HR Search

 


Reclassification

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.

What is Reclassification?

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:

Gradual Change

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).

Logical Change

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.

Summary

  1. Change which is both gradual and logical can result in reclassification if more than 50% of assigned duties and responsibilities are duties and responsibilities associated with a different classification and/or level.
  2. Logical but abrupt change which exceeds 25% of the previously assigned duties and responsibilities is usually not viewed as being gradual and therefore, can not result in reclassification but could result in reallocation.
  3. Abrupt changes which exceeds 50% of the previously assigned duties and responsibilities is not viewed as logical according to DER policy.  Abrupt change exceeding 50% would be viewed as creation of a new position.
  4. Change which is neither gradual nor logical can not result in reclassification or reallocation.

Initiating a Reclassification

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.

The Position Review Process  

Generally speaking, the classification analyst will follow these general steps as a part of the review:

  1. Your new Position Description is compared with your old position description(s);
  2. Your new Position Description is compared to State classification specifications/standards;
  3. Your new Position Description is compared with other Position Descriptions of employees holding the same or similar classification titles on the UW-Parkside campus and/or elsewhere in the UW system;  
  4. Other materials are reviewed to determine working and reporting relationships.  Material such as the work unit's mission, budget, structure and position descriptions of other staff members may be examined;
  5. An on-site audit may be conducted to obtain any additional information which may be needed.

The On-Site Audit

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.

The Reclassification/Reallocation/Regrade 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:

Reclassification

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.

Reclassification Denial

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.

Reallocation

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).

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:

  1. The changes to assigned duties have occurred gradually over an extended period of time.
  2. You have been performing the duties of a different classification and/or level for more than 6 months.
  3. You have been performing these duties satisfactorily.
  4. The assignment of additional or expanded duties and/or responsibilities to your position was logical and not arbitrary and/or capricious.
  5. You have met any education and/or experience requirements.

Regrade Denial

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.

The Effects of a Reclassification

  1. When upward reclassification/regrade is approved:  (1) your position is reallocated and you are regraded to a new classification and a higher salary range; and, (2) you receive an increase in pay.  This new pay rate is retroactive to the classification effective date (see initiating a reclassification above).  You will receive a letter notifying you of these changes. 
  2. When lateral reclassification/regrade is approved:  (1) your position is reallocated and you remain in your current pay range or a counterpart range; (2)  you will only receive a wage adjustment if your current pay is below the PSICM rate of the pay range appropriate for the new classification.  You will be notified of any changes which occur.
  3. When downward reclassification/regrade is approved:  (1) your position is reallocated and you are assigned to a lower pay range; (2) your wages will generally not be reduced, however, your rate of pay will be viewed as "red circled" if the rate exceeds the pay range maximum.  You will be notified of any changes which occur.

Appeal Procedure

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.