Reclassification of Management Positions

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Type: 
Procedure
Category: 
Human Resources
Department: 
Human Resources
Phone: 
(541) 463-5583
Primary Contact: 
Dennis Carr
Contact Email: 
Responsible Executive Authority: 
Chief Human Resources Officer
Purpose: 

This procedure describes the process to be used when the duties and responsibilities of a management position are significantly changed, or there is reason to question the appropriateness of the current pay classification, the employee, the management supervisor or the Chief Human Resources Officer must use the process outlined below to request a classification review.

Narrative: 

When the duties and responsibilities of a management position are significantly changed or there is reason to question the appropriateness of the current pay classification, the employee, the management supervisor or the director of Human Resources must use the process outlined below to request a classification review.

When an employee is temporarily assigned to assume the duties of another manager in addition to her/his own duties, the process outlined in Reassignment To Higher Classification: Temporary should be followed.

Requesting a Classification Review for an Existing Position

To initiate a classification review, the originator submits a written request to Human Resources, describing how the duties, responsibilities and authority of the position have changed and recommending an appropriate salary range placement.  A copy of the new job description must be attached and show percentages of time spent on each activity.

If the originator is the employee, the management supervisor must review and comment upon the request and salary recommendation before it is forwarded through the vice president to Human Resources. Processing timelines for reclassification requests are defined in the management working agreement and must be adhered to by the management supervisor and Human Resources.

Classification Review Process

Once the completed packet is received in Human Resources, a team of classification specialists will review it and conduct desk audit interviews with the employee and management supervisor, if needed, for additional information.  A complete packet contains the following items:

  1. Written reclassification request signed by the originator, documenting changes in job duties, responsibilities and authority;
  2. Salary placement recommendation;
  3. Completed Job Description for the position signed by the employee and management supervisor showing percentages of time spent on each type of activity;
  4. Management supervisor's and vice president's comments on the reclassification request (if the employee is the originator); and
  5. Organization chart showing the position and reporting relationships.

The vice president will be notified in writing of the results of the classification review process and asked to approve any exceptions to the standard effective date.  The standard effective date is the first day of the month following the date the completed packet is received in Human Resources.The vice president may request additional review by the classification team at this time.  Once the review process is completed, the management supervisor, department chair and originator will be notified in writing of the results by the vice president.  If the request for reclassification is denied, this notification will include the reasons for denial.  If the request is approved or if there is any change in salary for the position, Human Resources will initiate the Personnel Action Form necessary, according to the salary placement guidelines outlined below.

Requesting a Classification Review for a New or Revised Vacant Position

The process is the same as outlined above, except that any references to the employee do not apply.  Because the effective date of the classification is the date of hire of an employee into the vacant position, the classification process must be completed before a new or vacant, modified position can be advertised.  The originator of the classification review for a vacant position is the management supervisor.

Salary Placement Guidelines

If a change to a job classification with a higher maximum salary rate is approved, the employee will move to the next higher dollar amount on the new pay range, plus one step.

If a change to a job classification with a lower maximum salary rate is approved, the employee's salary will be frozen for the balance of the fiscal year.  At the beginning of the new fiscal year (or when the new management salary schedule is implemented for the new fiscal year), the employee will be moved to the next higher dollar amount on the new pay range and receive a step increase, if otherwise eligible.  If the frozen salary rate exceeds the highest rate on the new management range, the employee's salary will remain frozen until the highest amount on the new salary range exceeds the frozen salary.

Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Sunday, September 1, 2002