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In-Range Progression (IRP) |
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DATE: June 27, 2005 TO: Department Chair College Dean Human Resources, Cal Poly Pomona FROM: Sarah Successful Administrative Support Coordinator II Department RE: Request for In-Range Progression Review Attached please find the Request for the In-Range Progression Salary Increase and my position description for your review. Attachments: Justification for In-Range Progression Position Description |
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This is a sample memo to submit the IRP |
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This is an actual sample of an approved IRP |
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EXAMPLE OF SUCCESSFUL IN-RANGE PROGRESSION SALARY INCREASE SARAH SUCCESSFUL June 2005 Since being hired in the Department of ___(Name)_____, my duties have not only increased but the scope and level of responsibilities within those duties make it imperative that those duties are carried out in a timely fashion. The impact of my making a mistake would not only cost the department and the college in money but also could delay in the program completion for the students. Listed below is the justification for the in-range progression: Faculty: Full-Time, FERPs and Part-Time Full-Time and FERP: When I started with the department, there were 12 full-time faculty and 4 FERPs, since that time the faculty have increased and with this coming year the faculty will increase from 14 to 17 and 5 FERPs. One of the retired faculty members runs the “Summer in Greece” for the department. I am responsible for making sure that the students who are enrolled in the program are registered in their topic studios and the “Special Topics”. Those classes are usually taken by students who wish to complete their program in a timely manner and that they receive credit for the “Special Topics”, since those are classes are not listed as professional electives on their “Grad Check” by the evaluators. Part-time Faculty: The number of part-time faculty teaching for the department is highest in the Fall quarter with the number taping down in the Spring quarter. The number vary from 10 to 15 part-time faculty, these individuals are professionals in their field with most of them having their own firms and/or studios. These individuals expect and receive professional assistance, which including instructing them on the use of Bronco Direct. Faculty Searches Every year since I have been in the department, we have had faculty searches. This past year has resulted in the hiring of 3 new tenure-tracked faculty. After the first year, I realized the importance of having a tracking system on the applicants, this was important for any contact with the applicants. I also developed an alumni mailing listing so when announcements of faculty openings was sent out the alumni were contacted for recommendations and/or they could apply for the faculty position(s). This increased the number of applications and made the applicant pool more diverse. This was implemented so that the diversity of the applicant pool included more minorities and women who were considered for the positions. In the first year, the applicant was small, but in the years since contact with the alumni has increased the pool past 50 applicants. I made sure that all deadlines have been met, i.e. advertising deadlines, university deadlines and which included notification of applicants who did not meet the hiring criteria. I have the responsibility that the applicants who will be interviewed have made travel arrangements (for those outside the LA area) and that lodging accommodations are made. Travel reimbursements are made in a timely manner (this in itself speaks to the professionalism of the university college and department). When the interview process has been completed and positions are offered and accepted, I am responsible for the Diversity Compliance Report is completed and that the application material is forwarded to the Dean’s office, they in turn forward it to the Faculty Affairs Office for the contact to be mailed to the successful candidate(s). Bronco Direct I am responsible for instructing the departmental faculty on the use of Bronco Direct. I will have a faculty member in the office, either using one of the I-MACs or on my PC and will “walk” them through the process of getting their class rosters and how to complete their grades. At the most difficult end of the training spectrum is one where a faculty member has me “talking” them through the process on the phone. I have had to learn to communicate in the “jargon” of Bronco Direct so that they can understand the on-line process. I also instruct those faculty members who are listed as advisors, on how to use the advisor’s page of Bronco Direct. I will “walk” them through the review of the unofficial transcript of individual students (their advisees) and grade inquiry for said advisees. When a faculty member is trying to track the student’s academic career, either at Cal Poly or at the community college attended, I will assist the faculty member by pulling up transcripts using the STARR system. (NOTE: The STARRS system is another area of student records.) When a faculty member has not received their Bronco Direct number or password, it is then my responsibility that they receive a copy of their class roster. It is my responsibility to let them know the add/drop policy and instruct them on the use of “permission numbers” to override the enrollment cap. It is also my responsibility to inform them that there is a reason for the enrollment cap and the fire code for the lecture rooms. Accreditation The Department’s undergraduate program is a 5-year professional degree program. It receives its accreditation from the National Accreditation Board (NAB) based in New York. It is imperative that the Department maintains its professional accreditation so when students graduate they are considered to be professionals in the field. The Department has had one accreditation during the time that I have been in the department and another is will be coming up in 2006. It is important that all records/files are maintained for review by the Accreditation team. It is my responsibility to make sure that all records/files are readily available for review. Every year NAB requires a statistical report from the department for both the undergraduate and graduate programs. It is my responsibility to collect the data and incorporate it into the required format. For example, one item is how many undergraduate students graduated in the past year, how many graduate students, and the ethnic and gender data on the graduates. The same information is required for the faculty. Also, statistical information on the number of books and journals on subject is required, from both the main library and the Resource Library. This is the type of information collected and incorporated into the required format in order for the department to keep its professional accreditation. People Soft Currently, People Soft is the