Reclassification of a Merit Position to a Professional and Scientific (P&S) Staff Position
Eligible Employees — All regular (non-temporary) Merit employees who have an appointment of 50% or greater and request to have their position reviewed using the P&S classification evaluation system are covered by this policy. Because ranks assigned to the University’s librarians reflect the professional status and accomplishments of the individual rather than the responsibilities of a position, the Librarian I, II, III, and IV titles are excluded from this policy. Merit employees may not initiate reclassification to these P&S positions, however the department shall have the authority to request a classification review if it is determined necessary to meet business needs.
Criteria for Reclassification Approval — When the duties, responsibilities, and authority of a position substantially differ from those established in the University’s merit position description for the current classification, while also fulfilling a department/administrative unit’s needs for a different classification, the position is eligible for consideration of reclassification to a higher, equal or lower pay grade.
Procedures — Any Merit employee described above, supervisor or department/administrative unit may initiate a classification review of a filled position. The initiator of the review should identify an appropriate target classification, in consultation with the department or collegiate/divisional Human Resources Representative. If the department, college or major administrative unit recommends a classification at a higher pay grade than the current pay grade, but different from that requested, the recommendation shall not be considered a denial of reclassification.
Process — To initiate a classification review, the incumbent staff member or his/her supervisor must submit a letter to the department/ administrative unit requesting the review in electronic format using the HR Transaction system. The letter must detail the changes in duties and responsibilities. The HR Transaction system request must be accompanied by a P&S position description questionnaire (PDQ), the unit’s organizational chart, the position description in effect when the position was last classified, and a description of the proposed classification, if known. For research related classifications, a curriculum vitae may be required. A copy of the letter requesting the review must also be sent to the college/major administrative unit.
Time Frames — After an employee or supervisor initiates a request for a classification review, the department shall provide a recommendation on the request within 30 calendar days. The college/major administrative unit review shall provide a decision on the reclassification request within 30 calendar days following receipt of the departmental recommendation.
The Department of Human Resources will solicit an opinion from the University Merit Position Review Committee, and shall issue a final decision within 45 calendar days following receipt of the college/major administrative unit review recommendation.
- To ensure an effective date of July 1 of the upcoming fiscal year, a classification review must be initiated by January 1. Reviews may be initiated throughout the year and, if the classification is changed, shall be effective on the 1st day of the month following central administration approval. However, if there is a change of benefits due to the reclassification, the change shall be effective on the 2nd day of the month following central administration approval. Failure to act within the prescribed time frame shall automatically move the request to the next administrative level unless, by mutual agreement, there is an extension of the deadline.
Staff Feedback — This policy provides for periodic feedback to the employee and department on the progress of a request. The cover sheet of the PDQ requires a signature of the department and college or major administrative unit with specific recommendations to approve or deny the request at each level. Upon completion of each review, a copy of the cover sheet shall be sent to the employee and department. All classification review requests shall be forwarded to the college/major administrative unit, even if the supervisor and/or department deny the request. Upon final denial of a classification review request by the college/major administrative unit review, the staff member shall receive written notification of denial, the specific reasons for the denial, and a description of the appeal process.
Appeals — This policy provides an appeal process for individuals or departments/administrative units to present their objections to a denial of reclassification for a filled position. Denials of reclassification requests may be submitted to the University Appeals Committee (UAC). The University Appeals Committee (UAC) shall each consist of:
- Three members shall be appointed by the Department of Human Resources for a period of three years and are required to have knowledge of Professional & Scientific and Merit position classifications. At least one appointment shall consist of campus human resources professional.
- Upon written notification of the denial, the individual or department initiating the request has 15 calendar days to submit an appeal of the classification to the Chair of the University Appeals Committee (UAC). The written request for appeal shall address why the staff member or supervisor believes the college/major administrative unit review decision is incorrect. The individual or department initiating the appeal may request to meet with the University Appeals Committee (UAC) in person. Such requests shall be granted. If a written request for appeal is not submitted within the 15-day calendar period, the denial shall be considered final.
