Procedures for Job Title Review, Allocation & Conversions

Job Title Review Requests

STEP ONE

Submit the following to Human Resources, 103 Edwards Hall:

  • Request for University Support Staff Position Reassessment (PER-61) – this form must be completed with a detailed justification for the request and signed by the Department Head or Director and, if the reporting structure dictates, by the Dean or Vice President.
  • Position Analysis Questionnaire (PER-62) – Employees must complete the Position Analysis Questionnaire listing the primary job duties performed, which they describe in their own words (not verbiage from the job title description). The supervisor must confirm the information provided by the employee and may make additions or amendments to the information in the Position Questionnaire. Both the employee and supervisor must sign the final version of the questionnaire acknowledging the accuracy of the information. Note: This form does not need to be completed if the position is vacant.
  • Revised job description for the position – An original of a completed position description with appropriate signatures. See position descriptions checklist.
  • Organizational Chart – the organizational chart must include the position number, names and job titles for all positions and where the position fits into the organization. The number of student workers reporting to the position and the number of hours each works per week should be reflected on the organizational chart, if applicable.
STEP TWO

A desk-audit or on-site audit will be conducted, at the discretion of the analyst. Analysis of position includes:

  • Review of the Request for University Support Staff Position Reassessment, Position Analysis Questionnaire and Position Description.
  • Information gained from inquiries regarding the position duties through research, discussions with the department, or on-site reviews, as necessary.
  • Comparison to positions with similar duties (internal and/or external).
  • Comparison to job title specifications.
  • Consideration of the nature of the work, difficulty, amount of responsibility, variety of different kinds of work, authority to make decisions and commitments, manner of supervision received from the supervisor, originality and creativity needed to perform the job, level and purpose of contacts involved, leadership responsibility over others, and consequences of actions.

The analysis does not include consideration of individual characteristics such as unusual diligence or overtime work, length of service, financial need or circumstances, unusual qualifications, scarcity of new employees, personality, relative efficiency, or volume of work produced.

STEP THREE

Finalizing review

  • The time frame for determination of job title will depend on various factors including length of time to obtain the above information, workload, and other projects.
  • The department will be notified in writing.
  • The effective date will be the beginning of the closest pay period following completion of the action.

No commitment of a change should be made to the employee until after Compensation and Organizational Effectiveness notifies the department of their decision. The effective date may not be retroactive.

STEP FOUR

Determine starting pay for the incumbent in the new job title. Refer to Compensation for University Support Staff, PPM 4450.

Allocation Requests

STEP ONE

Submit the following to Human Resources, 103 Edwards Hall:

  • An original completed position description with appropriate signatures.
  • A letter containing the position number, current title, a brief explanation for the reason for the new position, and the requested title. The letter should be signed by the Department Head or Director and by the Dean or Vice President, as reporting structure dictates.
  • Organizational Chart – the organizational chart must include the position number, names and job titles for all positions and where the position will fit into the organization. The number of student workers reporting to the position and the number of hours each works per week should be reflected on the organizational chart, if applicable.
STEP TWO

A desk-audit or on-site audit will be conducted, at the discretion of the analyst. Analysis of position includes:

  • Review of position description document.
  • Information gained from inquiries regarding the position duties through research, discussions with the department, or on-site reviews, as necessary.
  • Comparison to positions with similar duties (internal and/or external).
  • Comparison to job title specifications.
  • Consideration of the nature of the work, difficulty, amount of responsibility, variety of different kinds of work, authority to make decisions and commitments, manner of supervision received from the supervisor, originality and creativity needed to perform the job, level and purpose of contacts involved, leadership responsibility over others, and consequences of actions.
STEP THREE

Finalizing review

  • The time frame for determination of job title will depend on various factors including length of time to obtain the above information, workload, and other projects.
  • The department will be notified in writing.
  • The effective date will be the date determination is made or the date the position is budgeted, whichever is later.

Conversion from University Support Staff to Professional Unclassified Staff Requests

Human Resources reviews and approves requests to convert positions from university support staff (USS) to professional unclassified staff. The review is guided whether the position involves teaching, research, or is the highest level of administrative position in the unit or department in which the position exists. Care is taken to ensure internal equity among jobs that perform similar work under similar circumstances. 

When a change in an academic or administrative program results in changes in the responsibilities and qualifications of a position such that the position no longer appears to fit a university support staff job title, a request may be made to convert the position from USS to unclassified service. The written request should be addressed to Human Resources. To facilitate a thorough and prompt review of the request, the letter must include:

  1. justification to move the position to a professional unclassified staff job title,
  2. confirmation that the incumbent meets the new minimum education,
  3. experience and other requirements of the position,
  4. proposed salary and title for the position, and
  5. current position description in the professional unclassified staff format (form PER-23).

The subsequent review may include:

  1. a comparison to similar positions within the University structure,
  2. comparison of job duties to all applicable USS job title specifications,
  3. review of minimum education and experience requirements,
  4. review of similar positions within the Regents system,
  5. review of the reporting structure, and
  6. on-site review of the position (meeting with the incumbent, supervisor, & unit head).

If the request is approved, the administrator will need to submit a Position Data Sheet (form PER-36) to the Budget Office to create a new unclassified position and to arrange for the transfer of tenths and funding for the position. Once the employee is transferred to the new position, Human Resources will abolish the USS position.