Ohio University

40.041: Change of Classified Position Status

Status:

Approved for interim use in accordance with Policy 01.001

Effective:

June 1, 2020

Initiated by:

Colleen Bendl | Chief Human Resources Officer 

Endorsed by:

Deborah J. Shaffer | Senior Vice President for Finance and Administration, CFO and Treasurer 

 

Approved by:

M. Duane Nellis | President 

Signatures and dates on archival copy
  1. Purpose

    1. To provide uniform procedures to follow when a civil service classified position is changed to another status that is defined below. To clarify when a change to an appointment length or the number of hours worked each week results in a change in employment status enabling a classified civil service employee to displace another classified civil service employee.

    2. To assure that incumbent employees are provided information about options and benefits available when the status of their position is changed as outlined in paragraph No. 1 above.

  2. Policy

    When it becomes necessary to reduce the standard conditions of a position as outlined below, the change is treated as a position abolishment and a new position with different status is established (exempting those exceptions noted in policy 40.046) The incumbent employee in the abolished position may opt for (1) continued employment in the newly established position or (2) exercise his/her displacement rights and "bump" to another position with same standard conditions in accordance with the layoff procedures set froth in policy 40.046.

  3. Definitions

    The definitions below are meant to expand upon those listed in policy 40.106 to further define classified positions as necessary for clarification regarding the position changes noted within this policy.

    1. Standard working conditions: refers to terms of employment as set forth in an employee's appointment letter and defines both the hours to be worked per week as well as months to be worked per year.

    2. Full-Time: classified positions with standard working conditions of 30-40 hours per week.

    3. Part-Time: classified positions with standard working conditions of less than 30 hours per week.

    4. Regular classified positions: classified positions that can be full- or part-time and at least 9 consecutive months per year with the same schedule expected to recur in successive years.

    5. Seasonal classified position: full- or part-time contiguous positions greater than 120 days but less than 9 months per year with the same schedule expected to recur in successive years.

    6. Non-contiguous classified positions: full- or part-time positions that may be comprised of multiple periods of work throughout the year, totaling more than 1,000 hours per year an with at least one working period of greater than 120 days. For example, a non-contiguous employee may work July through December, be off work for the month of January, resume work in February through May, and be off work for the month of June.

    7. Intermittent position: a position in which an employee is scheduled to work only on days and hours as needed.

  4. Qualifying Changes

    The following position changes are relevant to this policy:

    1. Changing a regular position to a seasonal or non-contiguous position;

    2. Changing a full-time position to a part-time position;

    3. Changing a part-time position of up to 29 hours per week to a part-time position of less than 20 hours per week;

    4. Changing a part or full-time regular, seasonal, or non-contiguous position to intermittent.

  5. Exempted Changes

    The following changes must still be approved by university human resources but are not relevant to this policy or policy 40.046

    1. Position changes as a result of participation in Shared Work Ohio (or similar program).

    2. Reducing a position from original working conditions of up to 40 hours per week to a new working standard conditions of as low as 30 hours per week. Reducing a position from original working conditions of up to 29 hours per week to new working standard conditions of as low as 20 hours per week.
    3. Changing a position from a non-contiguous status to a seasonal status.
    4. Changing a position from a seasonal status to a non-contiguous status.
  6. Procedures

    The procedures listed below shall be followed when a position is changed to another status as noted above:

    1. The incumbent may elect to displace (bump) and transfer permanently as outlined in policy 40.046

    2. The incumbent may elect to remain in the position under the new conditions. In the event this option is taken, the employee forfeits all displacement rights they would have had as a result of the position abolishment. University human resources will inform the employee of any benefit changes resulting from the new status. The employee will sign a written acknowledgement of forfeiture of displacement (bumping) rights to another position during periods when work is not scheduled.

      The procedures outlined above are not intended to prevent employees from applying for other positions at the university for which they are qualified. Such applications are governed by the university's job positing procedures.