Supervisor Information on Job Families
As job families roll out, supervisors of staff will begin using new job description templates and migrating existing employees into the new system. Use of the new templates will be required for new and vacant positions that fall into a rolled out job family. Please see the job families page for general information on job families and adoption timelines.
Over the coming months, dedicated information sessions will be held for the supervisors and employees affected by the adoption of each job family. Training will also be announced for recruitment coordinators on how to use the new job descriptions in PeopleAdmin.
As you adopt and use job families, please submit feedback. All templates will be reviewed on a cycle at least once a year and feedback will be used to inform future revisions.
Once a job family has been rolled out, you will use one of the new templates to hire positions within that family. If you are hiring and are unsure if appropriate templates have been released yet, please contact firstname.lastname@example.org
To use a job description template:
- Open the master list of completed job description templates (U of I login required)
- Sort and filter by title, job family or job series to find relevant templates
- Review templates and their associated salary ranges to select the one most appropriate to the position.
- Download the template and customize the highlighted sections (usually assigned duties and preferred qualifications) as helpful for your unit.
- Create or update the job in PeopleAdmin (completed either by the supervisor or the person who manages PeopleAdmin updates for their unit).
Visit the technical resources page for detailed instructions on accessing and navigating templates and on posting job families positions in PeopleAdmin.
After each job family is rolled out, there will be an adoption period for supervisors to migrate their current employees over. HR will be in touch with you to guide this process and invite you to relevant trainings.
As a job family rolls out:
- Attend supervisor training related to the job family
- Review the master list of completed job description templates and their associated salary ranges (U of I login required).
- For each employee, select the template that most closely aligns with the employee's responsibilities. Adjust the assigned duties section as necessary.
- Update the job in PeopleAdmin (completed either by the supervisor or the person who manages PeopleAdmin updates for their unit).
- Use the notification memo provided by HR to inform the employee that their job description has been updated and of any title or market-rate changes. HR will also provide EPAF instructions for your unit business office if needed.
- HR will update the employee's target pay page if needed.
Visit the technical resources page for detailed instructions on accessing and navigating templates and on updating positions in PeopleAdmin.
As each job family is finalized, Human Resources will send email notifications to supervisors of positions that will likely fall into the new job family. You will also be invited to job family-specific training to learn more about how to migrate your employees.
The release of new job families and training opportunities will also be announced in The Daily Register.
As each job family is rolled out, supervisors of employees who are likely to fall into the new family will be notified and invited to a job family-specific training.
Guides to accessing and using job description templates and to updating position descriptions in PeopleAdmin are available on the technical resources page.
You may also contact email@example.com as needed for assistance.
The position overview and required qualifications will be consistent for all positions that fall under a specific job in a job family. A few job series will have completely standardized templates, but in most cases supervisors can tailor job duties and additional preferred qualifications to the needs of their unit.
Historically, our staff job descriptions have been very detailed and specific to a particular position. Since the new job family jobs will summarize several similar–but not identical–positions, the overview will more general than some employees are used to, focusing on the primary responsibilities of the position. Specifics will move from the position overview to the assigned duties section.
Yes. Job families are being rolled out gradually, so when each employee’s position is affected will depend on the type of work they do. But we expect that all staff will eventually be included in the new system.
We are starting the rollout with job families that have the most incumbents. The first six job families, which are being rolled out in spring 2023, include approximately 800 positions.
Employee job duties, reporting line and current salary will NOT change as a result of job families implementation.
While the market rate may change (either up or down) for some positions as job families are rolled out, we expect market rates for the large majority of positions to remain the same. If you have questions about placing employees within the job families system to ensure the most appropriate market rate, please reach out to firstname.lastname@example.org.
Even if market rate and target salary go down, their current salary will not. The rollout of job families will not result in pay cuts.
What if an employee does not meet the required qualifications for the position that best describes their work?
Choose the job description template that most closely matches the current level of work for the position. During initial implementation of job families, existing employees will be grandfathered into the new templates, even if they do not meet the required qualifications. The required qualifications will apply the next time the position is refilled.
Each job family will be released for use as it is completed, so there is no universal effective date. When a job family is published for use, it will be required for vacant positions and supervisor-initiated updates to filled positions. Existing employees will be moved into job families on a rolling basis. Please refer to the list of job families and adoption timelines for more information.
Please use the feedback form. All templates will be reviewed at least once a year and collected comments will used to inform revisions. Your input on edits, issues or additional templates needed in a specific area is greatly appreciated.