Career Roadmap Resources - Human Resources at Ohio State

Resources

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, scheduled for January 2021.

Career Roadmap is a comprehensive job family model and pay structure that will provide visibility to career paths for managers and staff to foster equitable, consistent compensation practices across the university and medical center. With an expected January 2021 launch, Career Roadmap will enable Ohio State to recruit, retain and inspire the talent needed to fulfill our mission.

HR Professionals

HR’s role in Career Roadmap is to help build a comprehensive job catalog including functions and sub-functions for all in-scope jobs. HR professionals may be called upon to give input on the development and descriptions of job functions and further engage other organizational resources. In addition, they will help gather existing position descriptions, organization charts and other material to assist in developing job functions. HR Professionals will work with HR Compensation to review drafts of the job functions and suggest changes.

Managers

Managers help ensure the Career Roadmap job catalog provides relevant job profiles for their in-scope employees. Additionally, managers will be asked to help verify their positions and how they are mapped in the job catalog. Finally, managers will need to understand Career Roadmap and explain the changes to the in-scope employees.

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.

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.

Ohio State maintains a large survey library from top HR consulting organizations and relevant industry associations. The HR Compensation team will price jobs based on recognized best practices using survey sources relevant to the market. Shared services functions (IT, Finance, HR, etc.) will be benchmarked against general industry sources. Functions unique to higher education will be benchmarked against  academic or education sources. Similarly, health system functions will be benchmarked against health care sources. Our objective is to reference the job markets most closely related to those in which Ohio State competes for talent.

The scope of Career Roadmap focuses on staff positions across the medical center, main campus and regional campuses. It does not cover physician, faculty, union or student employee populations. There are no anticipated changes to faculty positions. For this project, we have defined faculty as all positions classified as faculty, such as tenure track, clinical track, lecturer and instructor.

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 meet that criteria.

As Career Roadmap working teams encounter hybrid jobs, they will weigh two possible courses of action. First they may consider if it‘s appropriate to include the hybrid job in the job catalog. Factors to consider include internal and external job prevalence and ability to benchmark. Second, they may consider not including the hybrid job in the catalog. In this case, individuals would be mapped 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.

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.

There will be no reduction in base pay as part of Career Roadmap.

As part of Career Roadmap, new titles will be assigned to all in-scope jobs. The majority of 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. When necessary, working titles will remain an option to provide a more relevant or specific title, describe work more accurately, facilitate external relations or reflect industry/professional norms.

“HR partners” and “HR professionals” are Human Resources employees within each college or unit. “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.

Please discuss position reclassifications, equity increases and promotions with your local HR representative, who can help guide you through the process.

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. More information about FLSA changes will be available in fall 2020.

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.

Each job could have both a Career Roadmap description and a more detailed position description with needs specific to the business unit.

Career Roadmap for academic advisors was implemented in March 2019. These positions are included in position mapping. The new roles were designed based on Career Roadmap guidelines and probably won’t change much from the March 2019 implementation.

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. Note, promotion is not a guarantee, and units manage their workforce based on business need and availability of work.

No, Career Roadmap will not affect sports ticket eligibility.

Position Mapping

Below are responses to FAQs about position mapping. If you still have questions or need clarifications, please reach out to your designated partner. For Senior Human Resources Professionals (SHRPs) and Wexner Medical Center Business Unit Directors (BUDs), follow up with HR Compensation. For managers and unit leaders, reach out to your unit’s HR partner. For employees, contact your manager or supervisor.

The Position Mapping Process connects existing positions in the university and Wexner Medical Center to the new Career Roadmap framework (function, subfunction, band and level).

Approximately 22,000 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 and employees in bargaining units (unions) are not included. 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.

The mapping process will begin in July 2019 and conclude in late fall 2020 after an employee review period. Each stakeholder (managers, HR representatives, unit leaders, employees, etc.) will have a primary role in different phases of this 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.

Managers are the primary reviewers of the pre-populated data for their direct reports. They will collaborate with employees and communicate ongoing process updates and final mapping results. HR will be the primary facilitators in this process, ensuring managers are aware of the process and guiding unit leaders. Unit leaders will be responsible for alignment in their college or unit in collaboration with HR. At the end of this process, each stakeholder will be a participant of this institution-wide effort in mapping associates to the Career Roadmap framework.

The Position Assessment Form is an optional aid to help managers identify core responsibilities, minimum requirements and work dimensions that align with the Career Roadmap framework. This form can also help facilitate conversations between managers and employees in determining the correct mapping.

The first step is to reference the Mapping Hints section of the Mapping Guidelines document. If after review, an appropriate job is not identified within the framework, managers can select “unable to map” in the Position Mapping tool.

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.

One reason may be that some higher levels within a subfunction are not referenced in the external labor market. Including levels where there is not market relevance may create risk. Another reason could be internal business need. If specific levels don’t currently exist, the job catalog does not account for it. If you are unable to map a position based on a missing level, please contact your unit HR partner or BUD.

Calibration is when senior HR partners and senior leaders across Ohio State will look at mapping in overview with the following goals:

  • Ensure mapping to function and subfunction is consistent.
  • Confirm mapping complies with the Fair Labor Standards Act (FLSA) and CCS regulations.
  • Capture higher level managerial and specialized positions correctly.
  • Communicate results to employees and act on feedback as needed.

There will be multiple calibration points throughout the process. The purpose is to align methodologies and create consistency within the job catalog.

 

During the 18 months of position mapping, 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.

If a position changes during the mapping process, there may be a misalignment in the mapping tool. Throughout the process, the unit HR Partner will review new jobs and ensure consistency.

CCS staff will continue to have the same classification and will be aligned within the Career Roadmap framework.

Employees will learn final results of position mapping in fall 2020, during the employee review period.

For any questions or feedback regarding the mapping process, please reach out to your unit HR partner.

Glossary of Terms

The career framework is the job architecture behind the Career Roadmap. It provides a consistent way to assign career levels to jobs and to value jobs. It also groups like jobs and provides the foundation to define career paths.

A broad grouping of occupational disciplines within the career framework. One example is information technology.

A recognized occupational discipline grouped under only one job function within the career framework. An example of a sub-function may be Application Development grouped under the information technology job function.

A career band groups a series of like jobs under a sub-function within the career framework in order to recognize the technical, clinical, specialized, managerial and executive career bands. For a description of each, please reference the Career Band Guide. Career bands are grouped into the individual contributor series and the people leader series.

A career level represents a significant step in an individual’s career progression. Career levels are defined consistently across the institution and apply to all job functions. The description of each career level is contained within the Career Level Guide for each career band. The description is articulated in terms of profile, knowledge, complexity, autonomy, interaction and minimum requirements for education and experience.

A unique combination of function, sub-function, career band, and career level equates to a job profile. Each job profile has a title used to describe the job within the career framework. The job profile description is composed of the job function and sub-function descriptions, the career band description, and the Career Level Guide description. The combination of this information describes the nature of the work within the discipline and the level at which the work is being performed.

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