Current through all regulations passed and filed through September 16, 2024
(A)
The associate vice president for human resources shall
assign all classified civil service employees who are not in a recognized
bargaining unit to a classification in the university classification plan for
classified civil service staff.
(B)
A list of
classification titles and a classification specification for each
classification included in the university classification plan are maintained by
the personnel department. The classification specifications document the basic
function and responsibility, characteristics job duties, reporting
relationships, working conditions, and qualifications for each
classification.
(C)
Each classification is assigned a four digit code.
Related classifications, which may form a career progression, are grouped into
a classification series. The first three digits of the classification code
denote the classification series to which a classification is
assigned.
(D)
The associate vice president for human resources
establishes and maintains a comprehensive job evaluation plan. A single
point-factor evaluation assessment is used to determine the overall value of
each classification and position in relation to other classifications and
positions. The evaluation plan includes eleven significant factors used to
determine the value of jobs. The eleven factors are:
(1)
Knowledge
required;
(2)
Experience required;
(3)
Freedom of
action;
(4)
Mental complexity;
(5)
Impact of
actions;
(6)
Internal contacts;
(7)
External
contacts;
(8)
Supervision exercised;
(9)
Physical
effort;
(10)
Physical work environment;
(11)
Interpersonal
work environment.
(E)
The associate
vice president for human resources determines, or his/her designee, may
initiate and make continuing audits, inspections, and investigations of
classified positions. When the associate vice president for human resources
determines that a position is improperly classified, the position will be
reallocated to the proper classification within the compensation
plan.
(F)
Following implementation of the classification plan
contained herein, no classified employee shall be reduced by reassignment to a
classification with a lower pay grade or to a lower compensation rate. However,
voluntary written agreement by an employee to a demotion or reduction shall be
considered a satisfactory basis for such action, subject to approval by the
associate vice president for human resources.
(G)
Newly created
positions may be assigned to a classification and pay grade by the associate
vice president for human resources before the position can be filled. To
initiate the classification of a new position, a position description
questionnaire (PDQ) must be completed and submitted, with all the required
signatures, to the personnel department, in accordance with the procedures
described in paragraph (I) of this rule and the Administrative
Code.
(H)
Once a position has been classified, it will remain in
that classification unless there are substantial changes in the requirements
and responsibilities imposed on the position. It is the responsibility of each
department head to ensure employees function within the expectations of their
assigned duties and responsibilities of a classified position, to the extent
that it would impact upon the classification assignment of a position, is
delegated to each respective vice president/provost. No dean, director,
department head or supervisor shall assign duties and responsibilities
justifying a pay grade higher than the current pay grade without prior written
approval from the appropriate vice president/provost.
(I)
If substantial
changes do occur, the incumbent or department head may initiate a request for a
classification review in accordance with the procedures described below. Such a
request for a classification review in accordance with the procedures described
below. Such request may not be submitted more than once every twelve
months
for the same position. Classification reviews will not be performed on
positions of probationary incumbents or incumbents for which layoff or
displacement is under consideration.
(J)
Procedures for
requesting a classification review:
(1)
A request for a classification review must be submitted
to the compensation unit with a completed position description questionnaire
(PDQ). The content of the position description questionnaire (PDQ) must be
certified by the incumbent and the supervisor, and routed for a review and
signature by other administrative supervisors in the reporting channel up to
and (including the vice president/provost) before it is submitted to the
compensation unit. If the position is vacant, it is the responsibility of the
supervisor to complete, certify the content, and route the position description
questionnaire (PDQ).
(2)
Upon receipt of the completed position description
questionnaire (PDQ), including all appropriate signatures, a notice will be
sent to the department head/college dean and executive officer to whom the
position is charged. The compensation unit then will conduct an audit and
evaluation of the position. After gathering any supplementary data necessary to
achieve a detailed understanding of the position, which may include telephone
or on-site interviews with the incumbent and supervisor(s), the position will
be evaluated in conformity with the job evaluation plan. The position will be
assigned to the most appropriate classification as indicated by the information
and statements submitted regarding duties currently performed.
(3)
The audit and
evaluation process shall be completed when the associate vice president for
human resources approves the classifications assignment and written
notification of the result is sent to the department head and the incumbent (if
applicable). If the audit indicates a need to reclassify the position, a
summary will be delivered to the executive officer to whom the position is
charged.
(4)
Upon receipt of the audit summary, the executive
officer to whom the position is charged will either approve the position
reclassification or not approve the position reclassification. If the executive
officer approves the position reclassification, the effective date will be the
first day of the pay period immediately following written notification of the
classification change. In such case that the position reclassification is not
approved, the employee will be paid for work conducted and returned to the
established position for which they are currently classified. A written outline
will be issued by the compensation unit detailing those duties currently being
undertaken by the employee that must be eliminated so as to conform with the
current classification.
(K)
Appeals
process:
(1)
Should the incumbent disagree with the classification
decision by the compensation unit, a written appeal may be submitted to the
classification appeals committee. The appeal must be signed by the incumbent,
and received by the associate vice president for human resources within ten
working
days of the issuance of the written notification. However, the incumbent cannot
appeal the their executive officer's decision to not approve the position
reclassification, as set forth in paragraph (J)(2) of this
rule.
(2)
The classification appeals committee will meet as
necessary to consider appeals. The committee will consist of five to seven
members selected and appointed by the vice president for human resources from
the university's classified civil service and unclassified administrative
staff. The committee will be chaired by the manager of compensation or his/her
designee.
(3)
An employee with a pending appeal will be notified when
the classification appeals committee will meet, and will have opportunity to
submit factual job information for the committee's
consideration.
(4)
The classification appeals committee will either
reaffirm the classification assigned or forward to the associate vice president
for human resources a recommendation specifying the basis of fact and judgment
upon which the committee considers the results of the classification review to
be erroneous.
(5)
The associate vice president for human resources will
consider the action of the committee and notify the affected parties of his/her
decision. The effective date of an appeal determination will remain the first
day of the pay period immediately following the date of the original letter of
notification.
(6)
An incumbent whose appeal has been denied through the
university appeal process may submit an appeal to the state personnel board of
review within thirty
calendar days after receiving notice of the results of the
university appeal process.
Replaces: 3342-6- 07.3
