Departments may submit a request for classification review for staff members whose duties and responsibilities have undergone significant permanent changes.
The following factors may indicate a need for a classification review:
- Significant and permanent changes in the assigned responsibilities
- Changes in the level of complexity of the tasks performed
- Changes in the nature of contacts with others
- Changes in the organizational impact of the position
- Changes in the level of supervision received and/or exercised
- Changes in the knowledge, skills, and abilities required to successfully perform in the position
In order to ensure that the position changes are permanent, the new responsibilities must be performed for a minimum of six months before a reclassification can be requested.
How to request a classification review
The supervisor submits the classification review request to Human Resources. The request requires:
- The detailed rationale defined in a memo/email - Including an explanation of the changes in the position’s responsibilities as well as an explanation of what occurred (e.g. reorganization or new mandates) that precipitated the change(s) in responsibilities.
- A new classification description - contact HR to access a description outline
- A copy of the prior classification description - contact HR if you do not have a copy
- An organizational chart
After initial review from HR:
- Reclassification Job Requisition Form
Once the reclassification is complete, there will be a review of the incumbent’s compensation. Not all reclassifications will result in an increase in pay.
In performing the classification review, HR strives to ensure consistent application of classification standards across the campus. The classification description is the primary means by which HR evaluates the proposed reclassification; it is a very important document. In carrying out the classification review, the overall scope of the review will be determined by HR and may include any, or all, of the following:
- Preliminary review of the changes that warrant reclassification
- Comparison of the essential functions outlined in the updated classification description against the previous classification description.
- Comparison of the updated classification description with the career band specifications. In comparing the career band specifications, HR will pay special attention to factors outlined in the classification description that correlate to the career band specifications. Common factors described in the career band specifications include some or all of the following factors:
- Analytical - the analytical skill required.
- Supervision received - the authority, independence or freedom to act vested in the position.
- Problem solving complexity - the complexity of the program or unit, the problems solved, and the difficulty and originality involved in performing the work.
- Decision-making - the decision-making authority required.
- Impact - the impact the position has on others within and outside the organization. This factor considers the importance and frequency of interactions with various individuals or groups, as well as the effect of these interactions on the department and the institution.
- Knowledge - the depth and importance of knowledge necessary to perform the work. The application of concepts, principles, and practices from professional disciplines is considered, as is the amount of work experience normally required to perform the duties of the position. The extent to which knowledge of organizational and University policies and procedures is required may also be taken into account.
- Resource Management - responsibility for human, financial, space, facilities, information, and material resources.
- Factors that are not considered in classifying a position include: performance of the incumbent; longevity of the incumbent; change in volume of work; personality; or financial need.
Reclassification effective dates and deadlines
Position reclassifications go into effect four (4) times per year with the following request deadlines:
- July 1 requests must be requested by April 1*
- October 1 requests must be submitted by September 1
- January 1 requests must be submitted by November 15 **
- April 1 requests must be submitted by March 1
*Note: Reclassification requests for a July 1 effective date need to be included as part of the budget process.
**Note: December is a shortened work month, therefore, the filing deadline for a January 1 effective date is November 15 to allow adequate time for processing and studying of the position.
- If a filing deadline is missed, the reclassification request will be considered for the next quarterly effective date.
- Reclassification effective dates are not retroactive.
- The requesting supervisor will be notified in writing of the outcome of the reclassification request.
- A reclassification request that has been denied requires a six-month waiting period before a new request may be submitted for review.
- Once a reclassification of a filled position has occurred, there is an one year waiting period before a new reclassification can be granted.
- Reclassifications granted on the April 1 and July 1 effective dates may not be eligible for the University's July 1 salary increases.