Career Roadmap Frequently Asked Questions
For questions about Career Roadmap and position mapping, check the FAQs below. If you don’t see your question here, contact your manager, unit HR professional or senior HR professional. This page will be updated through launch. Most recent update: March 22, 2022
Career Roadmap General
What is Career Roadmap?
Career Roadmap is a comprehensive job family model and pay structure that will provide visibility to career paths for managers and staff and foster balanced, consistent compensation practices across the university and medical center. Career Roadmap will enable Ohio State to recruit, retain and inspire the talent needed to fulfill our mission.
Why is Ohio State implementing Career Roadmap?
Career Roadmap is a recruitment and retention initiative to attract and keep talent at Ohio State. Inconsistent job classifications, pay practices and titles contribute to unclear career paths for current staff and potential applicants.
Is Career Roadmap proprietary to Ohio State or is it a system purchased from a vendor?
Career Roadmap was developed in-house by an experienced team of Ohio State HR Compensation experts based on best practices in higher education and other business sectors.
Will Career Roadmap cause some positions to be eliminated?
Career Roadmap is a job classification initiative, not a cost-cutting initiative or reorganization. It is important to note that colleges and business units routinely make organizational decisions based on business need outside of Career Roadmap.
How do we define “HR Partners,” “managers” and “employees” as Career Roadmap stakeholders?
“HR partners” and “HR professionals” are Human Resources employees who have been assigned to a specific college or unit to support the HR initiatives and activities. “Managers” refers to employees (managers, directors, supervisors, vice presidents, etc.) who have people reporting to them. “Employees” refers to any person employed by Ohio State, including individual contributors with no supervisory duties.
What should we share with our direct reports during this process?
It’s important to be transparent, engage your team as needed and provide updates when available. Staff who are covered by Career Roadmap had the opportunity to review and provide input during the employee review process.
What is my role in the Career Roadmap project?
HR Professionals: HR partners have helped build a comprehensive job catalog including functions and subfunctions for all in-scope jobs. HR professionals have been called upon to give input on the development and descriptions of job functions and further engage other organizational resources. In addition, they helped gather existing position descriptions, organization charts and other material to assist in developing job functions. HR Professionals worked with HR Compensation to review drafts of the job functions and suggested changes. HR partners are helping to prepare their areas for transition to the new career framework.
Managers: Managers have helped verify their direct reports’ positions and how they are mapped in the job catalog. Managers will need to understand Career Roadmap and explain the changes to their in-scope employees. Training and other resources are available to help managers prepare.
Employees: Career Roadmap will help employees visualize and plan their future at Ohio State. Employees may be called upon by their managers to assist with clarifying some of the details of their position. Prior to Career Roadmap launching, employees will be asked to review how their positions are mapped and recommend changes if needed.
What impact will Career Roadmap have on me?
Career Roadmap will provide more clarity about where staff positions fit in the broader organization and what qualifications are needed for the next career step. A new job function, subfunction, career band and career level will be associated with each position. In addition, titles will change for most staff. Not changing due to Career Roadmap: your job duties, your pay, your direct reports and your supervisor.
Will my duties change due to Career Roadmap?
Day-to-day job duties will not change as a result of Career Roadmap. Managers are encouraged to review current position descriptions and update if needed. This exercise will assist with accurate mapping of the current position.
If Career Roadmap provides more visibility to career paths, how do I move to the next level, and who is responsible for that?
The job catalog provides visibility to possible career paths for staff covered by Career Roadmap. Staff can advance within the career framework based on their skills, experience, performance and the business need. This information empowers staff to chart their own career path.
The career framework provides career paths as an individual contributor or a people leader. Having this dual career path allows for personal preference and available opportunities. An individual does not need to progress through all Specialized levels before holding a Managerial role.
Note, promotion is not a guarantee, and units manage their workforce based on business need and availability of work.
Will this affect my sports ticket eligibility?
No, Career Roadmap will not affect sports ticket eligibility.
How do we know if we are mapping consistently with other units?
The six-week window for supervisor mapping in fall 2019 focused on mapping your own direct reports. During the first quarter of 2020, function stakeholders from across the institution joined HR partners and HR Compensation to check results for consistency. The position mapping process, which included pauses for the COVID-19 state of emergency and Workday implementation, incorporates active dialogue in every phase. This extended process will help ensure consistency in applying current positions to the new framework.
How will Career Roadmap balance equity and consistency with allowing units to address their unique needs?
The job catalog provides an overarching framework for how to classify jobs. Each job will still have a position description that identifies needs specific to the business unit.
Will we continue to have unique position descriptions?
Yes. Each job will have a position description with needs specific to the business unit. The position description will also contain Career Roadmap details.
How do we know who our HR partner is?
See this list of HR partners.
Is the job profile replacing the University Classification Specification, or the individually assigned description or both?
The intent is for job profiles to replace the University Classification Specification. Because job profiles will be linked to the Career Framework, they will more closely align with external survey data. However, the need for a “desk-level” description of each position will continue and will be documented within Workday.
