Leader titles include Manager, Assistant Director, Associate Director, Director, Executive Director and above. Supervising employees does not by itself place a position in a leader title. Placement depends on the overall work of the position, not only on supervision. Some individual contributor positions also formally supervise employees but are not in leader titles.

For leader titles, the level is based on the position’s full span of control: all permanent employees in its reporting line, not only its direct reports. For example, if you supervise one employee who supervises two others, your position’s span of control is 3.0 FTE. A leader position must supervise 2.0 FTE or more to be placed at Level II.

When counting FTEs:

• Permanent employees in the reporting line count. The total FTE is what counts, so a person could be supervising two half-time permanent employees plus one full-time employee and would meet the 2.0 FTE threshold.
• Reporting relationships should be on a permanent basis, not simply a temporary reporting structure that will be changed.
• Dotted-line reports do not count.
• Temporary employees, students and graduate students usually do not count. HR may consider exceptions on review.

For non-supervisory positions, the level depends on the work the position performs. Level II positions have more complex work or a broader scope of responsibility than Level I positions in the same job family and Level III roles have more complex work and broader scope of responsibility than Level II roles. The level reflects the requirements of the position, not the qualifications, performance or years of service of the person in it.

It depends on how the minimum qualifications are written.

• When a degree is required, such as a Master’s degree, the person must have that degree. Experience cannot replace it.
• When a degree is not required, the qualifications will say requirements may be met through a combination of work experience and education. For example: “Requires a high school diploma (or equivalent) and four years of relevant experience. Requirements may be met through a combination of work experience and education.” In these cases, relevant education can count toward the experience requirement.
• In all cases, education or experience beyond the minimum requirements may be considered if the hiring manager determines it is relevant to the position.

Yes. During the compensation study implementation, current employees will move to their new titles even if they don’t meet the minimum education or experience requirements, because they are already performing the work of the position. This applies to the employee’s current position. If the employee later applies for a different position, they will need to meet that position’s minimum qualifications.

Placements were based on the position descriptions on file for each position. When two employees doing similar work were placed differently, it is often because their position descriptions describe the work differently.

There is no appeals process at this time, so placements cannot be changed before employees are notified. Starting in April, HR will accept updated position descriptions for review. Supervisors are encouraged to use the time before then to review their employees’ position descriptions and prepare updates that accurately reflect the work being performed.

The new Staff Job Architecture organizes positions by the type and level of work performed, so similar work has the same title and pay range across the university. Over time, many titles came to be used differently from one department to the next. As part of the review, some of these were combined into a smaller set of consistent titles. Assistant Scientist was one of them. Positions that mainly carry out research activities in support of faculty research, in the lab, greenhouse or field, are now aligned to the Research Technician series. This series is benchmarked against similar roles at peer institutions, which lets us compare pay to the market fairly.

Talking points for supervisors may include:

• What hasn’t changed – their work and expertise is important and remains the same. No one will receive a pay decrease as a result of a title change.
• The reasoning – consistent titles make comparisons fair across departments.
• Acknowledgement of how it feels – titles carry meaning, and it’s reasonable for someone to feel this change. Listen before explaining.
• Options – explain the position description review process if the current position description does not accurately describe their role.

The new Staff Job Architecture is built around the work employees actually perform, not around existing job titles. Because of that, some current titles weren’t carried forward. The study gave us a chance to create new titles that better describe the work being done across the university. Every staff position has a place in the new job architecture, even if its current title doesn’t appear in the database. Each employee’s position has been mapped to a future-state title that reflects their current work. Employees will receive notifications with their future-state title on November 18.

If an employee's business title defaulted to the new university title and a different business title better describes their role, the unit can request a change. Follow the steps in the Business Title job aid.

Pay ranges in the new job architecture are set by market data for each role, not by where a position sits in the reporting structure. Some roles, especially specialized or technical ones, have higher market value than the roles that supervise them, so an employee’s range can sometimes be higher than their supervisor’s. That reflects the market for the work. It doesn’t mean either position is classified incorrectly. No immediate adjustments are expected as part of this rollout. Opportunities to make adjustments will become available in spring 2027, and more details will be shared as that time approaches.

Yes. Following Phase I implementation, HR will move to a quarterly process for reviewing position description changes. Any changes that are made to a position description may be submitted for review beginning in April 2027.

