Joining The University of Arizona Libraries & Center for Creative Photography A Team-Based Organization Unlike Any Other A Descriptive Snapshot of the Libraries’ and Center’s Team-Based Organization and Compensation System for Prospective Employees Created on 1/5/2007 12:49:00 PM 1 Working in Teams at the University of Arizona Libraries and Center for Creative Photography Advances in technology and changes in the funding of higher education led the University of Arizona Libraries and Center for Creative Photography to change their organizational structure in 1992. The Library recognized then, in the midst of budget cuts and the need to invest in electronic access to its holdings, that it would need to utilize every staff members’ highest capabilities and rely on teamwork to continue to offer the highest quality service to the campus. This means that instead of traditional work units, all employees are organized in teams based on related job duties (“functional work”) such as purchasing books or handling circulation of materials. Because true teams are small in size, large “functional” teams are broken down into “work” teams, such as accounting support within the Partners Team. We also form “cross-functional” teams to implement new services, or to manage on-going projects requiring broad-based involvement, such as strategic planning. Members in a team manage the work of the team, with the facilitation and coaching support of a team leader. Team management involves a yearly cycle of mission-oriented planning meetings with regular assessment of customer needs and periodic Library-wide review of teams' progress to goals. Team members make decisions about team goals and expenditures and may sit on hiring committees. This team-based structure provides an unusual opportunity to control and influence what we do and how we do it. Thus, joining the University of Arizona Libraries and Center for Creative Photography (CCP) you will be assigned to a functional team or work team, and gain experience over time in a variety of cross-functional projects that stretch your abilities and expand your horizons. The work of teams changes, sometimes rapidly. Some teams manage service desks on weekends and evenings. The ability to manage time and projects is essential to success, as is the willingness to work closely with people from diverse backgrounds. Our job descriptions change each time the work changes and our membership on teams expands or contracts. As a result, we value flexibility, integrity and the ability to learn quickly and continuously. We believe that being a member of a team-based organization presents each staff with challenging, meaningful work that increases their commitment to contribute to the whole success of the Libraries and CCP with customers. We know our staff gain valuable experience here, because they are often recruited for positions in other places. The University of Arizona Libraries and Center for Creative Photography are nationally recognized for their success in utilizing teams to provide state-of-the-art, quality library services. Working with teammates and continuous learning of new skills is a big part of being a staff member at the Libraries and CCP. We hope that this approach to work meets your expectations for a great place to work and that you will consider joining our staff. Created on 1/5/2007 12:49:00 PM 2 University of Arizona Library Organization Representation Chart Customers Undergraduate Students ● Graduate Students ● Faculty ● Community MAT Materials Access Team DDT CCP Document Delivery Team The Center for Creative Photography Work Teams: E-Reserves, Document Delivery, Express Documents, Interlibrary Loan Work Teams: Service Sites, Collection Maintenance, Fine Arts/Special Collections SST SET Social Sciences Team Science Engineering Team DLIST Partners HROE Digital Library Information Systems Team Work Teams: ABaC$ (Accounting, Budgeting & Customer Support), FM (Facilities Management), GRM (Grants & Revenue Management); Human Resources & Organizational Effectiveness Team Work Teams: DCAP (Digital Content, Access & Publishing, X-WING (X-Workstation & Infrastructure Networking) Process Improvement Resource (PIR) Group SLRP Governance: LFA Strategic Long-Range Planning XF Team Library Faculty Assembly Team Y UST Special Collections Under-graduate / Fine Arts and Services Team Humanities includes Team Extended Hours TSAP Technical Services and Archival Processing Team Work Teams: Receiving, Copy Cataloging & Maintenance, Special Formats & Archival Processing, Electronic Resources, Ordering/Physical Processing IRM Information Resources Macro-Management XF Team Governance: SGA Staff Governance Association . Library Cabinet Team Leaders, LFA and SGA Representatives, Associate Dean, Assistant Dean for Team and OE Dean Associate Dean External Relations Marketing Communications MROC Diversity Committee Functional and Cross-Functional Teams Jon Katzenbach and Douglas Smith (The Wisdom of Teams, 1994) suggest that "teams--real teams, not just groups that management calls ‘teams’--should be the basic unit of performance for most organizations, regardless of size." They describe a "real team" as: "…a small number of people with complementary skills, who are equally committed to a common purpose, goals