The Job Analysis/Reclassification process is a critical element in UHD's job classification and overall staff compensation plan. This process involves collecting detailed information about the duties and responsibilities of a job, skills and abilities required to do the job, required level of education, internal and external relationships, and work environment. The job analysis does not consider job performance of the incumbent, but focuses on the job as it exists at the time of the analysis.
When an employee's duties have changed significantly (at least 15%) from their official job description that their title and/or duties are no longer an appropriate reflection of their actual job, a Job Analysis Questionnaire (JAQ) should be submitted via the process below, requesting an evaluation of the position. A request for reclassification does not presume any particular outcome, and could result in a pay grade increase, decrease, or no change at all. Reclassifications may result in promotions, demotions, or lateral transfers. Reclassifications are not be permitted in July and August, while the institutional budget for the upcoming academic year is finalized.
Promotions are defined as the movement of an employee from one pay grade to a higher pay grade within the same pay grade structure. If moving to a different pay grade structure (i.e., from staff pay structure to IT pay structure), the move will be considered a promotion when the new grade has a higher midpoint. Promotions occur when job responsibilities have increased significantly (at least 15%) in scope and/or responsibilities. To be considered for a promotion, the employee must meet the minimum qualifications for the new position. Employees promoted to a new position at a higher grade may receive a pay increase not to exceed 20% of their current base pay. The resulting salary must fall between the minimum and midpoint of the new grade, and may not exceed the salary of an incumbent in the same position within the same department. In isolated situations, if an individual's base pay is at a higher level than rates paid to incumbents, or above maximum of the new grade, an individual may be granted a promotion with no change in pay. All promotions must be approved in advance by HR.
Demotions are defined as the change of an employee from a position in one pay grade to a position assigned to a lower job classification and pay grade. When an employee's position is reclassified to a lower grade because a re-evaluation indicates reduced duties (i.e., due to a program cutback) a salary adjustment may occur to ensure compliance with UHD's compensation plan. Demotions may also occur when an administrative action is taken against the employee for poor performance in the current position. Employees demoted to a new position at a lower grade will receive a pay reduction not to exceed 20% of their current base pay. HR will consider circumstances related to the demotion, current salary, employment records and job performance when assessing the proposed salary reduction. All demotions require prior approval by HR.
Lateral transfers are defined as the movement of an employee to a position with the same pay grade. If moving to a different pay grade structure (i.e., from staff pay structure to IT pay structure), the move will be considered a lateral transfer when the new grade has a comparable midpoint. Lateral transfers occur when job responsibilities have changed but are similar in scope and responsibilities. Normally, there will be no change to the base pay rate of an employee who is laterally transferred. Under extraordinary circumstances, an employee may receive a salary increase on a lateral move. Any increase granted on a lateral move requires the approval of HR.
- The department/college completes an electronic Position Request Form (ePRF) for a new title or revised job.
- The ePRF should have the following attached: JAQ, a memo explaining the proposed action, and an organization chart showing where the new/revised position lies within the department, if applicable.
- All paperwork must be routed through the appropriate levels of approval.
- The Compensation staff will review the request to determine whether additional information may be needed to achieve a clear understanding of the job. If necessary, a desk audit will be conducted.
- After all necessary information has been gathered, the Compensation staff will review the change in duties and requirements to determine whether the revised position should be classified under an existing job title or a different title.
- If the position is not reclassified under an existing title, the Compensation staff will evaluate the job using UHD's job evaluation plan and preliminarily assign the job to a pay grade based on the job evaluation results.
- The preliminary job evaluation and pay grade assignment will be discussed with the appropriate manager to arrive at a final determination.
- The Compensation staff will develop a new or revised job description.
- The finalized new or revised job description will be made available to the campus on the HR web site.