Classification FAQ

When should a position's classification be reviewed?

A position's classification should be reviewed:

  • When the position is a newly created position
  • When the position is vacated
  • When the position has significantly changed
  • When the position is changed as part of a restructuring.
Who initiates a classification review request?

Either an employee or supervisor can initiate a request. However, employees should discuss their requests for an audit with their supervisor so that the supervisor can verify the accuracy of the job duties and changes leading to the request.

What documents are required for a classification review?
  1. Classification Review Request Form [SCUPA form]
  2. An updated job description, including an organizational chart for the department, highlighting the newly added, higher level responsibilities signed by the employee and supervisor.
    1. Job Description Form
    2. Job Description Form - SCUPA
    3. Job Description Form - Management
  3. The previous job description.

Some other forms that may offer some guidance

How long does a classification review take?

Human Resources aim to complete each review within 30 days of receiving the required information via email for the position being reviewed. The Classification Manager may require additional time beyond the 30-day time if the review involves more than one job/position. For management positions, the review process may be longer.

Does a supervisor influence a position's classification?

Yes. The supervisor determines the duties assigned to a position and the degree of independence exercised in the carrying out of those duties.

What impact does the supervisor have on the final classification decision?

None, other than that mentioned above.

What impact does the budget have on the final classification decision?

None. The supervisor should consider budget implications of a possible classification upgrade prior to assigning or allowing the employee(s) to assume responsibilities and duties. Under the University's Complement Management System (CMS) the department is responsible for funding any upgrade within his/her control.

Can a position be reclassified to a lower level (e.g., Clerk Typist 3 to Clerk Typist 2)?

Yes, this can happen if the position's duties, responsibilities, and independence of action are reduced significantly. A position can also move laterally and remain in the same pay range.

When does a position reclassification become effective?

When a position is reclassified it is effective retroactive to the date on which the Human Resources department had received all of the required documents.

Does a classification desk audit or on-site review always have to be conducted in order to make a classification decision?

No. It is generally up to the Classification Manager to decide how to obtain the necessary information. Sufficient information may be obtained from meeting with the employee, the job description, the supervisor, and/or other sources so a desk audit is not necessary.

How often can a position classification be reviewed?

There is no limit on how often a position can be reviewed. Only those positions with substantial change in job content are eligible for a full review.

Does an employee's performance evaluation rating impact on the classification?

No. The performance evaluation process is a separate and distinct function from classification.

What is the difference between a promotion and a reclassification/reallocation?

A promotion means an employee moves to a higher pay range. This action may be the result of a classification review if the position is found to be at a higher level. However, it can also result in a downward reallocation of the position which means it moves to a lower pay range or move laterally and remain in the same pay range.

Who should be contacted if you have classification questions?

Your first resource is your supervisor since this is the person responsible for your work assignment. If you need more information, your next contact is the Classification Manager from the Office of Human Resources.