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ABCs of IRPs

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Ashley Eberle

on 14 September 2016

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Transcript of ABCs of IRPs

ABCs of IRPs
Welcome to APC's Training Workshop
Presented by Rose Duran & Ashley Eberle
Cal Poly SLO

General Salary Increase (GSI)
Bargained during contract negotiations
APC originally bargained 2% increase for July 2016

"Me Too" Clause
Article 23.3 in March 8, 2015 contract
APC members will receive 3% on 7/1/16

Reclassification
Change in classification (and pay) when performing duties outside current classification

In-Range Progression
Pay increase within current classification
What Are the Three IRP Reasons?
Increased responsibilities and skills


In recognition of extraordinary performance


Market or pay inequity reasons
Common IRP Misinterpretations
I'm working so much! Should I submit an IRP?
No, workload is not an IRP criterion. It could be grievable under Article 28, which prohibits excessive workload, but only if the workload has been sustained for several months to demonstrate a pattern.
I'm doing work that's outside the scope of my classification. Should I submit an IRP?
No, working outside your classification isn't an IRP criterion. If at least 51% of your work is above your current classification, you should file a reclassification.

You have the right to submit an IRP directly to HR, based on 9/9/14 MOU

Or your manager can initiate an IRP on your behalf

Regardless of who submits, your increase comes out of the same place: Your department's budget

IRPs: The Basics

You may submit an IRP every 12 months from the date you
submitted
the last one

Not the date HR responded

Technically, no limit on number of manager-initiated IRPs


HR has 90 days to respond in writing to your IRP request

Decision is final and not grievable, though process could be grievable

Increased Responsibilities and Skills
The scope of my work has increased significantly during the last X months. I was originally hired to do XYZ, but in order to complete responsibilities left by attrition, my work was expanded to include XYZ. This work is critical to my department because...

I have expanded my skills over the last X years. I attended XYZ trainings, and these new skills allowed me to increase my areas of responsibilities to include XYZ. These new skills have made me of increased value to my department as well as more marketable in general.
In Recognition of Extraordinary Performance
I have performed and continue to perform my job exceedingly well. In my last X evaluations, I scored "Exceed Expectations" in X categories and it was noted that I exhibit XYZ. Furthermore, I have been awarded XYZ award and received X thank you e-mails from students, colleagues, etc.
Market or Pay Inequity Reasons
The average salary for my classification is X and I am Y% below that average.

The average salary of others in my classification that started around the same time I did is X and my salary is Y% below that.

I was offered a position outside the university. The position is similar to my current role, however, the salary is Y% more. I am asking for Y% so that my salary more closely matches the salary I have been offered.
How Can I Increase My Salary?
Our Starting Point
24 RSVPs for today's workshop
25% have applied for IRP
Average knowledge 3.16 (0-10)

114 Unit 4 Members
at Cal Poly
Average Monthly Salary: $3,912
Statewide Average: $3,958
(APC Demographic & Payroll Data Analysis, 10/1/14)
(APC Demographic & Payroll Data Analysis, 10/1/14)
What About Salary Equity Program?
If you received an increase under Phase 2 Salary Equity, that was considered an IRP. But, the 1-year limit does not apply because
you
did not initiate it.
If my manager initiates my IRP, can HR deny it?
Technically, yes. But it typically only happens in situations where the employee has already recently received an IRP or where approving an IRP would cause an inequity problem.
If my manager doesn't support my IRP, what are my odds of getting it approved?
Not good. Because your IRP comes out of your department's budget, HR cannot mandate that a manger approve an IRP. But submitting your IRP lays the groundwork for an eventual increase, even if you don't get one the first time.
Submit Your IRP in 5 Steps
Step 1:
Gather Evidence
Step 2:
Write Your IRP Memo
Step 3:
Write Your Rationale
Clean and easy-to-read formatting
Address each of the Three Reasons separately
Quantify evidence
Examples
: Hours spent on projects, data from assessments and evaluations
Attach documentation
Examples
: Evaluations, certificates from trainings
Step 5:
Submit Your IRP
Manager Submitted
Confirm date that manager submits IRP to HR
Note 90 days from submission date

