Human Resources

Position Classifications Q&As

 

1.   What is reclassification and when should a position be reclassified?

Reclassification is a change in the job title of a position caused by a significant increase or change in the duties and responsibilities; this includes addition, deletion or modification of assignments or duties. Typically a reclassification occurs when at least 50% of a job's duties and responsibilities are being performed at a higher or lower classification level.
2.  How does an employee initiate a request for reclassification?
Initiation of a classification request begins with the employee communicating a desire for a classification review with the immediate supervisor. The employee will be directed to complete a Position Classification Questionnaire (PCQ) to initiate an audit of the position. PCQ's will be submitted to Human Resources through the appropriate manager.
3.  When should a position not be reclassified?
A position should not be reclassified due to good work, increased quantity of work, longevity, future projects, or to address retention or compensation issues.
4.  How does the employee participate in the reclassification process?
The employee is responsible for completely and accurately describing their job duties and responsibilities; preparing for a possible job audit and participating in the job audit.
5.   How does the manager participate in the reclassification process?
Managers are required to review and complete the management portion of the PCQ; ensure the PCQ is complete and accurately describes the employee's job duties and responsibilities; sign and obtain the appropriate signatures and forward to Human Resources for review. If a position is vacant or if the employee is absent and unable to prepare the PCQ, the PCQ may be completed by the Manager. Managers are encouraged to discuss requests for reclassification with their campus Human Resources. The manager should discuss the determination with the employee upon notification of the outcome of the reclassification review by Human Resources.

6.   What is Human Resources responsibility in the reclassification process?

Human Resources will review the PCQ; contact the employee and/or employee's supervisor if additional information is needed, may schedule a job audit, and issue a written determination of the reclassification request to the manager or department contact . Reclassification decisions are based upon a comparison of the position's assigned duties to University classification specifications. Classification decisions are not based on an employee's job performance or on a comparison to the performance of other employees. 

 If the classification currently exists on campus, approval is made at campus level. For new titles, a classification is submitted to the UM System Office for their approval.

Human Resources may also initiate an audit of University positions to ensure compliance with University, Federal or State regulations and in order to ensure equity and consistency of classifications across campuses.
7.  How much autonomy is available to a department in selecting appropriate classifications?

Human Resources is responsible for position classifications.  It is essential that compliance with Fair Labor Standards Act and overall fit within the University is evaluated by a HR professional. A manager should work with Human Resources to determine the most appropriate title, salary range, and minimum qualifications, based on the duties being performed. It is the prerogative of the manager to assign the work and determine the need for organizational changes and job restructuring, whether it is because of new programs or technology, loss of revenue, etc., or because an experienced employee is taking on additional duties.

8.  Does a reclassification result in a pay change?
If the reclassification results in the employee moving to a higher salary range, the employee should receive a minimum increase of 5 percent or an adjustment equal to that required to bring his/her salary to the new range minimum, whichever is greater. In no case should the increase result in pay above the maximum of the new range.