Positionreclassificationguidelines for Staff Jobs

PositionReclassificationGuidelines for Staff Jobs

PurposeandScope

Toprovidegeneral direction regarding position reclassificationwithin theUniversityof Missouri System.Thisguideisnotintendedtoaddress all situations orcircumstances,and should notbe considered thesolesourceofadvice. If you have questionsaboutaspecificsituation,pleasecontactyour campus HR Professional priorto submitting arequest.

General Information

Overtime,changesin position responsibilitiescanoccur for avarietyofreasons,which mayultimately affecttheleveland classificationof thework. Normallysuch changestakeplacegraduallyovertimeas theposition naturallygrowsin dutiesand responsibilities. Reclassificationreviews willtypicallybe processed onlyif it hasbeenmorethan six (6) monthssince thelastreclassificationreviewoftheposition and/or incumbent unlessthereisan exceptional reason (e.g., reorganization) whichhasbeen discussed withyour campus HR Professional. Itisveryimportantthatrequests for position reclassificationincludefulldetails aboutallrelatedchangesthatareoccurring in the organizational unit. Ifmorethan oneposition isaffected,packageall PCQstogether along with a detailed reclassification requestthatprovidesclear background information and before and after organizational charts.

FactorsNotRelatedtoPositionReclassification

Thefollowing arenotvalidreasonsforrequesting aposition reclassification review:

An increaseinworkvolumealoneisnotconsideredabasisforreclassification. To supporta reclassificationrequest,theremustbea demonstratedchangein thelevelof work.

Incumbent-based reasons(e.g., job performance;length of serviceand/ortimeintheposition; education beyond the minimumeducation required oftheclassification;knowledge,skills and/or abilities(KSAs);counter-offers;retention incentive).

Short-termdutiessuch astemporary assignmentsorone-off tasks or projectsthatare performedin addition to theincumbent’sregularduties.

An increaseintravelrequirements.Increasedtravel is nota reason forareclassificationreview,and also isnota factorforFLSAexemption.

FactorsRelatedto PositionReclassification

Significantchangesin the nature*of theworkand/or the levelofworkmayindicatethe need for a reclassification review. Ensurethatthedocumentation supportstherequest and thattheworkdescribed fits withintheoverall scope oftheorganizational unit. Reclassificationrequestsfor filled positions should includea detailed explanation ofwhat occurred thatprecipitatedthechangein job responsibilities(e.g., reorganization ornew mandates). Ifmorethan oneposition isaffected,packageall PCQstogether along with a detailed reclassification requestthatprovidesclear background information and before and after organizational charts.

*The “nature”of work is directly related to the type of work activity performed. The position description templates, found on the UM Systemjob code detail-staff website, outlines the nature of work associated with a particular job title.

PositionReclassificationRequestswithIncumbent

A requesttoevaluatetheclassificationofan occupiedposition isactuallya requesttoevaluateboththeposition and theincumbent. CampusHRProfessionalsdetermine theappropriatecourse ofaction regarding the incumbentonce the position classification is determined.Consideration should begiven to thefollowing:

Wastheincumbentperformingthenewdutiessix(6)monthspriortoinitiatingthereview?

Doestheincumbentmeettheminimumqualificationsofthe new recommendedclassification?

Istheincumbentin a benefit-eligibleposition?(Employmentchangesfromnon-benefiteligiblestatustobenefit eligiblestatusmaynotoccurbymeansofpositionreclassification. The position is subject to recruitment.)

Wastheincumbentperformingworkofthesameorsimilarnatureastherecommendedreclassification?(A materialchangeinthenatureofworkmayindicateanentirelynewpositionversusonethathaschanged graduallyovertimeduetonaturalgrowthin jobdutiesandresponsibilities.)

Changes inthe NatureandLevel of Work

A reclassificationreviewfor an occupied position isindicated when anincumbentisperforming duties and responsibilitiesof a similar nature,butata different levelovera periodof time(usually six (6)months or longer).

An incumbenttypically should notchangelevelsby morethantwo (2)gradesthroughreclassification.

A significantchangein thenatureofworkshould nottakeplaceviareclassificationof an incumbent.

A changein the leveland/or natureofworkof the aforementioned is indicative of anentirelynewjobversusone thathasgraduallychangedover time duetonaturaljob growthcorresponding with assumingadditional dutiesand responsibilities.Generally,areclassification requestfor anoccupied position which involvesamaterialchangein the natureof workand/or achangein levelby morethan two (2)gradeswill be processed asa newposition and therefore subject to recruitment.

Additional scrutinyshould begiventoreclassificationrequestswhich involve:

Movementfroman individual contributorroleto a management role.

Movementfromanon-exempt roleto anexemptrole.

Consult with your campus HRS Professional on any questions you may have about the reclassification process.

PositionReclassificationProcess:

DEFINITIONS
PCQ- PositionReclassification
Questionnaire / Documentcompletedby theimmediatesupervisorforthejobbeingevaluated.
PCQdocumentlocation:clickhere(includetheITor Researchaddendumifapplicable)
PD - PositionDescription
PDT –PositionDescription
Template / ThePositionDescription(PD) isadocumentcompletedby thedepartmentwithguidance fromthecampusHR professional.UM System maintainsPositionDescriptionTemplates(PDTs)for eachjobcode.DepartmentscompleteandmaintainthefinaldetailedPDdocumentwhichisthenretainedwithin the department.PDTsavailableontheJob CodeDetailwebsite:clickhere
PROCESSSTEPS
1 / Thedepartmentand/orcampus HR professional identifiesthe needfor positionreclassificationreview.
2 / DepartmentcompletesthePCQ,obtainsnecessaryapprovals,andsubmitsto MU HRS Requisitions inbox.
3 / CampusHR professional verifiesthattherequest followstheinformationinthisguideandcompletes thePCQchecklistto verifythe following:
Thereisa supportable,validbusinessrationalefortherequestedchange.
ThePCQdocumentationisaccurateandcompleteandincludesnecessaryapprovals.
Allnecessary supportingdocumentationisincluded(e.g.,orgcharts, historicalbackground,etc.)
4 / CampusHR professional routesall documentationtogether.IftherearemultiplePCQsrelatedto thesamesituation (e.g.,reorganization)all shouldbe routedtogether to UM.
5 / The Compensation teamcompletespositionevaluationsand sendsfindings& recommendationsto campusHR professionals:
Promptsformoreinformationif needed;mayrequestJAQ,timestudy, organizationalchart,additional background or historical informationasneeded.
Makestimelynotificationto the campusHR professional regardingany delayand negotiateacceptablecompletiondateasneeded.
6 / Uponreceiptof informationfromUM,thecampusHRprofessional:
Providesdepartmentwithoutcomeof positionreclassificationreviewrequest and discusses salary.
Takesstepstoinitiatechanges(e.g.,sends notice of completion on new jobcode, salarychange)
7 / Uponreceiptof informationfrom thecampusHR professional:
Department submits the Justification for Increase (JFI) with appropriate signatures to HRS for approval and return
Takesstepstoinitiatechanges(e.g., submits ePAF and JFI)