HR Units

Human Resources

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3609
Fax: (208) 885-3602

General Email

Department Phone List

Employment Services

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3609
Fax: (208) 885-3602

General Email

Department Phone List

Payroll Services

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3609
Fax: (208) 885-3864

General Email

Department Phone List

Benefits Services

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3697
Fax: (800) 646-6174

General Email

Department Phone List

PDL

Office Location
Administration Building
Room 216 - 220
875 Perimeter Drive MS 3166
Moscow, ID 83844-3166

Phone: (208) 885-2322
General Email

Classifications and Titles

Updated September 5, 2013

Please check back frequently, as responses to many of the questions will expand as additional information becomes available. We expect to add new questions approximately twice a week. Please use the online feedback/questions form to continue contributing to this study.

  • Since titles are changing, will this negatively impact employment verification because of inconsistencies?
    If reference checkers talk to supervisors, the supervisors should be familiar with what working titles working titles are. HR will state that it is a classification title but that there is probably a working title.
  • Can we have one classification title in more than one pay grade?

    No.  A classification title is the label for the grouping of positions at that particular level.

  • In looking at the list of different job titles, it appears to have different functional titles. One job can be almost the same as another job, but they have different job titles and the grade is different. Why?
    If there are two jobs in same grade that perform identical or very similar work but have different classification titles, have the supervisor call the HR business partner to discuss.  As this will not result in a level change, there is no need to include this in the appeal process.
  • What role if any did supervising someone play in classifying someone? Does the number of supervisees or type of staff come into play? Does time of supervision come into play as well?
    Supervision does play a role. Under the concept of scope and responsibility, management is a category that is factored in. Supervision can add complexity and other aspects sprinkled throughout the job value factors.
  • Athletic coaches are not included in the grades but are included in an EX category. Why?

    The coaches previously were not included in the classification system and were listed in the EX category.  We attempted to include them in this study but the variation in pay rates around the country for the varying level of coaches and the significant differences between especially assistant coaches in scope and job duties did not give us data that would allow us to classify the positions consistently and fairly.  For now, we have left them where they were. 

  • Will educational qualifications be consistent across positions?
    They will vary somewhat but generally, should remain relatively consistent across positions performing work at the same level.
  • Will the information in the current job description being added to the PDQ information cause a person to be reclassified? In other words will they be reviewed in depth to make sure they are in the right classification? Or is an appeal the only triggering event?
    No.  The classification process and the position description questionnaires were used for that purpose.  The appeal is the option available for further review.
  • How will this new classification system affect me?

    No employees will see a decrease in their pay rate. Nobody will lose their job as a result of the classification study and the new system. If your pay rate is below the minimum of the new range, your pay rate will increase up to the minimum of the new range. If your pay rate is above the maximum of the new pay range, you will be eligible for merit pay increases and CEC increases when available.

    Classification or “Banner” titles may change for the sake of consistency and transparency, but departments retain the flexibility to continue using more descriptive working titles.  HR will not track working titles in Banner.  Working titles should be used (along with classification titles in parenthesis) in job postings. This process has the added advantage of updating job descriptions and putting them in a format that will work in PeopleAdmin (the new applicant tracking system coming in January).

  • What are the biggest advantages to having done this classification study?

    The current classification system and compensation practices for exempt and non-exempt staff have been an ongoing issue, generating increasing complaints over many years. In response, University leadership requested a plan to develop a fair, consistent and understandable classification system. The classification study and proposed system are a first step to ultimately address compensation issues. This work also enables the University to best comply with multiple laws and regulations relating to classification and compensation.

  • How were positions classified in specific grades?

    This started with the great work each staff member and supervisor did completing the position description questionnaires (PDQs).  That information was compiled and used by Sibson Consulting and UI Human Resources throughout this process. Sibson identified benchmark positions from the PDQ information.  A benchmark position is simply a job that Sibson Consulting determined was a good match in the market.  (See next question for an in-depth description of how markets were determined). Sibson found 271 benchmarked positions which represented 780 of the 1550 employees in the study.  Those “matches” and the median salaries of those positions allowed Sibson to identify the appropriate pay grade in which our positions should be slotted.

    Sibson trained the UI HR staff on how to apply the established job value factors (link to job value factors) and match the remaining “non-benchmarked jobs” to the benchmarked jobs. The Employment Services staff and Executive Director for HR read each PDQ and over the course of four weeks, matched the remaining 1300 jobs to the benchmarked positions.  Each position was subjected to multiple review and calibration exercises to ensure it was correctly placed. Each College and division head then reviewed these draft placements and suggested positions for HR to re-review. This vetting process resulted in some positions being reclassified. A final step was a review by Sibson Consulting of the entire classification placements as an additional check and balance to ensure the integrity of the process and the new classification placements.

  • What is the difference between the Admin Assistant type positions?

    HR has developed guidelines to help describe the differences between the five large groups of Admin positions.

