Reclassification

RECLASSIFICATIONs

Job Reclassification Overview

Reclassifications can be requested when employees are currently performing work that is out of scope with their current assigned job code/classification.  There should be at least a 40-50% difference in job duties before a reclassification is pursued. 

It's normal for employees' work responsibilities or job descriptions to change, but that the work still falls within the same scope of job classification they are currently assigned to. In these instances a reclassification to a new job code is not appropriate. Please consult with the Dean’s Office HR team if you have any questions on whether a reclassification is necessary and review the off-cycle salary increase requests information as an alternative. 

To review the detailed steps of the reclassification process and required forms please visit:  OHR Job Reclassification webpage.

Dean's Office RECLASSIFICATION Process

1. If a supervisor or employee believes that a reclassification of an employee’s position is warranted, Dean’s Office HR should be consulted initially so a determination can be made on what classification is most appropriate, salary implications, and ultimately, whether a reclassification is viable. 

   • 1. • • The first step to reclassification is to produce an updated job description. In order for a reclass to be approved, 40-50% of job duties must have moved out of current classification. A change in job duties does not necessarily mean a change in classification. Job duties can still fall within the same classification even when new to a role. That 40-50% change will need to be demonstrated when comparing the current version with the new one. 

          • For reclasses to be approved it's all about demonstrating the heightened levels of scope, complexity, and independence. 

          • Work with HR and your supervisor to finalize the new job description, the appropriate job code, and proposed salary range. 

2. Employee or the employee alongside their manager, completes the Classification Review Request form for CS and P&A or the Job Review Questionnaire (JRQ) and Answer Sheet for AFSCME Clerical and Technical, types their name on the form, and forwards it to their supervisor. Do not use electronic signatures. Use your new job description to complete these forms. 

3. Supervisor reviews the form for completeness and accuracy, adds comments or additional information as needed, and approves the request by typing their name on the form. 

4. Complete the Dean's Office Reclassification Request Form with your and supervisor signature, HR will route your form to the Department Head and submit to OHR for approval.

   • 1. • Dean's Office Reclassification Request Form 

You will need the following in order to complete the request form:

1. • • • • • • Completed Classification Review Request Form or Job Review Questionnaire (JRQ) and Answer Sheet

             • Old/Previous Position Description

             • Unit Organizational Chart

             • Current Resume: to verify employee meets minimum qualifications for the new classification

5. Once all approvals have been received and any needed adjustments have been made, Dean’s Office HR will submit the documentation to the Office of Human Resources (OHR) Compensation and Classification office. OHR has the final authority on the classification that is determined. In some cases, OHR will determine a classification that is different from the one originally submitted, or may determine that a reclassification is not appropriate.

6. Once the final approval determination is made by OHR, Dean’s Office HR will provide a salary recommendation for the new classification and work with the unit. The Senior Leader will need to approve the new salary. Once HR and Senior Leader approves the new salary, Finance will have final approval on the new salary.

1. • Please note: Approval of a reclassification doesn’t automatically constitute a salary increase. Consideration of salary increases will depend on what is budgeted in the unit's staffing plan.

Reclassification Resources

• • Moving from a CS to P&A position FAQs

  • OHR Reclassification Process & Policies

  • Job Families and Salary Ranges

  • Job Classification Search (includes OHR job specs)

Job Description Resources

• • Writing Inclusive Job Descriptions

  • Job Description Template

  • Writing inclusive Job Description 

  • Verbs for Use in Writing Job Descriptions

Reclassification Forms

• • Classification Review Request (CS and P&A)

  • Supervisory Change Request Form

  • Job Review Questionnaire (JRQ) and Answer Sheet for AFSCME Clerical and Technical

  • JRQ form (Teamsters)