A position may be reclassified if it is determined by HR/Compensation that the key duties and responsibilities of the employee's current position - or his/her revised role following a unit reorganization - are (or will be) demonstrably and significantly inconsistent with his/her current position classification.
Reclassification requests received by HR/Compensation will be accepted only if: the request is the result of a major, externally-influenced change in business operations that affects the organization of the entire work unit, OR the request is the result of the discovery of an existing out-of-classification situation that requires remedial action outside of normal HR business processes.
It is the responsibility of department management to request a review and evaluation of the job duties of an employee under these circumstances. HR will not review requests originating directly from an incumbent employee without written concurrence and support from the department's Director or equivalent authority.
Prerequisites for Reclassification
A position should be reviewed for potential reclassification if the majority of its current primary duties and responsibilities are substantially and demonstrably different from those listed in the description for the classification assigned to the position.
Employees assigned to positions that are in "Pre-Defined" career ladder families normally follow the Career Ladder process, see Vertical Career Ladders below, for progression into the higher position classification. An exception to this guideline may occur in the case of a major externally influenced reorganization of the organization to which the employee belongs.
Once major changes in a position's job responsibilities have been identified by the department, the employee and manager should jointly complete a Position Review Questionnaire (PRQ) . The manager then obtains the appropriate signatures and a letter of support for the review from the Dean, Director or other point of authority, as may be designated by the relevant Executive Vice President.
This package is then submitted to the Division of Human Resources. HR then reviews and evaluates the request. An HR/Compensation representative may conduct an on-site "job audit", depending on the individual clarity, characteristics, and circumstances of the reclassification request.
Once the evaluation has been completed and a determination has been reached, HR sends a Notification of Position Classification Review back to the initiating department manager along with classification details and a new job description where appropriate. It is the responsibility of the department manager then to discuss the determination with the employee.
Reclassification Salary Adjustments
A reclassified employee may receive a salary adjustment at the discretion of the department if the new position assignment is one or more grades higher than the incumbent employee's current grade assignment. If a salary adjustment is warranted, the salary is typically effective as of the date of the next payroll cycle. The effective date is noted on the Notification of Position Classification Review.
If a pay increase is deemed appropriate for a reclassification, standard practice for the increase is up to 10% per grade or to at least the new salary range minimum. Actual pay increase decisions for reclassifications are also dependent on other factors, such as internal equity concerns and budget constraints within the department. Reclassification increases should not typically exceed 20% unless a greater amount is needed to reach the new range minimum.
If a classification review determines that there is insufficient need for a higher-graded classification, but identifies significant increases in duties and responsibilities within the current or a same-grade classification, HR may recommend an appropriate increase in salary for the incumbent within current pay range, depending on the evaluated work value of the expanded duties. (See In-Range Adjustments)
Employees who are reclassified or who receive a job-based in-range salary adjustment between April 1 and June 30 remain eligible for year-end salary increases through the annual Mass Salary Update.
A classification review may result in a position being moved to a lower level classification, based on current and future job responsibilities needed in the operating unit.
An employee who accepts a retrograde reclassification may be subject to the New Hire guidelines regarding salary placement see New Hires above. If it is determined that a decrease in salary is required, the department must provide the employee written notification at least 90 days prior to the implementation of the reclassification.