Employee Review Period
Career Roadmap is a modern compensation and job classification model developed by Ohio State to provide transparent career paths and pay ranges for staff. Each in-scope staff position was mapped to a Career Roadmap job. The employee review period was the opportunity for staff to review where their position is mapped in the framework.
While an employee’s final mapping is at the university’s ultimate discretion, the employee review period provided the opportunity for you to agree with the mapping or disagree and request further review.
Managers, HR business partners and leaders have all provided input to how employees are mapped to the new framework over the course of the project. This was done to ensure accuracy and consistency across the university.
What to Expect
Throughout the employee review period, staff who are included in Career Roadmap had the opportunity to review how their current positions are mapped to the new framework. Approximately 10% of staff disagreed with their assigned Career Roadmap job profile and submitted an alternative.
Confirmation of assigned job profiles will be distributed to everyone, including those who already agreed. These assignment letters will include details about how changes may impact you. At the conclusion of the employee review period, job profile assignment letters will become part of an employee’s personnel record.
When Career Roadmap is implemented, some employees will see a change in their overtime eligibility under the federal Fair Labor Standards Act (FLSA). If your position migrates from an exempt to a non-exempt classification, you will become eligible to earn overtime, and your pay will change from monthly to biweekly. You will be provided additional information about the transition from monthly to biweekly pay, if applicable.
- The employee review process begins when an Acknowledgement Letter is received.
- The Acknowledgement Letter asks the employee whether they “accept their mapping.”
- If the employee accepts the mapping:
- Click “Agree” in the Acknowledgement Letter
- Receive a Job Profile Assignment Letter.
- If the employee does not accept the mapping:
- Click “Disagree” in the Acknowledgement Letter
- Submit a Position Review Form
- Receive the Results Letter
- Receive the Job Profile Assignment Letter.
- If the employee accepts the mapping:
| Date | Event |
|---|---|
| January 21 | FINAL data due from HRBPs |
| February 1 | Data Effective date for Employee letters |
| February 14 | Managers start to schedule meetings with employees |
| February 21 | HRBPs receive formal employee snapshot |
| March 7 | Manager last day to conduct notification meetings with employee |
| March 8 | Compensation sends acknowledgement letter via DocuSign |
| March 22 | Employee deadline to agree or disagree |
| March 25 | Compensation sends position review to all employees who disagree |
| April 13 | Employee submits position review document |
| April 27 | Manager submits position review document |
| May 11 | HRBP submits position review document |
| July 15 | Compensation evaluates submitted position reviews and assigns results |
| July 21 | Compensation sends results spreadsheet to HRBPs |
| August 5-19 | Manager schedules and conducts results meeting with employee |
| August 22 | Employee receives results letter via DocuSign |
| October TBD | Compensation sends Job Profile Assignment letter via DocuSign |
| October TBD | Employee signs Job Profile Assignment letter* if applicable |
| October TBD | Compensation sends Pay Advance letter, if applicable* |
| *Note: new hires should get Job Profile Assignment letters and pay advance letters if applicable | |
Position Review Results Details
During the employee review period, approximately 2,900 staff submitted a position review form and provided additional detailed information about their position. The efforts by employees, managers and HR partners to ensure accurate job profile assignments are appreciated. After a thorough review, position review results will be distributed to staff in person with their managers and via email through DocuSign in August 2022. The letter will include a short reason for the position review decision. Longer definitions of these reasons are shown below. [See a sample results letter]
HR Compensation completed a thorough review of your position review form, the Career Band and Level Guide, the Ohio State job catalog and external market information. Based on these findings specific to the input you, your manager and your HR partner may have provided, HR Compensation agrees with your suggested job profile assignment.
The employee review process provided the opportunity to agree or disagree with Career Roadmap attributes of function, subfunction, career band, and career level. As a final step in the employee review process, HR Compensation completed a thorough review of the input outlined in your position review form, the Career Band and Level Guide, the Ohio State job catalog and external market information. Based on these findings, HR Compensation does not agree with your suggested job profile assignment. Your suggestion does not align with the Career Roadmap framework, such as criteria for career levels, requirements for certain career bands or specific function or subfunction descriptions. Consult the Career Band and Level Guide and the Job Catalog for detailed information about these components. For specific details about your position review decision, contact your manager or HR partner. Consistent with university policy, you have the opportunity to request a review of your position classification once every 12 months. If desired, you may request a position review in 2023.
