P&S Classification Frequently Asked Questions
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Q1 What is position classification?
  Position classification is a framework to group positions into job classes based on similar functions, duties performed, required skill sets and other common factors in order to provide ease of administration and equity in pay practices.

Q2 What is the Position Evaluation Committee (PEC)?
  The Position Evaluation Committee (PEC) is composed of four voting members each holding an Annual Appointment. Each division vice president shall appoint one member from their division. The Committee shall meet at the call of the HRS director who serves as an ex-officio, non-voting member and chair of the committee. The PEC makes determinations about point value ratings and pay grade levels, based on preliminary evaluation by HRS. The purpose of this review is to ensure consistency of evaluation ratings for similar positions across the University. The position incumbent, if any, the supervisor, and the University Cabinet are notified of PEC determinations by HRS.

Q3 What are the factors that P&S positions are evaluated on?
 

Position description materials allow the University to complete and maintain an evaluation of P&S positions on the basis of a point-rating comparison. The point-rating comparison results in each P&S position being assigned a numerical value and pay grade classification according to the following evaluation factors:

  1. Complexity of problems to be solved.
  2. Minimum skills and knowledge required.
  3. Interpersonal relationships ordinarily involved in day-to-day activities of the position.
  4. Organization levels at which interpersonal relationships ordinarily occur.
  5. Nature of responsibility exercised within the context of the overall operations of the University.
  6. Scope of functional responsibility exercised.
  7. Constraints on independent action within which the position functions.
  8. Impact of independent actions on the attainment of goals for educational programs and/or institutional development.
  9. Degree of work pace, pressure, and/or stress ordinarily involved in day-to-day activities of the position.
  10. Extent and frequency of exposure to risk of bodily injury or physical discomfort.

Q4 How do I establish a new P&S position?
  To create a new non-temporary position, supervisors should complete a Position Description Questionnaire (PDQ) and submit it along with a department organizational chart to the P&S Compensation and Classification Coordinator in HRS. The PDQ must be complete with appropriate signatures to initiate the classification review. For further information, refer to Classification Process.

Q5 What is a Position Description Questionnaire (PDQ)?
  A Position Description Questionnaire, or PDQ, is a document used to collect information such as the specific duties and responsibilities assigned to a position as well as to identify the reporting relationships and the qualifications required to perform the duties and responsibilities successfully. The purpose of this questionnaire is to gather job-related information in order to develop position descriptions and ensure proper classification of the position.

Q6 How do I request for my position to be reviewed for potential reclassification?
  A P&S staff member may request that the classification of his/her position be examined at any time. Classification review is appropriate when permanent and substantial changes in job duties occur such as the nature and difficulty of work performed and/or changes in supervision received or exercised. Superior job performance does not justify classification review. A department head, a division vice president, or HRS may also request examination of a position as it may be necessary due to the reorganization of a department, a revision in program offerings, realignment of position duties, etc.

A Position Description Questionnaire (PDQ) must be completed and sent along with a department organizational chart to the P&S Compensation & Classification Coordinator in HRS. The PDQ must be complete with appropriate signatures to initiate the classification review. For further information, refer to Classification Process.

Q7 What are the classification process timelines?
  The classification review process will normally be completed within sixty (60) calendar days from the date the completed PDQ is received by HRS. Time limits may be extended for position reclassification actions by mutual agreement of persons involved in the reclassification review process. Receipt of incomplete or inaccurate documents is an example of when the timeline may need to be extended. Priority will be placed on new positions where searches are pending the completion of the classification process.

Q8 What is a job/desk audit?
  A job audit (also known as desk audit) is an “interview” with the incumbent of the position and/or their immediate supervisor in order to gather information to aid in appropriately classifying the position.

Q9 The PDQ instructions say to attach my department’s organizational chart. How can I create one?
  View Creating an Organizational Chart with Microsoft Word document.

Q10 Does my performance in my position impact whether or not my position can be reclassified?
  The classification process focuses on things such as job complexity, accountability, the skills and qualifications necessary to perform the job, and the conditions under which the work is performed. It does not focus on the incumbent’s traits, aptitudes, length of service, or performance.

Q11 If my position is reclassified, will I receive a salary increase?
  The salary of an individual whose position is reclassified to a higher pay grade will be at least equal to the minimum salary for the new pay grade. Reclassification to a higher pay grade may be accompanied by an increase in salary. Reclassification to a lower pay grade generally will not result in a reduction in salary unless it exceeds the maximum of the lower pay grade.

Q12 Can I appeal a classification decision?
  A P&S staff member, dean, director, or department head may appeal a determination made by the PEC. The appeal, along with the rationale for the disagreement with the decision, must be submitted in writing to the HRS director within fifteen (15) working days of the PEC determination notification from HRS. The HRS director will reconvene the PEC in order to review the appeal and hear any new information that may not have been reviewed previously or adequately represented in the first review. This classification appeal process will be completed within forty-five (45) working days from the date of the appeal request. Time limits may be extended by mutual agreement. HRS will communicate classification appeal determinations to the Cabinet, the position incumbent, if any, and to the position’s supervisor.

If the original PEC determination is upheld, the P&S staff member, dean, director, or department head may make a final appeal that will be reviewed by the Cabinet at the direction of the HRS director. This appeal must be submitted in writing to the HRS director within fifteen (15) working days of the receipt of the PEC appeal determination from HRS. This classification appeal process will be completed within forty-five (45) working days from the date of the appeal request. Time limits may be extended by mutual agreement. HRS will communicate classification appeal determinations of the Cabinet to the position incumbent, if any, and to the position’s supervisor. Decisions made by the Cabinet will be final.




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Date Updated: November 10, 2010