Job Reclassification

Download as Word / PDF
Download FAS Position Description Questionnaire and Reclassification Form as Word / PDF

1. Definitions

   The issue of classifying or reclassifying a position is complicated. Some of the questions and areas of consideration most frequently asked about include:

   What is classification? Classification refers to the grade assigned to a position. Positions are graded based on how they fit into the established University-wide classification system. This determination is based on a review of the position's duties and responsibilities, and takes into consideration the scope and complexity of these responsibilities within the position's unit or department. Classification most often occurs upon the creation of the position.

   What is reclassification? Reclassification is a change in grade of an existing or previously classified position. When there has been substantive, measurable change in job content and degree of responsibility, a restructuring of roles within a department, or if there is clear evidence that a position has been inappropriately classified, positions should be reviewed to ensure they reflect the appropriate grade.

   Growth within a position: It is natural that over time staff members will take on greater knowledge and responsibility and be able to work more independently. Such growth within a position may or may not warrant a reclassification. The department's HR representative should be consulted early in the process of a reclassification request.

   Increased work load vs. increased responsibility levels: As a general rule of thumb, an increased work load does not justify a change in classification if the level of work is the same. A change in classification is based on a substantive change in level of accountability and responsibility.

   Organizational review: Are the duties outlined in the job description representative of what the department's management wants and expects out of the positions? The job description may accurately reflect what is being done, but is this the role which the position should be filling?

   Additional questions: Questions regarding the FAS Reclassification Process should be directed to your local human resources representative or your FAS HR Representative. If you are unsure of who is your HR representative, call (617) 495-1592 or go to the FAS HR Who's Who page.

2. The Process

   The process followed in initiating a reclassification will involve a number of different people. A staff member can start the process with a request, or the supervisor or department administrator may initiate a request on behalf of the staff member. However the process begins, certain steps need to be followed to provide the necessary documentation for thorough evaluation of the position. The process is described in detail below, and summarized in the attached flow chart (Download as Word / PDF.

   The Participants and Their Roles

   Staff Member- The staff member's primary role is to provide detailed accurate information regarding his/her current duties and responsibilities by completing the applicable sections of the FAS Position Description Questionnaire/Reclassification Request Form. In addition, the staff member should have discussions with his/her supervisor, department administrator, and/or department chair/director regarding the current role of the position within the department or unit and how that position has evolved.

   Supervisor - The supervisor's primary role is to work with the staff member on the development of the job description and other necessary information included in the FAS Reclassification Request Form. The supervisor should review the staff member’s evaluation of his/her job and make a determination of the accuracy of the evaluation. Communication indicating whether or not he/she supports the request will be considered but is not required.

   Director/Administrator - The role of the administrator or director is to provide guidance to the staff member and supervisor on the reclassification process and the completion of the necessary paperwork. With the assistance of the FAS Human Resources Representative, the administrator/director compares the job with others in the department and in similar departments if that information is accessible; gathers and analyzes comparative data and makes a recommendation.

   FAS Human Resources Representative - The HR representative has an in-depth knowledge of the classification structure, the reclassification issues and pertinent laws and regulations. In addition, the HR representative has access to FAS and University-wide grade and job family data which helps in understanding FAS and University-wide grade and salary equity. The role of the HR representative is to provide guidance on the process, rules and regulations to the department administrator or director, and, if requested, the supervisor or staff member.

   FAS Reclassification Committee - The FAS Reclassification Committee is comprised of several human resources professionals representing different areas and departments of the FAS. The role of the reclassification committee is to provide consistency in classification decisions throughout FAS. Using a global view of FAS and the University, the committee ensures that each reclassification is reviewed with consistent criteria and is fairly evaluated based on those criteria alone.

   Summary: All the participants above will bring different and important knowledge to the reclassification process. The staff member and supervisor have on-site, hands on knowledge of the job and its evolution; the administrator/director has an understanding of how the position compares and fits in with other positions within the department and how the potential reclassification will impact the structure of the department; the HR representative and the reclassification committee members have ongoing involvement with departmental structure as well as a University and FAS-wide view of comparable positions and the impact of reorganizations and reclassifications on internal equity.

3. The Decision

   Once the FAS Reclassification Committee has reviewed the position, the HR representative will report back to the department administrator/director regarding the decision and any recommended and approved changes. The administrator or director will then communicate this to the staff member or supervisor and will be responsible for ensuring that the necessary paperwork be completed to make the changes. If a reclassification request is denied, the HR representative will explain the reasons for the denial to the administrator/director, who will in turn ensure that this is communicated to the staff member.

   Occasionally, a staff member may disagree with a decision made by the supervisor, administrator, director or reclassification committee. In such cases, the staff member should voice his/her disagreement with the evaluation to his/her manager, administrator or HR representative. If the staff member is still dissatisfied with the review, he or she may appeal the decision.

   A non-exempt staff member included in the HUCTW bargaining unit may request that the Joint University/HUCTW Reclassification Committee review and assist in resolving a case not settled at the local level. The request must have first followed the school's reclassification process. Note: any request for the use of the "specialist" suffix for non-exempt positions, once approved by the FAS Reclassification Committee, may need further approval by Labor Relations and/or the Joint Committee.

   Exempt and Non-Bargaining Unit Non-Exempt Staff may pursue a grievance through FAS Human Resources by having the Associate Dean for Human Resources review the request for a final decision.