Q: Is the Club Management structure changing?

A: Yes. The club management structure in all clubs will realign to the work groups. 

Q: How do you pick what assistant manager should transition to what new role?

A: Here are a few things to keep in mind:

• The associates you have currently serving as Fresh Managers will remain as Fresh Managers. They will not be moved to a different area of the club. This is an important area of our business and we want to develop experts that know the ins and outs of all things Fresh.
• All other Assistant Manager positions (Two Merchandise/Compliance Managers and Two Member/Specialty Services) will transition as outlined in the New Structure and Job Codes section in the toolkit. 

Q: How do you pick what assistant manager should transition to what new role?

A: Here are a few things to keep in mind:

• The associates you have currently serving as Fresh Managers will remain as Fresh Managers. They will not be moved to a different area of the club. This is an important area of our business and we want to develop experts that know the ins and outs of all things Fresh.
• All other Assistant Manager positions (Two Merchandise/Compliance Managers and Two Member/Specialty Services) will transition as outlined in the New Structure and Job Codes section in the toolkit

Q: What job code changes are happening for hourly associates?

• A: Based on the current job code our associates are in today, they will be placed into a work group and many will have a new job code. For the full transition chart, click here.
• We are streamlining the amount of hourly job codes in the Member Services and Merchandise Services work groups. This will empower associates to work in more areas of the club to help create an even better member experience. Associates will transition to a new job code with no negative impact to pay.
• All job codes in Fresh Services and a majority of job codes in Specialty Services will remain as they currently are. We reduced job codes in Fresh last year, so these associates are already positioned to work across their work group. The positions in Specialty Services are very specialized so most associates in this work group will not be required to work in other areas of the club. 

Q: How do you decide who will report to who in the new organizational structure?

A: After you, as a Club Manager, finalizes block schedule for full-time associates, you’ll need to begin assigning associates to the manager they will report to, going forward. Club Managers should do this by reviewing the total number of associates in the AM and PM blocks and then dividing associates equally between the Team Leads. For example, if you have 10 Merchandising Associates in the AM block and two Merchandise Leads in the AM block, each Team Lead would be assigned five (5) associates to report to them. The AM Team Lead will report to the AM Assistant Manager and the PM Team Lead will report to the PM Assistant Manager.

After you’ve finalized which associates will report to which Team Lead or Manager, the new manager must make this change in Workday. Here are key things to know about this:

• Important Reminder: No changes can be made in Workday between May 13 and May 25.
• Once the mass moves are complete on May 25, these changes can be made in Workday.
• The new manager must make the change.
• If an associate is on leave, the change can’t be done in Workday until they return.
• Click here for step-by-step directions on how to assign an associate to a new manager in Workday.  
   

Q: How will the job code movement happen?

A: The Club Support team will automatically make all job code changes in Workday, but you must still present the job description for review and TENs form, if your state requires. In order for the mass move to occur successfully, no additional Workday changes can occur Monday, May 13 – Saturday, May 25.

•  Please ensure your entire team understands not to create any actions.  The system will not stop you from creating the actions; however, the actions should not be completed, as the actions will cause issues on launch day. 
• If a manager change needs to occur this will have to be completed at the club level after the lockout period.

Q: Will associates in moving to a new job code have a new job description?

A: Yes. Associates transitioning to a new job code will have a new job description that outlines new expectations and tasks. The hourly job descriptions are available in this toolkit. The new management job descriptions will be available in a few weeks for the chain-wide rollout.

Q: Do associates have to sign the new job description?

A: Yes. Associates will need to sign their new job description to confirm they understand the job they are expected to perform daily.

Q: Will associates in the Fresh Services and Specialty Services Work Groups see a change in job code?

A:  All job codes in Fresh Services and a majority of job codes in Specialty Services will remain as they currently are. We reduced job codes in Fresh last year, so these associates are already positioned to work across their work group. The positions in Specialty Services are very specialized so most associates in this work group will not be required to work in other areas of the club. 

Q: Will an associate’s pay be impacted if his/her job code was changed?

A: Not unless you are currently below the pay band minimum for the position. Only then will the pay be increased to the minimum of the pay band.  If an associate goes from a higher band to a lower band, there will be no negative impact to pay.

Q: Will an associates’ benefits be impacted if his/her job code is changed?

A: No. Associate benefits are not impacted as part of the job code changes.

Q: Does an associate who has a current accommodation have to reapply if they have a new job description they have to sign?

A: If an associate has an accommodation, since his/her new job responsibilities will be comparable to his/her current job responsibilities, the associate should not have to reevaluate the accommodation.  However, if a new accommodation is desired, or if there are concerns with the new responsibilities and the current accommodation, please reach out the accommodation team.

Q: Is an associate able to get an accommodation if unable to perform some of the requirements of the job?

A: If the associate indicates they need an accommodation to perform the new role, help the associate file an accommodation request with the ADA team

If the associate indicates they cannot perform the new role, you should still offer to help the associate file an accommodation request.

If an accommodation is approved:

• Associate and facility will be notified
• Facility will implement any approved accommodations; if guidance is needed, call HRSS (800.530.9929).
• If the associate chooses to not follow the accommodation process or if an accommodation cannot be made for the associate, please partner with your HR Ops Partner for information on how to proceed. 

Q: What if the change in leadership creates a workplace conflict?

A: Any situation that creates an actual or perceived conflict of interest should be avoided, therefore family members and romantic relationship partners are not permitted in any position where a reporting or potential reporting relationship would occur.  If the new structure causes a conflict, follow the following process

• Offer one of the associates an open position in a different workgroup.  The actual movement into the new job code cannot be done in the system until the blackout period is complete.
• If there are no current openings, review your headcount vs turnover rates and anticipate if there will be a need in an area soon.
• Review if there is a way to resolve through shifts.  If the shifts are such that one will never supervise the other, that may be a resolution
• If you have another possible resolution reach out to your HR Ops Partner or Global Ethics Office
• If there is no resolution listed above and you do not have a potential resolution reach out to your Ops Field People Partner
• Club Manager, in partnership with HR Ops Partner, can also look at neighboring clubs for current openings to assist and assist in the transfer process.

Q: Are there new minimum qualifications for Team Leads?

A: Yes – the following Team Leads have new minimum qualifications.

Q: Why were minimum qualifications for Team Leads updated?

A: Minimum qualifications were updated for our Team Lead positions because it is important that our associates who lead departments have the relevant skills necessary to lead and develop the team of associates they support.

Q: What if an associate does not meet the new minimum qualifications for the lead position?

A: Associates who do not currently meet the minimum qualifications for their role will have 90 Days to acquire the skills and experience needed to remain in role.

Q: Will an associate lose his/her job if they do not meet the new minimum qualification for the new lead position?

A: All associates will be given the opportunity to acquire the skills and experience required to remain in role. Should an associate choose not to acquire the skills and experience required for the role, they will be removed from their position.

Q: Can associates be selected for the lead roles if they do not meet the minimum qualifications for the lead role in which they are interested?

A: All associates selected for Lead roles effective immediately will have to meet the minimum qualifications for the job in which they are applying for. Associates cannot be selected for a role if they do not meet the minimum qualifications for the role.