OVERVIEW

All positions at UCAR are classified based on job content, as defined in the job description of record, and not on the talents and qualifications of the incumbent. The classification process involves a thorough review of job duties, and a comparison to similar jobs external and internal to the institution.

A position is reclassified to recognize significant changes in job duties or responsibilities. Individual performance should be recognized through the annual salary review process, not by reclassification. The business needs of the organization can lead to a change in job duties and requirements, and they are valid considerations for reclassification.

Reclassifications can occur at any time during the year except during the period of time designated as the reclassification moratorium period. The effective date of all reclassifications is the date Human Resources (HR) receives the written request for reclassification. HR will acknowledge receipt of all requests for reclassification within five working days.

SUBMITTING A REQUEST FOR RECLASSIFICATION

When requesting a reclassification, supervisors should complete the following documents and submit them to Human Resources:

1. Reclassification Action Form - This form requests information about the employee's current job classification, rationale for change, and appropriate Division/Program approvals. Please note that reclassification requests cannot be reviewed without the Division/Program Director's approval.
2. Position Description Questionnaire (PDQ) - This form is completed by the supervisor and asks for the signed concurrence of the employee. Instructions for completing the PDQ are contained in the questionnaire. The duties section is particularly important for reclassification requests. It should describe current job duties. A "Y" should be placed in the last column if the duty is new to the job since the last job description of record.

 

Upon receipt of the Reclassification Action Form and the Position Description Questionnaire (PDQ), HR will send an e-mail to the supervisor, the Division/Program Administrator, and the Division/Program Director confirming receipt of the request. HR may also contact the employee if additional data is needed to ensure understanding of the employee's job. This part of the process will be kept as simple and non-intrusive as possible. If a phone conversation will suffice, no further meetings will be required. However, HR will schedule a meeting with the employee, and possibly the supervisor, if HR or the Division/Program feels that a job audit would help clarify the information contained in the PDQ. Once the job audit is complete, HR will provide a memorandum outlining any needed changes to the PDQ. If needed, the supervisor and the employee should review and approve the changes to the questionnaire and submit the final version to HR. Then, within two weeks, HR will complete its analysis of the reclassification request and provide a formal recommendation to the requesting Division/Program.

When a reclassification results in a change to an employee's salary range, the Division/Program is asked to make a salary recommendation. The new salary should be based on the new salary range assignment and the employee's expected performance. The salary is set by the Division/Program Director and must be approved by HR. Salary increase recommendations in excess of 15% must be approved by the President's Council. A memorandum requesting and justifying the increase should be sent to the Division/Program President's Council representative, and a copy should be sent to HR.

Upon consensus of the reclassification action, Human Resources will complete paperwork to implement the change (if any) and provide a copy to the Division/Program. In the event that the Division/Program is not satisfied with the results of a reclassification request, they may submit a written appeal to the Director of Human Resources.

Rev. 3/2005

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