Job Classification
Job Classification is a compensation system which organizations implement to perform the following functions:
- Defines purpose, responsibilities, and requirements of positions via job descriptions;
- Determines a relative value for each position through a job evaluation process;
- Complies with governmental guidelines;
- Maintains internal equity within an organization;
- Provides an easy way to determine external equity with the labor market;
- Provides general description of duties and responsibilities for each employee's position.
Reclassification
- Process to evaluate position to determine if new classification is needed due to revised job duties;
- Per Fair Labor Standards Act, most appropriate classification for a position is when incumbent performs 75%-80% of duties and responsibilities for that position;
- If employee believes new classification is warranted due to revision of job duties, employee should discuss with their supervisor or college job evaluation rep to determine if the reclassification process is appropriate;
- Revised duties, which are being used to determine the most appropriate job classification, should have been performed a minimum of 6 months and should be expected to remain part of that position's permanent responsibilities.
Reclassification Forms
If you are a MAT employee please use only this form:
All other employees, please use these two forms:
If you are in a secretarial/administrative postion, please include these addendums (MAT employees should not submit these forms):
For a listing of the current Job Evaluation RepresentativesProcess to Submit a Job Reclassification Request
- Employees performing revised duties as assigned by their supervisor complete the reclass forms on the HR website or may obtain forms from the college HR
office or job evaluation representative. Responses to these forms may be typed on-line by the job holder and then printed off to give to the supervisor for their processing.
PS, Safety, M&O, and Crafts use the HayXpert Computer Aided Job Evaluation Form. PS employees in secretarial or office coordinator positions should also complete the additional "Administrative Questionnaire" composed of 10 questions. MAT uses the narrative form. (Reminder - as these forms are extensive, you may want to discuss your position's changes with your supervisor or job evaluation representative first before starting to complete the questionnaire). - After the requestor completes the job evaluation paperwork, he/she should give the original questionnaire to their supervisor and send an e-mail to their
supervisor and college job evaluation rep informing both they have submitted a reclassification request for their position.
The date on the reclassification request signed by the jobholder will be the date the reclassification request was submitted to the supervisor to start the process. The supervisor, manager, director, VP, college president/Vice Chancellor may direct the jobholder that they need to perform the duties listed within the scope of their current position. (This would then void the reclassification process for this position and the process would end here.) - When the supervisor has completed their portion of the reclassification form, they should submit it to their Manager, Director, or VP (as required by their college protocol) before the college president approves this request to go through the reclassification process.
- The college president/Vice Chancellor signs and gives the questionnaire to the college job evaluation representative.
- The college job evaluation representative reviews, may complete the QC on the HayXpert Questionnaire, then sends to District HR for processing, and sends e-mail to jobholder notifying jobholder of status of reclassification documentation.
- The Districtwide Job Evaluation Committee (composed of one rep from each college appointed by the president and one chair appointed by the VC HR) will
meet on a monthly basis to review positions and then make recommendations to CEC on the submitted positions. All recommendations will remain confidential until
approved by CEC. Recommendations can consist of the following:
- Reclassification recommended with new title
- Title change only
- Properly classified
- More clarification needed
- The recommendations are forwarded to CEC for final approval. CEC can make the following decisions on each position:
- Approve
- Change the recommendation
- Request more information to make final decision
- Pull position
- Once CEC has finalized recommendations, each jobholder is notified by letter of the outcome of their reclassification request and any salary adjustments if appropriate. Supervisors and college presidents/Vice Chancellors receive copies of this letter as well.
- Employees may re-submit reclassification requests after one year or more from their previous reclassification request.
Frequently Asked Questions
- What is a job reclassification request?
A job reclassification request is an employee initiated request to change the job classification they are in. The current jobholder may feel they are performing duties not within the scope of their current job description and that a new job title (position) is warranted. - Why does the reclassification process take so long?
A job reclassification is a multi-step process which requires many levels of review and input, both at the college and at the DO. The paperwork begins with the jobholder, then goes to the supervisor, and then college Administration. The documentation needs to be sent to the college job evaluation representative and District HR well in advance of the monthly meeting for processing. Recommendations from the Job Evaluation Committee are forwarded to CEC for final approval. Once approved, District HR must send notifications to employees and update the HR system. - Can you appeal the reclassification decision?
All reclass decisions are final due to the extensive review and input performed on each request. The employee may re-submit another reclassification request after one year. - Where do you get the reclassification paperwork?
Forms are available on the HR website or from their college job evaluation representative. The forms are formatted so answers to the job questionnaire can be typed on-line and then printed off to begin the supervisory approval process. - What if my position is downgraded?
On occasion a position may be evaluated and the committee recommends that it better matches a position at a lower grade level. These individuals would remain in their current position. - Why do MAT employees fill out different forms from other policy groups?
The MAT employee group went through a classification and compensation study by outside consultants. New job descriptions and reclassification forms were used based upon market comparisons. This is a different job evaluation system than the job evaluation system used by other employee groups. - What is the difference between a reassignment and a reclassification?
A reassignment is a change in position which is initiated by the college president/VC and administratively done per policy guidelines due to department restructuring or because the position needs an individual with a very specialized skill set. It may or may not be at the request of the employee. A reclassification is done at the request of the employee who feels he/she is significantly working out of the scope of their current position. - If I submit a reclassification request, what are the chances my request will be successful?
If your job duties are significantly different than the job title your position is currently classified in, and your documentation substantiates that, your position may be reclassified to a more suitable job title which better matches your current job duties.
Tips for Completing the Job Analysis Questionnaire
- Review your current assigned job responsibilities listed on your current job description and on the job description which you think you're performing; review findings with your supervisor or college job evaluation rep.
- Be specific when listing current job duties in the Job Accountability section. If you feel an addendum is necessary, you may add that as well.
- Example of a Job Accountability: Maintains confidential student academic records and health immunization data for students and faculty required for clinical rotations in accordance with health care agency requirements. Compiles and maintains complex documents such as databases, spreadsheets, student handbooks, rosters, and class schedules.
- List only current job responsibilities being performed, not what is projected to be performed in the future.
- If completing the HayXpert Computer Aided Job Evaluation form with questions which require a numerical response, please use the examples listed under each question to determine the most accurate response. Remember, on the computerized questionnaire the highest number available would generally apply to a director level position or above.
- If you have questions as you're completing the questionnaire, please ask your college job evaluation representative for assistance.