Classification and Compensation Program


 


 

What is the classification and Compensation Program?

The classification and compensation program is applicable to nonexempt staff.  The goal of the program is to provide salaries on the basis of internal equity while ensuring the University can continue to attract and retain qualified individuals.

The classification and compensation program establishes the following:

  1. A system of grades with each grade consisting of a minimum salary.
  2. An evaluation process to ensure that each position is objectively and fairly graded in relation to other University positions based on the duties and responsibilities.
  3. A set of pay policies to guide how the program will be administered and maintained.

 

The program is based on the following:

  1. A description for each position that summarizes the major duties and responsibilities and the knowledge, skills, and experience needed.
  2. Analysis of the positions and assignment to pay grades in accordance with a series of factors which collectively measure the level of skill, effort, responsibility and working conditions within each job.
  3. Establishment of a process whereby positions may be reviewed for grade assignment if substantial changes result in the work responsibilities.

 

Section V. Changes in an Existing Position Held by an Employee. 

This section of the program outlines what to do when changes occur to an existing position held by an employee.

A.  When position responsibilities change significantly, a position review should be conducted.  The review may be initiated by the staff member, the supervisor or Human Resources to ensure that current duties and responsibilities are being appropriately reflected in the position’s grade assignment.  The following guidelines should be adhered to:

B.  Procedure to review an existing position:

  1.  The employee will complete a Position Analysis Questionnaire which is available from Londa Dunlap in Human Resources.  The completed questionnaire must be reviewed by the immediate supervisor and second-level supervisor, if Cabinet Member is not the immediate supervisor, before it is returned to Human Resources.  If a Cabinet Member is not the immediate or second-level supervisor, the questionnaire should also be reviewed by the Cabinet Member.  There is not a third-level signature line, therefore the Cabinet Member should sign and date the bottom of the form before it is returned to Human Resources.
  2. The Position Review Committee will analyze the questionnaire and apply the evaluation process to determine the grade assignment.
  3. Once the Committee has reviewed the position, the Assistant Director of Human Resources will notify the employee and supervisor(s) of the Committee’s evaluation findings.

 

How do I request a review of my position?

Employees may contact Londa Dunlap in Human Resources to get the Position Analysis Questionnaire to be completed.  The completed questionnaire must be reviewed by the immediate supervisor and second-level supervisor, if Cabinet Member is not the immediate supervisor, before it is returned to Human Resources.  If a Cabinet Member is not the immediate or second-level supervisor, the questionnaire should also be reviewed by the Cabinet Member.  There is not a third-level signature line, therefore the Cabinet Member should sign and date the bottom of the form before it is returned to Human Resources.  

The Committee will review requests three times per year.  The deadline dates for requests are October 1, February 1, and June 1.

 

What is involved in the review process?

  1. The Position Review Committee will be convened to review all Position Analysis Questionnaire that were received by the deadline.  A quorum must be present to conduct a review.
  2. After the review, if there has been a change in position factor ratings, a new score will be calculated.
  3.  If the change affected the grade of the position, a meeting will be held with the Associate Vice President for Human Resources, Cathy Spitz, and the Vice President for Business and Finance, Dan Klotzbach, to discuss a possible change in the rate of pay.
  4. A meeting will be scheduled to review the findings of the Position Review Committee with the employee and supervisor.

 

How long does the review process take?

The sequence of events can take approximately two months to complete.

 

Who are the members of the  Position Review Committee?

As of September 2008, the committee members are:  Chuck Adam, Susan Bassi, Londa Dunlap, Jeffrey Frick, Lynn Nichelson, Pat Rosenbaum, Linda Tuttle, Kelly Ullom and Suzanne Wilson.

 

What is the appeal process?

First Level of Appeal

A.  In the event that an employee and/or supervisor does not concur with the determination the grade assignment of a position, a written appeal must be forwarded to the Associate Vice President for Human Resources with the rationale for re-evaluation.  Examples of reasons that are considered eligible for appeal include:

  1. Information that may impact the evaluation process was omitted on the Position Analysis Questionnaire.
  2. The employee and supervisor believe there is a comparable position to which this position should be compared and the comparable position is at a higher grade.  The following guidelines should be adhered to:

B.  Procedure for requesting an appeal:

  1. The appeal must be submitted in writing to the Associate Vice President for Human Resources within 20 working days following notification of the classification decision.
  2. The Position Review Committee will be convened and will re-examine the position.  The Committee will render a final decision within 45 working days following the appeal.
  3. The Assistant Director of Human Resources will inform the employee and supervisor of the Position Review Committee’s decision.

 

Second Level of Appeal

A.  In the event an employee and/or supervisor does not concur with the decision of the Position Review Committee relative to the first level of appeal, a written statement must be forwarded to the Associate Vice President for Human Resources with the rationale for reconsideration.  A second level appeal shall consider only claims regarding lack of due process.  Examples of reasons that may be considered eligible for appeal include:

  1.  The employee and/or supervisor believes that the first level of appeal was not sufficiently thorough or complete.
  2. The employee and/or supervisor believes that the first level of appeal did not adequately address the revised information. The specific reason(s) must be detailed within the appeal statement.

 

B.  Procedures for processing a second level appeal:

  1. The written statement must be submitted to the Associate Vice President for Human Resources within 20 working days following notification of the Position Review Committee’s decision.
  2. A discussion with the Associate Vice President for Human Resources, or designee, to attempt to resolve the matter shall take place within 20 working days of the receipt of the written statement.  If, after the discussion, the matter remains unresolved and the employee and/or supervisor wishes to pursue it, the issue will be referred to an Appeals Committee.
  3. An Appeals Committee will be convened to consider the claim of lack of due process.  The Committee will be composed of the Associate Vice President for Human Resources, the Vice President for Business and Finance and the Provost and Dean of Faculty.  It is not required that all individuals participate in the review.
  4. The written statement and materials previously utilized in making the initial classification and appeal decision will be reviewed.  The Appeals Committee may ask to meet with the employee and/or supervisor in person.  The Committee will render a decision within 25 working days of the date of the discussion in paragraph 2.
  5. The Assistant Director of Human Resources will inform the employee and supervisor of the Appeals Committee’s decision.  The decision of the Appeals Committee will be final.