When an employee and/or supervisor believes there have been significant changes in the job duties and responsibilities being performed on a regular basis and outside of the position’s current classification, the supervisor submits a written request to Human Resources for an UCPEA Position Audit Request Form to be sent to the employee. This will begin the job audit process. At the University, an UCPEA Position Audit Request Form is used to gather relevant position information.
The employee completes Parts A through F of the UCPEA Position Audit Request Form. The information included in the packet should describe the position and not the employee’s attributes. Other tips include:
- Provide detailed information on the duties performed. Avoid generalities, such as “handles correspondence” or “acts on behalf of a manager.”
- Describe the position as it exists now, not how it previously existed or may in the future.
- Do not dwell on limited, short-term tasks or future responsibilities.
Upon completion of the UCPEA Position Audit Request Form, forward it to your immediate supervisor, who will then send it to the Dean/Director/Department Head for review and signature. If there are additional levels of the supervisory chain that should review the employee’s Position Audit Request Form prior to sending to Human Resources, such as a mid-level manager, a dual-reporting relationship, or a unit head, please use the optional Additional Reviewer sections.
The packet must include an up-to-date resume and current organizational chart, illustrating the position’s reporting and working relationships with other positions within the unit/department. The entire packet should then be forwarded to Human Resources at firstname.lastname@example.org and you will receive a confirmation from HR that your packet has been received. An incomplete packet will be returned and potentially delay the review process. Employees will be copied on the receipt email from HR along with a copy of their packet. If there are any additional materials or information that the employee wishes to include with their packet they can send materials to email@example.com or elect to discuss during their job audit interview.
Following an initial review by HR, an appointment for an on-site or teleconference desk audit may be scheduled with the employee, direct supervisor, and/or manager. Additional information, if needed, can be provided at that time.
The Human Resources Specialist (HR Specialist) will review the job duties and responsibilities, scope, complexity, independence, decision-making, general role, and impact of the position to determine if a different classification is appropriate.
As stated, classification decisions are based solely on the position and not the incumbent in the position. However, should the position be assessed at a different classification, the incumbent must meet the minimum qualifications of that job classification before their position can be reclassified.
Per Article 31.3.b of the UCPEA contract, employees must perform changed duties for at least two months before they can request a position reclassification. Employees also may not request a position reclassification within the first year in their current position or within a year of their last position reclassification.
|Employee meets with supervisor to request a position reclassification.|
|If the supervisor agrees with the request, supervisor must request a position reclassification from HR.||Within 2 weeks of initial meeting with employee|
|If the supervisor disagrees, Employee begins an Independent Review Process.||Any time after initial meeting|
|HR sends the link to the UCPEA Position Audit Request Form to the supervisor and the employee.||No later than one week|
|The UCPEA Position Audit Request Form is completed by employee.||Within 6 weeks of receipt from HR|
|The UCPEA Position Audit Request Form is reviewed by the employee’s supervisory chain.||Within 4 weeks of receipt from employee|
|The UCPEA Position Audit Request Form is sent to HR.||Within 4 weeks of receipt from employee|
|HR reviews for completion and sends official receipt to supervisor and employee, if complete. Supervisor and Employee are also notified if the job audit packet is incomplete.||When HR receives a job audit packet.|
|HR conducts an assessment and issues the job audit results.||Within 12 weeks of HR’s official receipt|
If the supervisor or manager does not support the employee’s request for a position/job audit, the supervisor should return the form to the employee with feedback to that effect. If the employee wishes to continue with a request for a position reclassification, the employee should then submit their request to Human Resources for an independent review. Employees can submit their UCPEA Position Audit Request packet electronically to firstname.lastname@example.org. For more information, please see Article 31.3b of the UCPEA contract.
Results of Request for a Position Reclassification
The HR Specialist will send a letter to the supervisor and/or manager of the employee with the results of the position reclassification request and, if applicable, the new classification and salary for the employee. The supervisor or manager is responsible for sharing the results and letter to the employee.
Request for a Position Reclassification is Approved
If the assessment process reveals that a different classification is appropriate, and the employee meets the minimum qualifications for the new classification/job template, the first manager outside the bargaining unit shall either:
Authorize the change
- The position reclassification is effective 60 days retroactive from the date of HR’s official receipt of the completed UCPEA Position Audit Request packet.
Remove job duties
- Duties will be removed as identified by HR as being outside of the classification.
Request for a Position Reclassification is Denied
If the position reclassification request cannot be supported, the employee will remain in their current classification.
Frequently Asked Questions
What is the process to submit a request for a position reclassification?
The first step in the request for a position reclassification is for an employee to discuss with their supervisor and/or manager their request. The employee will need to complete an UCPEA Position Audit Request Form. Requests for a position reclassification submitted to HR must include a 1) a completed and signed UCPEA Position Audit Request Form, 2) a current resume, and 3) a current organizational chart for packets to be considered complete.
When can I request a position reclassification request?
Employees or supervisors may request a position reclassification request when, in their opinion, a majority of the employee’s job duties and responsibilities have changed to such a degree that their existing classification does not appropriately describe the work being done. Please note, Human Resources will review the employee’s eligibility for a position reclassification at the time of the initial position reclassification request sent to HR. If the employee is not eligible to request a position reclassification, Human Resources will cancel the request and notify the supervisor and employee why the request has been cancelled.
Why am I ineligible to request a position reclassification?
Per Article 31.3.b of the UCPEA contract, employees must be performing changed duties for at least two months before they can request a position reclassification.
Employees also may not request a position reclassification within the first year in their current position or within a year of their last position reclassification.
How long does the reclassification request process take?
Per the UCPEA contract, Human Resources has 12 weeks from official receipt of the completed UCPEA Position Audit Request packet to provide the supervisor and/or manager with a written summary of the results. Results are released from HR to supervisors and/or managers. It is the supervisor’s and/or manager’s responsibility to share the job audit results with the employee. Please refer to the timeline above that provides specifics about each step in the process.
What should I do if I want to request a position reclassification?
The first step is to discuss your request for a position reclassification with your supervisor and/or manager.
Who reviews my position reclassification request materials?
A team of HR Specialists will review your request for a position reclassification.
What if I do not agree with the result of my request for a position reclassification?
The decision of Human Resources is final and not subject to appeal. An employee whose reclassification request is denied may request a meeting with the Human Resources Specialist who issued the decision and the Director of Human Resources, or a designee, to review the job audit.