and working approach for which they hold themselves mutually accountable." The University of Arizona Libraries and Center for Creative Photography (CCP) organized into teams in 1992, which meant changing 19 departments into 11 functional teams. As a result, members of the Libraries and CCP are able to work in a more flexible and less hierarchical organizational structure doing a greater variety of interesting and strategic work. Two basic types of teams do nearly all the work of the Libraries and CCP: functional and cross-functional teams. Functional Teams are described first. Updated: 10/11/06 lawrencee Functional Teams Functional teams are those teams that are "permanent" within the Libraries and CCP. For our purposes, a functional team is the unit of organization through which individual team members get most of their routine work done and their efforts recognized. Each of these teams has a team leader and all have some mixture of classified and professional staff. Functional teams can be broken down by organizational function into three basic types: 1. Integrative Services teams 2. Access teams 3. Enabling teams Below is a list of the Libraries’ and CCP’s functional teams with links to their web sites. Integrative Services Teams Integrative Services teams are comprised mainly of professional librarians providing core services to faculty and students. They provide the services libraries are most identified with: reference service, instruction, and selection of materials for the Libraries’ and CCP's collections. The Center for Creative Photography (CCP): This team manages the internationallyrenowned archives of master photographers like Ansel Adams and W. Eugene Smith. The Director for CCP is Doug Nickel. The Center for Creative Photography web site is at: http://dizzy.library.arizona.edu/branches/ccp/ccphome.html. Science/Engineering Team (SET): This team supports faculty and students in the Colleges of Science and Engineering with reference, instruction and collection development services. The Interim Team Leader is Jeanne Pfander. The team web site is at: http://intranet.library.arizona.edu/teams/set/index.html. Social Sciences Team (SST): This team focuses on providing support to faculty and students in the Social and Behavioral Sciences with reference, instruction and collection development services. The Team Leader is Laura Bender. The team web site is at: http://intranet.library.arizona.edu/teams/sst/index.html. Team Y (Fine Arts/Humanities & Special Collections Team) Team Y focuses on supporting the research and teaching needs of the faculty and students within the College of Fine Arts and the College of Humanities and building and maintaining our research archival collections. The Team Leader for Team Y is Patricia Promís. The team web site is at: http://intranet.library.arizona.edu/teams/teamy/index.html. Undergraduate Services Team (UST): This team focuses on coordination of the provision of information desk and reference services in the Main and Branch Libraries as well as coordination of general library instruction to undergraduate students. The Interim Team Leader is Dan Lee. The team web site is at: http://intranet.library.arizona.edu/teams/ust/. Created on 1/5/2007 12:49:00 PM 4 Access Teams Access teams focus on the provision of physical or on-line access to the Libraries’ and CCP's collections, as well as scholarly communications support for University clients. Document Delivery Team (DDT): This team combines Inter-Library Loan and Photocopy service capabilities in a service that ensures our ability to provide electronic and print copy access to documents at remote locations. The Team Leader is Jeanne Voyles. The team web site is at http://intranet.library.arizona.edu/teams/ddt/index.html. Materials Access Team (MAT): This team handles management of Main and Branch Library services, circulation of materials, reserves, shelving and maintenance of current periodicals, microfilm and newspapers. Comprised of three work teams, the Team Leader is Robyn Huff-Eibl. The team web site is at: http://intranet.library.arizona.edu/teams/mat/. Technical Services and Archival Processing Team (TSAP): This team focuses on ordering, receiving, bindery and book repair, cataloging and preparing the Libraries resources for use by the Library's customers. The Interim Team Leader is Jim Fromm. The team web site is at: http://intranet.library.arizona.edu/teams/tsap/index.html. Enabling / Infrastructure Teams Enabling teams focus on providing the infrastructure support that enables Integrative Services and Access teams to do their jobs effectively. Administrative/External Relations Team (ERT): This team supports the Dean of Libraries and Center for Creative Photography in the areas of fundraising, diversity programs, administrative communication, record keeping and reporting. Dean Carla Stoffle is the Team Leader. The team web page is not currently available. The web site for Friends of the Library is at http://www.library.arizona.edu/library/teams/fast/uafol/home.html. Partners Team (PRT): Comprised of three work-teams, this team is led by Interim Team Leader Jim Fromm. The various work-teams support services ranging from organization development and employee relations services, facilities maintenance, finance and