Classifications

1. To initiate a request for a new position or changes to an existing position that may reclassify the job, the appropriate administrator will submit a request with supporting documents in accordance with the HR Classification Procedures in the PeopleAdmin User Guide.
2. HR conducts a review, analysis and, when necessary, audit of the job and recommends classification, title, and salary. HR will complete reclassification requests and provide recommendations or approvals to the Department Head in accordance with the schedule below.
   1. Vacant positions may be submitted for reclassification before posting the vacancy. Requests for vacant positions are processed on an as-received basis. When requested outside of the windows for employee-occupied positions, the requests may take a maximum of forty-five (45) calendar days for completion.
   2. Existing, employee-occupied positions may be submitted through the position management system (PeopleAdmin) twice a year by departments as follows:
      1.  (1) Spring reclassification submissions. When required by the Division or Senior Vice President, approval memos must be submitted to leadership by November 15. Reclassification actions must be submitted to HR through PeopleAdmin by the end of the first week in January. Electronic Personnel Action Form (EPAF) for spring reclassifications are processed with a March 1 effective date, when the department has available funds and communicates a request to proceed with HR’s recommendations; and
      2. (2) Fall reclassification submissions. When required by the Division or Senior Vice President, approval memos must be submitted to leadership by June 15. Reclassification actions must be submitted to HR through PeopleAdmin by July 15. EPAFs for fall reclassifications are processed with an October 1 effective date when the department has available funds and communicates a request to proceed with HR’s recommendations.
3. Reclassification of existing positions is limited to no more than once every two years. With Vice President approval, exceptions are made for departmental organizations.

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establish a new position and job classification title; abolish an unneeded position title from the pay plan; revise an outdated classification description; and/or reclassify an existing position because of significant or substantial changes in duties and/or responsibilities.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. Existing employee occupied positions may be submitted through the position management system twice a year by departments as follows. It is limited to no more than twice in one year. 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:

• Job Analysis Questionnaire
• Staff Additions/Changes information
• 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 Desk Audit?

The desk audit is the method Human Resources’ classification system uses for obtaining information about a position to properly classify the position. The Desk Audit is sent as part of the initial reclassification process for employee-occupied positions, and will be used to determine the current duties of the position:

Benefits:

• Verifies and clarifies information in the Position Management action and documentation.
• Provides examples of work performed.
• Allows employees an opportunity to explain and demonstrate what their position does.

The classification specialist classifies the position, not the person. The classification specialist will analyze the duties, level of responsibility, and skills and knowledge required of the position to render a classification decision. Personal attributes (e.g., the employee's value, performance, longevity, reliability) are not part of the classification review process and decision.

What is a Market Adjustment?

A market adjustment is appropriate when requested by the Department Head and HR determines the market data collected demonstrates adjustment is necessary to stay competitive in the labor market. To explore a market adjustment for a staff job, the Department Head should submit a proposal to HR Staffing and Compensation. Market adjustment requests may be submitted twice a year:

1. Spring requests. When required by the Division or Senior Vice President, approval memos must be submitted to leadership by November 15. Requests must be submitted to HR by the end of the first week in January. EPAFs for spring market salary adjustments are processed with a March 1 effective date, when the department has available funds and communicates a request to proceed with HR’s recommendations; and
2. Fall requests. When required by the Division or Senior Vice President, approval memos must be submitted to leadership by June 15. Requests must be submitted to HR by July 15. EPAFs for fall market salary increases are processed with an October 1 effective date, when the department has available funds and communicates a request to proceed with HR’s recommendations.

Market Adjustment Request Form