KAPE is now KSU Local 6400. The university and KSU Local 6400 are in active negotiations regarding wages. More information will be shared once negotiations are final. Until then, no changes to positions covered by Local 6400 are being made as part of the staff compensation study rollout.

While building the job architecture, COE identified gaps across several job families and worked with subject-matter experts across the university to develop the appropriate titles. Some titles were added during that process, and the same approach will continue.

In the Assistant Vice President example, COE would look at whether the role's scope and responsibilities match an AVP title at peer institutions, or whether an existing title, such as a senior director level, already covers the work. If an AVP title is the right fit and none exists in that subfamily, one can be added.

There is no appeal process for placements. Each position was placed based on the position description (PD) on file at the time of the study, so placements reflect the work as it was documented. If an employee thinks their PD no longer reflects the work they do, they should talk with their supervisor about updating it. Updated PDs can be submitted in April 2027, and the position will be reviewed then based on the revised description. Results from the quarterly reviews follow an established schedule with effective dates toward the end of each quarterly cycle.

Following the implementation of Phase I, HR will move to a quarterly process for reviewing position description changes and reclassification requests. Requests may be submitted for review beginning in April 2027.

Reclassification requests on hold were not set aside. The updated position description (PD) submitted with each request was used to place the position in the new job architecture. Each employee will be placed in the job title that fits the work described in their updated PD, and the PD will be approved as part of the compensation study implementation. No new reclassification request is needed.

Time-sensitive situations like this one are handled case by case. Supervisors should contact their unit’s HR manager as soon as possible to talk through the situation and decide on next steps. Depending on the circumstances, that may include asking the HR COE to review the case.

The Fair Labor Standards Act (FLSA) is the federal law that guides which positions are eligible for overtime pay (non-exempt) and which are not (exempt). FLSA status is based on the position and the position duties, not the person. Under federal rules, an exempt position generally has to pass three tests:

• Salary basis: The employee is paid a set salary that doesn't change based on hours worked.
• Salary level: The salary is at least $684 per week ($35,568 per year), the current federal minimum.
• Duties: The main duties fit an exemption category. Supervising other employees is one way to meet the duties test, but it isn’t the only way. Positions can be exempt under different categories such as executive (managing a unit and supervising staff), administrative (office work that involves independent judgment on significant matters) or professional (work that requires advanced knowledge, usually gained through specialized education).

As part of the new Staff Job Architecture, COE reviewed the typical duties and pay range of each title against these tests. Each title was then given one FLSA status, so employees doing the same kind of work are treated consistently across the university.

Supervisors and employees don’t need to take any action to start the change. Changes between hourly and salaried status take effect on December 6. The updates may take several days to show up in the time and leave system. More information will be shared with affected employees and their supervisors closer to the implementation date.

Part-time employees fall under the same FLSA rules as full-time employees. To be exempt, a position must meet all three FLSA tests: salary basis, salary level, and duties.

The salary level test is where part-time status matters most. The federal minimum of $684 per week is not prorated for part-time hours. A part-time employee in an exempt title is exempt only if they’re paid on a salary basis and still earn at least $684 per week. If their pay falls below that amount, they’ll be nonexempt and paid hourly, even if their title is exempt.

No. FLSA status is set for each job title based on federal requirements and the duties of the role, and it’s applied the same way to every position with that title. Supervisors can’t dispute changes, and employees can’t choose to stay nonexempt.

If a supervisor thinks a position’s duties aren’t described accurately, they can work with the employee and their HR manager to update the position description (PD) for submission in April 2027, when the position can be reviewed again.

Yes. On November 13, supervisors will receive a list of the employees in their reporting structure. That gives supervisors time to review changes affecting their teams before employees receive their notifications on November 18, and to prepare for questions.

Unit leaders received information on employees’ past overtime so they’re aware of how the change may affect people. However, overtime history was not a factor in deciding whether a position is exempt or non-exempt. FLSA status is based only on the duties of the role and federal requirements.

We understand this change may affect total earnings for some employees who have regularly worked overtime. Supervisors with concerns about a specific employee should talk with their unit’s HR manager.

Descriptions of each Compensation Study Initiative Phase and where we are in the implementation timeline are on our initiative page.