HR Compensation completed a thorough review of your position review form, the Career Band and Level Guide, the Ohio State job catalog and external market information. Based on these findings, HR Compensation does not agree with your suggested mapping. One important goal of Career Roadmap is to bring consistency to how jobs and career levels are described across the university and medical center. Your suggestion does not align with the mapping of similar positions in other areas of Ohio State. This could be due to criteria for career levels, requirements for certain career bands or specific function or subfunction descriptions. Consult the Career Band and Level Guide and Job Catalog for these standards. For specific details about your position review decision, contact your manager or HR partner. Consistent with university policy, you have the opportunity to request a review of your position classification once every 12 months. If desired, you may request a position review in 2023.
HR Compensation completed a thorough review of your position review form, the Career Band and Level Guide, the Ohio State job catalog and external market information. Based on these findings, HR Compensation does not agree with your suggested mapping. Some colleges/units may not have a current business need for the level requested by the employee. For specific details about your position review decision, contact your manager or HR partner. Consistent with university policy, you have the opportunity to request a review of your position classification once every 12 months. If desired, you may request a position review in 2023.
HR Compensation completed a thorough review of your position review form, the Career Band and Level Guide, the Ohio State job catalog, and external market information, including relevant federal and state laws. Based on these findings, your suggested job profile is not being accepted. Your mapping suggestion does not comply with federal, state and/or local laws or regulations. These regulations include the Fair Labor Standards Act (FLSA) and Classified Civil Service (CCS) rules. For specific details about your position review decision, contact your manager or HR partner. Consistent with university policy, you have the opportunity to request a review of your position classification once every 12 months. You may request a position review in 2023. However, it is possible relevant federal and state laws may remain unchanged over that time period.
HR Compensation completed a thorough review of your position review form and does not agree with your submission. You disagreed with a job profile standard, such as overtime eligibility, job family status (e.g., unclassified, classified), pay grade, working title or vacation accrual. The employee review process was the opportunity to agree or disagree with Career Roadmap attributes of function, subfunction, career band, and career level. For specific details about your position review decision, contact your manager or HR partner.
After a thorough review of your position review form, HR Compensation determined that your submission was incomplete. Your assigned job profile will revert to the original mapping of this position as outlined in your acknowledgement letter. For specific details about your position review decision, contact your manager or HR partner. Consistent with university policy, you have the opportunity to request a review of your position classification once every 12 months. You may request a position review in 2023.
Primary Tools
Ohio State Career Framework and Job Catalog
Career Roadmap introduces two new features to Ohio State’s job classification system – a career framework and comprehensive job catalog. The framework identifies a function, subfunction, career band and career level for all in-scope positions, providing clarity that doesn’t exist in the current state.
The online job catalog compiles all Career Roadmap titles and job profiles into one resource. This information can help you plan a career path within the university and medical center.
The Career Level and Band Guide describes the framework for determining career band and level.
Job Titles with Assigned Pay Ranges
Each position in the job catalog has a pay range that is benchmarked to ensure that Ohio State’s pay is competitive. Sometimes pay is adjusted based on where the job is located. The Career Roadmap Job Titles with Pay Range Details knowledge article (Ohio State name.# access required) explains pay ranges and geographic differences with links to two excel files, one with regular Career Roadmap pay ranges and one with geographic differences.
Other Resources
- Fair Labor Standards Act (FLSA) and exempt/non-exempt designations
- Pay date schedule
- FAQs
- Videos, fact sheets, glossary
- Classified Civil Service
- Legacy Vacation Rules
Available Kiosks and Computers
Computers available to Office of Administration and Planning staff are in the following locations:
- Aronoff Laboratory, 318 West 12th Ave., Rooms 109, 016 and 014
- Maintenance Building, 2000 Tuttle Park Place, Rooms 201, 204B and 027
- Campus Shop, 2469 Wood Ave., Rooms 120A, 110, 110A, 110B, 110C, 110D
- 1100 Kinnear Road, Rooms 340B and 310C
- 1165 Kinnear Road, Room 140H
Computers available to East Hospital faculty and staff are in the following locations:
- East Hospital BistrOH! Café – 1 kiosk computer
- East Hospital Medical Staff Library – 12 computers
Check with your supervisor or human resources professional for availability of shared computing resources in your area.