Employee Submitted
E-mail memo and rationale to Chrystal Pope, HR Generalist: chpope@calpoly.edu
Note 90 days from submission date
Step 4:
Talk With Your
Manager
Prepare for your meeting in advance and present your rationale

Try to secure your manager's support in initiating IRP on your behalf

After your meeting, e-mail your manager to document conversation and any decisions made
What Happens After I Submit My IRP?
Increased Responsibilities & Skills
Responsibilities
Review your HR 120 carefully. What are you doing that isn't reflected in your position description?
Have you been assigned additional work, responsibilities, or projects (maybe colleagues have left or your department has reorganized/grown)?
Have you served on search committees or trained new employees?
Have you served on department teams or committees?
Market or Pay Equity Reasons
Ask your APC Stewards for help with researching the average salary for your classification
Check your salary and your colleagues' salaries at SacBee.com
Talk about salary with close colleagues in your department and counterparts at other CSUs
Research similar job postings on HigherEdJobs.com and note salaries
In Recognition of Extraordinary Performance
Review your evaluations and note "Exceeds Expectations" categories
Note positive qualitative comments on your evaluations
Dig through e-mails/files to find thank you notes
What work-related awards or accolades have you received?
Do you lead any teams or functional areas?
Did you initiate any programs, projects, or services?
Skills
What skills have you expanded?
What have you done in terms of professional development (i.e. classes, trainings, books, websites)?
Because of your increased skills, have you taken on additional duties in your department?
Take out a piece of paper to jot down ideas, or brainstorm with a colleague.
Key Phrases to Include
Enhanced skills and abilities
Retention
Equity
Increased work responsibilities
Additional permanent or long-term assignments
Obtained additional skills
Additional duties and responsibilities
Special on-going projects assigned
Obtained additional job training
Assumption of leadership role
Special committee assignment
Example IRP Rationale
Reviews reasons you're applying for an IRP, your rationale, and any documentation

Reviews HR 120 to confirm that "Increased Responsibilities and Skills" or "Extraordinary Performance" are not assigned duties, skills, or knowledge

Talks with your manager
Confirms validity of your "Increased Responsibilities and Skills" and "Extraordinary Performance"
Confirms funding approval for IRP

Conducts salary comparison to find out whether IRP would cause inequity within your classification
While writing your IRP rationale, you may have discovered that your HR 120 no longer matches your current work.

Look at the Classification Standards for the classification above yours to see if you're doing at least 51% of the work described in that classification.

Consider using the 90-day wait to re-write your position description to accurately reflect your current work, and apply for a reclassification.
What Does HR Do?
What Can I Do?
Classification Standards
https://afd.calpoly.edu/hr/classification.asp
Need Your HR 120?
Email Chrystal Pope: chpope@calpoly.edu
Campus Contacts
APC
Rose Duran, APC Secretary: roduran@calpoly.edu
Ashley Eberle, Campus Steward: ameberle@calpoly.edu
Judy Mitchell, Campus Steward: jumitche@calpoly.edu

Human Resources
Chrystal Pope: chpope@calpoly.edu
Consider Timing of Your Submission
HR confirmed that by the end of the fiscal year (June), IRPs are sometimes denied because of lack of funds.
IRPs Approved Statewide
(APC Classification In-Range
Progression Report)
Increase in number of IRPs but decrease in percent awarded
Cal Poly tied for 1st place with highest percentage of IRPs awarded
2013-2014 Statewide
104
manager
-submitted, 96 approved (92.3% approval)
48
employee
-submitted, 39 approved (81.25% approval)


2014-2015 Statewide
154
manager
-submitted, 144 approved (93.5% approval)
58
employee
-submitted, 36 approved (62% approval)
Your Manager's Support Pays Off
(CSU Campus Survey, 4/26/16)
(CSU Campus Survey, 4/29/15)
Full transcript