Position reviews are requested and submitted to the campus Human Resources Office for many reasons. Reviews are often requested for reclassification purposes. This document will briefly explain the position review process as it relates to reclassification. This information does not apply to reclassification of positions which were filled on a "downgraded for development" basis.
Reclassification is the assignment of a position to another classification based on changes that have occurred to the job. The changes must have occurred both gradually and logically. Only a position (not a person) can be reclassified. When a position is reclassified, the incumbent is usually regraded (see regrade decision) and remains in the reclassified position. The changed duties and/or responsibilities must be permanently assigned to the position and must have been a part of the positions' assignments for longer than six (6) months. Changes which have occurred to the position must meet both of the following criteria:
The Office of State Employment Relations (OSER) policy states that change of more than 25% from one position description to another is not viewed as gradual change. Remember, however, that 50% of the newly assigned functions must be greater in scope and complexity in order to support reclassification. Gradual change then, is usually supported by position description(s) which reflect changes occurring over an extended period of time. In addition, each position description describes a more complex job than the preceding position description. (The period between position descriptions could be from 6 months to several years).
Any change which has occurred must be reasonably related to your position's previously assigned duties and responsibilities. According to DER policy, any change from one position description to another which exceeds 50% will not be viewed as logical. In addition, the assignment of new duties and/or responsibilities must not be arbitrary and/or capricious.
Normally, a reclassification request is initiated by your supervisor. The following documents must be received in the campus Human Resources Office before a reclassification review can be initiated:
These documents must include all necessary signatures. The date of receipt of these documents by Human Resources Office staff is important because the receipt date determines the potential reclassification effective date. The reclassification effective date is the beginning of the first pay period after the Human Resources Office receives all of the required documents. Even though the processes involved in reclassification can become lengthy, the reclassification effective date is the date used to determine when your classification and new pay rate begin if reclassification is approved.
Generally speaking, the classification analyst will follow these general steps as a part of the review:
An on-site audit is a visit to your work site by the analyst to better understand your position. Meetings with you and your supervisor may be arranged, on an individual basis, by the analyst. These meetings allow the analyst to receive and/or clarify information vital to the classification determination which is not available from the source documents.
The analyst will ask specific questions to clarify unclear areas. You should feel free to relate any other information that you feel is important for the analyst to know. Remember, it is to your advantage that the analyst knows as much as possible about you job duties and responsibilities in order to make a accurate classification decision.
After the analyst has completed the position review process, including the on-site audit if necessary, one or more of the following actions will be finalized and implemented:
If the analyst determines that the request for reclassification is valid, a written justification for the action is prepared. If the action is delegated to UW-Parkside, the action is then finalized by the signature of the campus appointing authority. If reclassification authority is not delegated, the justification is sent to UW System Administration and if appropriate, to the state Department of Employment Relations for approval or denial. When reclassification to a higher classification and/or level is approved, the incumbent usually (but not always) receives a wage increase.
If the reclassification is denied, the analyst will prepare a letter explaining in detail why the reclassification is inappropriate. If you have any questions regarding the denial letter, you may make an appointment with the analyst for discussion.
Under some circumstances, particularly when the criteria for reclassification has not been satisfied, a position may be reallocated to a different classification and/or level. Frequently when reallocation occurs, there is no change in rate of pay. In addition, although rare, in some very specific circumstances (for example, when an abrupt change exceeding 50% of assigned functions occur), a position incumbent may be required to complete with other persons for the retitled job (see regrade decision).
Upon determination of the proper classification of your position, a regrade decision is made if it is decided that the position should be reclassified and/or reallocated. A decision is made confirming your eligibility to remain in your position and be "regraded" if the following requirements are satisfied:
If your position is reclassified and you are not regraded (see Regrade Decision above) you may remain in the position on an acting basis until the competition and selection processes are completed.
You have the right to appeal any action taken by staff of the campus Human Resources Office, UW System Administration, OSER's Division of Compensation and Classification. The appeal procedures will be outlined in the justification or denial document you receive.