Position Classification Process

Position Classifcation has two purposes:

• to accurately define and describe the current duties and responsibilities of positions; and
• to ensure consistency in describing similiar positions across the University.

The CSU's role:

• CSU provides Classification Standards for each classification within the CSU.
• Some degree of adaptability exists for positions within the same classification to reflect unique department/division/campus needs.

Requesting a Position Review

• When? Requests are appropriate to submit for review if there are significant on-going changes in job duties/responsibilities, that represent at least a 50% change in job duties including but not limited to:
• Reassignment of duties that result in the position changing more than 50%.
• Addition, removal or significant changes in supervisory responsibilities.
• Technological change (new equipment requiring special license, training or knowledge, not different software which enables the incumbent to fulfill their current responsibilities in a different way).

Not all changes in duties and responsibilities may be significant enough to warrant a classification review or necessitate a revised position description.

• How? An employee or supervisor may submit a written Request for Classification Review.

Reclassification Types

• There are two types of reclassifications:

  •   When a position is reclassified to a new class
  • Example: Administrative Support Assistant to Administrative Support Coordinator
  •   When a position warrants an in-class progression:
  • When a position moves from one skill level to another within the same classification.
  • Example:  Administrative Support Assistant I to Administrative Support Assistant II.

Factors in Determining the Appropriate Classification

• Nature of duties and responsibilities.
• Scope and level of duties and responsibilities.
• Relationship of the position to other positions in the department and university.
• Supervision (both given and received).
• Exercise of independent judgment and authority to take action.
  

Factors NOT Included in Determining the Appropriate Classification

• Quality of performance – (Performance Rating)
• Quantity of work
• The status of the incumbent
• The incumbent’s length of service
• Time spent at the maximum salary of the position

        * Remember the position, not the incumbent, is being reviewed.

Classification Review Process

• Requests are processed in the order of receipt in the Human Resources department.
• Position duties are compared with:
• The appropriate CSU Classification and Qualification Standards
• Other similar positions in the department, and within the University
• The appropriate classification is determined.
• The incumbent is notified of the classification decision in writing.

Classification Appeal Process

• An incumbent may appeal the classification decision.
• The incumbent submits the appeal to Human Resources within 30 calendar days after notification of classification decision. 
• Detailed appeal instructions can be found in the appropriate bargaining unit contract or MOU.
• A designated Manager in Human Resources (not the same person who conducted the initial review) meets with the employee.
• The appeal classification decision is communicated to the incumbent in writing.
• The ruling on the appeal is final. 

Position Description Process

The non-bargaining unit Manager (MPP) prepares and approves all position descriptions for new, vacant, and existing positions.

• Complete the Position Description (described below)
• Gather signatures from the following:
• The employee
• The immediate supervisor
• The appropriate Administrators
• Forward signed Position Description to Human Resources
• Forward a copy to the employee
• Maintain an electronic copy for departmental records
• HR maintains a written copy

Completing the Position Description Form

Action Requested (Select one of the following)

• Establishing a new position
• Filling a current vacant position
• Initiating a classification review – when 50%+ of the position has changed
• Updating an existing job description (no review requested)

Position Summary

• Briefly describe of the purpose of the position.
• Example:  Provides clerical support to the Department Chair, including processing mail, maintaining files and records, scheduling and arranging appointments and providing budget support.

Major Duties

• Indicate approximate percentage of time spent in each functional area.
• Calculate the value of duties to equal 100%.
• List in descending order from most important to least important.
• If necessary, combine a variety of duties up to 10% in a miscellaneous category.  

Equipment

• List any special machines, tools, equipment, and/or motor vehicles required.

Additional knowledge, skill, experience and/or licenses:

• List any required certificates, licenses, education or experience; additional skills, knowledge, and/or abilities needed.

Supervision of others

• List name and title of all individuals incumbent directly supervises.

Changes in Responsibilities

• List the changes in responsibility (work added, changed, or removed).
• These changes should also be reflected in the Major Duties and/or Position Summary sections of the Position Description form.

Additional Comments:

• Include any additional information that you think would be helpful in the review of this position.

For Additional information or assistance, contact:

• Your Manager
• Lynn Marks, Classification & Compensation Manager, extension 2990