Request a Classification Review (UC Davis Health)

Things to Consider

When deciding to assign new duties and responsibilities to a position, management should consider:

• The business needs of the department
• If a role is being significantly changed (approximately 50% or more) and a recruitment action may be more appropriate
• The knowledge, skills and abilities required to meet those needs
• The qualifications and capabilities of employees who are eligible for the assignment of new responsibilities
• The department's obligations for advancing inclusive excellence and equal opportunity

Classification Series and Specifications and Job Standards

• Within the university system are hundreds of job titles (aka classifications) organized into various classification series or job functions, each of which describes a type of job performed by university employees
• Each series or function generally consists of two or more job titles. The different job titles define different levels of work performed within the series. Each job title is assigned a 6-digit job code.
• Each series or function and its various job titles are described and defined in classification specifications (or "class specs") or job standards.

Classification Review Process

1. Managers can submit a request for classification review via Job Builder.
2. A Compensation Analyst will review the duties and key responsibilities assigned to the position and, using the class specs or job standards, supplemental guidelines, and/or the Fair Labor Standards Act, will classify the position considering such factors as
   • Nature, variety, and difficulty of work
   • Amount of supervision received and/or exercised
   • Type and variety of skills required
   • Extent of resource management
   • Complexity of problem solving
3. The Compensation Analyst may make comparisons with other positions within the same department, or in other UC Davis Health or campus departments. The Analyst may also conduct a review of the labor market to ascertain salary levels for comparable positions at similar institutions.
4. The manager will receive a system-generated notification of the outcome when the review is complete.
   • Note: Once Compensation completes their review and approves, the action is submitted for administrative processing to implement changes.
5. The employee will receive a Classification Review Determination Letter from their supervisor or manager. The letter notifies the employee of the decision after their job description was evaluated for proper classification. This includes:
   • Effective & Implementation Dates – Specifies when the new classification becomes effective and when it will be implemented (these may differ if a transition period applies).
   • Decision Details – Outlines the approved classification action, job code, job title, salary grade, personnel program, FLSA status (Exempt/Non-Exempt), union code, and pay rate.
   • Pay Information – Provides pay rate, pay cycle, and any applicable salary step or retroactive stipend details.
   • Employee Rights – Explains appeal processes for employees or unions, including deadlines and instructions.
   • Policy Notes – Highlights implications of changes, such as FLSA status (impact on overtime eligibility) and personnel program adjustments.
   • Resources – Includes links to salary scales, job code lookup, and policy documents for reference.

Review timeline for completing a Classification Review

Union Notice

When a position that is represented by a union is proposed for reclassification, we may be required to provide union notice, and can proceed with the reclassification when the notice process is complete. Union notice is required when:

• The position is being reclassified out of the bargaining unit
• The position is being downward reclassified
• The university and the union are actively bargaining and/or are in a status quo period

In these instances, the reclassification is implemented when the notice process is complete. 

Salary Changes

Upward Reclassifications

• An upward reclassification, i.e., a reclass to a job title with a higher salary range maximum, usually results in a salary increase.
• Union contracts govern the salary increases provided for upward reclassifications within a bargaining unit. See the appropriate Collective Bargaining Agreement for details. 

• For non-represented positions, Compensation Analyst provides effective recommendation to manager on appropriate level of increase. Amounts greater than 15% require additional leadership approval. 

Lateral Reclassifications

• A lateral reclassification is a reclass to a job title with the same salary range maximum.
• Salary increases generally are not provided for lateral reclassifications.

Downward Reclassifications

• A downward reclassification is a reclass to a job title with a lower salary range maximum.
• Downward reclass is reviewed by Compensation on degree of impact to salary. 

Classification Appeal Process

If an employee disagrees with a classification decision, they should first discuss the outcome with their supervisor. If, after that discussion, the employee still believes the classification decision does not reflect the position’s duties, a CX, HX, RX, TX or non-represented employee may request a review of a denied reclassification by submitting a written request with the following details:

• Name of Employee Requesting Reconsideration
• Employee ID of Employee Requesting Reconsideration
• Reason for Reconsideration (provide specific details)

This request must be submitted via email with a subject line “Reclass Appeal” to [email protected] within thirty (30) calendar days of the date on which the decision was issued by Compensation. 

A K3 employee’s Union may request a Compensation Review Conference within twenty-one (21) calendar days of the date the decision was issued to the employee. Such request shall be directed to the Director of Labor Relations. 

Important Notes:

• The appeal process is not intended to revise or reframe job descriptions to achieve a preferred classification.
• Once the appeal is submitted, an AggieService case will be generated.
• A Compensation Analyst, different from the initial reviewer, will be assigned to conduct the second review for employee-initiated appeals.
• The process may include a desk audit, during which the Compensation Analyst will meet with the employee and immediate supervisor to gain a full understanding of the position’s responsibilities.

This process is part of our commitment to continuous improvement and ensuring fair, well-documented classification decisions.