Attendees:

Jack Defandorf

Olympia Valentine

Kathy McGrath

Michael Leskiw

Helene Kelsey

Gabriel Campos

John Congdon

Richard Lay

April London

Donna Wells                                                                                                       

Mary Ellen Sinkus

Robin Elices

Elizabeth Lennox

Guests:

Kelley Connors, MIT Human Resources - Director of Compensation and HR Operations 

Group Discussion HR Items

• Transparency and consistency
• Recruiting and equity across Schools and MIT as a whole
• “bespoke” job descriptions that don’t fit neatly into job level guides
• Guidance on writing job descriptions with an eye toward consistency
• Are there new job level guides in the works?

Examples

• Council member shared an example where their department had an open technical research position
• Department reviewed the HR job level guide for technical positions such as Software Developer and Software Engineering
• Job title changed, but no change for job description.  Job salary increased due to the title change.
• Why are there inconsistencies with job titles?
• The job title salary increase may be due to the job level, grade or family
• Need consistency about salary increases for lateral job transfers
• According to the Compensation Office there should be no salary increase if employee is transferring to a position in the same job grade 
• The process should be the employee’s current DLCI can offer the same amount of money based on new position to their employee.  It’s up to the employee to decide to stay or move to new position.
• DLCIs can offer a salary increase up to 5% based on their budget or if employee has additional job responsibilities

HR Compensation Office 

• HR Compensation Office manages the generic job titles and descriptions.  Position titles are managed by schools, DLCIs.
• Comparing equity with like positions on campus is a challenge due to the different types of work levels such as Research Scientists, Research Engineer and Research Associate
• Massachusetts Equal Pay Act (MEPA) for Massachusetts workers is done every 3 years
• HR Compensation Officers are using the same job catalogs and market data.  Officers should meet regularly with their DLCIs.
• HR Compensation Office goal is to be consistent and try to provide guidance about internal job equity.
• Important to build a relationship between the HR Compensation Office and DLCIs
• HR Compensation Office prefer to work directly with DAFs and Dean Offices.  It depends on how the school is structured and how the school wants to communicate with the Compensation Office.  School should determine who in their area should talk to the Compensation Office. 
• HR Compensation Office manage the annual salary review process.  The annual salary review (ASR) is conducted one time per year for each payroll category.
• HR Compensation Office recommends ASR allocations and adjustments to pay ranges.
• Compensation Office worked with Mercer consulting on a custom job market salary review. 
• Did a market review for administrative assistant positions and looked at criteria of turnover rates and recruitment issues.
• Recent law change in New York and California.  Law requires every job and faculty positions must post a hiring range. 
• $55K salary rate is the minimum for exempt employees.  HR Compensation Office is concerned about technical associates being impacted as exempt employees. 
• Some DLCIs are using the minimum-midpoint salary range in job postings. 

Retention

• Council member mentioned they have a staff member that has been at MIT for years and does great work, but is under compensated.  Would like to give staff member a pay raise.
• Raise these concerns with your department human resources contact
• DLCIs can create a promotion case and the HR Compensation Office will look at market data and salary equity for your case
• For sponsor program work contact your department human resources contact.  Also, it would be good to draft a budget for the salary increase.