Memo: CUPE 2950 Benchmark Review Completed (Sept. 12, 2011)

Memorandum
Date: Sept. 12, 2011
From: Kathleen Cheng, Manager, Compensation
To: HR Networks
Subject: CUPE 2950 Benchmark Review Completed

This memo is to announce the completion and implementation of a recent review of CUPE 2950 benchmarks.

Background

In March 2008, a new Job Evaluation plan was created for CUPE 2950 members. At that time, all CUPE 2950 employees were classified on a best-fit basis to a standardized benchmark, with the benchmarks themselves being scored according to an in-house point factor plan. A joint labour-management committee worked in a highly collaborative manner to create this new classification system, and the committee spent an agreed amount of money on the creation and implementation of a new pay grid. A number of processes were created to resolve disagreements about levels, and job descriptions continue to be the subject of random audits, and the occasional inquiry from the Union. UBC’s compensation team continues to provide advice to managers on how to classify positions under this system.

The system now operates under a Maintenance Agreement with the Union. Included in the Maintenance Agreement signed in March 2009 was an understanding that Human Resources would periodically review benchmarks in order to make improvements and modifications. Since the original launch, enough feedback and new information has been provided, that we can now make some improvements.

About the Changes

From October 2010 to February 2011, representatives from management and the Union were consulted regarding proposed changes to the benchmarks. After incorporating this feedback into the benchmarks, we are pleased to announce a variety of changes. Included in these changes are:

1. Three new benchmarks
2. Minor wording changes to several others benchmarks
3. One change of formatting to all benchmarks

These changes are effective Sept. 12, 2011, at which point the changes in our Human Resources Management System (HRMS) will go into effect, and the online versions of the new benchmarks will become available.

Employees affected by the creation of the three new benchmarks will be formally notified by mail, and departments will receive a copy of the letter for affected employees in their work unit. The letter will explain that this is a formalization of their existing job duties and will result in a change in benchmark name, HRMS records, and recall rights, and with no impact on job duties or level of pay. Employees not affected by the change will not receive any notification.

Below, we explain the changes that have been made. The changes can be viewed in full detail on the CUPE 2950 Benchmarks web site upon implementation, at: http://www.hr.ubc.ca/compensation/job-families/cupe-2950/

Action Required

Please review the changes and ensure that you are aware of any changes to benchmarks that affect employees in your area. For any questions about these changes, please directly contact Stuart Murray, Compensation Consultant, at 604-822-2481 or stuart.murray@ubc.ca.

New Benchmarks

We have created new benchmarks that cover three job descriptions that each have approximately 10-20 incumbents. Each of these three job descriptions were originally classified as a “Unique Job.” The Unique Job category is the mechanism by which Compensation applies the point-factor system (which normally underpins the benchmark grades) directly to those positions which do not match a benchmark. The Unique Job classification was intended for a small number of jobs on an exception basis, and were not intended to be used for job descriptions with many incumbents. As a result of the increase in the number of jobs classified in the Unique Job category, we have created new benchmarks for these jobs. The new benchmarks are:

• Student Information Support 3b: We have created a new Student Information Support 3b at pay grade 6, which will replace a Unique Job (Pay Grade 6) covering several employees in student services. The new Student Information Support 4 will be placed in the recall cluster entitled “[F] Grade 6 Admin.”
• Public Service Library Assistant 1b – Evenings and Weekends: A number of employees work evenings and weekends in the library facilities, while performing the normal duties of a Public Service Library Assistant 1 (PSLA 1), which is normally at Pay Grade 2. Their evening and weekend duties resulted in them being classified in Unique Job (Pay Grade 3), and they will now be classified in a new benchmark entitled “Public Service Library Assistant 1b – Evenings and Weekends.” This benchmark will be placed in the recall cluster entitled “[J] Grade 2 Library,” which includes two other benchmarks.
• Front Counter Supervisor: Several employees in Conferences & Accommodation had been assigned to a job description entitled Customer Service Supervisor, classified at Unique Job (Pay Grade 6). The position has duties which resemble a Front Counter 3, but requires greater problem-solving complexity regarding clients who stay in the University’s accommodations. The combination of problem-solving and supervision level places the position at Pay Grade 6. The new Customer Service Supervisor benchmark begins with Pay Grade 4, due to the administrative requirement that the “base level” of the classification be founded on the lowest supervision. However, in effect all current incumbents will be recognized as having the highest supervision level , placing them at Customer Service Supervisor (Pay Grade 6). This benchmark will be placed in the recall cluster entitled “[D] Grade 4 Admin.”

Wording Changes

There are also minor changes to several other benchmarks. These changes are general improvements to the wording, for purposes of clarity, or for ease of understanding. These include:

• Administrative Support: We have changed the Scope and Level Definitions for all levels to reflect the rationale normally used by the Compensation team to determine a position’s classification. The rationale is that the Administrative Support 1 relays information, the Administrative Support 2 performs logistical work with information and documents, and the Administrative Support 3 organizes systems and processes.
• There are also new sample duties for the Administrative Support 3 including the maintenance of office supplies and the composition of complex correspondence, plus the organization of office administration procedures. This change is based on feedback that the previous sample duties lacked examples that were applicable to non-academic departments.
• Financial: We have changed the qualifications for Financial Processing Specialist 3 and higher, to reflect the requirement for “relevant accounting experience.” We have also changed the wording regarding GST and PST, so that it now refers to “applicable sales taxes.” This generalized wording on sales taxes will now be accurate regardless of the future of sales taxes in BC and other provinces.
• We have revised the Reference Assistant by re-ordering the sample duties and eliminating one redundant duty.

• For a variety of student information support positions we have broadened the definition of clients so that it includes students, parents and guardians, the UBC community and the external community.
• We have removed the misuse of the word “management” for these union positions. This includes changes to the Undergrad Student Support 3, Customer Services Rep, IT Service Centre, and Team Lead.

Change of Formatting

For all benchmarks we have re-formatted the second language requirement in the “Pay Grade and Job Code” area at the top of each benchmark document, such that there is a clearer visual dividing line between those positions that have a second language requirement and those that do not. In addition the wording is now unambiguous. We should note that this one change results in every benchmark being changed in at least this one respect, and as such every benchmark in the CUPE 2950 classification system now has an effective date of Sept. 12, 2011.