While Career Roadmap is in development, how do we handle reclassifications, equity increases and promotions?
Please discuss position reclassifications, equity increases and promotions with your local HR representative, who can help guide you through the process.
How will this impact Classified Civil Service (CCS) staff? Will some staff transition to a CCS role?
Organizing jobs into consistent career paths means creating new jobs that are often more specific than what existed previously. Each of these new jobs is designated as unclassified or classified civil service (CCS). The CCS status of a given job will be applied consistently to all mapped positions of that job.
Classified jobs must follow Ohio State CCS rules. These rules are considered law (i.e. Ohio Revised Code). Unclassified jobs are not subject to CCS rules.
Career Roadmap jobs reflect prior CCS classifications. As employees transition from legacy jobs into new Career Roadmap jobs, some individuals may become CCS employees.
Will Career Roadmap impact the status of positions under the Fair Labor Standards Act (FLSA)?
In-scope jobs for Career Roadmap will be designated as non-exempt or exempt. As positions are mapped to the new framework, there may be a change in that position’s FLSA status. If a status change happens, we will work to lessen the impact on those employees. Staff who change from monthly to biweekly pay will be offered a pay advance. More information about FLSA changes will be available prior to Career Roadmap launch.
As part of this process will we have an opportunity to revise our job descriptions to better reflect the work we are doing?
It’s important to reach out to your manager if your position description is out of date outside of the Career Roadmap review process. Your manager should work with you and your HR partner to update the position description. Your position’s mapping is based on the position description, and an outdated position description could result in an inaccurate mapping.
How can I find my current position description in Workday?
Find and review your current position description in Workday by clicking View Profile > Job > Jobs Details Tab > Position link.
Are non-tenure track faculty, adjunct faculty, lecturers, postdoctoral scholars/assistants, graduate associates, intermittent employees included in Career Roadmap?
No. Career Roadmap does not include faculty, physicians, student employees, athletic coaches, executives and employees in bargaining units. Some of those groups are covered by other initiatives or contracts. Postdoctoral scholars and staff employees who are currently in scope for Career Roadmap and are intermittent are included
Does Career Roadmap include research positions?
Career Roadmap will cover staff positions that aren’t part of the physician, faculty, union or student populations. Career Roadmap may include research positions if they are not in any of those groups. Exceptions to this include the following positions that are not in scope: research scientist, postdoctoral scholar, post-professional researcher and visiting scholar.
Who is “in scope” for Career Roadmap?
Approximately 26,000 administrative & professional and classified civil service staff across the university and medical center are covered by Career Roadmap.
Not included are physicians, student employees, faculty, athletic coaches, executives, employees in bargaining units (unions), research scientists, visiting scholars, postdoctoral scholars, post-professional researcher and assistant vice provosts. Some of those groups are covered by other initiatives or contracts. However, these roles may have direct reports who are in-scope for Career Roadmap. For this reason, during the mapping process, these groups will be asked to review and confirm mapping for their in-scope direct reports.
Will my job title change?
As part of Career Roadmap, new classification titles (i.e. job titles) will be assigned to all in-scope positions. The majority of staff employees will have a new job title. Career Roadmap job titles were created to provide internal consistency, clear ties to the career framework and a common language to describe jobs. Working titles will remain the same at implementation of Career Roadmap. Following the Title Advisory Group’s recommendations, job classifications will use generic titles with recommended working titles available for most jobs.
Will we still be able to use working titles?
Yes. A Title Advisory Group provided direction on use of job classification and working titles in Career Roadmap. Standards will be available to help supervisors and the HR community use working titles appropriately. Key points:
- Be consistent with the classification, duties and level of authority described in the position description.
- Reflect the assigned subfunction, where applicable
- Provide greater clarity than the job classification name
- Align with professional and industry practice
- Facilitate the clarity of internal and external business interactions
Is there a deadline for when working titles need to align with CR titles?
No. An employee may retain their current working title as long as they remain in their current role. If an employee leaves a position or gets promoted, the working title for their former job aligns with Career Roadmap.
Can colleges/units choose their own working titles?
The recommended working titles in Career Roadmap have been identified for market and functional relevance. Functional leaders across the institution were consulted in their development. There may be select instances where an alternative working title may be appropriate. Please consult with HR Compensation before initiating this type of change.
When can we start using CR working titles for our direct reports?
There will be a gradual transition to Career Roadmap working titles following implementation, but a college/unit may begin to use them sooner, as needed.
Are any benefits changing due to Career Roadmap?
Eligibility and enrollment for tuition assistance, retirement, health benefits (medical, vision or dental) and life insurance will not change due to Career Roadmap. Check the Implementation web page for impacts and a checklist of suggested actions to take when your job family changes.
Will vacation accrual change if I change job family?
