University Staff Conversion

University Staff employees performing office, laboratory, student and library support; building construction and maintenance; equipment services; public safety; and other operational responsibilities. O&A Staff Employees are typically non-exempt employees under the provisions of the Fair Labor Standards Act, and therefore are eligible for overtime.

UM&P Staff typically exercise significant professional knowledge, discretion and independent judgment gained through advanced experience or education and/or manage a subdivision or division of a major administrative or academic unit. This category includes coaches and assistant coaches on individually negotiated contracts. M&P Staff are typically exempt employees under the provisions of the Fair Labor Standards Act, and therefore not eligible for overtime.

University staff employees on limited term appointments having significant administrative responsibilities and duties and exercising considerable independent discretion, and having the ability to commit the University to a long-term course of action. This category includes:

• University Executive officers including Vice Presidents and the Director of Athletics, but excluding academic administrators (whose primary responsibility is administrative but who oversee an academic or academic-support unit of the institution) such as the Provost, Deans, University Librarian, and VP Research;
• Members of the President’s professional staff (e.g. Chief of Staff, Chief Audit Executive; Director, Office for Equal Opportunity and Civil Rights; etc.); and
• Senior administrative officers with a direct reporting line to any of the above-named executives, academic administrators or Presidential professional staff, for example, Associate or Assistant Vice Presidents, Associate or Assistant Deans with administrative responsibilities, Vice Provosts with administrative responsibilities, Executive Directors, Directors, or other key senior staff.

Those who do not elect to become University Staff remain either:

• Classified exempt or non-exempt employees, OR
• A&P Faculty employees

A&P Faculty who become University Executive & Senior Administrative (E&SA) Staff continue to hold limited term appointments. Current employees who become E&SA Staff receive new employment letters reflecting their changed status as University Staff. A&P Faculty who become University Managerial & Professional (M&P) Staff (except those with individually negotiated employment contracts) replace their limited term appointments with the standard terms and conditions of University Staff. For those individuals holding restricted positions (positions with an end date in the Integrated System), the designated end date will continue to apply. A&P Faculty with an Expectation of Continued Employment (ECE) who become University E&SA or M&P Staff retain their ECE.

Career development is the foundation of the University Staff Plan reflecting the University’s commitment to career enrichment, employee advancement, and life-long learning. This commitment is demonstrated in the integration of career development with performance planning and promotion and pay opportunities. Career development is organized around a series of career paths, providing employees resources and support for career growth and providing managers greater flexibility to reward employee competence and to meet ever-changing demands.

• Career paths outline different options for career progression at the University
• Promotions through career paths are available only to University Staff

The guiding principle behind the system is managing performance for success. Employees and supervisors work together to set clear goals and evaluate performance and competency development. Supervisors help employees make the connection between individual performance goals, departmental objectives, and University-wide strategies. It is designed to provide employees and supervisors with opportunities for more meaningful performance discussions, supportive learning and development plans, and rewards for performance and accomplishments with compensation and promotions.

• New rating scale and tools provide better ways to recognize outstanding performance

The overarching compensation philosophy emphasizes the University’s investment in employees and recognizes that employee talent is our greatest asset. The compensation policy supports the University’s goal of attracting, developing, and retaining qualified employees through the use of market-relevant salary ranges and pay practices to reward performance and employee development. It allows employees to influence their pay based on performance and competency and offers supervisors a variety of flexible pay practices to reward employees.

• Compensation is based on market-relevant salary ranges
• Easier to reward employees than in the Classified system
• University Staff are eligible for increases based on performance
• University Staff who gain new skills and use them on the job can receive bonuses, raises, and promotions

There are no caps on increases when University Staff are promoted or change jobs.

• University Staff Leave combines three types of leave (annual, sick, and family/personal) into one flexible leave type to use as you wish
• Leave is accrued per pay period but may be used in advance up to what is accrued for the year. 
• Offers a yearly cash-out (at 50%) for unused leave over the carry-forward limit for any amount over the maximum carry over provided you have utilized 10 days of paid time off in the year. Cash-out is automatic.
• Exempt staff have greater flexibility when tracking leave (four hours or more instead of 15-minute increments)
• University Staff earning less than $42,000 get a Supplemental Benefit Credit of $450 to offset their payroll deductions
• Part-timers get a subsidy toward health care costs

All new employees hired as M&P and O&A, and Classified staff electing to become University Staff in M&P or O&A University Staff positions follow the State’s Grievance Procedure. All employees hired as E&SA and those A&P faculty electing to become University Staff have access to the University’s grievance procedure.

Details can be found in the University’s ”Resolving Grievances for University Staff Employees” Employment Policy HRM-027.

An Alternative Dispute Resolution (ADR) Process is available to resolve employment-related problems and complaints informally and voluntarily without fear of retaliation. Any University employee may request ADR.

The Standards of Conduct policy for University Staff employees adopts the State’s DHRM Policy 1.60 – Standards of Conduct. Examples of Offenses can be found in Attachment A.

Executive & Senior Administrative Staff are governed by the terms of their appointments.

The layoff policy for University Staff employees adopts the State’s DHRM Policy 1.30 - Layoff, except:

• The notice period has been increased to give University Staff, except for Executive & Senior Administrative Staff, a 60-day notice of layoff, rather than the current State policy of 14-day notice.
• Executive & Senior Administrative Staff are governed by the terms of their appointments.

The severance policy for University Staff employees adopts the State’s DHRM Policy 1.57 – Severance Benefits.

• Executive & Senior Administrative Staff are governed by the terms of their appointments.
• There is also a policy in place regarding temporary workforce reductions for budgetary reasons.

The Telecommuting Policy applies to both University and Classified Staff.

It requires that a formal work plan be developed by the employee and supervisor.

The Alternative Work Schedules Policy applies to both Classified and University Staff.

It requires that a formal work plan be developed by the employee and supervisor.

The University Staff probation policy continues to require a twelve (12) month probationary period for newly hired University Staff or previous employees re-hired after a break in service. This period may be extended an additional six (6) months under exceptional circumstances.

Current A&P Faculty who elect Managerial & Professional Staff status and have completed one year of service are not required to serve a probationary period. Those who have served less than one year will serve the remainder of the 12 months as probationary employees.

• Executive & Senior Administrative Staff do not have probationary periods and are governed by the terms of their appointments.
• Extensions and terminations require UHR review.

The new University Staff policy for external consulting allows external consulting and encourages professional service. This policy is not applicable to Operational & Administrative Staff.

If you have questions, call the HR Solution Center at 434.982.0123 or email AskHR@virginia.edu.