Compensable factors are job-related qualifications and contributions (e.g., relevant experience, skills, education, performance, etc.) that determine where an employee's pay should fall within their pay range. The range itself is set by the job's duties and market data. Compensable factors decide placement within that range, so two people in the same title may be paid differently based on what they bring to the role.

Yes. The same factors are used when setting starting pay for new hires, so new employees are placed consistently with current employees.

New hires are placed within the new pay ranges with guidance from HR. COE is developing a pay placement tool using compensable factors that HR managers will use to advise hiring managers on an appropriate starting pay within the range. The tool will help keep starting pay consistent and fair across units, and aligned with the pay of current employees in similar roles.

K-State will keep recruiting under the current structure through December 5. During this window, positions are posted under the current structure, and the new hire's start date determines whether the current or new structure applies.

When COE approves a position description for recruitment, it will add the job's future-state title and range to the PageUp notes. This information appears only in the PageUp notes. The posted job keeps its current title until December 6.

It is expected that units will make offers that meet at least the minimum of the new pay range for the title that will be in effect on 12/6.

Offers should be planned around the start date: candidates starting on or after December 6 are hired under the new title and range.

Market rates were set by matching each job title in the new architecture to similar roles in salary survey data. The primary source was CUPA-HR (College and University Professional Association for Human Resources) data from a set of established comparator institutions. For roles that are also common outside higher education, the data was supplemented with industry data from verified third-party sources.

The detailed market data will not be shared as it comes from licensed salary surveys whose terms of use limit how it can be shared. Market comparisons are based on base pay only and do not include benefits or other forms of compensation.

Yes. Where it applied, positions were matched to data for the local labor market where the work is performed.

Some roles are still hard to fill in certain locations. In those cases, hiring may need a special approach, such as targeting a specific point within the pay range. Supervisors hiring for hard-to-fill roles should work with their unit’s HR manager to decide on the best approach.

K-State’s new ranges are based on market data for each role from our established comparator institutions and relevant industry sources. They were not set by comparing them to State of Kansas positions or other Kansas institutions. Each institution sets its own market comparisons, so ranges for similar roles may differ across employers based on the market data each one uses.

Not necessarily. People stay with an employer for many reasons, such as their commitment to the university’s mission, benefits, work-life balance, relationships with colleagues, or ties to the community. Low turnover shows that employees value working at K-State, but it doesn’t mean they are paid a market-competitive rate.

The compensation study measures pay against the market for each role. The goal is to make sure employees are paid competitively for their work, not to wait until people start leaving.

The Budget Transformation is intended to provide resources to support the compensation study long-term. Read more about K-State’s Budget Transformation project.

Every supervisor will receive a list, not just directors and VPs. On November 13, each supervisor will receive a list of everyone who reports up to them, including both their direct reports and the employees who report to those people. Employees will receive their own placement notifications on November 18.

HR COE prepares each employee's memo and shares with unit HR Managers. HR managers then work with their unit's administration and HR Liaisons to deliver the memos to employees. This means your notice will come to you through your college, department or unit, not directly from Central HR.

Delivery depends on how each employee works. Employees who mainly work on a computer may receive their memo by email. Employees who don't regularly work on a computer may receive a hand-delivered paper memo. Your unit will choose the method that works best for its staff.

Yes. Phase 1 doesn’t affect every unit the same way. How much a college or unit is affected depends on the types of positions it has and how current pay for those roles compares to the market. Some units will see more changes than others.

Yes, HR liaisons can still view and search records in HRIS during the freeze. However, no position changes should be made until the freeze ends. Funding tables will still be available.

We recommend that supervisors start by reviewing the information on the HR Position Descriptions page.

If a supervisor can’t see their direct reports’ position descriptions (PDs) in PageUp, they should contact their HR manager about access. Supervisors who are missing PDs or need help with them should also work with their HR manager or liaison.

K-State supports continuous learning, but there’s no universitywide program for trades courses taken during work time. Whether an employee can attend a course during work hours depends on an agreement with their supervisor and department head.

The Employee Tuition Assistance program covers only courses taken through K-State, so it doesn’t apply to courses at technical colleges or other outside providers. Under the Training and Development policy (PPM 4880), departments may support approved training and development activities with paid time or by covering associated fees. If a trades course supports the employee’s work, supervisors can talk with their department head and HR manager about what support is possible.