Different job families – Classified Civil Service (CCS), unclassified Administrative & Professional (A&P) and unclassified Senior A&P – accrue vacation at different rates depending on years of service. At Career Roadmap implementation, it is possible that your assigned job profile may be in a different job family. You will not lose vacation accrual if your job family changes due to Career Roadmap. To prevent a negative impact to your vacation accrual, Human Resources will apply vacation legacy rules immediately following Career Roadmap implementation. See policy fact sheet for details.
Will parking eligibility be impacted if I change job family?
Parking eligibility could be impacted if an employee’s position changes job family (e.g., classified or unclassified). See CampusParc for additional information.
Will vacation accrual for Senior Administrative and Professional (Senior A&P) staff be impacted by Career Roadmap?
Referencing the career framework, jobs that are S5, S6 or M3 and above will be designated as Senior A&P. Staff who will switch from Senior A&P to A&P due to Career Roadmap will continue to retain the Senior A&P vacation accrual at Career Roadmap implementation. See policy fact sheet for details.
For jobs that are assigned as A&P, will there be a difference in vacation accrual for new employees compared to those with a legacy Senior A&P vacation accrual?
Yes. After Career Roadmap is implemented, new employees will not be eligible for the vacation legacy rule for A&P positions. Only current employees who were Senior A&P prior to Career Roadmap implementation are eligible for the legacy exception.
I have reviewed the Career Roadmap pay ranges. Is the maximum of the pay range the most that I can get paid?
No. Pay ranges will be reviewed each year to determine if changes need to be made based on market adjustments. When the pay ranges are adjusted due to market, the maximum of the pay range inherently changes as well.
What direction has been given to colleges/units to resolve salary compression as a result of raising employees to pay range minimums?
Salary compression is when there’s little difference in pay between team members, despite differences in things like skills, experience, performance, seniority or other qualifications. If one position’s pay is changed due to some other factor such as a raise to pay range minimum, it may create compression. The direction given to colleges/units regarding pay is to ensure staff are in the pay range first. After implementation of Career Roadmap, any compression issues can begin to be addressed.
What if my grant does not have the funds to pay for salary adjustments?
Colleges with employees who are grant-funded have the opportunity to supplement the raise-to-minimum adjustment with departmental funds, should sufficient funds be unavailable from the grant. Consult with your manager or HR partner on the funding details and the timing of any raise to minimum adjustment.
Who determines your pay, your manager or HR?
Each position has a pay range and pay grade. At the time of hire, managers and HR partners set the pay within the range. After an employee is in seat, pay is determined by performance and available college/unit budget.
Are promotions and pay raises on hold due to Career Roadmap?
No. Business activities should continue by leveraging the Career Roadmap framework to make those decisions.
Will there be back pay if someone is not paid at the pay range minimum for their position?
No. Career Roadmap introduces a new framework for the university. The new pay ranges that align with the framework will not be retroactive.
When should colleges/units evaluate where in the range employees should be paid?
When implementing the new pay ranges, colleges/units should focus on first getting everyone to their pay range minimum. After that is accomplished, likely after the fall 2022 implementation, then colleges/units can evaluate an employee’s placement in the range.
What factors are considered when determining where in the pay range to set an employee’s pay? Is it only experience?
Where a specific employee’s pay falls in the range can be influenced by factors like performance, knowledge of the job, level of experience and other qualifications.
If I receive a pay increase because my pay is below the range minimum, am I also eligible for a merit increase?
Pay increases are at the college/unit’s discretion. Merit increases may be available to employees whose pay is raised to pay range minimums. Consult with your manager and HR partner on the college/unit’s approach.
Does Ohio State give cost-of-living pay increases?
Ohio State’s salary administration program is based on merit. Automatic increases tied to cost of living or longevity has not been part of Ohio State’s compensation philosophy. However, Career Roadmap pay ranges will be reviewed annually and adjusted as needed to reflect changes in the relevant labor market.
What are the future pay impacts to employees whose salary may be above or below the new pay range for their position?
Below the range: The university has allowed leaders time to ensure all staff are brought up to pay range minimums. Colleges/units are advised to use the merit budgets to bring staff to pay range minimums.
Above the range: Employees above their pay range maximums won’t have their pay reduced. A performance-based lump sum merit increase can be offered in lieu of a base salary merit increase.
Will there be a cap in the amount of increase someone will get if their current pay is below the pay range minimum?
No, there will not be a cap on individual pay increases needed to raise employees to pay range minimums.
Will staff who are paid below the pay range automatically receive a pay increase regardless of performance?
Each college/unit must define their plan to bring all employees up to pay range minimums. Employees who are performing below expectations should still be brought up to the pay range minimum while the college/unit addresses the performance issues.
Will my base salary be cut due to this project?
There will be no reduction in base pay as part of Career Roadmap.
Will all people mapped at the same job be paid the same no matter which unit they work for?
Each job has a pay range associated with it. While each person in a specific job might not make the same dollar amount, pay for the same job and level should fall within the same range.
Does pay always increase when an employee moves up a career level?
