreements and the legislative request; 2) develop a compensation plan and 3) examine the relationship between performance evaluations and merit increases.

We met the challenge of the first task by getting a partial compensation plan approved by the Civil Service Committee and implemented by July 1, 1999. Civil Service employees received a 2% across-the-board increase effective June 21, 1999 and thereby avoided the retroactive increases that have become standard for the first year of the legislative biennium. The complete plan, developed after the U's negotiation of the AFSCME contracts, provides for an additional 2.5% increase effective November 8, 1999. This satisfies our second goal and means we can now begin work on next year's plan.

The Compensation Subcommittee will continue to examine issues related to performance-based compensation, with the aim of implementing a fair and workable merit pay system. While merit increases were not feasible for the 1999-00 compensation plan, we expect the 2000-01 compensation plan to contain a merit component, and urge staff to be sure that they are receiving regular feedback on their job performance.

We encourage interested Civil Service employees to join the Compensation Subcommittee to help us fully realize the salary principles. Contact Blake Downes (E-mail: hscsebd@tc.umn.edu, phone: 612-624-5158) or Mary Berg (bergx017@tc.umn.edu, 612-627-4014) for more information

Mary Berg and Blake Downes
Compensation Subcommittee

Compensation Principles

The Civil Service Committee voted at its retreat in August, 1998 to adopt the following salary principles:

1. All campuses, units, and schedules shall have the same compensation plan for civil service employees.
   
   
2. The compensation plan shall maintain or improve the value of benefits to civil service employees.
   
   
3. Because we believe that civil service staff should be paid at levels at least consistent with the external job market, and should recognize employees, accomplishments, the plan should include systems, maintained and funded by the University, that provide for:
   a) timely and accurate market comparisons, and
   b) performance appraisals which are fair, understandable, and timely for staff and managers.
   
   
4. The plan should contain the following three components:
   a) an across-the-board increase that at least matches any increase in the cost of living;
   b) a merit-based increase, awarded using clearly defined and fairly administered criteria; and
   c) annual adjustment to salary ranges/floors/broadbands based on appropriate market data.

Civil Service Staff Development Fund

The purpose of this fund is to reimburse employees for out-of-pocket expenses for staff members who wish to enroll in a staff development program. The funds may be used to pay for registration fees for one seminar, workshop, or conference. Funds may be used for programs that develop skills and knowledge for a position an employee currently holds, or a future position. Individuals can select programs sponsored by the University or by outside organizations, but the fund will not cover travel expenses. The Civil Service Committee will make awards on a monthly basis.

Applicants may apply for a one-time grant of up to $100 per year, and once awarded must wait 12 months again to reapply for additional funds. In order for your request to receive consideration by the Committee at its monthly meeting, the application must be received by the 15th of the month. Applications will be considered for funds for up to 60 days before the date of the class or conference. You must include a copy of your course registration with the application. Applications and course registration forms can both be mailed or faxed to (612-625-8840), Norma Storms, Rm. 1-110, Carlson School of Management, University of Minnesota, MN 55455. If you have questions, please call Norma at 612-624-5070. Applications are available via the Web at http://www.socsci.umn.edu/civilser.

There are many classes that are available right here at the University that are offered through the Center for Human Resource Development. Here are some suggestions: The Career Enrichment Program tries to help current employees explore other career opportunities at the University. The new 1999 Fall Workshop Schedule is available, and you can learn more from their Web site at http://www.umn.edu/ohr/ecep/.

Classes to enhance job related skills in areas such as supervision, finance and grants management are offered as part of the Training Services Program. For more information on these classes, please go to The Employee Development Web site http://www.umn.edu/ohr/adp/empdev/. Computer classes for staff are listed by the Academic and Distributed Computer Services Department of the Office of Information Technology. For more information refer to: http://training.finop.umn.edu.

The Employer Education Service (EES) in the Carlson School of Management also offers many classes at a very reasonable cost that can enhance your administrative and managerial roles at the University. To find out more information, you can call 612-624-5525.

Norma Storms
Professional Development Subcommittee

New Web Page Unveiled

The Civil Service Committee has recently revamped its web page, thanks to the work of new member, Carla Volkman Lien. We think that you will find it much easier to navigate and find material. The address is still the same: http://www.socsci.umn.edu/civilser. Check it out!

Greetings from the desk of the Chair

I am really excited to begin this new venture of leading the Civil Service Committee into the next millennium.