grants and revenue management. The team web site is at: http://intranet.library.arizona.edu/teams/partners/. Digital Library Information Systems Team (DLIST): This team maintains the Libraries' and CCP's computer systems and is also responsible for providing computer support for both staff and public computer workstations. Assistant Dean and Team Leader Barbara Hutchinson is the DLIST Team Leader. The team web site is at: http://intranet.library.arizona.edu/teams/dlist/. Created on 1/5/2007 12:49:00 PM 5 Cross-Functional Teams Cross-Functional Strategic Teams are planning and coordination teams staffed with members from the functional teams. They contribute to the development of the strategic plan and coordinate implementation of strategic "new" work in the Libraries and CCP. The current cross-functional teams are Strategic Long-Range Planning Team (SLRP), Information Resources Management Team (IRM) and Millennium Report Oversight Committee (MROC). These teams are ongoing, but membership in these teams changes on a regular schedule. Cross-Functional Project Teams form within functional teams or could be appointed by Strategic Teams or Cabinet. Created on 1/5/2007 12:49:00 PM 6 Library Mission We are creators and stewards of a trusted information environment. We enable the discovery and dissemination of knowledge and preserve our unique collections. Thus, we advance the University's mission to discover, educate, serve, and inspire. Center for Creative Photography Mission The Center for Creative Photography is an internationally recognized archive, museum and research center dedicated to photography as an art medium of creative expression and communication. The mission is to collect, preserve, make accessible, exhibit, interpret, and encourage the study and appreciation of photographs and other materials of importance to the history of photography, with an emphasis on photography as an art form from 1900 to the present. The Center is committed to the principles of artistic and intellectual freedom. Values Learning and Continuous Improvement We provide an environment for learning and growth. We strive to exceed our expectations, raise our standards, and challenge ourselves. We value experience that results in achievement and not just longevity. Diversity We value, respect and are strengthened by viewpoints and experiences outside the dominant culture. We strive to build a multi-cultural organization. Customer Focus We actively seek to identify, meet and exceed customer wants and needs. We create and sustain partnerships. Integrity We honor our commitments by doing what we say. We hold each other accountable and behave in a consistently ethical and responsible manner. We support freedom of information and academic freedom. Flexibility We value and support collaboration, teamwork, and other creative methods as a basis for making decisions and developing programs. 3/8/2016 vs. 7 What about Pay (and Other Benefits)? The University of Arizona Libraries and Center for Creative Photography have taken up the challenge of matching national averages for librarian salaries, while simultaneously moving classified staff to higher paying positions that reflect the greater scope of responsibility taken on in a team-based organization. We do this by closely monitoring national averages for professional pay, and asserting our needs locally and at the State level for increased allocations. We work at improving our internal operations to make it possible for us to reallocate resources internally. In this way we stay on the leading edge of library services, fund new positions, and pay appropriately for the new and higher quality skills that are required for effectiveness in the future. Frequently Asked Questions: What is the U of A Libraries’ and CCP’s compensation philosophy? We are an organization involved in change, particularly technological change. We must rely on our staff to commit to continuous learning about their job and about the Libraries’ and CCP’s many challenges. We expect full involvement and we encourage all staff to play leadership roles. Our compensation philosophy is aimed at paying market competitive salaries whenever possible, and rewarding all staff for performance and learning. How are initial salary offers determined? For faculty and appointed personnel, the University uses peer average salaries by rank. Librarian salaries are determined by rank and specialized technological skills. Salaries for each rank are set at the beginning of each fiscal year according to the mid-point of salaries for similar ranks at peer institutions. The Libraries use the ARL peer average, which is the midpoint or market for each rank. For classified staff, salaries are established within University pay ranges and are set at the University midpoint of the classification regardless of experience/education. We believe these strategies will keep us competitive with emerging markets for the skills we need. How will I get raises? General Adjustments The UA Libraries and CCP, as part of the University, receives their salary adjustment monies from the State Legislature. Thus, general adjustment raises will be awarded to all Libraries and CCP employees (who are performing satisfactorily and are hired by a specific date when and if the State