No. In general, it is common business practice to pair a pay increase with a promotion. However, a pay increase is not guaranteed. Pay ranges overlap to provide flexibility for units to set pay based on an employee’s qualifications and the business need.
For those whose pay is above the pay range maximum, how are retirement contributions impacted?
Employees whose pay is above the pay range maximum will be eligible for lump-sum merit increases. Lump-sum merit awards are considered retirement eligible by OPERS if they are calculated as a percentage of an individual’s base salary. For more detail, please consult OPERS.
As Career Roadmap pay ranges are adjusted based on annual market comparisons, the upper level of the range will catch up, and the employee would be eligible for base pay merit increases. In most cases, this happens within one or two annual cycles.
When an employee has a compensatory time balance and transitions into a position that is not eligible for compensatory time, what happens to the balance?
The compensatory time earned but not used will be paid out when the employee changes to a position where they are no longer eligible for earn/use compensatory time. These scenarios may include changing from non-exempt to exempt.
Does Career Roadmap address pay equity?
Career Roadmap on its own does not address pay equity. Career Roadmap will provide the university with a job classification system and salary structure that will make it easier to analyze pay practices across the institution.
Will there be equity increases for people whose pay is within the position’s pay range but in the lowest quartile?
When implementing the new pay ranges, colleges/units should focus on first getting everyone to their pay range minimum. After that is accomplished, likely after the fall 2022 implementation, then colleges/units can evaluate an employee’s placement in the range. Pay equity appeals are not part of the Career Roadmap process. For inquiries about pay equity, talk to the HR partner at your college/unit.
Will everyone get a pay increase when new pay ranges are implemented?
No. When implementing the new pay ranges, colleges/units should focus on first getting everyone to their pay range minimum.
What kind of analysis can be done to ensure gender equity in Career Roadmap, and when will that happen?
Gender equity analyses can take place after Career Roadmap implementation. For example, these types of analyses could include pay across and within colleges/units, pay for the same job and level, and prevalence of women and men at different levels.
Can we be sure women aren’t mapped to lower levels than men? Is there a review of bias?
Position mapping is based on the duties in the position description. The position determines the mapping, not the individual. In the future, the Career Roadmap framework will allow us to perform equity analyses, including pay, levels and cross-unit consistency.
How will Career Roadmap address unequal pay for the same job in different departments?
Career Roadmap on its own does not guarantee pay equity. However, after implementation, it will provide the necessary guidelines, tools, and resources to evaluate pay equity. We don’t currently have those systems in place to easily evaluate pay equity for staff positions.
What is the process for pay equity appeals?
Pay equity appeals are not part of the Career Roadmap process. For inquiries about pay equity, talk to the HR partner at your college/unit.
Is it inequitable for someone to be paid less than another person in a lower level of the same subfunction?
It is not considered inequitable because the pay range for one level within a subfunction can overlap with the range in the next level. The employee’s pay within the range is based on factors such as knowledge, experience and performance. This could result in a difference in pay while still remaining in a position’s pay range.
Will pay ranges account for economic inflation, or will they only be adjusted with continuing market comparisons?
Salary structures and pay ranges assigned to jobs will be evaluated on an annual basis. After evaluating salary movement in the market and comparing new salary survey results, updates will be made as needed based on data trends. This will include economic inflation.
Does geographic location affect pay?
Ohio State’s pay ranges do recognize differences in pay based on the location of the job. Pay is adjusted based on a Geographic Differential Indicator, which is a premium or a discount on a salary structure to account for the variation in cost of labor between locations. The three groups who will see geographic differences in pay are regional campuses, permanent remote workers and Ohio State Extension.
How often will pay ranges be reviewed and adjusted?
After Career Roadmap implementation, pay ranges will be reviewed based on market data trends early in the calendar year. If changes are needed, they will be effective at start of each new fiscal year.
When is the university raising pay to the new range minimums?
The process for raising pay to the new range minimums will be a college/unit-led process. Each college or unit leader has discretion on the timing. Consult with your college/unit HR business partner on timing for this work.
How can I access the Career Roadmap pay ranges?
Each position in the job catalog has a pay range that is benchmarked to ensure that Ohio State’s pay is competitive. 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.
Can my department change my position’s pay grade?
No, a pay grade is specific to the job profile. All positions mapped to the same job profile will have the same range (not considering geographic differentials).
Is the intent that pay is the same for the equivalent levels across different job functions and subfunctions?
Different jobs in the same career band and level don’t necessarily have the same assigned pay range. For example, an S1 in accounting does not have the same pay range as an S1 in legal affairs.
When are we going to see salary ranges?
The pay range for your specific position was included in the initial DocuSign notification you will received. You can also look up the pay ranges for the entire job catalog in the HR service portal.
Could positions in the individual contributor series pay more than positions in the people leader series? Are individual contributors valued more/less than managers?
