Classification Review Request

Classification Review Request for an Encumbered Position

Classification is a systematic process of evaluating the duties, responsibilities, scope and complexity of a position description to determine the job title that most appropriately matches the job specifications and standards.

Job Descriptions should always be written about the position's job responsibilities. The information provided on classification requests should always be based on the duties and business needs of the position and department. The request should not be based on the incumbent's skill sets.

Types of Reclassifications

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 the same salary grade/range maximum is termed a lateral 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. If you believe the classification review will result in a downward reclassification, please contact your employee relations or compensation analyst before proceeding.

Process

To request a Classification Review for an encumbered position, you will need to begin by updating the existing job description in Job Builder. Please use the Classification Review Request Job Aid to guide you through the process of setting up the job description update workflow in Job Builder. You will complete the classification questionnaire directly in Job Builder and attach a copy of the old and new organizational charts in Job Builder. After the job description update has been submitted in Job Builder, please immediately proceed to ServiceNow to open a Classification Review ticket. The ServiceNow ticket will be processed after the job description is finalized in Job Builder, and is needed so that the updates to the employee’s position and job data can be successfully input in UCPath.

If the compensation analyst needs additional information, clarification and/or examples of the work performed in order to make a classification determination, a desk audit may be conducted. The desk audit is an opportunity for the employee to describe the responsibilities of their position. The compensation analyst will also meet with the supervisor to discuss and confirm the duties and responsibilities that were discussed with the employee.

Salary Considerations

Policy Covered Staff

Salary Upon Upward Reclassification

Salary increases upon reclassification may vary. The resultant salary must not exceed the maximum of the new salary grade.

Factors to consider when determining a 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
• Degree to which the proposed increase will set a precedent for future actions

Salary Upon Downward Reclassification

An employee’s salary may be decreased upon downward reclassification.

Factors to consider when determining a salary decrease are:

• The salary rate will not fall below the minimum and should 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 employee relations and compensation analyst
• 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

Salary Upon Lateral Reclassification

Generally, pay should remain the same upon lateral reclassification unless circumstances warrant a within range increase, e.g., a more complex position.

Represented Employees

Refer to the appropriate collective bargaining agreement.

Timeline

Reclassification effective dates should be prospective. For monthly paid employees, they are the first day of the month following receipt of all the required documents in Compensation and for Bi-weekly paid employees, they are the first day of the next payroll cycle following receipt of all the required documents in Compensation.

For reclassification requests, the turnaround time is generally 30 to 45 business days. Additional time may be needed if a reclassification results in movement out of an exclusively represented bargaining unit. Labor Relations will notice the appropriate union and the unit will be informed of the union’s decision. For more information regarding reclassification actions that may result in movement out of an exclusively represented bargaining unit, please contact your Labor Relations or Compensation Analyst.

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