TO:Vice Chancellors, Deans, Chairs, Directors, and Other Unit Heads

FROM:

RE:Updated Personnel Documents, Organizational Charts, Evaluations,

Position Descriptions, Resumes, etc.

DATE:

The Human Resources department constantly receives request from outside agencies, University administration and others for various HR information. For instance, we have had federal agencies requesting that we submit an organization chart as part of an investigation, certification or etc. The requested information is vital to decision making for and about the University. A computer system that is available to us at Southern is Vquask atvsquask.subr.edu/jobs/default.aspx. It is used primarily to capture, maintain and store data to be used when necessary. This system was created to assist us in the collection and maintenance of data during the re-certification of SACS. Since the system is available to us and this information is so vital we are requesting that we return to this data collection system. There are currently four important pieces of information that you and HR need to have access to at all times. They are as follows:

Organization Charts for each Department.
All unclassified positions descriptions (non-academic).
Exemption Status Forms
Written performance evaluations for all employees; this should include the PPR process for classified employees (Due July each year).
Resumes (Unclassified and Faculty)

Part I – Organization Charts

An organizational chart is a hierarchal representation that defines the structure of an organization in terms of rank. The organizational chart generally plots the relationships between staff, showing directors, managers and other employees. An organizational chart is a graphic representation that only shows formal relationships, lines of authority and responsibility.

This is the most important piece of information to be maintained. All the other data supports this document. An organization chart is required for each department and must contain every position and every employee.In an effort to keep the organizations charts consistent and to assist in developing your chart we have placed an example below. This sample chart utilizesMicrosoft Excel.

Sample Organization Chart

Full instructions can be seen at

Part II – Position Descriptions (UNCLASSIFIED NON-ACADEMIC)

Position descriptions are the second part of the puzzle. They are an official written statement of a specific job. It describes the duties, responsibilities and requirements of the job. A template isprovided for on the vsquask site.

To assist with this task, the following may be of assistance for a better understanding the ADA requirement:

Part III – Exemption Status Form (EXCEPT FACULTY)

The next piece and equally as important is the “Exemption Status Form”. Employees have to fill out this form to determine if they are eligible for overtime pay. The forms are includedon the vsquask site.The Fair Labor Standards Act (FLSA) was enacted in 1938 and is under Federal Wage and Hour statutes. Determining overtime is one of the provisions of the Act. To determine overtime eligibility an employer must determine the exemption status of each position. There are two types of exemption under the FLSA. These are “non-exempt” and “exempt”. A non-exempt employee is paid for all overtime hours worked. Overtime is typically defined as any time worked over 40 hours in a workweek.

An exempt employee is not paid for overtime hours worked. There are three categories under which an employee may be considered exempt. They are administrative, executive, and professional. These categories generally define an exempt employee as one who customarily and regularly exercises discretion and independent judgement in the performance of his/her duties. Exempt employees must pass a Salary Basis Test, i.e., they must be compensated at a minimum salary that is at least $455/week.

The Department of Labor Wage and Hour Division (WHD), Fact Sheet #17A: Exemption for Executive, Administrative, Professional, Computer & Outside Sales Employees under the Fair Labor Standards Act (FLSA) offers the following definition of exempt positions (in all categories, employee must be compensated on a salary basis (as defined in the regulations) at a rate not less than $455 per week:

Executive Exemption: To qualify for the executive employee exemption, all of the following tests must be met:

The employee’s primary duty must be managing the enterprise, or managing a customarily recognized department or subdivision of the enterprise;
The employee must customarily and regularly direct the work of at least two or more other full-time employees or their equivalent; and
The employee must have the authority to hire or fire other employees, or the employee’s suggestions and recommendations as to the hiring, firing, advancement, promotion or any other change of status of other employees must be given particular weight.

Administrative Exemptions: To qualify for the administrative employee exemption, all of the following tests must be met:

The employee’s primary duty must be the performance of office or non-manual work directly related to the management or general business operations of the employer or the employer’s customers; and
The employee’s primary duty includes the exercise of discretion and independent judgment with respect to matters of significance.

Professional Exemption:To qualify for the learned professional employee exemption, all of the following tests must be met:

The employee’s primary duty must be the performance of work requiring advanced knowledge, defined as work which is predominantly intellectual in character and which includes work requiring the consistent exercise of discretion and judgment;
The advanced knowledge must be in a field of science or learning; and
The advanced knowledge must be customarily acquired by a prolonged course of specialized intellectual instruction.

To qualify for the creative professional employee exemption, all of the following tests must be met:

The employee’s primary duty must be the performance of work requiring invention, imagination, originality or talent in a recognized field of artistic or creative endeavor.

Computer Employee Exemption

To qualify for the computer employee exemption, the following tests must be met:

The employee must be employed as a computer systems analyst, computer programmer, software engineer or other similarly skilled worker in the computer field performing the duties described below;
The employee’s primary duty must consist of:

1)The application of systems analysis techniques and procedures, including consulting with users, to determine hardware, software or system functional specifications;

2)The design, development, documentation, analysis, creation, testing or modification of computer systems or programs, including prototypes, based on and related to user or system design specifications;

3)The design, documentation, testing, creation or modification of computer programs related to machine operating systems; or

4)A combination of the aforementioned duties, the performance of which requires the same level of skills.

The below Visio flow chart help explain the process visually:

Part IV – Performance Evaluations (DUE JULY EACH YEAR)

By Civil Service Rule, a Performance Evaluation must be completed for all classified employees annually, which is the result of a prior year planning session. Go to and type PES in the search box in the top left corner to get forms and other information.

Non-academic unclassified employees should be evaluated annually. The forms to complete this task can be found on the vquask site.

This information is vital. Most of it should already be in your office files and, thus its submission should be easy to accomplish. Please submit:

1)Organization Charts

2)Job Descriptions

3)Exemptions status forms

4)Performance Evaluations

If you require additional information or have questions, please contact the Human Resources Department at 771-0040. Thank you for your immediate attention and timely response by the indicated deadline.

LAP/ss