1. What documents are needed to evaluate a new or reclassified position?
2. My position was reclassified recently. Am I entitled to an annual merit increase?
3. Must management accept the recommendation of the Campus Compensation Coordinator?
4. The duties of my position have greatly increased and I believe that my salary is no longer appropriate for my level of responsibility. How do I initiate a review of my salary and/or job classification?
5. Where do I go to get an approved job description?
6. How do I pay an employee who has been temporarily assigned the responsibilities of another position (Acting Appointment) during his/her regular workday?
7. How can I get approval to pay a staff employee from another department to work on a special project in my department (Out-of-Title Work)?
8. Can a Staff Position have some teaching responsibilities?

Criteria-Based VS Competency-Based Job Descriptions

Answers - Generic Questions

1. What documents are needed to evaluate a new or reclassified a position?

To evaluate a new or reclassified position, the Campus Compensation Coordinator needs: (a) a Staff Position Transaction Form with appropriate management and budget approvals; (b) a Position Information Questionnaire (PIQ); (c) an organizational chart showing where the new or reclassified position will fit in the structure; and, (d) a job description that captures the changes in the reclassified position or the essential duties of the new one.

The Campus Compensation Coordinator carefully analyzes this information against similarly situated positions within and outside the University to determine the proper position title and salary level.

2. My position was reclassified recently. Am I entitled to an annual merit increase?

When a position is reclassified to a higher level, an increase in pay is generally given to the incumbent. Whether or not you are entitled to an annual merit increase depends upon your bargaining unit. Regular employees represented by a union receive pay increases as negotiated in their collective bargaining unit agreement. Non-union staff receive annual merit or general increases, typically in July, consistent with the compensation program conducted by UMDNJ for various categories of staff employees.

3. Must management accept the recommendation of the Compensation Coordinator?

Management may not agree with the recommendation of the Campus Compensation Coordinator. In this case, the Campus Compensation Coordinator will work with management to resolve the issues. Issues not resolved at this level are forwarded to the Vice President for Human Resources by the Compensation Management for further review and final resolution. Review and decisions at this level may also include senior management such as the Dean, President/CEO, Vice President or Facility Administrator.

4. The duties of my position have greatly increased and I believe that my salary is no longer appropriate for my level of responsibility. How do I initiate a review of my salary and/or job classification?

If you believe that your duties have changed significantly, you should talk to your supervisor and request that he/she initiate the paperwork to have your position evaluated. It is the responsibility of your supervisor to (a) identify significant changes in your job responsibilities and (b) obtain appropriate management approval to proceed with the evaluation of your position. If you and your supervisor disagree, you may contact a Campus Compensation Coordinator or a Campus Labor Relations Coordinator for further guidance.

5. Where do I go to get an approved Job Description?

You may request a copy of your specific job description from your supervisor. Each time a new position is created or a position is reclassified, the approved job description is forwarded to management. However, if your supervisor does not have the job description, your Campus Compensation Coordinator can provide you with a copy.

6. How do I pay an employee who has been temporarily assigned the responsibilities of another position (Acting Appointment) during his/her regular workday?

An employee who has been temporarily assigned responsibilities of another position should be compensated in accordance with the Acting Appointment Policy. To implement an Acting Appointment, submit a Staff Position Transaction Form with appropriate approvals and a brief justification to your Campus Compensation Coordinator. Please refer to the Compensation Policies for Staff Employees on this website for details.

7. How can I get approval to pay a staff employee from another department to work on a special project in my department (Out-of-Title Work)?

Out-of-Title pay is generally for a temporary period. To obtain approval for a staff employee from another department to work on a special project in your department, you must: (a) obtain a Request for Out-of-Title Work Approval Form, (b) obtain the appropriate management and budget approvals, and (c) submit the form to your Campus Compensation Coordinator. Once approved by your Campus Compensation Coordinator, you may submit the Out-of-Title Payroll Request Check form directly to Payroll. Please refer to the Compensation Policies for Staff Employees located on the Human Resources Compensation website.

8. Can a Staff Position have some teaching responsibilities?

Staff Positions with teaching responsibilities should also have a non-paid faculty title based on their credentials, such as a volunteer or co-terminous title (Instructor, etc.)