    Administrative Assistant: (Grade 3)

    Often includes:

    • Usually first line of contact
    • General office skills
    • Data entry
    • Informational for students or other customers
    • Scheduling meetings
    • No supervision of other staff

     

    Administrative Coordinator: (Grade 4)

    Often Includes:

     

    • Some financial processing
    • Coordinates administrative activities
    • Correspondence
    • Mid-level manager assistance
    • Event coordination
    • Higher level administrative work
    • Liaison for multiple departments
    • Supervising or leading other employees
    • Some external compliance

     

    Administrative Specialist: (Grade 4)

    Often includes:

    • Perform administrative duties but primarily with less management assistance and more independent work.
    • Titles formerly outside of the admin series

     

    Administrative & Financial Specialist: (Grade 5)

    Often Includes:

    • Primarily financial-related
    • Higher-level administrative work

     

    Management Assistant: (Grade 5)

    Often Includes:

    • Significant management responsibilities for or within a department
    • Assistance to high-level administrators
    • Managing and overseeing HR activity for unit
    • Interfacing with Faculty, exempt and classified staff
    • Troubleshooting and resolving problems at a higher level
  • What is the difference between one grade and the next?

    The difference between positions in different grades is based, primarily, on the level of work within jobs.  The level of work is evaluated by applying the components in the job value factors (link to job value factors) to each position and then comparing them to the benchmarked positions and then often, dozens of other jobs performing work at a similar level.  The original slotting of positions came in two waves.  Sibson Consulting matched the benchmark jobs to the market and slotted the positions based on the median salaries of those benchmarked positions.  The second step was the HR team, trained by Sibson, applying the job value factors and matching the non-benchmarked positions to the benchmarked jobs.

  • When will we be able to request position reclassifications again?

    Once the classification system is rolled out, the re-classifications process will be unfrozen.  There will be some differences going forward to reflect the new system.  Given the comprehensive process we have undertaken, a position will need to have undergone significant changes in order to warrant a reclassification.  We have moved from 18 functional grades to 12 and away from a Hay Point system that permitted movement for minor changes.  These two adjustments give the University the ability to better manage and maintain a fair and consist classification system. 

  • Can I use reclassifications to get my best employees more money?

    HR understands that in the past, absent pay increases, the University turned to re-classifications to reward strong performers in some cases.  Unfortunately, this practice is not consistent with good classification principles and contributed to a system that needed fixing. Employees being asked to work outside of their classification, however, should obviously have their position reviewed.

  • How do working titles work? What can they be used for?

    Working titles are often used to better describe a particular position for both internal and external audiences.  For example the common classification title for a recruiter in Admissions is Admissions Counselor.  But, many organizations prefer Assistant Director of Admissions because of the role they play in working directly with potential students, high schools, job fairs etc.

    Departments or divisions should try to maintain a consistency of working titles to avoid confusion.  Working titles have no bearing on classification levels.

    Working titles can be used on job postings, in advertising, on business cards, on resumes and on correspondence unless directed otherwise by a supervisor.

  • Why did we end up with 12 grades when we had more than 12 with the previous classified and NFE salary tables?

    Part of the need for a new classification system stemmed from having too many individual titles representing individual classifications.  We previously used approximately 18 grades between the two systems which made distinguishing the difference between positions at different grades much more difficult.

    For an institution of our size, with the type of positions we have we should ideally use between 8 and 14 grades to best administer a fair and consist system.

    Twelve grades were established and recommended by Sibson Consulting based on the market matches and the market salaries from comparable positions.

  • Why are there both Classified (FLSA non-exempt) and Non-Faculty Exempt (Exempt) staff in the same grade?

    We have created a classification system for all staff.  FLSA exemptions have no real bearing on classifications.   Classifications are based on the tasks, responsibilities, required qualifications and other job value factors (link to job value factors) and not on the title or FLSA exemption.

  • Did you consider my current grade when determining the new level?

    No.  Other things not considered were title, pay rate and performance of the incumbent.

    The duties, responsibilities, qualifications, and other job value factors were used to evaluate and measure the positions.

  • My supervisor and I are in the same grade. How can that happen?

    Although rare, it can happen, especially with 12 functional grades.  Typically, when the primary function and major tasks for an employee and the supervisor are tasks performed at relatively the same level, the jobs end up in the same grade.  Going from 18 to 12 grades compressed the positions more than in the past and this means the breadth of positions within a grade is broader than in the past.  Supervision does impact many of the job value factors but in and of itself, does not necessarily require a different classification level.

  • What is meant by “classification?”

    A job classification is a generalized set of duties and responsibilities.  While no two people do exactly the same thing in their positions, two people in the same classification generally do work at the same level and in some cases, the same type of work.    Positions within particular classifications wind up in the same grade and range resulting in pay equity. 

  • What is a "benchmark" job?
    Benchmark jobs are those that have a substantial portion of their work that is comparable to positions found at other higher education institutions or other organizations. This allows us to compare the pay for a given job or group of jobs.
  • Will there be career pathing?

    Not as many of us understand it.  For some types of position like administrative assistants, there may be multiple levels which help demonstrate a career progression.  Depending on how the accompanying policies are created, one would typically have to either go through the reclassification process or apply for jobs at the higher level.