Job Descriptions

A job evaluation is usually requested by the manager of the unit through the Human Resources Officer of that school or vice presidential unit. Evaluations are required when a new position is being created, or when an existing job (whether occupied or vacant) is changed significantly. An employee may request a job evaluation through his or her supervisor. Job evaluation requests should be submitted as far in advance of the desired effective date as possible. No job evaluation results may be retroactive more than 60 days prior to submission. Under the Collective Bargaining Agreement with the United Staff Association, Local 3882 the union may initiate a request for a job evaluation for office/clerical(codes 106/116) and laboratory/technical (codes 104/114) positions. See Article 10–Reclassification of the Agreement. Jobs Paid on Grant Funds Classification and pay determinations are not affected by the source of the funding for the position (e.g., University budget or grant funds). Rather, it is through an analysis of internal equity and market factors that an appropriate salary increase is determined.

Budget Approval

Before a vacancy may be posted or filled, department heads must get budget approval from the Office of the Vice President for Budget and Resource Planning when the unit is:

• creating a new position;
• duplicating an existing position (adding to headcount); or,
• upgrading an existing position that is currently vacant but which the department head intends to fill.

The University Budget Office does not review the funding for requests for reclassification of a position that is currently occupied. However, department heads must get approval from their unit’s financial officer. Responsibilities in the Job Evaluation Process
Manager/supervisor:

• identifies positions where changes in responsibilities may warrant review
• identifies need for the creation of additional positions

Incumbent:

• assists in revising his or her job description
• reviews and discusses the description being submitted for review with his or her supervisor and/or Human Resources Officer

Human Resources Representative:

• analyzes the need for new positions or reviews existing positions
• reviews descriptions with the supervisor and clarifies duties
• compares positions to others in the unit to ensure internal equity and appropriate grade/salary recommendations
• ensures funds are available for request
• submits a job evaluation request including a recommendation to the Human Resources Division with the following materials:
• job description
• departmental organization chart
• employee position information questionnaire and supervisor’s response form (for codes 104/114 only)

If the position is new or vacant the Human Resources Representative should also submit a Request to Recruit and forward all materials to the Employment Office. If the position is currently occupied, the Human Resources Representative should also submit a Job Evaluation Request and forward all materials to the Compensation Office. Compensation Analyst:

• reviews and clarifies job descriptions with the employee, supervisor, and Human Resources Representative
• determines job’s status under the Fair Labor Standards Act (exempt or not exempt from the overtime pay provisions of the FLSA)
• compares and ranks positions based on factors defined in the appropriate job evaluation system
• determines appropriate grade level
• conducts surveys if necessary to determine appropriate pay

The Compensation Analyst works closely with the Human Resources Representative during the evaluation process. The job evaluation results including grade, title, job description and salary recommendation are provided to the Human Resources Representative. Salary Increase Guidelines for Reclassifications
Administrative & professional(codes 100/110) employees whose positions are reclassified to a higher grade will typically receive a salary increase that is 5-15% of their current salary. The Compensation Analyst, in consultation with the Human Resources Representative, will determine the appropriate increase through an analysis of salaries for comparable positions within the unit and the University. Office/clerical (codes 106/116) or laboratory/technical(codes 104/114) employees whose positions are reclassified to a higher graded bargaining unit position will typically receive a salary increase to at least the new grade minimum.