The career framework allows for dual career paths – one primarily as a supervisor and people leader and one path primarily as an individual contributor. Having this dual career path allows for personal preference and available opportunities. Staff in the Managerial band achieve results primarily through directing others. Those in the Specialized band are typically individual contributors. Starting at S3, those in the Specialized band could be equivalent to the Managerial band in pay, career level and experience. An individual does not need to progress through all Specialized levels before holding a Managerial role. Individual contributors are as valued as managers for their expertise in fulfilling Ohio State’s mission.
What primary market data sources will be used to establish pay ranges?
Ohio State maintains a large survey library from top HR consulting organizations and relevant industry associations. The HR Compensation team prices jobs based on recognized best practices using survey sources relevant to the market. Shared services functions (IT, Finance, HR, etc.) are benchmarked against general industry sources. Functions unique to higher education are benchmarked against academic or education sources. Similarly, health system functions are benchmarked against health care sources. Our approach for Career Roadmap pay ranges has been to reference the job markets most closely related to those in which Ohio State competes for talent.
Do pay ranges include overtime, bonuses and other allowances?
No. A pay range references base pay, not additional incentives, overtime, shift differentials or allowances.
Why do some jobs have pay ranges that start at less than the university’s $15 per hour minimum?
A salary structure represents the external market by covering all plausible pay for a given job. For some jobs, the minimum of the range in the external market is below $15/hr. The $15 minimum is an internal mandate implemented by Ohio State, and we will continue to follow that for salary administration purposes. However, we still want to keep up with best practice by having our salary structure reflect what is seen externally. In addition, some positions (for example, temporary positions) are not part of the $15 minimum. Since some of those positions are in-scope for Career Roadmap, we will need a salary structure that accommodates that group.
Position Mapping and Reviews
How long is the mapping process and when is it taking place?
The mapping process began in July 2019 and will conclude after the employee review period prior to Career Roadmap launch. Each stakeholder (managers, HR representatives, unit leaders, employees, etc.) have a primary role in different phases of this process.
Who is involved in the mapping process?
The mapping process includes the HR Compensation Team, strategic HR business partners, current managers with direct reports and employees. Unit leaders and senior leaders are also included. Each stakeholder will have a role in this process to correctly map positions.
How do we map hybrid jobs for positions that have combined roles?
Map the individual to the function and subfunction of closest fit considering principles such as which skill set is most predominant, carries the highest market premium or is most difficult to recruit or to train. While Career Roadmap can incorporate hybrid roles based on function and subfunction, it is unlikely to include hybrid positions that are in different career bands.
Who makes the final decision on where positions are mapped?
The position mapping phase has been designed to include feedback loops, stakeholder reviews and other opportunities to provide input. The intention is to produce results that work for the Ohio State community and are relevant to the external environment. Staff whose positions are covered by Career Roadmap will have the opportunity to review and suggest changes, if needed. Any misalignment in mapping that still exists at that time will be resolved in a consultative process involving an employee, their manager, HR partner, unit leader and HR Compensation.
When a college or unit has multiple employees who currently have the same title, will they all be mapped at the same level?
Mapping is based on position descriptions, not current titles. It is possible that employees with the same current job title may be mapped to different subfunctions or career levels in the new framework.
What is my role and expectation in this process?
Unit leaders will establish guidance specific to the unit that supervisors and managers should follow during their review. Unit leaders will be responsible for alignment in their college or unit in collaboration with HR.
Managers, in conjunction with their HR representatives, are reviewers. Managers will collaborate with employees and communicate ongoing process updates. Managers will also help communicate mapping results during the employee review period.
HR will be the primary facilitators in this process, ensuring managers are aware of the process and guiding unit leaders.
Employees will review their own position mapping during the employee review process.
What should I do if my direct reports do not appear in the mapping tool?
First, confirm that your direct report is in scope for Career Roadmap. If so, then ask your local HR partner or contact HRCompensation@osu.edu.
When mapping employees, should supervisors consider the person currently in the role or the position?
Position mapping is the process of matching existing Ohio State positions to the new framework. The focus is on job content. When mapping positions that report to you, it’s helpful to consider the position as it would be advertised if you had to backfill it.
This does not diminish the value and expertise of current staff. Position mapping is a job classification exercise. More detailed position descriptions can identify higher education experience as a desired qualification. Units will continue to have discretion to add desired qualifications in position descriptions that are above and beyond the minimum job classification description. The university will continue to recognize and reward performance through existing annual performance review processes.
One of my direct reports is in an unpaid staff appointment, and they are not in the Position Mapping tool. Why?
Unpaid staff appointments are not included at this time.
How should I map a position that falls across more than one job function?
In this case, individuals would be mapped to the function and subfunction of closest fit considering which skill set is most predominant, carries the highest market premium or is most difficult to recruit or to train. Also, within a function, there could be a multi-discipline subfunction to capture those who have multiple responsibilities. This can be considered, if applicable.
Will there be a change after I validate or update my direct report’s position?
During the extended position mapping phase, there may be changes to the initial validation based on input by various stakeholders. The extended time frame will engage as many stakeholders as possible in active dialogue and reviews. The input from each stakeholder group is important and builds upon the input from previous reviewers. New learning will emerge at each phase, and results will be calibrated for consistency across the university and medical center.
