Reclassification of Filled Positions
Departments may submit a request for classification review for employees whose duties and responsibilities have undergone significant changes. Employees also may request that their assigned duties and responsibilities be reviewed for appropriate classification level, in accordance with local procedures. 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
- 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
A reclassification of a filled position requires 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 salary increase resulting from a reclassification is separate and distinct from the merit programs. Reclassifications are not to be used to circumvent the campus' merit programs.
Job Description Form
The Job Description form is used for determining correct classification or grade level and for recruitment, employee training, and employee evaluation purposes. It is maintained as an official record of the duties assigned to the position. For more information, please visit the Guidelines to Completing the Job Description Form webpage.
How To Request a Reclassification Review
To request a reclassification review, an online process is available. The iReview system is a Human Resources enterprise application that replaces the former paper/email submission process. A reclassification review request will require the rationale, a revised job description, a copy of the prior job description, and an organizational chart. The rationale and associated documents are submitted through iReview for routing along internal organizational approval channels to Human Resources. Access to the iReview system is based on departmental roles, such as supervisors and department heads.
Special reclassification procedures apply to positions classified in the Management Services Officer (MSO) series and Financial and Administrative Officer (FAO) series - please check back for updated information. Refer to this information for reclassification reviews that involve the MSO or FAO series.
iReview allows for the online submission of equity and reclassification reviews. Use of iReview to submit reclassification and equity requests is mandatory. Visit iReview’s support site for additional information or contact the HR Compensation Analyst who is assigned to your organization.
In performing the classification review, the HR Analyst strives to ensure consistent application of classification standards across the campus. The position description is the primary means by which the Analyst 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 the Analyst and may include any, or all, of the following:
In carrying out the classification review, the overall scope of the review will be determined by the Analyst and may include any, or all, of the following:
- Preliminary review of the changes that warrant reclassification, as described in iReview.
- Comparison of the essential functions outlined in the updated position description against the previous position description.
- Comparison of the updated position description with the class specification series concepts and/or classification standards. In comparing the class specification, the Analyst will pay special attention to factors outlined in the position description that correlate to the class specifications. Common factors described in the class specifications include some or all of the following factors:
- Analytical - the analytical skill required.
- Authority, Independence to Act - the authority, independence or freedom to act vested in the position.
- Complexity - the complexity of the program or unit, the problems solved, and the difficulty and originality involved in performing the work.
- Consequence of Error - the severity and scope of the impact of errors made in the course of work.
- Decision-Making - the decision-making skill required.
- Impact - the impact an employee 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 the 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.
- Scope and Impact - the scope, or impact that an individual exercises at varying levels within and across the organization. Impact relates to how influential the position is within the organization based on the decisions and recommendations rendered.
- 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.
- Clarification of information may be required and obtained either in person, by phone, or electronic mail by contacting any, or all, of the following:
- Department HR contact
- Department Head
- Organizational Unit contact
- Subject matter experts