- If the University Appeals Committee (UAC) denies the appeal, the denial shall be considered final. However, if the University Appeals Committee (UAC) reverses a college/major administrative unit denial, the documentation shall be forwarded to the Department of Human Resources for consideration. The decision by the Department of Human Resources shall be considered final.
- The reclassification shall be retroactive to the
beginning of the current fiscal year if:
- the request for review was initiated prior to January 1; and
- the appeal of the request was not acted upon until after July 1; and
- the appeal was upheld by the review committee, and subsequently by the Department of Human Resources.
Compensation —
- If the position is reclassified to Professional and Scientific Grades 3, 4 or 5, the employee will receive a $1,500 salary increase or 5% whichever is greater.
- If the position is reclassified to Professional and Scientific Grades 6 or above, the employee will receive a $2,000 salary increase or 5% whichever is greater.
- On Call, Standby and Callback pay will not be considered when determining the reclassification salary increase. Departments may petition for the consideration of Overtime, in determining compensation when it has been consistent over an extended period of time.
- Future step increases will not be considered when determining the reclassification salary increase.
- If a Merit employee with permanent status and at least four years of service is reclassified to a P&S position that is eligible for career status, they will serve one year in probationary status before becoming eligible for career status. If a Merit employee with less than four years of service is reclassified to a P&S position that is eligible for career status, the employee will be required to serve the full probationary period.
- Employees considering reclassification from a Merit classification to Professional & Scientific classification are advised to compare the difference in the benefits provided to employees in these work categories.
^ Top ^
Step 1 -- Staff member or supervisor initiates request through the HR Transaction system (request advances).
The initiator submits a letter through the HR Transaction system to department/administrative unit requesting review, detailing changes in responsibilities.
The following documents must be attached to the HR Transaction request:
- Position Description Questionnaire (PDQ)
- Unit organizational chart
- Position description in effect when the position was last classified
- Position description of the proposed classification, if known, and date of the most recent employee performance evaluation must be documented on the PDQ.
Step 2 -- Supervisor recommends approval or denial. (Request advances within 30 calendar days of initiation).
Step 3 -- Department recommends approval or denial (Request advances within 30 calendar days of initiation).
Step 4 -- College/Major administrative unit recommends approval or denial (Within 30 calendar days following receipt of the departmental recommendation).
If recommendation is approved, the documentation advances to the Associate Vice President/Director of Human Resources(see Step 6).
If the recommendation is denied, written notification is provided to the staff member, supervisor, and department giving reasons for denial that are based on the position's current responsibilities and the needs of the department.
Appeal — upon written notification of the denial, the initiator of the request has 15 calendar days to submit a written request for appeal to the Chair of the University Appeals Committee (UAC). The written request for appeal addresses why the staff member or supervisor believes the division/college decision to be incorrect. In the written request for appeal, the initiator may ask to meet with the University Appeals Committee in person. Such a request shall be granted. If a written request for appeal is not submitted within the 15-day calendar period, the denial is final.
Step 5 -- The University Appeals Committee (UAC) recommends approval or issues final denial (within 30 calendar days of the Committee’s meeting). The individual originating the appeal will receive from the University Appeals Committee the formal appeal decision giving specific reasons for upholding the denial or recommending the reclassification. Copies of this document will be forwarded to all parties involved in the original denial (staff member, supervisor, department, division or college).
If the recommendation is approved, the documentation advances to the Associate Vice President/Director of Human Resources (see Step 6). The University Appeals Committee decision is included as part of the reclassification review materials.
If the recommendation is denied, written notification is provided to the staff member, supervisor, and department, giving reasons for denial that are based on the position's current responsibilities and the needs of the department. This denial is final.
Step 6: The Associate Vice President/Director of Human Resources issues final approval or denial (within 45 calendar days following receipt of the University Appeals Committee recommendation).
UNIVERSITY APPEALS COMMITTEE
Membership:
- Three members appointed 3 years.
- One primary human resource professional or designee.
- Two members appointed on an ad hoc basis who are knowledgeable of Professional & Scientific and Merit classifications.
- Appointed by the Department of Human Resources
- Meetings shall occur when there is business to conduct
^ Top ^
A flowchart showing the process of reclassification is available for download/view in pdf format