software that the CSU system is using for the scheduling of classes as well as the financial services. There are other areas that People Soft is used but I am responsible for only two areas of People Soft, the academic side (scheduling of classes, student records and the department’s budget). The scheduling of classes is very important to the department, as consideration must be given not only to the different years of the 5-year program, but also of the faculty’s schedule. Also, the undergraduate students but also by the graduate students do not only take a majority of the classes. I review any changes in the schedule for possible conflicts and if there is a conflict I research the effect it would have on students completing their program and graduating on time. Any changes to the schedule of classes have a potential for conflict within both the undergraduate and graduate programs, and the enrollment figures (FTES) not only for the department but also the College. I also provide faculty and students information on their final grad checks by use of People Soft. The faculty does not have access to this service so I made sure that I had access to this area for student advising. Students Although I do not advise students I do assist them when they are writing their General Academic Petition. It is important that the wording on the petitions is accurate and precise so the petitions can be approved. I am able to instruct the students on how to successfully petition transfer courses and which faculty member they must see in order to complete the academic petition process. Graduate Program The graduate program, like the undergraduate program, it is impacted; therefore the department receives more applications than there are openings in admissions. Usually, I am the first contact that a potential applicant has for the program. Since I am the first contact that a prospective student has, I must project a professionalism that would recruit that individual into applying for the program. The majority of first contact (via the telephone is 98%) is spoken with patience and a professional tone. Since facial expressions are not visible, it is very important that I influence the prospective student’s decision by responding to their questions, even if I have answered those same questions a 100 times already, in a manner that not only represents the Department but also Cal Poly Pomona. The application files are held in the department office, I am responsible for collecting and compiling all the information on each applicant. For example, this past application cycle, there were 119 applications for the 20 admission slots. I was responsible for not only compiling the application material but also contacting the applicants if their file was not complete. I would keep the applicants informed, either through electronic communication (e-mail) or by calling them. For example, one of the admissions requirements is a portfolio, if the applicant has not turned one into the department, their application cannot and will not be reviewed for admissions, I have taken the responsibility of contacting the applicants to find out if they have sent the portfolio to the University’s Admissions Office or if they had not sent one in. Another admissions requirement are letters of recommendation, if the applicant does not have letters in their file, a decision cannot be made. This only not impacts the applicant but also the Graduate Admissions Committee; if they see that the portfolio is outstanding but here are no letters they cannot determine the admissions status of the applicant. In order to tack the applicant’s admissions file, I developed a tracking system so at any given time, I would pull up the applicant’s admissions file to respond to any questions, either by the applicant or by the Graduate Coordinator, Department Chair or the Graduate Admissions Committee. It was very important that this information be readily available to all concerned over graduate admissions. Undergraduate Program The undergraduate program is also impacted and first contact is important not only for the department but for the university as well. Communication skills are vital when talking to parents of prospective students. It is imperative that I explain to them that the program is impacted and that competition is high for the few admission slots. The department has received any where from 1,100 applications to 1,550 for approximately 80-85 openings for first time freshmen. When a student is denied admissions, it is usually the parent(s) who calls (and at times, appears at the office) as why their child has not admitted. I have to handle these situations with diplomacy and sensitivity to the parent(s) and child. I will try to explain (and at times the parent/child does not wish to “hear” the explanation) that competition is exceptionally high and if the individual is unable to be admitted they may wish to consider another major. Transfer students are another matter altogether, as they want to be advised on what classes they will need to take at a community college. At times it is difficult to explain that classes are only transferable upon portfolio review. Some individuals have difficulty in comprehending this concept and my communication skills at times are sorely tested to clarify that concept. If I am unsuccessful in communicating to parents of prospective students, first time freshmen and transfer students, they would not hesitate to point out the unprofessionalism of the Department. I represent the Department and it is of high importance that all communication be clear, precise and accurate. Computer Skills In this position my computer skills have to be above the norm. The faculty in this department not only uses PCs but MACs as well. I have to be versatile in both platforms, the importance of having skills in both platforms are important in order for me to instruct and assist the faculty Bronco Direct. My skill level in Excel and Word has to be above proficiency because if the faculty were to have questions on either of those programs, they come to me for assistance. In development of the alumni list, I have had to increase my skill level with File Maker Pro; this is software that is used for mailing lists, travel claim reports, and requisitions. If there are changes made to those forms, I have to incorporate those changes into the database so that the forms meet the university’s criteria. Budget I am responsible for maintaining the department’s budget and Foundation accounts. The Department has 7 scholarship funds and the Annual Fund, I have the responsibility of tracking those funds and making sure when scholarships are awarded that the documentation is filed correctly with Foundation accounting. The Department has the state funds, Supplies & Services, Student assistants, Travel, both in-state and out-of-state funds. It is my responsibility to maintain the accuracy of those funds. I also maintain the funds from Extended University; these funds come from the department’s Special Session and from Extended University students who enroll in regular departmental courses. |