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SUPERCEDED - Administration Policy and Procedure


40.040:  Job Classification System

Superceded October 22, 2014

(Current Version)


Status:

Approved on October 15, 2007Signatures and dates
on archival copy

Effective:

November 22, 2007 

Initiated by:

James E. Kemper
Associate Vice President for Finance and Administration for Human Resources
 

Endorsed by:

The Ohio
University
Executive Staff

Kathy Krendl
Executive Vice President and Provost
 

Approved by:

Roderick J. McDavis
President
 


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Purpose

This policy serves to outline policy, procedures, and responsibilities for the administration of the Ohio University Classification Plan pertaining to classified employees of Ohio University.


Plan

University Human Resources (UHR) is responsible for classifying all positions based on specifications and job descriptions developed for each position. UHR will apply consistent and objective criteria to the analysis of all positions, and will cross-compare and verify data from classified employees, supervisors, and department heads.

The classification of all positions is based upon duties, responsibilities, knowledge, skills, minimum requirements of education, certification, or licensure, physical requirements, and reporting relationships inherent in a given position. Position classifications are assigned germane titles and are placed in functional groupings, which illustrate the career ladder and opportunities for professional growth and development.


Policies and Procedures


I.  Position Audits

When a new position is developed, or if changes are made in an open (unfilled) position, the supervisor or department head should complete a Job Information Questionnaire and forward it to UHR for review and classification. The position will be audited and a written summary of findings forwarded to the Associate Vice President for Human Resources for final determination of the appropriate classification.

Either an employee or supervisor may initiate an audit request for an existing (filled) position by submitting a request for audit, in writing, to UHR. UHR may also initiate an audit. The incumbent employee will complete the Job Information Questionnaire, attaching supporting documentation, and submit the information to UHR. The employee must have completed any probationary periods for the position for which the audit is being requested, and an audit may not be requested more often than once a year. A year is defined as a period beginning 12 months from the date of the last audit determination. An exception may be made to this 12 month rule if significant documentation can be provided, showing that the duties of the position have been substantially changed since the date of the completion of the previous audit.

A UHR compensation analyst will conduct an audit of the position, interviewing the employee and the immediate supervisor, and conferring with the department head and any other persons as deemed necessary. The compensation analyst will complete a written summary of findings and render a recommendation to the Associate Vice President for Human Resources.

Based on whether the duties and responsibilities, required skills, or organizational level of a position have remained essentially constant, substantially decreased, or substantially increased, a position audit may result in no change in classification, reclassification to a lower rated position, or reclassification to a higher-rated position.

The Associate Vice President for Human Resources will determine the classification based on the audit findings, and will inform the incumbent employee of that determination, in writing, within thirty (30) calendar days after the compensation analyst has completed the interviews and information-gathering. The information provided to the incumbent employee at that time will include the audit results, with supporting rationale.


II.  Action for Position Changes

If a position is reclassified by UHR to a lower-rated position, the effective date for the new classification, and any pay rate change, will be as described in Policy and Procedure 40.055, "Pay Determination for Classified, Classified IT, and Administrative IT Staff."

If a position is reclassified by UHR to a higher-rated position, it becomes the responsibility of the incumbent's planning unit head to determine operationally whether or not the higher level position should be added to the table of organization. If it is determined that the higher level position should not be added, the higher level duties will be removed from the position's responsibilities. The incumbent employee would receive the higher level pay retroactively for the lesser of the following two durations:

  1. one year; or

  2. the period of time between the date the audit request was received by UHR and the date the higher level duties were removed from the job.

The incumbent employee's pay would then continue at the original classification rate.

If it is determined that the higher level position should be added, the reclassification, and new pay rate, becomes effective, retroactively, as described in Policy and Procedure 40.055, "Pay Determination for Classified, Classified IT, and Administrative IT Staff."


III.  Classification Review and Appeal

The incumbent may request that the audit decision be reviewed by a Classification Review Committee. A Classification Review Committee will consist of five members: two (2) administrative employees and three (3) classified employees; none of the five members may be in the same planning unit as the incumbent. One of the classified employees will serve as chair of the committee. One UHR staff member will be present in a non-voting capacity to provide information on the audit. In order to provide expertise on the position being reviewed, the classified committee members will be selected based on their positions being in the same classification as the incumbent, or in a closely related classification. In order to provide a broad perspective of the position, the classified committee members should be in pay grades above, below, and matching that of the incumbent. All members will be appointed by the Associate Vice President for Human Resources in consultation with Classified Senate, and all must have completed the required Classification Review Committee training.

A request for review by a Classification Review Committee must be made using the Classification Review Form, signed by the employee, and submitted within fifteen (15) calendar days of receiving written notice of the audit results. The Classification Review Committee will meet within thirty (30) calendar days to consider the appeal, and will report its conclusions to the Associate Vice President for Human Resources (the appointing authority as defined by civil service law) within thirty (30) calendar days after convening. The Associate Vice President for Human Resources will decide whether to change the classification, or not, and will inform the incumbent employee of that decision, in writing, within thirty (30) calendar days after receiving the committee's report. The information provided to the incumbent employee at that time will include a copy of the report from the Classification Review Committee. If a classification is changed through this review process, the effective date of the change will be the date the original request for audit was received by UHR.

If an employee is not satisfied with this internal review process, the employee may appeal the decision of the Associate Vice President for Human Resources to the State Personnel Board of Review within thirty (30) calendar days of receiving written notification of the decision by the Associate Vice President for Human Resources.


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. President

  2. Executive Vice President and Provost

  3. Executive Staff

  4. Vice President for Finance and Administration

  5. Planning Unit Heads

  6. Director of Compensation

  7. Director of Legal Affairs

  8. Classified Senate

  9. Bargaining Units

  10. Policy and Procedure Review Committee


Forms

The following forms are specific to this policy:

  1. The "Job Information Questionnaire" is available from University Human Resources, or online through:   http://www.ohio.edu/hr/forms/index.cfm#j

  2. The "Classification Review Form" is available from University Human Resources, or online through:   http://www.ohio.edu/hr/forms/index.cfm#c.


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Dick Piccard revised this file (http://www.ohio.edu/policy/s40-040.html) on October 23, 2014.
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