How do direct reports and total reports factor into determining a supervisor’s band?
Typically, staff in the managerial band have a team of two or more FTE as total reports, and the work is primarily accomplished by managing other people. Staff in the specialized band achieve results primarily as individual contributors and may have direct reports.
How is the term “total reports” defined for the managerial band?
To be part of the managerial band, an individual must have at least two FTE’s in their supervisory chain and accomplish the majority of their work by leading others. A total report can include individuals reporting directly to you as well as individuals reporting to one of your direct reports.
Are student employees considered when considering a supervisor’s direct reports?
For purposes of determining the number of total reports, student employees contribute to a supervisor’s total reports on a ratio of 4:1. This means supervising four students is the equivalent of one total report. This estimate is based on consultations with the Office of Student Life and guidance that suggests most student employees work 10-12 hours per week.
If you have one direct report and a second is added, do you automatically move to the managerial band?
The decision to reclassify a supervisor to the managerial band is made at the unit level. Considerations in addition to the number of direct reports could include leadership dimensions such as complexity, impact and interactions. These are part of business decisions and conversations that are informed by the framework.
If you have one full-time staff and two student employees directly reporting to you, and one student leaves for the summer, does that mean you automatically move to the specialized band?
No. Changes to band and level are not automatic and would be in consideration of other business decisions by the college or unit.
Are dotted-line reports factored into managerial band decisions?
“Dotted-line” reports have some accountability to another person but are not considered direct reports.
Is supervising volunteers considered in the total report calculation for the managerial band?
Yes, volunteers can be taken into consideration. Use the ratio of four volunteers as equivalent to one FTE.
If a manager has two or more FTEs, but the majority of the work is NOT accomplished through other people, what level are they within the individual contributor band?
An individual contributor who supervises others would likely be mapped to a job profile within the specialized band rather than the managerial band. The level would be determined by the dimensions of work described in the career band and level guide.
For purposes of mapping someone as a people leader (managerial band) or individual contributor (technical, clinical or specialized band), how is it determined if the “majority of work is accomplished through other people?”
Duties outlined in a position description help identify how much an employee works alongside their team with their own unique deliverables or manages the collective work of the team they supervise. A position in the managerial band is likely to include operational strategy, goal-setting, policy execution and managing the performance of others. In comparison, an individual contributor work through individual efforts or by participation on functional or project teams. Individual contributors may help coordinate or influence the work of others.
Will there be a cap on the number of direct or total reports a manager can have?
No. There is no cap on the number of direct or total reports.
What happens if you are mapped to a position that requires an academic degree that you don’t have?
Equivalent experience will continue to be accepted in place of academic degree for most jobs. Exceptions include certain jobs with licensure/certification requirements and some jobs in the managerial band.
How will educational attainment be factored into my career level?
The education dimension is one of six dimensions in the Career Band and Level Guide, and it’s also coupled with experience. There are some subfunctions that always require a higher level of education. For example, attorneys need a law degree to be in a position that is mapped to legal affairs. Another subfunction, such as “IT – Application development” could allow for experience in lieu of a specific degree. You can progress in your career as long as other dimensions are being fulfilled. Likewise, an employee could have a higher level of education than required for the position. In this situation, additional education may be considered when it comes to your pay within the assigned pay range, as long as the degree contributes to the job and may help you plan your next career move.
Does “university degree” in the Career Band and Level Guide refer only to a bachelor’s degree?
No. The Career Band and Level guide provides the specific level of education at each career level. Additional educational requirements may be included in specific subfunctions. After implementation of Career Roadmap, this information will be available in the position description found in Workday.
If I obtain a new degree while in the same job, does this result in a promotion or pay increase?
An employee could have a higher level of education than required for the position. In this situation, additional education may be considered when it comes to your pay within the assigned pay range, as long as the degree contributes to the job and may help you plan your next career move. However, an advanced degree does not always guarantee a promotion or pay increase.
If I have an associate degree and many years of experience, but I do not have a bachelor’s degree, will I be eligible for a promotion if the higher position requires a bachelor’s degree?
A combination of education and experience in addition to the other work dimensions should be considered when evaluating if an employee is qualified for a given position.
Will I be demoted if my current position requires a bachelor’s degree, but I don’t have one?
No, you will not be demoted. At Career Roadmap implementation, education or equivalent experience will be assumed to be fulfilled for your current position.
Will equivalent experience be accepted when I apply for jobs requiring a bachelor’s degree?
There are some subfunctions that always require a higher level of education. For example, attorneys need a law degree to be in a position that is mapped to legal affairs. Another subfunction, such as “IT – Application development” could allow for experience in lieu of a specific degree. You can progress in your career as long as other dimensions are being fulfilled.
What happens during the employee review period?
The employee review period includes manager and staff training and a process for staff to review how they are mapped to the new framework. During this process, staff can agree with the mapping or suggest changes. Read more about the employee review process.
