Classification/ Reclassification

I. Policy Summary

Note: This procedure applies to all employees for permanent classification actions.

Positions (i.e., vacant, newly established and filled) are classified based on the level of the assigned duties and responsibilities. The change of the title of an employee’s current position to a title of a different classification having a higher salary grade/range maximum is termed an upward reclassification. The change of the title of an employee’s current position to a title of a different classification having a lower salary grade/range maximum is termed a downward reclassification. The change of the title of an employee’s current position to a title of a different classification having the same salary grade/range maximum is termed a lateral reclassification.

The effective date of a reclassification is the first of the month following receipt of a complete Classification Review Request package in SHR Compensation.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement:

    • PPSM 30- Salary

    • PPSM 36- Classification of Positions Policy and Procedures

  2. Contract Articles - employees covered by a collective bargaining agreement


III. Authority

Classification changes along with effective dates and salary increase amounts for MSP, PSS, and represented positions are recommended by SHR Compensation and approved by the Principal Officer.

SHR Compensation is authorized to classify positions held by represented and PSS employees and to recommend the classification and grading for MSP positions. Approval of the MSP recommendation shall be made by the appropriate Principal Officer (or Chancellor for MSP Grades VII and VIII). In addition, a unit may be delegated authority for the classification of specific titles.


IV. Criteria

Salary Upon Upward Reclassification

PSS and MSP Employees

The general guideline for a one grade increase upon reclassification is approximately 5%. However, salary increases upon reclassification may vary from 0 - 25%, except that a larger increase may be granted if needed to bring the salary to the minimum of the new salary grade. The resultant salary must not exceed the maximum of the new salary grade.

Principal Officers and/or their designees are delegated authority to approve salary actions up to 25%.

Note: Permanent increases to an employee’s salary in a single fiscal year may not exceed 25%, unless an exception is approved by the appropriate Principal Officer. When a salary increase to the minimum of the new grade exceeds the 25% limit, formal approval of an exception to policy is not required, unless otherwise specified by the appropriate Principal Officer’s procedures.

Factors to consider when determining a PSS or MSP salary increase are:

  • Degree of change in responsibilities from the current to proposed classification;
  • Relationship of the proposed new salary to salaries of other employees in the same classification in the unit or across the campus in the same or comparable positions;
  • Employees' salaries in other classifications in the unit depending on the structure of the organization;
  • Salary data for comparable positions in the market if available;
  • Quality of performance and/or the employee's background/expertise/competencies in the new duties (i.e. the degree of training/development needed vs. having an extensive background);
  • Degree to which the proposed increase will set a precedent for future actions;
  • Availability of funding.


Represented Employees

Please see union contract for salary increase information upon upward reclassification.


Salary Upon Downward Reclassification

PSS, MSP, and Represented Employees

An employee’s pay is normally decreased upon downward reclassification. In addition, the salary rate will not exceed the maximum of the new salary grade/range.

When determining salary, consideration should be given to the employee’s current salary rate and the circumstances of the downward reclassification, in consultation with the Compensation Analyst, as appropriate.

In unusual circumstances, “red-circling” the employee’s current rate above the maximum of the new salary grade/range may be warranted. This action freezes the employee’s salary rate. As such, the employee will normally not be eligible to receive further salary increases until such time as the salary rate is encompassed by upward movement of the salary grade/range in which the employee’s classification is assigned.

Principal Officers are authorized to approve “red-circling” actions.


Salary Upon Lateral Reclassification

PSS and MSP Employees

Generally pay should remain the same upon lateral reclassification unless circumstances warrant a within range increase, e.g., a more complex position. Any increase is subject to the 5% increase guideline as well as the 25% limit and the approval authorities described under Salary Upon Upward Reclassification.


Represented Employees

Refer to appropriate collective bargaining agreement.


V. Process Overview

See Classification Review Process for more information.

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Revised October 2012: A.15