MiraCosta College
Classification & Compensation Study
Employee Orientation Session
January – February 2016
Agenda

Introduce Reward Strategy Group

Project Overview

What it is and what it isn’t

Project Schedule

Position Description Questionnaire (PDQ)

Supervisor/Administrator Review

Q and A
Introducing
RSG’s Consultants

Allan Crecelius, Project Manager

Sandra Comrie

Gina Calderon

Susan Curran

Tom Mannle
Examples of Other RSG Clients
Long Beach Community College
Antioch University
Orange County Dept of Education
Palomar Community College
National University
LA County Office of Education
Rio Hondo College
San Diego State University
Thomas Jefferson School of Law
Ventura County Community College
San Jose State University
Berkeley Unified School District
City of Anaheim
City of Los Angeles
City of Portland, OR
City of Del Mar
City of Pasadena
City of Riverside
American Red Cross
East Bay Regional Park District
Timken Museum of Art
County of Los Angeles
Port of San Diego
Williams-Sonoma
Desert Recreation District
San Diego Superior Court
San Diego Zoo
PROJECT OVERVIEW
What It Is

A study of all MiraCosta College positions.

Job analysis and position classification  based on
employees’ current duties and responsibilities  to
develop an improved classification system that accurately
depicts the way work is organized and performed today.

Analysis of compensation opportunities  external
competitiveness and internal pay relationships.
How Will This Be Done?

All employees complete Position Description Questionnaire (PDQ).

The collection of job content information for faculty positions will
follow a somewhat different process.

RSG will read all completed PDQs and Supervisor Supplements.

Schedule and conduct individual or small group interviews with a
sample of employees in each classification.

Conduct classification analysis based on input gained.

Develop improvement recommendations for classification
concepts, class series, job titling protocols, etc.
continued …
How Will This Be Done?
continued

Allocate employees to updated classes.

Review with the Study Steering Committee and college
administration.

Write draft job descriptions for all recommended classifications.

Work with MiraCosta to notify employees of recommendations.

Consider any requests for reconsideration.

Finalize the classification plan.
continued …
How Will This Be Done?

Agree on compensation survey plan.

Conduct survey; document results.

Conduct internal job content analyses.

Present findings/conclusions.

Design effective salary structure.
continued
PROJECT OVERVIEW
What It Is NOT

Evaluation of individual performance.

Workload, staffing or efficiency study.

Organization analysis.
Overview of Project Schedule
January 28 – Feb 5
February 19
Communicate project to employees and distribute PDQs.
Due date for employees to submit completed PDQs to
immediate supervisor.
March 11
Supervisors submit completed supplement forms to HR;
all materials to Human Resources.
March 18
PDQs and Supervisor Supplement forms to RSG.
continued …
Project Schedule
March 21 – April 8
April 11 - 29
continued
RSG reviews all PDQ materials and develops employee
interview schedules.
Individual and small group employee job analysis
interviews.
May - June
RSG’s classification analyses; develop preliminary
classification findings and class architecture recommendations; review with the Steering Committee and
college management.
June – July
Draft new class specifications.
August - September
Communicate recommendations to employees.
continued …
Project Schedule
July
August – Sept
October
October - Nov
continued
Agree on Compensation Survey Plan.
Conduct market compensation survey.
Review findings with Steering Committee and management.
Conduct internal job analysis and develop salary grade/range
recommendations.
November
Present findings and recommendations.
December
Finalize study.
Completing the PDQ
Describing Your Job to the Consultants
Position Description Questionnaire

Your participation is critical; we need a questionnaire from every
employee.

Read the instructions carefully.

Talk to co-workers / supervisor / HR staff.

Think about your job, work challenges and responsibilities; make
notes and organize the information.

Describe your duties in your own words.

Provide materials that may clarify.
PDQ
continued

Complete the PDQ on MiraCosta College time.

May be filled out electronically. Download the PDQ form here:
http://www.miracosta.edu/administrative/hr/class-and-compensationstudy.html. Save and rename the document, then complete on your
computer.

May also be filled out on the paper questionnaire distributed at this
meeting.

Submit a hard copy of the completed form to your immediate supervisor.

Keep a copy for yourself.

Meet the deadline of February 19.
Completing the PDQ – Page 1
Completing the PDQ: Page 2
Physical and Mental Demands &
Environmental Working Conditions

This information is needed for ADA compliance and is not used
to classify individual positions.

Think about the duties and responsibilities you perform most
frequently and identify the physical and mental demands and
environmental/working conditions that are present in doing this
work.

Check the boxes in each section that apply to your job.