We have a wonderful group of people who are willing to work long and hard to carry out the business of the committee and provide thoughtful representation of their constituents. You, however, are the important element in making this committee work. We always want to hear from you.

There are many opportunities before us as we embark upon the issues of benefit equity, compensation, legislative support, professional development, and staff recognition. Issues we hope are as important to you as they are to us. As a committee, we have taken the time to research and learn about each of these issues and are ready to make significant improvements on your behalf.

Further input from you is always welcome through our subcommittee structure, where the real work is done. Our mainstay programs (advocacy, rules, representation on committees around the U, and better communication with our constituents) continue to move forward and are involving many people. Again, that is where you come in, your involvement is the key.

This year's retreat provided an opportunity for our new committee members to interact with our longer-term members. The excitement of the old met the enthusiasm of the new and it was a wonderful day for us all. The goals have been set, the priorities have been discussed and plans have been initiated. We are ready to move forward, and as we speak, subcommittees are gearing up. Be a part of this growing and exciting time for the Civil Service Committee. Join a subcommittee and bring about positive change at the U of M. I look forward to meeting each of you.

Stephanie Dilworth
Chair

Advocacy Update

In last April's Kiosk, the Advocacy subcommittee's stated mission, "to act as an informal advocate, supporting civil service staff either individually or as a group," elicited responses from a broad range of University civil service staff. With that input, Advocacy identified two key goals for the years 1999 and 2000: strengthen the grievance policy and advocacy training.

The University Grievance Policy (Civil Service Rule 13) is undergoing its first five-year review, as mandated by the Policy (Section III.D). The review process began last fall, and will continue in the current year. Advocacy's aim is to ensure that the interests of civil service staff are well represented in the review process. Open communication between Advocacy, civil service staff, and the Civil Service Committee, is welcomed and will be pursued. Advocacy will strive to keep civil service staff and the Civil Service Committee apprised of recommendations and proposed changes to the Policy, and will take any civil service concerns and input back to the Grievance Advisory Committee, which is responsible for conducting the review.

A second identified goal for the current year has been targeted by the subcommittee for two years, and has to do with the identification and training of employee advocates. Random House defines advocacy as "the act of pleading for, supporting, or recommending." Using this definition as a starting point, and insofar as all members of the Civil Service Committee are "advocates" for civil service staff, the subcommittee will address two specific questions: what specific need for "employee advocates" exists?; and, how can those needs be met? More narrowly, what is the need for, and function of, the "employee advocate, as identified in the University Grievance Policy? More generally, what related topics would interest or be useful to Civil Service Committee members, as well as civil service staff, as they attempt to "advocate"?

The Advocacy subcommittee will be meeting monthly and welcomes the participation of civil service staff. Meeting times and locations will be posted on the Civil Service home page.

John Blair
Advocacy Subcommittee

New Employee Orientation

Two years ago this fall, New Employee Orientation was launched by Human Resources. Each month the Civil Service Committee has been doing a presentation for civil service employees, which follows the overall university presentation. There are often 20-30 people at each month's session, and we give new employees handouts from the CS Web page, inform them about the Civil Service Rules (recently revised), talk about issues the committee is currently involved with, and even try to explain (!) the V-class concept. To get a sense of what kinds of jobs are being filled and what departments are hiring, we often ask people to tell us their name, job title, and unit in which they work.

We've heard comments from long-term employees that they wish they could attend orientation as well. The committee thinks that's a good idea, and would like to see that added to this program. If you would like to get involved in employee orientation, whether as a long-term or new employee, and give a presentation now and then, please E-mail Wendy Williamson at wendy@atlas.socsci.umn.edu, or call 612-625-2516 to offer your expertise!

Wendy Williamson
Vice Chair

Improvements in Benefits Expected

For 1998-1999, the Civil Service Committee (CSC) identified "improvement of the benefits package for U Civil Service staff" as a goal and formed a subcommittee to evaluate and report. During 1998-1999 the subcommittee held monthly meetings, collected input, and prepared a draft report. Key issues include domestic partner benefits, pension contributions, and pension plan options (http://www.socsci.umn.edu/civilser/benefits.html). For 1999-2000 the CSC has designated benefits as high priority. We anticipate final approval of the report at the September CSC meeting with subsequent publication and requests for comment.