If I disagree with how I am mapped to the new framework, what should I do?
While an employee’s final mapping is at the university’s ultimate discretion, the employee review period will provide the opportunity for you to agree with the mapping or disagree and request further review. All in-scope staff will receive a notification in DocuSign showing how they are mapped to the new framework. At that time, you can review this information and indicate agreement. If you agree, the classification will be effective when Career Roadmap is implemented. If you disagree, you will be sent a position review form to complete. The form will ask you to provide additional, detailed information about your position and a suggested function, subfunction, band and level. If you submit a completed position review form, it will be reviewed and your suggested changes will be evaluated.
Will my manager be involved in reviewing how my position is mapped?
Yes. Managers were involved in the initial mapping phase in 2019. In fall 2021, managers are being asked to review the mapping of their direct reports again, before the first employee notification. When you receive the initial notification of your mapping in DocuSign, you can disagree with the mapping and submit a position review form. Managers will be involved in reviewing these submissions of direct reports who disagree with their mapping.
Should position descriptions be updated before the employee review process begins?
To have the most accurate mapping, ideally the position descriptions should be current and up to date. If a position description has not been updated in two or more years and/or the work currently performed is substantially different than what is represented in the description, it should be updated. Work with your college or unit’s HR business partner to update a position description.
As a result of the employee review process, is it possible that I could move from one level to another?
Yes. If you disagree with how your position is mapped, you have the opportunity to suggest a new function, subfunction, band or level. Once a full review is completed, your position could stay the same or be remapped.
For areas undergoing a reorganization, how should we map those positions?
Map those positions to the current state. In some instances, mapping results will need to be updated as reorganizations are implemented.
I have an employee who is serving in an interim role. Should my position be mapped based on the interim role?
Employees serving in interim roles will be mapped to their regular appointment, not the interim role. The position that is being filled on an interim basis should be mapped on its own merit. If the employee who is interim becomes permanent through a job posting and hire process, the employee would then assume the mapping associated with that position.
How does the size of a unit impact how positions are mapped? Will positions in smaller units be mapped to lower career levels due to more limited institutional impact and the likelihood of fewer direct reports?
The mapping of positions will be based on the criteria outlined in the Career Level and Band Guide. After evaluating the dimensions, the span of control and scope of institutional impact can dictate a difference in position mapping
Will Wexner Medical Center staff positions only be in clinical band?
Positions that require clinical licensure to perform the job are the only ones that are in the clinical band. Staff who are not licensed medical professionals won’t be in the clinical band.
Since academic advising underwent a reorganization in 2019, will there be any additional changes to the mapping for advising staff when Career Roadmap is implemented?
The 2019 academic advising reorganization used the Career Roadmap general framework to guide decision-making. However, there will still be title changes in the academic advising function when Career Roadmap is fully implemented.
Will all positions with the same current title be mapped the same in the new framework?
No. Position mapping is based on the requirements found in the position description. Positions with the same title in current state may have different position descriptions that could result in a different mapping.
Using Career Roadmap Tools
What’s the main difference between the technical and specialized bands?
Both the technical and specialized bands are part of the individual contributor series. Positions mapped to the technical band tend to be operational or administrative in nature. The work also has clearly established guidelines and procedures. Positions mapped to the specialized band require the application of specialized expertise within a profession. More information can be found in the Career Level and Band Guide.
How do Clinical and Specialized bands differ?
The clinical and specialized bands are very similar. They both require the application of specialized expertise within a profession to achieve results. Employees in the clinical or specialized band may supervise others, but majority of their work is done as an individual contributor. In both cases, a university degree typically is required. However, the clinical band is usually part of medical or health fields and requires an additional clinical license, certification or training.
Do you have to go through all of the levels in a band before you can switch to another band?
No. The career framework recognizes lateral moves. For example, if you are at the S4 level, you don’t have to go to S5 and S6 before becoming a manager at the M1 level. You can move laterally from S4 to M2 or take a promotion from S4 to M3. You can also change career fields completely by moving to a different function or subfunction. Let’s say you currently work in Marketing Communications graphic design, but you’ve always wanted to pursue web analytics and work as a manager in a technology field. You might have to take a step back in career level to learn about the new field and then progress your career that way.
If I have a two-year degree but not a bachelor’s degree, am I limited to the technical career band?
No. A combination of education and experience in addition to the other dimensions should be considered when evaluating if an employee is qualified for a given position.
Can you change career bands laterally, for example from an S3 to M1 and back to the S band?
Yes. The career framework recognizes lateral moves. For example, if you are at the S4 level, you don’t have to go to S5 and S6 before becoming a manager at the M1 level. You can move laterally from S4 to M2 or take a promotion from S4 to M3. You can also change career fields completely by moving to a different function or subfunction. Let’s say you currently work in Marketing Communications graphic design, but you’ve always wanted to pursue web analytics and work as a manager in a technology field. You might have to take a step back in career level to learn about the new field and then progress your career that way.
