OA Job Family Framework: Unit Review Guidance

The purpose of this round of review is for school/college/division leadership (referred to as “unit” or “unit leadership”) to review and provide feedback on the initial placements of OA positions into job levels. In addition, units are welcome to provide feedback on the draft framework itself (which includes families, functions, levels, and their corresponding definitions), and may also provide feedback on position assignments into families and functions, if they so choose.

The following guide outlines the action steps units should follow when reviewing the spreadsheet received from Human Resources that lists OA positions within the respective unit and their placements within the Job Family Framework, as well as important information that will inform the review.

ACTION (REQUIRED): Feedback on initial placements of OA positions

Review the job level preliminarily assigned to each OA position within your unit.

The “Unit Dist Tab-2021” in the Excel spreadsheet that was emailed to unit leadership provides a list of the OA positions with a preliminarily assigned job family, job function, and job level. Refer to the job families, functions, and levels definitions provided (both in the printable Excel document attached to the email and included within the spreadsheet) to assist and inform your review.

Since units reviewed the assigned job family and job functions for most positions during the first round of review and feedback in 2020, these have been updated to reflect feedback HR received. While you are not required to review the family and function assignments again and provide feedback, you are encouraged to do at least a cursory review, if possible. Some position placements into families and functions may have changed since your first review, or may not have been included in your first review (for example, newly created positions or those that were evaluated for an Expansion of Duties within the last year.)

Provide feedback in the designated columns to identify any position placements that raise questions or that you feel may present an issue:

  • (Optional) Job family feedback: In column L, choose “Yes” or “No” from the drop down box. If you choose “No” in column L, choose a recommended job family, if possible, in column M.

  • (Optional) Job function feedback: In column O, choose “Yes” or “No” from the drop down box. If you choose “No” in column O, choose a recommended job function, if possible, in column P.
    Note: The only job functions that will show in the drop down in column P are those associated with the job family listed in column K or M.

  • (REQUIRED) Job level feedback: In column R, choose “Yes” or “No” from the drop down box. If you choose “No” in column R, choose a recommended job level based on the definitions provided, if possible, in column S.

  • Additional Notes (column T): Provide other information you would like to share or questions you have about the specific position placement.

Email your completed spreadsheet to oajobfamilyproject@uoregon.edu by March 5.

Important notes regarding OA position placements into job families, functions, and levels:

  • Placements are based on the primary job duties of each position, as listed in the position description in MyTrack.
    • Primary job duties is defined as where a majority (51% or more) of the duties are focused. Positions that are hybrid jobs without clear primary duties are placed in the General Administration job function.
       
  • Placements are not based on:
    • Position title, as titles vary widely across campus.
    • The incumbent’s skills or experience (other than what is required in the position description).
    • Reporting structure or unit in which the position works.
  • Placements are not a reflection of how the position is viewed within the university or of the incumbent’s performance level.
  • Each position is assigned to one job family, one job function, and one job level. If an OA has more than one position, each position will be assigned a job family, function, and level.

ACTION (OPTIONAL): Feedback on the draft framework

Units are welcome to provide feedback on the draft job families, functions, levels, and their corresponding definitions in the spreadsheet.

Your spreadsheet includes multiple tabs that contain information related to the draft framework. The “Family Definitions” and “Function Definitions” tabs contain the list of Job Families, Job Functions, and their definitions. Since units reviewed this information during the first round of review and feedback in 2020, these have been updated to reflect feedback HR received.

Units are strongly encouraged to review the draft Job Levels and their definitions, as they have not seen this information previously. Each job level grouping has been listed in a separate tab on the spreadsheet. A brief description of each level grouping and the types of positions included in that grouping is listed below.     

Level groupings:

  • Administrative Contributor (coded as AC1 - AC3): Positions in this level grouping generally do not supervise other OAs or Classified staff, but may provide oversight or serve in a lead or senior role. Positions in this level grouping may supervise student and/or temporary employees.
  • Individual Contributor (coded as P1 – P7): Positions in this level grouping generally do not supervise other OAs or Classified staff, but may provide oversight or serve in a lead or senior role. Positions in this level grouping may supervise student and/or temporary employees.
  • Management (coded as M1 – M7): Positions in this level grouping supervise other OAs and/or Classified staff; may supervise OAs who supervise other employees.
  • Executive (coded as EX1 – EX3): Positions in this level grouping have a campus-wide scope, are responsible for the development of strategic plans and initiatives, and are in the Executive OA Salary Band.
  • Dean (coded as DN1 – DN3): Positions in this level grouping provide leadership in academic departments, programs, schools, or colleges.
  • Coach (coded as CO1, CO2, HC1, or HC2): Coaches and Head Coaches in University Athletics.

If you have any suggested edits for a specific family, function, or level, please email that feedback to HR at oajobfamilyproject@uoregon.edu.

Important notes:

  • The employee data for this round of review reflects data as of 12/31/20.
    • The spreadsheet may include employees who have since left your unit, or may be missing employees who joined your unit since that time.
    • The information may not reflect expansions of duties, reclassifications, or reorganizations that occurred after that time.  You do not need to make a note about the changes noted above in the spreadsheet; HR will update the framework as changes go through the normal process flow.  
    • If any of the employee data on the spreadsheet (such as supervisor name, org information, job title, etc.) is incorrect, please follow the standard, established processes for correcting it. Updating that type of information on the spreadsheet will not result in the information being updated in MyTrack or Banner.
  • Please do not delete cells, columns, or rows, or change the formatting of the spreadsheet.
    The data received from all units will be aggregated by HR for review and analysis. Modifications to the format of the spreadsheet will delay the comprehensive review of unit responses. Please use the designated areas to provide your feedback (described below).
  • Please remember that the initial position placement information is not for broad distribution or communication at this time. Share it only with key members of your leadership team who need to be involved in the initial review; we encourage you to include your school/college/division’s HR professional in this review.

Important Considerations:

The following information provides important context for you to keep in mind as you begin a second review of OA position placements in relation to the OA Job Family Framework project (OAJFF).

General project overview:

  • The OAJFF project is an initiative to group jobs with similar duties and responsibilities within job families, job functions, and job levels. The initial structure that is implemented will represent current OA positions; the structure will evolve over time as the university grows and changes.
  • The development of a job family framework for officers of administration is a collaborative, multi-phase process between the HR project team and unit leadership.
    • The first phase of the review process, which occurred winter/spring of 2020, focused on job families and job functions.
    • In this second phase, we will review the preliminary placement of OA positions into a job level within their assigned job family and function.
    • There will be a third round of review and feedback that will likely occur in summer of 2021. Unit leadership will have the ability to see all position placements across the institution at that time.
  • The HR project team, in collaboration with Segal consultants, will conduct a comprehensive review of feedback received from all units. This review will help us ensure that we do not make a change based solely on one unit’s feedback that will impact other units, as many job families, functions, and levels contain a variety of positions that report to multiple units.
  • Once it is implemented, the OA Job Family Framework (which includes job families, functions, and levels) will be used to identify positions that are similar in duties, scope, and responsibilities for the purposes of enhanced clarity, consistency, and compliance, as stated in the Purpose & Goals for the project. The OA Salary Bands will continue to be utilized in addition to the framework, as the bands are designed to reflect the market value of positions. The framework and salary bands are both important components of an effective compensation program and will both continue to be utilized going forward.
  • For more information regarding the project, please review the OA Job Family Framework Project webpage.

Questions

For questions and further assistance, please email the HR project team at oajobfamilyproject@uoregon.edu.