During the past year, tuition remission for spouses and dependents has been evaluated and is being considered by the administration. Parking Services has set up automatic reimbursement accounts so you can pay for your parking with untaxed dollars.

Big news is bad news. Health insurance cost is rising for the U and for you. 23% or more as detailed in an August mailing of "U and Your Benefits." Medica is out; Preferred One is in; many people will see an increased contribution coming out of their paychecks.

The University participates in the State of Minnesota Employee Group insurance Plan (SEGIP). The Minnesota State Department of Employee Relations (DOER) negotiates with providers for the premiums, benefits and design of the health, disability and life insurance plans. DOER also negotiates plan specifics with the state employees unions. We get what SEGIP gives us. Because SEGIP does not offer some plan features and because of rising costs, a University Health Plan Task Force (FHYTT) was formed two years ago. CS has a seat on the HPTF, attends meetings and participates in the process. HPTF is actively going forward to conduct an in-depth study of the costs and benefits of separating from SEGIP. HPTF information (with forum & links) is at http://www.geom.umn.edu/usenate/.

You can also greatly benefit with a 403b plan, medical and child care reimbursement accounts--check with Employee Benefits for details: http://www1.umn.edu/ohr/eb/.

Questions or comments: Gavin Watt, gdw@tc.umn.edu, 612-627-4161 or Tom Stark, starkt@fm.facm.umn.edu, 612-624-4517.

Gavin Watt
Employee Benefits Subcommittee

CS Rules Subcommittee Needs You

As previously announced, the Board of Regents approved revisions to the Civil Service Rules at their April 1999 meeting. The changes went into effect immediately. The subcommittee was extremely pleased with the outcome of their 4+ year review and subsequent approved changes. You can find the complete CS Rules and highlights of changes on the U of M's Web site at http://wwwl.umn.edu/ohr/ or through the Web site of the CSC at http://www.socsci.umn.edu/civilser/.

The subcommittee is now ready to jump back into action again. The mission of the subcommittee is to monitor the rules and keep them current and reflective of the times. The new millennium is bound to bring about new challenges. The Rules Subcommittee needs feedback to meet their goal of constantly improving the working environment for tomorrow's world. Your input is needed. To make a recommendation or volunteer to participate on the subcommittee, contact John Blair (jblair@tc.umn.edu) or Mary Jane Towle (towle003@tc.umn.edu).

Mary Jane Towle
Rules Subcommittee

Help Us Select the Top Ten Departments at the U

Do you work for a great department? The Civil Service Committee (CSC) is looking for the Top Ten Departments to work for at the U of M. We need your help to find the best departments to work for, so we can recognize their efforts at the next Staff Recognition Day. You may either fax or E-mail your entries. The Top Ten Departments will be selected by the CSC based on the following criteria:

• Inspires Leadership
• Promotes Sense of Purpose and Meaning in Work
• Supports Team Building Efforts
• Supports Professional Development
• Supports Alternative Work Arrangements
• Supports Diversity in Recruitment and Staffing
• Provides Safe and Respectful Work Environment
• Provides Outstanding Facilities
• Creates Positive Work Atmosphere/Celebrates Milestone Events
• Values Employee Contributions/Provides Constructive Feedback
• Supports Succession Planning/Internal Promotional Opportunities

The Committee will also consider entries from departments who have demonstrated new ways to be creative and flexible in working with staff to make the workplace a more enjoyable place to be.

Winning departments will be officially recognized at the Staff Recognition Day - 2000. Please help us to advertise the best departments to work for in the new millennium. Entries must be received by December 31, 1999.

Fax or E-mail your entry to either: Dana Langseth, University Services Human Resources, fax: 625-6675 or E-mail: langsetd@facm.umn.edu or Paulette Jackson, Office of Admissions, fax: 626-1693 or E-mail: p-jack@maroon.tc.umn.edu. Thank you for your participation!

Dana J. Langseth
Staff Recognition Subcommittee

Variety Children's Theme Baskets

If you're looking for an activity to do as a department, think about putting together a "Theme Basket" for the Variety Children's Association silent auction. The baskets will be on display at the 5th annual Carousel Gala on November 14th at Camp Snoopy at the Mall of America. Auctioning off the baskets raises money for the Variety Children's Clinic at the Community-University Health Care Center and the KDWB-Variety Family Center, opening in November of 1999.

