The Request for Classification Form must be completed and returned to the Manager of Compensation/Classification prior to recruitment. It is important to:
- complete this form in its entirety, reporting accurate information and obtaining appropriate signatures on the form;
- include the percentage of time spent performing each major duty of the job, as this information will be used to evaluate the position;
- include an organizational chart
For assistance in preparing the position description, please see online Tips on writing a position description.
New Positions
Please refer to the the Operating Budget & Financial Guidelines for the necessary approvals to establish a new continuing position in the Basic or Self-Supporting Budget, or to establish any new position in Allocated or Restricted Funds.
Reclassification Cycle Process
Existing positions
An employee, a supervisor/department head, or the Office of Classification & Compensation may request a classification audit.
Classification method of job evaluation
Definition
- Systematic method of assessing the value of each position in relation to other positions.
- Consistent procedure to establish hierarchy of position.
- Process that focuses on the position and tasks being performed, not on the individual.
- Evaluates both the skills needed to perform the job and the difficulty of the job compared with other jobs through job analysis.
Job Analysis Process
The process of obtaining important and relevant information about job such as:
- Supervision given and received.
- Duties and percent of time on each.
- Nature and level of work.
- Internal/external contacts and type of interaction.
- Decisions made and discretion exercised.
- Handling of confidential information.
- Problem solving.
- Accountability including impact of errors (time/likelihood of discovery).
- Complexity/analysis of records and reports prepared.
- Required knowledge, skills, and abilities.
- Training/certification(s) needed.
- Physical activities and characteristics.
- Work conditions.
- Materials and equipment used.
- Mental/visual demand.
- Special duties performed sporadically.
Elements That Typically Do not Count in Job Analysis
- Volume of work produced.
- Unusual diligence or overtime work.
- Personality
- Personal qualifications exceeding position requirements
- Length of service
- Personal financial need
Job Analysis Methods
- Observation (work sampling)
- Interviewing
- Questionnaire
The Audit Process
A representative of the classification unit will be assigned to review the incumbent's job responsibilities and to conduct an audit meeting(s) during which the incumbent and supervisor can give further information about the nature and responsibilities of the job and other pertinent information.
- Prepare for the audit meeting by reviewing a copy of the completed Request for Classification form and bringing a copy of it to the interview.
- The incumbent and/or supervisor should be prepared to discuss both the new skills that were acquired in order to perform the job and the problems that must be solved independently.
- Illustrate tasks and responsibilities of the job by providing examples of work.
Decision
- Takes two to three weeks.
- Supervisor is informed by letter.
Appeals
A written appeal may be submitted to the director, human resources within ten (10) working days if supervisor and department head are not satisfied with determination.
A vice president, dean, or administrative head may appeal the decision of the director, human resources to the vice president for finance and administration.