Legislature decides to grant such a salary adjustment to University employees). Merit Adjustments In addition the Libraries and CCP currently provide a merit raise system that will allocate Libraries and CCP money when the State allocates merit money. Libraries and CCP Merit Adjustments are awarded based on self-assessment and peer assessment of the level of accomplishment in key work assignments, modeling of Libraries and CCP values, and demonstrating how substantial, new learning has been applied to one’s accomplishment of work. 3/8/2016 vs. 8 Market Adjustments From time to time as funding allows, the University does Classification Maintenance Reviews which may result in a market adjustment to all employees in that job class. Can I get re-classified? The Libraries and CCP do not reclassify positions unless a team’s work is restructured and creates new positions at a higher level or the work in an existing position changes significantly and warrants a higher classification. The more likely scenario is that increases in your knowledge and skill, the usual basis for reclassification, will make you eligible for a Career Progression/Merit raise. Can I apply for other positions in the Libraries and CCP? Yes, after your initial probationary period has been completed. How will my work schedule be determined? Each team in the Library has “Core Hours,” times during which a majority of their customers expect them to be available for service. These Core Hours will specify the latest acceptable starting time and the earliest departure time that any team member can negotiate. Be sure to check with your team what hours you will be expected to work; not all teams work the same hours. All work hours need to be approved by the Team Leader. (See Work Schedules policy below). What about holiday, vacation and sick leave? The list of UA holidays can be found at: http://www.hr.arizona.edu/04_cb/comp/holiday/hol_closure_memo.php. Appointed personnel accrue 22 days of vacation per year. Classified staff accrue 11 days of vacation the first two years; but can’t take it until their probationary period is successfully completed. See Libraries/CCP policy below. The Sick Leave accrual rate per pay period is 3.69 hours. See Libraries/CCP policy below. What about retirement plans? The University offers several different retirement plans. Some plans depend on your status as classified staff or appointed personnel. See information at http://www.hr.arizona.edu/07_sep/retire/retplan.php. Is there support for training? The Libraries and CCP budget over $60,000 each year in support of staff attendance at formal development opportunities (workshops, institutes, conferences, etc.). In recognizing the Libraries’ and CCP’s responsibility for professional development it is Libraries and CCP policy to grant administrative or professional leave (leave with pay) to Libraries and CCP employees for attendance at Libraries and CCP and relevant professional meetings, conferences, workshops, institutes, or to engage in related activities considered by the Libraries and CCP Administration to be beneficial to both the librarians and the Libraries and CCP. 3/8/2016 vs. 9 24 days of professional leave is granted to both classified and appointed personnel for purposes of professional development each fiscal year. Professional leave should be used to cover attendance at conferences, workshops, and seminars when it is of a professional nature and related to the Libraries’ and CCP’s activities. What about support for business travel? Professional Development and Travel Funds are available to the Libraries’ and CCP's classified and appointed personnel to support travel to, and participation in, various job-related conferences and meetings that are held in- and out-of-state. Policies regarding these funds are maintained by the Staff Governance Association and the Library Faculty Assembly. What about taking classes at the University of Arizona? The University offers a Qualified Tuition Reduction (QTR) Program for eligible active and officially retired employees, their spouses and qualified dependents. Eligible individuals may enroll in courses of study at reduced registration fees. The QTR is reciprocal among the three state universities and may be used for regular semesters (Spring and Fall) or summer sessions (Pre-Session/Summer I and Summer II), but does not apply to Winter Session. The University encourages employees to attend classes which may help improve job performance and may be able to provide flexible work schedules and release time. Full release time is given when the Libraries and CCP require an employee to attend a class. If the class will DIRECTLY benefit the Libraries or CCP by improving job performance or is part of a degree granting program, which will lead to subject knowledge and/or specialization of value to the Libraries or CCP, release time shall be one hour per week. Release time shall be granted only for classes scheduled during the normal working hours of employee. The taking of classes is not a right; it is a privilege which can only be allowed if scheduling permits. (Please note: in this instance Release Time means time which you DO NOT have to make up.) Work loads, scheduling and the work of the team will guide the decision to approve release time. In all other circumstances, the employee is expected to make up the time taken for classes. Compensation Principles and Guidelines 1. Market or base salaries of librarians are based on rank, not length of service. 