Reclassification Process
Purpose
To provide an avenue for a position to be moved from one classification to another classification when work responsibilities may have changed significantly enough to warrant a change in classification. The employee is moved in a natural progression to the next appropriate level for career development. Unless the reclassification is an inline progression, skipping an appropriate level to reclassify into a higher classification may result in the need to complete a full recruitment.
Responsibility
The immediate supervisor submits the request for a reclassification. Upon receipt in the Human Resources Office, a designated Human Resources Specialist will conduct a review of the position.
Procedure
- Request for reclassification:
The immediate supervisor of the position initiates the reclassification process by submitting in writing:- Current job description
- Previous job description
- Organizational chart
- Memo requesting the reclassification outlining:
- Review of the current job
- Short overview of the new responsibilities
- Length of time the employee has been performing the new responsibilities
- Job Audit
The Human Resources Specialist will:- Review all materials submitted: Organizational chart, old job description, new job description, salary, comparability (equity), salary justification, review personnel file to include attendance and performance.
- Enter preliminary reclassification information on the reclassification log.
- Schedule meeting with the employee to perform a desk audit of the position.
- Complete the "Position Audit" questionnaire if necessary. Select questions that are relevant to the position.
- Work with the direct supervisor to review findings of desk audit and clarify information and obtain further information on job responsibilities.
- Compare job responsibilities with CSU "Classification and Qualification Standards."
- Determine appropriate classification based on those Standards.
- If changing an employee from non-exempt to exempt status, check to see if the employee has worked any overtime hours during the period that the reclassification would become effective. If the employee has worked overtime, there may be an overpayment. Research the situation and choose an appropriate start date as the employee may owe money for any overtime already paid.
- Complete the Reclassification Review Form with supporting documentation to either approve or disapprove the request.
- Complete all remaining fields in the reclassification log. File all pertinent documentation in the electronic reclassification folder. Scan any hard copy documents into the electronic file.
- Notify training if employee is reclassified into a supervisory role. The definition of a supervisor as outlined by Assembly Bill 1825 is, "any employee who has the ability to lead, direct or schedule another employee. If an employee falls within this definition they are required to attend training."
- Paperwork to be processed
- If the position at this time does not warrant a reclassification, provide the supervisor with a memo supporting the decision. Discuss the decision with the supervisor and decide how best to communicate the decision to the employee. File a copy of the memo, organizational chart and updated job description in the employee's personnel file and give a copy to employee.
- If the reclassification is approved, a Personnel Assignment Status (PAS) sheet must be completed prior to any notification to the employee.
- Once the Account Administrator and the Principle Investigator have signed the PAS, the employee can be notified. Be aware of fiscal year end dates for retroactive increases.
- An employment agreement will be generated via the system within two to three weeks.
- A memo stating the approval and effective date of the reclassification is completed with an original to the employee, a copy to the supervisor and employee's personnel folder. Attach an organizational chart and new job description to the copy to filed in the employee's personnel folder.
Frequently Asked Questions
- Can we reclass an employee to a different position if the employee does not meet the minimum qualifications of the new position?
No we cannot. This is in line with the University's policy. - Can a reclassification be done every 6 months if warranted?
Yes as long as the employee has truly performed the new job duties during that time. - What increase percentage do you use for a reclassification?
Increase the salary to the entry level for the new classification or increase the salary 5% - whichever is greater. Reclassification amounts can go up to 10% if necessary. Any additional percentage over 10 would be considered an equity/merit adjustment in addition to a reclassification. - Do we review sick leave usage for both Central Staff and Project/Agency when we are reviewing for a reclassification?
Yes for all reclasses to determine if there is an attendance issue. If the accruals are low, verify employee's hire date, check to see of the employee was on a leave of absence, and talk to the supervisor to discuss the sick leave usage. If it appears that there is an attendance issue, verify with Human Resources Director applicable next steps. - How do we handle out of class assignments?
If the employee is performing duties at a higher level with no salary increase, we can reclass after 6 months.
If the employee is in an out of class assignment with a salary increase, a recruitment is required. (The employee is put in an out of class assignment usually for a 6 month period to allow the employee to develop skills for the new position. A PAS is completed with the out of class indicated until a recruitment is done.) - How do we handle a restructure?
If there is a department restructure, the 6 month waiting period can be waived for the reclass. A memo outlining the restructure, what positions are impacted, organization chart and complete job description, both new and old, are required.