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Administration Policy and Procedure



40.040:  Job Classification System


Status:Approved on February 3, 2016Signatures and dates
on archival copy
Effective:30 days after approval 
Initiated by:Colleen Bendl
Chief Human Resource Officer
 
Endorsed by:Stephen Golding
Vice President for Finance and Administration
 
Approved by:Roderick J. McDavis
President
 


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A.   Overview

This policy serves to outline policy, procedures, and responsibilities for the administration of the Ohio university job classification plan pertaining to classified and administrative employees of Ohio university.

University human resources (UHR) is responsible for classifying all positions based on specifications and job descriptions developed for each position (see chapter 124.14 of the revised code). 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 job framework and opportunities for professional growth and development.


B.   Position review and audit


1.   Vacant or new position

When a new position is developed, or if substantial changes are made in an open (unfilled) position, the supervisor or planning unit head should complete a "Position Description Questionnaire" and forward it to UHR for review and classification. The position will be reviewed and a written summary of findings forwarded to the appropriate planning unit representative for final determination of the appropriate classification.


2.   Classified position (incumbent)

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, if a job has changed substantially (more than thirty per cent) and in such a way that it may impact the mapping of the position to the job framework. Job changes are not defined by incremental changes in job tasks, but rather determined by whether the job has changed with regards to the scope, impact, and complexity of the duties. Typically, additional duties assumed within the same level of scope, impact, and complexity do not warrant a position evaluation or job change.

UHR may also initiate an audit. The planning unit will work with the incumbent employee to complete the "Position Description Questionnaire," 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 twelve months from the date of the last audit determination. An exception may be made to this twelve-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 analyst will conduct an audit of the position, interviewing the employee or the immediate supervisor as necessary, and conferring with the planning unit head and any other persons as deemed necessary. The analyst will complete a written summary of findings and render a recommendation to the appropriate planning unit representative.

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.

UHR will determine the classification based on the audit findings, and will inform the incumbent employee of that determination, in writing, within thirty calendar days after the analyst has completed the audit. The information provided to the incumbent employee at that time will include the audit results, with supporting rationale.


3.   Administrative position (incumbent)

If an employee and the department (supervisor with support from the planning unit) determine that a position has changed substantially (more than thirty per cent) and in such a way that it may impact the mapping of the position to the job framework, a revised "Position Description Questionnaire" should be completed and submitted to UHR for review. Job changes are not defined by incremental changes in job tasks, but rather determined by whether the job has changed with regards to the scope, impact, and complexity of the duties. Typically, additional duties assumed within the same level of scope, impact, and complexity do not warrant a position evaluation or job change.

UHR may also initiate an audit. The planning unit will work with the incumbent employee to complete the "Position Description Questionnaire", and submit the information to UHR. An audit may not be requested more often than once a year. A year is defined as a period beginning twelve months from the date of the last audit determination. An exception may be made to this twelve-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 analyst will conduct a review of the position, interviewing the employee or the immediate supervisor as necessary, and conferring with the planning unit head and any other persons as deemed necessary. The analyst will complete a written summary of findings and render a recommendation to the appropriate planning unit representative.

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 the mapping of the position, a change in mapping to a lower rated position, or a change in mapping to a higher rated position.

UHR will determine the appropriate mapping based on the audit findings, and will inform the department of that determination, in writing, within thirty calendar days after the analyst has completed the review. The information provided to the department at that time will include the audit results, with supporting rationale.


C.   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 the "Pay Administration Guidelines."

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 shall 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 the "Pay Administration Guidelines."


D.   Classification review and appeal


1.   General information

The incumbent employee may request an internal review or appeal of the audit decision. Requests for review must be submitted on a completed "Classification Appeal" form. The appeal form must be submitted to the UHR liaison for the employee's unit within fifteen days of the date of the audit decision.

Nothing in this policy shall limit or restrict the employee's appeal rights under the revised code.


2.   Classified employees

Classified employees may appeal either the original audit decision or the final decision issued by the chief human resource officer (CHRO) to the state personnel board of review, in accordance with the revised code and the administrative code. Appeals must be filed with the state personnel board of review within thirty calendar days of the original audit decision or the final decision issued by the CHRO.


3.   Administrative employees

Administrative (unclassified) employees may appeal audit decisions to the CHRO. Administrative (unclassified) employees may also appeal audit decisions to the office of equity and civil rights compliance, but only if their appeal is based on equity concerns.




Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Administrative Senate

  2. Classified Senate

  3. Faculty Senate

  4. Deans

  5. Chief Financial and Administrative Officers

  6. General Counsel


Forms, References, and History


1.   Forms

The following forms are specific to this policy:

  1. The "Position Description Questionnaire" is available from University Human Resources, or online through:   https://www.ohio.edu/hr/forms/index.cfm#p

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


2.   References

The following items are relevant to this policy:

  1. Pay Administration Guidelines are available online, linked through https://www.ohio.edu/hr/compensation/structure/ or from UHR Compensation.

  2. Ohio Revised Code 124.14.

  3. Policy 40.030, "Sick and Bereavement Leave for Classified Employees."

  4. Policy 40.036, "Administrative and Professional Pay Plan."

  5. Policy 40.039, "Compensation for Classified Staff."

  6. Policy 40.044, "Transfer or Promotion for Classified Employees."

  7. Policy 40.055, "Pay Determination for Classified Staff."


3.   History

Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/40-040/.

Prior versions of this policy were approved on:

  1. October 22, 2014 (for interim use)

  2. October 15, 2007

  3. March 31, 2003

  4. September 1, 1992

  5. August 1, 1991

  6. January 22, 1988

  7. May 27, 1976

  8. June 1, 1971



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Administrative Policy Manual

Dick Piccard revised this page
(https://www.ohio.edu/policy/40-040.html)
on February 3, 2016.
policy@ohio.edu

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