2. Target librarian salaries will be the average salaries for a given rank at our peer institutions. 3. Merit money is allocated through Career Progression, as recognition of individual learning that adds exceptional value to the organization through regular employee demonstrations of increased depth, breadth and commitment in the application of knowledge and skill. 4. Reclassification of positions is appropriate as part of a larger team reorganization involving the restructuring of job duties across the team membership. Increased base pay for individuals, in the absence of any team-wide restructuring of roles, should be sought through career progression. 5. Temporary employment undermines team and affirmative hiring practices, and should be undertaken only when simultaneously recruiting for and selecting a permanent employee. 3/8/2016 vs. 10 Policies Referenced in the FAQ Work Schedules (Core Hours) See Classified Staff policy # 309.0 and UHAP policy # 2.06.03 Each team should have Core Hours, hours during which the majority of their customers would expect them to be available for service. Team Core Hours specify the latest acceptable starting time and earliest acceptable departure time. Exceptions from the core hours schedule will be negotiated with your functional and/or work teams and obtain teams/team leaders approval. A team leader may designate core hours for groups or individuals different from the team’s Core Hours. Schedule: The work schedule will be agreed upon by the team/team leader and include hours during which primary work can be accomplished. An FTE employee will work 80 hours minimum within each pay period. In no event, is an average full-time employee workweek less than forty hours. Flexible work schedule: A Flexible Work Schedule may be used for the following types of activities, for example: need to accommodate car pools, childcare, or other family arrangements, scheduled service desk duties, exhibit set-up, search committee meetings, cross-functional team work, and faculty meetings that take place during a team’s non-core work hours. Adjustments will be made within a pay period and agreed upon by team/team leader ahead of time. This would mean that staff cannot accumulate and carryover hours beyond the pay period and apply hours to vacation. Alternate Work Schedule: Variation within the work schedule either requested by the employee or the work team should be scheduled ahead of time and negotiated with the team/team leader. Employees whose normal work day exceeds 8 hours within an 80 hour pay period, (for instance, 8 ten-hour days) may only be paid 8 hours per holiday and additional leave hours will be applied to vacation and/or compensatory time if non exempt staff. Paid Leave Policies Vacation: The University grants appointed personnel 22 days of vacation per year. Accrual of vacation time will begin at time of hire and vacation will be accrued at the rate of 6.77 hours per pay period. All vacation taken must be accrued prior to using it. Classified Staff in their first 2 years of continuous service with the University accrue vacation at the rate of 3.38 hrs per pay period for a total of 11 days per year. During the 3rd and 4th year of continuous service they accrue 4.92 hours per pay period for a total of 16 days. In their 5th year and thereafter of continuous service they accrue 6.77 hrs per pay period for a total of 22 days. During the initial probationary period (6 months), classified staff accrue vacation from date of hire, but may not take vacation until successfully completing probation. Approval and Use of Accrued Vacation Leave: Use of vacation must be approved in advance by the team leader (or dean, in the case of team leaders), and must be taken at times deemed appropriate by the Libraries and CCP. All staff and appointed personnel are encouraged to take accrued vacation at regular, personally beneficial 3/8/2016 vs. 11 intervals, and to not accrue so much vacation that they are forced to take it or lose it. The maximum allowable carry-forward into the next "anniversary year" is 1.5 x your yearly accrual rate (based on anniversary date, years of service, and full time employees). Individuals should plan their vacation with their teams/team leaders, taking into account, for example: team projects and priorities, peak work periods for all customer services provided by the team, the need for fill-in-behind for vacant positions or colleagues on Family Medical Leave, the impact on other members of the team and the strategic work of the teams to which the employee is assigned. Approval for vacation should also take into account the available sick leave balance, so that the person does not move into a leave without pay status. Vacation is earned and the employee has a right to take vacation as approved by the team/team leader. Unapproved or unplanned vacation can not be taken in order to avoid losing vacation hours. A team leader who recognizes that work performance is suffering because of extensive sick or vacation leave should begin coaching and providing the employee