Classification Review of Professional and Scientific (P&S) Staff Positions
Purpose — The University of Iowa classification system was established to meet the needs for employing staff with the appropriate mix of skills to meet the multiple missions of all University entities and to ensure that staff are appropriately and equitably recognized for their contributions. It is the responsibility of departments/administrative units to develop on-going plans for staffing. The department/administrative unit must consider unit requirements as they relate to the number of staff and classification mix necessary to effectively operate the unit. This policy clarifies the process for seeking and conducting classification review for a filled position.
Staff Members Covered. All regular (non-temporary) P&S staff members holding appointments of 50% or more are covered by this policy. Those holding appointments of less than 50% may request classification review through normal administrative channels.
Criteria for Reclassification Approval. When the duties, responsibilities, and authority of a position substantially differ from those established in the University’s general position description for the current classification, while also fulfilling a department/administrative unit’s needs for a different classification, the position is eligible for reclassification to a higher, equal or lower paygrade.
Procedures. Any staff member, supervisor or department/administrative unit may initiate a classification review of a filled position. The request will include reviewing the staff member’s current duties and responsibilities against the current classification to determine if there is change substantial enough to warrant a classification review. The initiator of the review should identify an appropriate target classification, in consultation with the department or collegiate/divisional personnel officer. 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 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 act on the request within 30 calendar days. The college/major administrative unit shall act on the request within 30 calendar days following receipt of the departmental recommendation. The Division/College Review Committee (DCRC) or University Review Committee (URC) shall make its decision within 30 calendar days of the Committee monthly meeting (refer to Review, below, for definitions of committees). The Associate Vice President/Director of Human Resources shall issue a final decision within 30 calendar days following receipt of the college/major administrative unit or DCRC/URC recommendation for reclassification. During peak time periods, March 1 through June 30, the Associate Vice President/Director of Human Resources will issue a final decision within 45 calendar days. 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. 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 denies the request. Upon final denial of a classification review request, the staff member shall receive written notification of denial, the specific reasons for the denial, and a description of the appeal process.
Compensation upon reclassification. Regardless of source of funds, unless there is substantial documentation for a lesser increase, such as internal equity, professional and scientific incumbents in positions that are reclassified will receive a salary increase of:
- One pay grade -- $2,500 or 5 percent of a staff member's base salary, whichever is greater;
- Two pay grades -- $3,000 or 6 percent of a staff member's base salary, whichever is greater;
- Three or more pay grades -- $3,500 or 7 percent of a staff member's base salary, whichever is greater.
If an employee is appointed at less than 100 percent time, the flat dollar reclassification salary increase will be prorated based upon the current percent of time appointment.
If either the flat dollar amount or the percentage increase results in a salary below the first quartile, the unit also has the option of recommending a salary up to the first quartile. Such a recommendation will be accompanied by an equity analysis related to other individuals in the unit in the same classification.
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. Each college/major administrative unit with sufficient resources shall appoint a DCRC to consider appeals. Where the administrative unit lacks sufficient resources to develop a standing committee, appeals shall be directed to the URC. This shall be the appeal venue for central administrative employees and those of smaller colleges/administrative units. The DCRC and URC shall each consist of:
- At least two professional and scientific staff members appointed for two to three years, with the possibility of a renewed appointment;
- A primary human resources professional or designee; and
- A representative in the requested classification or someone knowledgeable of the position being sought, at the discretion of the DCRC/URC membership, appointed on an ad hoc basis.
If the supervisor or department/administrative unit denies a reclassification request initiated by a staff member, the department/administrative unit shall forward the request and specific information on the reason for the denial to the college/major administrative unit. If the college/major administrative unit denies the request, written notification shall be provided to the staff member, supervisor, and department, detailing the reasons for denying the request. 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 DCRC/URC. The written request for appeal shall address why the staff member or supervisor believes the division/college decision is incorrect. The individual or department initiating the appeal may request to meet with the DCRC/URC in person. Such requests shall be granted. If a written request for appeal is not submitted within the 15 calendar day period, the denial shall be considered final.
If the college/major administrative unit denies the appeal and the denial is sustained by the DCRC/URC, the denial shall be considered final. However, if the DCRC/URC reverses a college/major administrative unit denial, the documentation shall be forwarded to the Associate Vice President/Director of Human Resources for consideration. The decision by the Associate Vice President/Director of Human Resources shall be considered final.
A July 1 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 Associate Vice President/Director of Human Resources
If you have questions regarding the policy, you may contact Compensation & Classification, comp-class@uiowa.edu.
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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 the department/administrative unit requesting review, detailing changes in responsibilities discussed with the incumbent at his or her most recent performance evaluation, and giving the date of that evaluation.
The following must be attached to the reclassifiation 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.
If the position to be considered for reclassification is research related, the incumbent's curriculum vitae may be required.
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 Division/College Review Committee (DCRC) or, if the division/college does not have a DCRC, then to the Chair of the University Review Committee (URC). 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 DCRC or URC in person. Such a request shall be granted.
If a written request for appeal is not submitted within the 15 calendar day period, the denial is final.
Step 5 — The Division/College Review Committee (DCRC) or the University Review Committee (URC) recommends approval or issues final denial (within 30 calendar days of the Committee's monthly meeting). The individual originating the appeal will receive from the DCRC or URC 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 DCRC or URC 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 — Associate Vice President/Director of Human Resources issues final approval or denial (within 45 calendar days following receipt of the college/major administrative unit or DCRC/URC recommendation).
Division/College Review Committee (DCRC) Guidelines
Membership:
- Two members appointed for 2 to 3 years.
- One primary human resource professional or designee.
- A representative in the requested classification, or someone knowledgeable of the position being sought, at the discretion of the DCRC/URC membership, appointed on an ad hoc basis.
- Appointed by the division/college.
- Meetings shall occur monthly when there is business to conduct.
University Review Committee (UCR) Guidelines
Membership:
- Two members appointed for 2 to 3 years.
- One primary human resource professional or designee.
- A representative in the requested classification or someone knowledgeable of the position being sought, at the discretion of the DCRC/URC membership, appointed on an ad hoc basis.
- Appointed by the Associate Vice President for Finance and Operations.
- Meetings shall occur monthly when there is business to conduct
A flowchart showing the process of reclassification is available to download/view.