Are there specific measures for the career level work dimensions? How will consistency be considered with manager interpretation of the dimensions?
There isn’t a scoring system. The dimensions should be applied uniquely based on the subfunction. Managers and HR partners should work together to evaluate how a position should be mapped as well as if an employee or candidate is qualified for a position.
How do you define “business need” when considering promotions or position creation?
Departments and units create positions based on their operational needs and budget. Within a department or unit, if an existing position should be at a higher level and the budget is available, the position might be reclassified to a higher band and level. Considerations should include the work dimensions in the Career Band and Level Guide.
In the career level descriptions, what is the meaning of the phrase, “May serve in lead or supervisory capacity of one or two resources?”
This refers to the number of direct reports an individual supervises.
How can I find descriptions or criteria for my career level?
You can view all career levels using the online job catalog, a PDF of the full catalog, or an Excel spreadsheet of the full catalog. You can also review dimensions of each level in the Career Band and Level Guide.
How often can your career level change?
Your career level can change as you develop through the work dimensions in the Career Band and Level Guide specific to the job you hold. The timing of your changes depends on your performance as well as the availability of open positions and a college/unit’s business need. For further detail specific to your career development, contact your manager or HR partner.
Why don’t I see more career levels in a specific subfunction?
There are usually two reasons why a job doesn’t use all the levels in the framework. First, some of the higher levels within a subfunction may not be prevalent in the external labor market. Including levels where there is no market reference is usually unnecessary. A second reason may be internal business need. If Ohio State doesn’t have specific career levels, then the job catalog does not account for it.
How can I move from one level to the next as part of my career progression?
When an employee holds a given position, it means the employee is qualified for that position. There are two ways to progress to the next level. One is to apply to an available position that is mapped to a higher level. If you are qualified, meaning you can perform at the higher level as indicated by the work dimensions in the Career Band and Level Guide, then that would be a promotion from your current position. The second way is through an in-seat promotion. This means the duties of the position have significantly increased due to the business need and that position gets reclassified to a higher level. The employee who is in-seat then moves with the position to that higher level.
Can I advance through the career levels and still stay in the same job, or do I have to completely change jobs?
You could advance to a higher level with an in-seat promotion. This means the duties of the position have significantly increased due to the business need, and that position gets reclassified to a higher level. The employee who is in-seat then moves with the position to that higher level.
If I become a manager, do I need to start at the M1 level?
No. The dual career path concept recognizes that individual contributors could enter the managerial band at a lateral level or higher than their current role in the case of a promotion.
Does an employee’s FTE impact their level in the career framework?
No. The employee’s FTE does not impact the career framework level.
Why do some jobs not use all the levels shown in the career framework?
Some subfunctions have limited levels available within Career Roadmap. One reason is because certain levels may not be prevalent in the market for that discipline. Another reason could be that Ohio State jobs do not currently exist at certain levels or are not anticipated to be available in the near future. Once positions are created, additional levels may be added to accommodate the business need.
How can staff know what requirements are needed to advance to the next level?
Use the career band and level guide to understand the dimensions and how each dimension reflects the skills and knowledge that will be required to successfully perform in the next level. This will help you to build those skills to be ready to take on the next level, when it becomes available.
Is moving up the career levels automatic based on years of experience?
No. Career advancement can be based on a number of factors, including performance, skills, qualifications, education, experience and business need.
In considering my career path, can I move from one function or subfunction to another?
Yes. Use the job catalog and career framework to help you navigate a career change to another discipline. You may enter a new discipline at a level based on your experience and qualifications.
Can you skip career levels? For example, can someone go from an S2 to an S4?
It’s possible to skip levels, but this is a rare situation. The typical career progression takes place from one level to the next. The employee is developing their knowledge, gaining additional autonomy, encountering unique situations and addressing problems that may arise at a particular level. For this reason, it could be a difficult transition from an S2 to an S4. If you’ve been in a position for a very long time and have truly encountered situations that develop your skills to perform at that S4 level, you may want to discuss this with your manager or HR business partner.
Will my new Career Roadmap classification limit my future job search and limit the kinds of jobs I can seek?
No, your Career Roadmap job profile will not limit your future job search. In fact, it may enhance your future job search by providing transparency to other job titles and the qualifications required to progress.
Will all positions have the potential for advancement to a higher level?
The advancement to a higher level of a given position depends on several factors: availability of open positions, college/unit’s business need, and available levels within a specific subfunction. You can leverage the entire job catalog to determine your potential career path.
Can you be promoted in seat or does your area need to post the position?
An in-seat promotion can occur when the duties of the position have significantly increased due to the business need. That position gets reclassified to a higher level and does not need to be posted. The employee who is in-seat then moves with the position to that higher level.
What is in the job catalog?
If my exact current title is in the job catalog as a working title, does that mean I will be mapped to that job profile?
No. Current titles should not be used to determine where a position will map in the future state. Instead, use your position description to identify where it will be mapped to the new framework.