Special Compensation: In-Grade Adjustment Kelli Miyamura & Sean - PDF document

2017 HR Mentoring Project Special Compensation: In-Grade Adjustment Kelli Miyamura & Sean Halaszyn Skit Supervisor: I have an employee who has been doing outstanding work on some big projects. I’d like to see if we can get them a raise. What’s the next step? HR Specialist: We can look into doing an In-grade Adjustment, or IGA. Supervisor: They are a super employee… They’ve been taking on more responsibility and working more independently, so I’d like to get them as much of a raise as possible. HR Specialist: An IGA can be requested for a 1-step (2%) or 2-step (4%) salary adjustment. Supervisor: OK… let’s just make it happen…

An adjustment to base pay or In-Grade temporary stipend, on a permanent or temporary basis, to recognize an Adjustment (IGA) employee’s growth in job or increased competencies. Sean An In-Grade Adjustment, or IGA, is an adjustment to base pay or temporary stipend, on a permanent or temporary basis, to recognize an employee’s growth in job or increased competencies.

When to request an IGA ● Change in major duties or responsibilities. ● Change in amount of supervision exercised over the position. ● Personal growth ● Employees after the first year of employment - after they mastered their assigned work. Sean Somebody might request an IGA: ● If there are changes in major duties or responsibilities. Changes may be the result of new programs being used, a reorganization, a redistribution of work assignments, new methods or procedures being implemented, or systems. Changes may also occur as the scope and complexity of work gradually increases over time; ● If there is a change in the amount of supervision exercised over the position. The position is requiring less supervision, the person is demonstrating sound analytical thinking, exercising good judgement, and demonstrating positive decision-making skills; ● For personal growth in the form of increased knowledge, skills and abilities, i.e. certifications, training, or degree in higher education; ● After an employee’s first year of employment and they have exhibited a mastery of their assigned work, which may result in being assigned more complex work. Confirm budget availability with your FA. Check to see if prior approval is needed for the IGA per budget execution. If so, action memo will need to be sent to OVCAA.

What IGAs cannot... Solve problems such as: Or be used to: ● Staff shortages or excessive ● Recognize employee workload performance ● Work which is distributed ● Reward long and faithful service inefficiently Compensate employees whose ● ● Poor organizational structures workload exceeds work schedule Unclear work assignments and expectations ● ● Unclear division of work (Think performance award, service award, or overtime) Sean IGAs cannot solve problems such as: ●Staff shortages or excessive workload ●Work which is distributed inefficiently ●Poor organizational structures ●Unclear work assignments ●Unclear division of work These issues can be addressed through good management practices. IGAs cannot be used to: ●Recognize employee performance ●Reward long and faithful service ●Compensate employees whose workload exceeds work schedule and expectations For these, think performance award, service award or overtime.

Type of IGAs ● Growth in Job - Permanent ● Growth in Job - Temporary ● Increased Competencies - Permanent Kelli Ok, so now you have to determine which IGA is appropriate. There are 3 types:

For permanent changes to the ● job that remain characteristic of the same band Growth in Job ● Permanent adjustment to base pay Permanent ● Can be retroactive up to one year Request submitted via the ● Position Description Generator (PDG) Kelli Permanent growth in job would be used when there are new and added job duties that remain characteristic to the band in which the employee is in. So for example, if you have a person solely doing HR and then they permanently take on fiscal duties then this may be the IGA for them. The person must have 6 months of experience in the current position and performance rating of meets expectations in the current or most recent evaluation period. This type of IGA can be awarded once every 12 months And be retroactive to 1 year but must have justification as to why. Otherwise it will start the next pay period after approval in the PDG. This type of IGA will be initiated and processed through the PDG.

Temporary changes to the job ● that remain characteristic of the same band Growth in Job ● Temporary stipend May be retroactive for up to 60 ● Temporary working days Request submitted via the ● Position Description Generator (PDG) Kelli Temporary growth in job is used when there are new and additional job duties added to a position temporarily. For example, if you have a HR and fiscal position and the fiscal job becomes vacant, the HR person maky take on more duties to ensure work flows while the position is being recruited for. The HR person may be eligible for a temporary stipend. This IGA can be made retroactive for for 60 working days or 90 calendar days but should not exceed 1 year. It’s possible to extend to 2 years but you will need a justification and approval from Chancellor or vice president. This type of IGA is also initiated and processed through the PDG.

● For increases to an employee’s skill, knowledge, or abilities ● Permanent adjustment to base Increased pay ● Requires performance evaluation Competencies documentation that overall “meets” or “exceeds” expectations rating ● Request submitted via Request for In-Grade Adjustment - Increased Competencies Form Kelli The third type of IGA is increased competencies. This one is usually used after the first year of employment when an employee has learned the rules, regulation, policies and procedures of the University. The supervisor may start to assign more complex work with less supervision after the employee has proved they have the knowledge skills and ability to do the job. Earned a higher degree in field of work. Paper form.

Sections of an IGA ● Justification Job Description Factors with Duty Statements ● ○ Responsibility and Accountability (required) ○ Critical Thinking and Problem Solving (required) ○ Decision Making ○ Knowledge, Skills & Expertise ○ Communication Effectiveness ● Essential Functions Performance Expectations ● ● Job Descriptors New or Revised MQs and DQs ● Sean The sections of an IGA are: Justification; Job Description Factors with Duty Statements, which is made up of five parts; Essential Function; Performance Expectations; Job Descriptors; New or Revised MQs and DQs The Job Description Factors with Duty Statements has five parts: ● Responsibility and Accountability ● Critical Thinking and Problem Solving ● Decision Making ● Knowledge, Skills & Expertise ● Communication Effectiveness

Justification Provide context and rationale for ● the request. Sean The Justification provides the context and rationale for the request. First, provide an overall description of how the position and the duties and responsibilities have permanently or temporarily (depending on which IGA you request) increased the scope and complexity of work. Then consider providing background information that provides overall context for the situational or organizational changes. This justification should provide enough detail to explain the significance of the new or revised duties. In other words, the new or revised duty statements should further explain the impact on the position after reading this justification overall.

Choosing 1 or 2-step IGA for growth in job - Job Description Factors with Duty Statements For 1-Step (2%) choose three; for 2-Step (4%) address all five: Scope of Responsibility and Accountability (required) Critical Thinking and Problem Solving (required) Decision Making Knowledge, Skills and Abilities Communication Effectiveness Sean IGAs for permanent or temporary growth in job can be 1-step (2%) or 2-step (4%). The number of job description factors that need to be completed is based on which is chosen. There are a total of five job description factors, two of which are required for both 1-step or 2-step IGAs. The required factors are Responsibility and Accountability, and Critical Thinking and Problem Solving. The other ones are Decision Making; Knowledge, Skills and Abilities; and Communication Effectiveness. For a 1-step IGA, in addition to the two required job description factors, a third one must also be completed. For a 2-step IGA, all five should be completed.

Job Redescription Factors w/Duty Statement ● The increase in size and scope of Responsibility and Accountability responsibilities and level of authority Sean This should address how the position has taken on more and/or greater responsibility. Does the job require more independence in determining methods and systems to be used. How has the increase in responsibility impacted program effectiveness. Supervision can be a reason for an IGA. It may not be tied to the number of direct reports but, instead, could be that the position used to work alone and now supervises subordinates. The addition of a new function could also be a reason for an IGA, for example, the position used to only perform fiscal duties, but now HR duties have been added.