The department is responsible for first preparing a job description that clearly describes the position's duties, level of responsibility, and degree of supervision.
New Positions:
Forward the job description, organizational chart, and memo explaining the purpose of the position, and vacancy listing to Compensation Services using the Job Builder system.
For proposed new positions and reclassification requests, please keep your Dean/Vice Chancellor's office informed of your department's actions. If central office approval is required, please follow any applicable budgetary and HR review processes that are specific to your college/school/administrative unit.
Reclassification requests:
Forward the job description, organizational chart, and memo from the Department Chair or Manager explaining any change in duties and responsibilities to Compensation Services using the Job Builder system.
*Note: If the reclassification request contains duties that would cause an employee's position to become critical, a background check must be conducted for the employee(s) concerned prior to sending the reclassification request to Compensation Services.
Effective Date Policies:
- Lateral Reclassification - The effective date is the first of the month following approval from Compensation Services unit.
- Upward Reclassification - The normal effective date is the first of the month following receipt by the Compensation Services unit. If the reclassification is to a newly established class or is the result of revised class standards, the effective date may not be earlier than the effective date of the new class or standards.
- Downward Reclassification - A downward reclassification is effective at the earliest practical date, but no later than six months after approval of the reclassification or upon replacement of the incumbent, whichever occurs first.
For detailed information regarding Compensation Services policies and procedures see PPSM Policy Section 36, Classification.
Classification Appeal Process Details
If a department or employee disagrees with a classification decision, they should first discuss the outcome with their supervisor and HR Business Partner.
If, after that discussion, the employee or department still believes the classification decision does not reflect the position’s duties, they may submit a completed Classification Appeal Form to the Compensation Manager within thirty (30) days of receiving written notification.
Important Notes:
- The appeal process is not intended to revise or reframe job descriptions to achieve a preferred classification.
- Once the appeal form is submitted, the service channel will initiate a second classification review in Job Builder, the university’s classification system of record.
- A different compensation analyst will be assigned to conduct the second review.
- The process includes a desk audit, during which the 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.