What is a Position Classification Description?
All staff positions have a classification description that includes the SHSU position title, EEO skill category, position class, grade, FLSA status, department, education and experience requirements, nature and purpose of position, supervision given and received, primary responsibilities, and other specifications related to the position.
The official position title is used for all HR related records; however, for internal purposes, departments may use a functional or working title.
What is a promotion?
A promotion occurs when a current employee is selected as the successful candidate of a posted vacancy that is at a higher grade than the employee’s previous position.
What is a reclassification?
A reclassification is a formal study of the duties and responsibilities that comprise a position, taking into consideration the nature and level of work performed and the specifications required for an incumbent to perform the job completely. A reclassification occurs when the job duties and/or required qualifications of a position are re-evaluated and the position is assigned a new classification. The change in job duties, essential functions and/or qualifications of the position should be sufficient enough as compared to when the position was originally established to warrant a study by HR. A position that is reevaluated may be assigned a new title and be classified at a lower or higher grade and salary range. Please refer to SHSU Finance & Operations Human Resources Policy WS-1, Classification of Non- Faculty Jobs, for more information regarding classification changes.
What are the factors that determine the value of staff positions?
- Job related factors such as knowledge (experience), education, required supervision, working conditions, required skills and abilities, and the complexity of tasks performed.
- Current market supply and demand, inflation factors, pay for similar jobs within the University, and comparative data from other institutions. The pay ranges are sensitive to and take into consideration the prevailing local, state, and national rates of pay which are determined by periodic salary surveys and analysis.
- Salary levels are also affected by the amount of appropriations received from the Texas legislature. The compensation of all positions will take into consideration available funding.
- It is the intention of the University to compensate all employees on a fair and equitable basis, and rates of pay will be applied uniformly for all staff positions with similar duties and responsibilities.
How is a position determined to be ‘exempt’ or ‘non-exempt’?
The Federal Fair Labor Standards Act (FLSA) determines whether employees are subject to or exempt from overtime provisions. If employees are determined to be serving in a non-exempt position, overtime pay or compensatory time must be provided for working more than 40 hours in a defined workweek (Sunday 12:01am until Saturday 12:00 midnight). When non-exempt employees work over 40 hours during their scheduled workweek, they are entitled to time-and-a-half pay or compensatory time calculated at time-and-a-half for all hours actually worked in excess of 40 hours. All overtime for non-exempt employees should be approved in advance by their supervisor.
When is a reclassification request necessary?
A reclassification request is necessary in order to
- establish a new position and job classification title;
- abolish an unneeded position title from the pay plan;
- revise an outdated classification description; and/or
- reclassify an existing position because of significant or substantial changes in duties and/or responsibilities.
What is the timeline for reclassification requests?
Reclassifications of existing positions are processed in accordance with the needs of the University on an as-received basis with a maximum sixty (60) calendar day window to complete. In order for reclassifications and new positions to be processed, the required approved documentation is electronically submitted to Human Resources through the Position Management system:
1) Job Analysis Questionnaire
2) Staff Additions/Changes information
3) New or revised job description
Reclassification of existing positions is limited to no more than once every two years. With Vice President approval, exceptions will be considered during complete departmental reorganizations.
What is a Market Adjustment?
The value of all jobs is influenced by the going rate in the labor market. In some cases, the market value of a job is the most appropriate measure in establishing the salary. A market adjustment is allowed when necessary to stay competitive in the labor market. To make a market adjustment to a staff job, the Dean or Program Director should contact HR for details on the collection of relevant data and how to prepare the proposal. Market adjustments should be presented during the annual budget preparation process in ample time to be included in the next fiscal year budget. Adjustments must not be retroactive.
When is a Six-Month Pay Adjustment allowable?
New employees (external hires with either no prior SHSU employment history or 30-day break in service as defined by the State) may, at the discretion of the supervisor, receive a six-month pay adjustment, not to exceed 6%, upon completing six months of service. This is not considered a merit pay increase. It will be the responsibility of the supervisor to evaluate the employee’s performance, complete a Six-Month Review Form (to be retained in the department) and process the six-month pay adjustment at a time as near as possible to the completion of six months in the new job. The amount of adjustment is based on the progress the employee has made in successfully fulfilling the requirements of the job and for outstanding performance. An EPAF, with appropriate justification, is submitted to process a six-month pay adjustment. Adjustments must not be retroactive.
When is a Merit Pay increase allowable?
Merit salary increases may be granted to staff employees whose job performance and productivity is consistently above that normally expected or required (Meritorious Service). A merit pay increase may be requested by the supervisor as a result of the Annual Performance Appraisal. The request is submitted by the employee’s immediate supervisor, through administrative channels, to the Budget Office.