Answers - Criteria-Based VS Competency-Based Job Descriptions

1. Do we still use Criteria-Based Job Descriptions?

No, this has been replaced with the Competency-Based Job Description for all positions in facilities that require JCAHO review.

2. What has changed from the Criteria-Based Job Descriptions?

There is a major focus on population served and legal compliance for clinical positions. This should be indicated in the job requirements section of the job description if significant or having an impact on job performance.

3. What is a Competency-Based Job Description?

Based on Joint Commission Accreditation of Healthcare Organizations (JCAHO) requirements and Human Resources - Compensation Services has designed the Competency-Based Job Description Template.

The Joint Commission Accreditation of Healthcare Organizations (JCAHO) sets the standard for quality in health care. Why is this important? Safety and the quality of patient care and patient satisfaction are important to today’s consumer. To be JCAHO compliant means the health care organization is accredited and has met high standards in patient care and safety.

4. How do Competency-Based Job Descriptions impact job descriptions?

A Job Description is the foundation to build Core Competencies. The Core Competencies validates the process of ensuring that staff possess the skill set identified in the essential duties in his or her job description and perform the tasks or activities for the position according to established standards.

a. What is Core Competency?
It is the demonstrated ability to carry out the primary responsibilities of the job. Core Competencies must be validated by the end of the orientation period. Some of these are expectations of all staff, specific job groups, and possibly individuals in specific cohorts and areas/locations within the organization.

b. Do we still need to include ADA Footnotes?
ADA Footnotes have been replaced with specific Physical Demands and Work Environment sections in the Template. Please Refer to Instructions, Template and Addendum.

5. Should Competency be indicated on the job description?

A separate template is used for Core Competencies. However Competency validation correlates to the essential duties of the position, which are the primary responsibilities of the position. Core Competencies must be validated by the end of the orientation period. The Ongoing Competencies must be validated after the orientation period for aspects of the job that are mandated; low volume or high risk; problem prone and new or changed.

6. Is the Competency-Based Job Description a performance evaluation tool?

No, the performance appraisal will be developed separately from the Competency-Based Job Description.

7. How do I develop a Competency-Based Job Description?

Fill in the following information. Use the Competency-Based Instructions to develop the Job Description.
- Job Title, Department, Division/Section, Operating Unit, Reports to, Approved By &
   Approved Date
- Summary
- Age/Patient Population(s) Served
- Essential Duties and Responsibilities
- University Corporate Compliance Responsibilities
- Job Requirements
- Education and/or Experience
- Physical Demands
- Work Environment
- Employee Acknowledgement

Clearly define the Essential Duties and Responsibilities of the Position: Specific needs are developed by each Department or Operating Unit according to the job required. For assistance with benchmark positions, job responsibilities refer to the Human Resources Compensation Services CompToolKit. Refer to Competency-Based Instructions.

Clearly define the Age/Patient Population(s) Served: An Age/Patient Population(s) Served Key was developed to select the appropriate ages of the population and the population served. Refer to Competency-Based Instructions.

Corporate Compliance: Must be on all Core Competencies Job Descriptions. Refer to Competency-Based Instructions for selections.

Minimum requirements must be indicated include Education and/or Experience including licensure. Refer to Competency-Based Instructions.

Legal Compliance for Clinical Positions should be reflected in the job requirements including Primary Source Verification and Credentialing required in this section. Refer to Competency-Based Instructions.

Ensures ADA (Americans with Disabilities Act) requirements are stipulated. Indicate significant Physical Demands and Work Environment. Refer to Competency-Based Instructions.

Employee Acknowledgement: A copy of the Competency-Based Job Description signed by the employee must be given to the employee. Supervisors are also responsible for maintaining a signed copy for their records, which is required for all Operating Units who have JCAHO Review for Accreditation. Refer to Competency-Based Instructions.

8. What if I need to revise the Competency-Based Job Description after my competencies are developed?

Compensation Services views this as a progressive document that should be updated accordingly. Once competencies are developed and additional information should be included, send the revised job description to Compensation Services for review and approval.