with constructive feedback about the impact of missing work on work performance. After coaching has begun, the team leader can deny approval for vacation, sick leave, or leave without pay, if the employee's performance is suffering owing to extensive absences. Sick Leave: The purpose of sick leave is to provide a continuation of salary or wages to eligible employees whose absences from work meet the requirements of the University of Arizona sick leave policy. Sick leave is a privilege and not an earned right. Employee Illness/Injury: Eligible employees may be granted sick leave when they are unable to perform duties because of 1) illness, injury, pregnancy, childbirth, or related medical conditions or 2) when absent for the purpose of obtaining health-related services not available outside of regular working hours. Serious Illness within an Employee's Immediate Family, Established Household or In Primary Care Situations: An eligible employee may be granted sick leave when absence is the result of serious illness or communicable disease within the employee's immediate family, established household, or in situations which place primary responsibility for care on the employee. For purposes of sick leave usage for an absence not covered under Family and Medical Leave, serious illness means that the employee's presence is required temporarily until other arrangements can be made to provide essential care to a family member who resides at the employee's residence and who is under the care of a physician. An eligible employee may use sick leave upon death of family members who are not covered under University of Arizona Classified Staff HR Policy 208, Administrative Leave With Pay, #5, or Section 8.02.02 (appointed personnel) Bereavement. Employees may use up to three (3) days of accrued sick leave for this purpose and two (2) additional days to attend or arrange funeral services out-of-state. 3/8/2016 vs. 12 A Probationary Regular Classified Staff employee is eligible for sick leave during the initial probationary period under the following conditions: Sick leave is limited to the amount the employee has earned and shall be recovered from the final paycheck if the employee terminates prior to completion of the probationary period. In general, if a team member calls in sick because of their own or a family member’s illness during core hours or for a scheduled work period (i.e. weekend or night service desk hours), they will use sick leave for this time. Occasionally this time may be made up within seven (7) days (by workweek for non-exempt staff), with team leader approval. If a team member has planned individual or family medical appointments, time is to be made up that same day, unless otherwise approved by the Team Leader. Vacation can not automatically be used for sick leave when sick leave is exhausted. Non-exempt employees will need to make up time within the workweek and exempt employees within the pay period. Professional Leave: Professional leave is granted to both classified staff and appointed personnel for the purpose of professional development and is limited to 24 days of professional leave per fiscal year (FY). Those hired after July 1 will receive a pro-rated number of days @ two (2) per month remaining in the fiscal year. Professional leave will be used to cover attendance at conferences, workshops and institutes when they are of a professional nature and related to library activities. Librarians may request such leave for purposes of research or writing in preparation for a conference or publication of a professional paper or book. Consulting activities can also be considered for professional leave. All professional leave must be planned with the team and approved by the team leader in advance of the leave by submitting a Request Form. The request forms are in the process of being revised; please check with the team’s administrative assistant or accountant for the current form and procedure. Approved leave forms that do not require funding will be sent to the team's designated "leave" tracker. All employees taking professional leave will fill out and submit an exception slip, according to the team’s agreed upon process. 3/8/2016 vs. 13 Web Sites for More Information Find out more about the University of Arizona at: http://www.arizona.edu/. The University of Arizona Libraries and Center for Creative Photography homepage is at: http://www.library.arizona.edu/. You can find information about the Libraries and the Center for Creative Photography and each team's web site at the Libraries’ internal website: http://intranet.library.arizona.edu/ or http://dizzy.library.arizona.edu/library/teams/teams.html (some teams are still in transition during 2005/2006). For more information on the University of Arizona Libraries and Center for Creative Photography Work Related Employment Policies and Procedures, go to: http://intranet.library.arizona.edu/teams/partners/hr/documents/employmentpolicies-061703.doc. The University of Arizona Libraries and Center for Creative Photography’s Human Resources and Organizational Effectiveness Team’s web site is at: http://intranet.library.arizona.edu/teams/partners/hr/. The University of Arizona’s central Human Resources web site is at: http://www.hr.arizona.edu/. 3/8/2016 vs. 14