University departments and units are invited to create baskets that will be judged on creativity, presentation, and appeal. The top three winning departments will receive: (1st prize) pizza, sub sandwiches and beverages for your entire department; (2nd prize) continental breakfast for the entire department; or (3rd prize) cake and ice cream for the entire department.

Last year first place was awarded to Extension Services for their Titanic steamer trunk complete with silver and jewels.

So round up people in your department, start brainstorming, and contact Sandy Landberg at the VCA (612-624-6900; E-mail: landb001@tc.umn.edu). The baskets must be received by Variety at 391 East River Road in Minneapolis by 5pm October 29, 1999.

Wendy Williamson
Vice Chair

Classification Update

The Classification Subcommittee and the Office of Human Resources (OHR) Compensation Division work closely on Civil Service classification issues. Both groups share a committment to creating a simplified and flexible classification system.

Information technology was the first broad grouping of jobs, or job family, the OHR Compensation Unit studied. OHR partnered with the Office of information Technology (OIT) to develop a document that describes functions of work, duties and responsibilities performed in the UM information technology job family. The description of work was used to develop four broad job classifications.

The four broad classifications are: Information Technology Professional (V or extra vacation, Non-V or overtime eligible), and Information Technology Manager (V or extra vacation, Non-V or overtime eligible). The four broad classifications replaced 44 civil service professional, supervisory, and managerial classifications.

There are five expertise levels within each broad professional classification: Associate (training level); Professional (basic); Senior (proficient); Principal (coach); Expert (expert level work assignments in all aspects of design/ development). The information technology work responsibilities as well as the expertise level for each position are determined by the Unit/Department.

The features of the broad classifications include:

1. Work is defined at the Unit/Department level rather than by preexisting, rigid classifications.
   
   
2. The four broad classifications have a floor or minimum salary, however there is no maximum salary. Units/Departments are expected to set pay levels that are internally equitable; within the Unit/Department budget; and, recognize education, experience, and employee performance.
   
   
3. Employees move (e.g., promotion) between professional levels based on the expertise level required by the position. The JEQ process is available but not required in moving between professional levels.
   
   
4. The description of work document is the basis for matching UM work to similar work and pay in the external market place. OHR studies the competitive market position of the University's information technology job family to ensure adequate salary data is used in decision making.
   
   
5. Individuals are assigned to V or Non-V classifications based on their individual position: an employee's degree of independence in scheduling work hours; work hours in excess of the full-time workweek; and cost effectiveness for the University (see civil service V class rules).
   
   
6. The description of work is in a modular design for ease in updating information.
   
   
7. Civil Service rules apply to the broad classifications.

Higher Education Market Study

The Office of Human Resources (OHR) is also conducting a higher education market study. Peer institutions of each UM campus have been invited to participate in the market study.

The market study, currently in the data collection phase, includes scientific and student services positions. The data analysis phase will begin in October, 1999. Survey results will be shared with the Civil Service Committee.

Nancy Lamers
Office of Human Resources

Support for the University 2000 Capital Request

The University of Minnesota is asking for funding to make every campus more comfortable, friendly, and conducive to learning.

The Regents recently recommended a $132.2 million capital request for the year 2000. Among the biggest items are: $35 million for the second phase of the molecular and cellular biology building on the East Bank; $34 million for the Art Building on the West Bank; $10 million for the Duluth Hockey Center; $8.2 million for the second phase of the Math and Science Building on the Morris Campus; and $6.5 million for Kiehle Hall on the Crookston Campus.

The capital request timeline is October 9th, approval by the Board of Regents; October 29th, final submission to the Governor; January 15th, 2000, Governor's recommendations to the Legislature; February 1st, 2000, Legislative session begins.

How can you help? Call or write your legislators. To find out who your legislators are and how to reach them, check the legislative Web page at www.leg.state.mn.us or call House information 612-296-2146 and Senate information at 612-296-0504. For more information on the University's request, call the University's State Relations Office at 612-626-9234 or see wwwl.umn.edu/urelate/request.

Don Cavalier and Bonnie Jude
Legislative Subcommittee

1999-2000 Meeting Calendar

Meetings of the Civil Service Committee are held from 9 a.m. to noon on the following Thursdays:

Newsletter of the Civil Service Committee.
A publication of the University of Minnesota, by the Civil Service Committee.
Wendy Williamson, editor
The University of Minnesota is an equal opportunity educator and employer.

Circulation: 5,200