The reclassification project was undertaken in 1993 to
update the University's position classification system. Technological advances
and new responsibilities brought about by a period of substantial growth
necessitated changes in many positions. The classification project provided a
fresh look at every non-exempt position, creating job descriptions that could
be objectively classified. Additionally, "essential functions" for
each position were defined in compliance with the Americans With Disabilities
Act.
To begin the reclassification project, an experienced
consulting firm was selected to oversee the project. Information was collected
from employees and their supervisors in order to develop standard position
descriptions. Those descriptions provided employees and supervisors with a
summary of the duties and responsibilities applicable to individual positions.
In addition, those descriptions provided a basis upon which the relative weight
of each position could be calculated.
Each position was evaluated using a standard measuring
system. Two scoring systems were utilized; one for clerical and technical
positions and one for security, maintenance and trades positions. The factors
that were evaluated for clerical and technical positions include the following:
education, experience, required independence of action, supervision received,
effect of errors, contact with others, confidential data handled, type of
supervision, number of employees supervised and working conditions. The
security, maintenance and trades group had the following additional factors
evaluated: physical demand, machinery operated, and possible damage to
equipment or injury to personnel if an error is made.
The information provided on each factor was analyzed and a
point score was assigned. The total number of points for each position dictated
the grade level assigned to the position. Generally, positions requiring higher
degrees of education and experience resulted in a higher graded position.
Employees who felt that their grade level did not accurately reflect their
position had an opportunity to appeal the determination. It is important to
mention that meeting the criterion of one or two factors does not translate
into a move to a higher grade. Rather, the "total job" and all
of the factors associated with that job must be considered to determine the
grade level. Also, the classification system focuses on analyzing the position
itself and not the individual who may be in that position.
It is important to highlight items that do not count in
the job evaluation process. Those include volume of work, efficiency of the
incumbent, unusual qualifications of the incumbent, scarcity of people in the
marketplace and the amount of overtime worked. These factors are related to the
employee. The factors used in the grading process are related to the position,
and the contribution of the position to the institution's attainment of it's
overall mission is the object of all classification systems.
PURPOSE: To provide fair and equitable
pay for regular, full-time and continuing part-time staff members.
THE CLASSIFICATION
PROCESS: From information provided by employees and supervisors,
position descriptions are developed for clerical, technical, security,
maintenance, and trades employees. Based on this information, positions are
evaluated using a common measuring device for either clerical/technical
positions or for security/maintenance/trades positions.
Special compensable factors have been established for
clerical/technical positions, as well as the maintenance, security and trades
group. The information provided for each factor is analyzed and points are
assigned. The total number of points dictates the grade level for each
position.
THE SALARY
STRUCTURE: The University maintains a salary scale that is
periodically reviewed to ensure that it is competitive within the local hiring
area. The current salary scale structure was developed in 1993 as part of the
reclassification project and has been adjusted regularly in consultation with
various salary surveys.
The minimum rate for the lowest grade was established by
examining the salaries of the incumbents within that grade. A mathematical
progression was used to increase the minimums of the subsequent grades.
Midpoints and maximums were determined by applying a percentage distribution.
Up to this point, the University has not used the midpoints or maximums in
developing its salary administration plan.
HIRING PAY FOR NEW
EMPLOYEES:Newly hired employees are paid at the minimum for the grade,
except that candidates being considered for a position in the top two grades of
each plan my be hired at a rate between the minimum and the 25th percentile of
the range when warranted by the circumstances.
PAY OFFERED EMPLOYEES WHO
ARE PROMOTED WITHIN THE UNIVERSITY: A transfer to a different position
will not be considered a promotion unless the new position is in a higher grade
level. Transfer to a higher grade will be accompanied by an increase either to
the new minimum salary for that level or a 3% salary increase per grade --
whichever is greater.
Generally, transfers to lower graded level positions will
not be allowed. If an exception for extenuating circumstances is granted, a
salary reduction normally equivalent to 3% per grade will occur. In no case can
the new salary exceed the maximum of the lower grade.
PROCEDURE FOR REVIEW OF
GRADE ASSIGNMENT: An employee who feels that there has been a
substantial change in the duties and responsibilities assigned to his or her
position may request a review of the position through his or her supervisor.
If the supervisor and the Division Vice President concur
that there has been a substantial change in the position, the request is
submitted to Human Resources. Human Resources will review the position to
determine whether or not a substantial change has occurred and whether that
change warrants movement in grade level. To more clearly understand a position,
Human Resources may observe the individual(s) performing the duties of that
position and may "interview" the incumbent(s) to gather further data.
To request that a position be re-examined to determine if
there is a grade change, a reclassification form (DOC | PDF) must be submitted
along with an updated job description (DOC |
PDF). This same information
is necessary to determine the proper grade level of a newly created position.
Upon conclusion of the analysis, Human Resources will inform the Supervisor of
the results of its findings. The Supervisor may then request an appeal hearing
with Human Resources to review the results of the job analysis and present
additional information.
Under the Americans with Disabilities Act (ADA), an
individual with a disability may be considered qualified if he/she can perform
the essential functions of a job with or without reasonable accommodations. The
ADA provides no guidance on what constitutes essential functions except to say
that essential means job tasks that are fundamental and not marginal.
The ADA does not require that an employer maintain job
descriptions. Rather, they can be developed at the employer's discretion.
Written job descriptions are, however, relevant evidence as to those duties
that are essential to an employees' job. Since we do maintain job descriptions,
here at the university for all professional and administrative positions, it is
vital that we identify essential components for each position within these
classifications.
Essential functions may be termed essential because:
the reason the position exists is to perform them
there are limited employees available among whom that
function can be distributed
the function is so highly specialized that the incumbent
is hired for his/her specific experience or ability
Other questions to consider are:
Would removing this function from the job description
fundamentally alter the position?
Does the incumbent spend a significant portion of his or
her workday or work week performing this function?
Would failure to perform this function bear significant
consequences?
If the answer to these questions is yes, the duty is an
essential function. Generally if an individual "contributes" or
"assists" in a particular area, chances are that function is
non-essential since these terms suggest that someone other than this person is
responsible for that particular function.
Please review your job description and place an * before
each duty that you feel meets the essential function definition described
above.
