Job Changes


 

Percent Changes

  • UW Madison allows for employment up to 100%.  For rules on special exceptions see the section of this guide entitled "Overtime / Overloads"
  • An Employee may request increases or decreases in FTE.  Increases may be temporary or permanent.  Decreases are permanent only.  Temporary decreases are handled as a Leave of Absence (LOA). Approval is subject to business need, applicable laws, and/or supervisor discretion.
  • An Employer may only request an increase in an Employee's FTE.  Employer requests to reduce staff FTE are considered reduction in force and are subject to layoff and nonrenewal policies.
  • Forms

*If you are requesting a percent change for tenured faculty, please contact DFMCH HR.

 

Position Description Updates

  • 10-40% change allowed.
  • Cannot change qualifications listed when the position was filled (i.e. no chages to minimum education or experience level required).
  • All permanent PD updates should include a review to determine if a new title is appropriate based upon the change.

 

Reclassifications and Reallocations for University Staff

 

Rate and/or Title Change for Academic Staff

  • Rate and/or Title Change for Academic Staff
    • Promotions
      • Employee achieves expected progress in the area of specialty with greater experience, expertise, and responsibility in the particular position.
      • Criteria for Prefixes, Scope and Levels
      • Supporting documentation:
        • List of current duties (including percent breakdown) with a comparison list of proposed duties (including percentage breakdown); change in duties of 50% or more may indicate a new position for which recruitment may be required.
        • Explanation of advancement in knowledge, skills, ability.
        • This is typically considered a year or more after taking a new position, unless there are extenuating circumstances.
        • Updated version of job duties with percentages assigned
        • Resume showing outside work if promotion request is based on work experience outside UW
        • Updated organization chart (if applicable)
    • Temporary Adjustments (see also Overtime/Overloads)
      • The rate increase for an employee who assumes temporary responsibilities such as a temporary assignment while the unit is recruiting for a permanent position; an assignment of an unusual, short-term or non-recurring nature; or a temporary administrative or work assignment
      • Supporting documentation:
        • List of current duties (including percent breakdown) with a comparison list of proposed duties (including percentage breakdown).
        • Explanation of how the change-in-duties came to be, and expected duration of the duties.
        • Evidence of truly new duties – not just more of the same duties.
        • If interim duties, must have evidence that the new duties are only a portion of another position (taking over another position in its entirety requires a Waiver).
        • Updated version of job duties with percentages assigned including duties of the temporary assignment
        • Appointment letter for acting/Interim role (if applicable -- example: serving as Interim Director)
        • Updated organization chart (if applicable)

 

Rate Changes

  • Rate Changes
    • Change in Duties
      • May be requested when a substantive change in the duties and responsibilities of a position occurs.
      • 10-40% change allowed.
      • Must be new, higher level, duties of greater scope and/or complexity
      • All permanent change-in-duties requests should include a review to determine if a new title is appropriate based upon the change.
      • Explanation of how the change-in-duties came to be is required.
    • Performance Increases
      • May be awarded for achievements, based on a structured and consistent process that links employee compensation to employee performance.
      • Must be supported by reviews and supervisor justification.
      • Items considered are:
        • Length or frequency of the outstanding performance
        • Overall significance of the employee’s work products
        • Regularity with which the outstanding performance or unique contribution is demonstrated
        • Whether employee has acquired additional competencies which are both specialized and critical in carrying out the permanent functions of the position
      • Supporting documentation:
        • Analysis of the effect of adjustments on the salary structure within the departments including and excluding the effect on gender/race pay equity
        • Per OHR Policy 8.01, Managers and Supervisors must have completed all required performance management activities for those employees whom they supervise in order to receive a performance adjustment.
    • Retention
      • Market data showing current salary is below market
      • Statement regarding the performance level of the individual (i.e. exemplary performance)
      • Identification of the individual(s) and the methodology/policy for the adjustments
      • Analysis of the effect of adjustments on the salary structure within the department (and division) including and excluding the effect on gender/race pay equity