Questions asked by YOU

1) There seems to be a few 'new' areas/communities in the new org structure. Does this mean there will be new positions created?

- It is expected that a few new positions may be created. That is, using the existing budget, positions will be created for specific reasons.  For instance, if it is learned that the work has changed dramatically over the last few years and there needs to be a recalibration of the skills and experience required, or because the work will change significantly due to the integration with GPS.  These positions will be posted and people will have the chance to apply.  It is not known how many of these positions will be created yet, but everyone will be notified once that information is available. More work and consultation is required to identify roles/skills/knowledge that will meet emerging needs or address fundamental changes in our business. 

2) Is there budget for new hires? If so, will these jobs be posted or will existing staff (current ES and/or newly integrated Grad Studies) be slotted into these roles?

- There is no new budget at all. If anything, the budget will be cut after May 1^st via natural attrition (i.e.: if people leave the university for reasons like retirement). Fifty percent of the budget associated with those vacated positions will be removed from the budget over the next few years (after May 1, 2012).

3) With the implementation of succession planning/re-org and creation of "communities," this means current staff will be taking on new roles, acquiring new knowledge and expectations and responsibilities will be increased for individuals. Does this imply that position descriptions will be modified and/or possible levels augmented?

- In many cases, existing jobs will change slightly and people will receive cross-training for some new responsibilities. In these cases, new jobs will not be created. It is expected that this will be true for the majority of this transition.  HR is being consulted with regards to this transition and they will review all changes to tell us whether an adjustment to the level or salary is necessary. People will not be asked to apply for their own jobs. 

4) Does this also imply possible salary increases?

Cross-training will occur within all new teams because of the awareness that people are doing essentially the same tasks, but in different units, perhaps with slightly different content (i.e.: admissions records update in one area, student records update in another).   If they are all in one unit, they can help each other. The jobs will essentially remain the same.

5) With the creation of communities (and increase in staff) - does this mean the physical space distribution changes?

- Space: that’s one of the major next steps. Romesh Vadivel and Andrea Emrick will be working on a space plan. The goal is to locate people with their new teams.  That will likely require some juggling and it is not known yet what the outcome will be. Romesh and Andrea will consult with people about each team’s needs when doing this.

- All permanent employees in ES and GPS will have a job at the end of this transition.  This transition is not designed to cut permanent staff at all. The goal is to build capacity and share the workload.

It might be a good idea to offer a series of 15 minute mini-presentations about what each area does. Or perhaps there are other ways to share that information with each other.  One suggestion from the breakfasts was to have a very detailed org chart with specific functions in each area. Another is to create opportunities for job-shadowing outside one's unit - even if only for 2 or 3 days.  Another person suggested being explicit about the goals for these types of learning activities (e.g. at a personal level, what one expects to gain from the experience). These could include a spectrum of possible outcomes, including: a) develop a general awareness of the area, b) understand how the work of that area complements (or conflicts with)  the work of one's own unit, c) learn how to do the work in the other area. It's all food for thought right now.

11) Did anyone receive a salary increase or level change for this reorg?

There has been no salary increase or level change for anyone as a result of this re-org. 

12) Were the new “Director” positions all assigned based on experience, knowledge, previous work in the field?  

13) Were any new positions added that did not have to go through job posting / interviews?

All Directors/Assistant/Associate Registrars were assigned new additional duties (change to position description) and one new role was created:

1. Associate Registrar (assigned Recruitment and Communications; Welcome Centre, Chief Invigilation role and involvement Open House were already part of her portfolio; Chief invigilation involvement to transition to coaching and support of new lead; AR becomes back up);
2. Service Point director: Assigned full responsibility for exchange and study away
3. Director of Recruitment: Assigned graduate admissions (recruitment reassigned to another Director as noted)
4. Assistant Registrar assigned Scheduling (Exam and Class; Systems team)
5. Project Management position – Project management role performed throughout ES at the Director level formalized: Incumbent appointed due to responsibilities for project management in previous portfolios and due to holding PMP credential to perform this role.
6. Assistant Registrar – Added graduate and postdoctoral records, registration, postdoctoral, and research trainee record management (and other) responsibilities

14) If job titles or descriptions are modified, will people have to reapply for a job?

15) Where will there be physical moves / relocation of staff?

Yes, there will be physical moves involved in the reorganization. Romesh Vadivel and Andrea Emrick will consult with teams about their needs as they prepare the move plan.

A new position will be one that addresses emerging needs in ES, whether due to changes in how we do work (new technologies, automation,  because our clients’ expectations have changed or because the analysis of our integrated work leads to the identification of a skill/knowledge/expertise/experience gap.  There may be other reasons to create a new position.  Since there is no new budget for this transition (not unreasonable given the current economic challenges), the creation of new positions will be managed carefully.  It is too early to provide examples of new positions. More analysis is necessary. A commitment to providing job descriptions has been made for June (the next Service Roundtable).

We have been providing information in a clear and forthright manner and will continue to do so. Please view the project website for phases 1 and 2 that share a great deal of information. Phase 1 information will give you a complete sense of all the details that were shared during that phase. We began posting Phase 2 information in February. Any posted positions will include job classifications and job titles. HR will be consulted with with regards to what the standard is for the detail of information that is normally included in a published org chart. You will be informed of the answer once consultation with HR has taken place. 

Timeframe:  The organizational transition will occur on July 9^th. Some of the moves will likely occur later. Romesh Vadivel and Andrea Emrick are creating a plan and will consult with teams about their needs, including timing.

Any one of these outcomes is possible.  For any vacant positions, descriptions will be reviewed and possibly revised (as is often done presently).