If you want to elaborate on any of these demands or conditions,
provide information in the Additional Information section.
Completing the PDQ: Page 3
Position Functions & Responsibilities
Functions & Responsibilities
(List major tasks for each function
performed)
1.
2.
3.
4.
5.
%
Time
Frequency:
Daily, Wkly,
Monthly,
Annually
Knowledge, Skills &
Abilities Required
Special Licenses,
Certifications or
Registrations
Required
Equipment.
Technology or
Materials Used
Illustration of Functions & Responsibilities
Admissions & Records Coordinator
%
Time
Frequency:
Daily, Wkly,
Monthly,
Annually
1. Assist the Admissions & Records
department in organizing, coordinating
and overseeing student admissions,
registration and student academic
records.
20%
D
Federal, state and local laws
and regulations applicable to
admissions and records
functions for a community
college.
2. Train staff, arrange staff schedules
and provide technical assistance in
registration procedures.
10%
D
Principles and practices of
supervision and employee
training.
3. Oversee collection of student fees,
verify amount collected with the cashier’s
office, and prepare daily money packets
for Admissions and Records staff.
15%
D
College policies and
procedures for handling cash.
Business software, including
word processing and
spreadsheet programs.
4. Evaluate transcripts from other
schools to determine acceptance of
academic work and prerequisites.
5%
W
5. Coordinate off-campus registrations at
area high schools, provide orientation to
high school students and distribute
registration materials.
7%
P
Functions & Responsibilities
(List major tasks for each function
performed)
Etc.
Knowledge, Skills &
Abilities Required
Special Licenses,
Certifications or
Registrations
Required
Equipment.
Technology or
Materials Used
Illustration of Functions & Responsibilities
Grounds Maintenance Worker
%
Time
Frequency:
Daily, Wkly,
Monthly,
Annually
1. Mow, trim, fertilize, aerate and water
flower beds, hedges, trees and lawns.
Install sod, reseed and fertilize athletic
fields.
25%
D
2. Clean and maintain landscaped areas,
paths, sidewalks and parking lots. Pick
up and haul cuttings to trash bins.
15%
D
3. Keep records of work orders and
equipment repair.
5%
W
4. Mix and apply herbicides and
pesticides.
5%
W
5. Line track and playing fields.
3%
P
Functions & Responsibilities
(List major tasks for each function
performed)
Etc.
Knowledge, Skills &
Abilities Required
Grounds maintenance
knowledge
Methods and materials
used in controlling pests,
insects and weeds
Special Licenses,
Certifications or
Registrations
Required
Equipment.
Technology or
Materials Used
Mowers, trimmers,
edgers, leaf
blowers, power
shears, chain saws,
sprayers and weed
eaters
Completing the PDQ: Page 4

Problem Solving
Describe the typical problems you are responsible for analyzing,
evaluating and resolving. What references (policies, guides, other
people, etc.) do you use in reaching conclusions and creating
solutions?
Example:
I receive help desk calls and interview users to find out all
the information IT needs to be able to fix their computer
problems. I am responsible for guiding users through steps
to correct level-I problems such as printer won’t print, can’t
log on to the intranet, password not accepted, document
missing, etc. I refer to the IT online knowledge base and use
my prior training and reference materials.
Completing the PDQ: Page 4

continued
Decision making
Give examples of decisions you are allowed to make
independently and ones on which your manager or supervisor
must give final approval.
Example:
After troubleshooting pump failures and other equipment
malfunctions, I am authorized to order parts and materials
needed to make necessary repairs.
My supervisor must approve all purchase requests that
exceed $250.
Completing the PDQ: Page 4

continued
Consequences of errors
What are the impacts if you make errors or employees you
lead make errors? Impacts could include:

Interruption of college/departmental services

Cost and time to make corrections or repairs

Complaints by students/faculty members

Unsafe working conditions/danger to others

Regulatory compliance violations

Embarrassment to the college and its Board
Completing the PDQ: Page 4
continued
Supervisory and Management Relationships

Check one of the five levels of supervision/management
that best describes your supervisory responsibilities.

List the number of positions you supervise.
Completing the PDQ: Page 5
Supervisory and Management Relationships

Supervision Received


Check the box that best describes the way in which your supervisor oversees
and supervises your work.
Types of Interpersonal Contacts – both within MiraCosta College and
external.
Types of Internal & External Contacts
Nature, Purpose & Complexity of
Contacts
Frequency of
Contacts
Completing the PDQ: Page 6
Records & Reports

Give examples of major reports you prepare, update or
maintain.
Additional Information

Include any other information you want the consultants to
know about your job.
Employee Signature

Be sure to sign and date your PDQ and keep a copy for
yourself.
Supervisor/Administrator Review

Ensure completeness/accuracy of PDQs.

Provide any additional detail needed.

Input will be provided on a separate Supervisor/Administrator
Supplement Form.

No changes will be made to the employee’s PDQ.

Any discrepancies between PDQs and Supplement Forms will
be resolved by RSG consultants through discussions with
both the supervisor and employee.