Purpose

The purpose of the University's Position Classification Plan is to define the approved system of grouping positions into appropriate classifications for the purpose of defining types of positions and maintaining pay equity among similar positions.

Applicability

This policy applies to all approved classified positions, whether temporary or regular as established by the President.

Definitions

Classification : A group of positions (or one position) that:

1. have similar duties and responsibilities,
2. require like qualifications, and
3. can be equitably compensated by the same salary range.

Classification Title: The official designation or name given to the written description and specification of a classification. It shall be used on all personnel records and actions. Different working or office titles may be used for purposes of internal administration.

Position : A group of currently assigned duties and responsibilities requiring the full or part-time employment of one person. A position may be occupied or vacant.

Approval Authority

The President must approve all changes to the classification plan, including:

1. Addition or deletion of, or changes in classification titles,
2. reclassification of positions.

Administration

The Human Resources Manager shall be responsible for the day-to-day administration of the classification plan.

Classification of New Positions

Proposed new positions should be defined and classified before being submitted to the President for approval. The Department Head requesting the new position should submit a Job Analysis Questionnaire (JAQ) to the Human Resources Manager, who will review the information and recommend an appropriate classification for the position. If no suitable classification exists, a new classification specification will be prepared by the Human Resources Manager.

Reclassification of Existing Positions

The University acknowledges that the duties and responsibilities of a position may change over time. At the request of the Component Head, the Human Resources Manager will review the current duties and responsibilities of a position to determine if it should be reclassified.

Maintenance of Plan

The Human Resources Manager shall periodically conduct a general review of the classification plan.

1. a. Each time a vacancy occurs, the Department Head shall review the current classification specification to determine if any changes have occurred in the major duties or requirements of the job. He or she shall submit any necessary changes to the Human Resources Manager who will determine if the job should be reclassified, or the classification modified to incorporate the appropriate changes. The Human Resources Manager will review the allocation of the position and make a recommendation to the President in the event that he or she determines that a new allocation is appropriate.
   
2. b. It shall be the responsibility of each Component Head to submit to the Human Resources Manager, requests for new classification specifications for all affected positions each time a department or division under his or her jurisdiction is permanently or substantially reorganized. The Human Resources Manager shall prepare new classification specifications, and/or reallocation recommendations to the President.
   
3. The Human Resources Manager may require Department Heads or employees to submit information for new classification specifications on a periodic basis, or any time he or she has reason to believe that there has been a change in the duties and responsibilities of one or more positions.
   
4. Each time a new class is established, a classification specification shall be written and incorporated in the existing plan. Likewise, an abolished class shall be deleted from the classification plan.

Interpretation of Classification Specifications

Classification specifications are descriptive and not restrictive. The use of a particular description to describe duties, qualifications or other factors shall not be held to exclude others of similar kind or quality. Classification specifications are intended to indicate the kinds of positions which shall be allocated to the classifications established and not to describe functions specific at a particular position. Series of classifications should be reviewed as a unit.

Job Descriptions

The day-to-day duties and functions of specific positions should be documented in a job description provided by the supervisor or department head. Job descriptions are maintained at the departmental level. It is understood that duties and assignments may vary from time to time, and that a job description may not be exhaustive in scope.

Official Copy

The Human Resources Manager shall be responsible for maintaining an official copy of the Position Classification Plan. The official copy shall include a list of classification titles and specifications plus all amendments thereto. A copy of the official plan shall be available for inspection by the public under reasonable conditions during business hours.

Amendments

Upon the recommendation of the Human Resources Manager the President may cause new classes of positions to be established or current classes of positions to be abolished as necessary to the maintenance of the Position Classification Plan. Such changes shall take the form of amendments to the plan.