On-Site Position Audit
The on-site position audit is an opportunity for the employee and the supervisor to highlight those portions of the position description they think are the most important. It also allows the analyst to view samples of work and get answers to questions developed in the preliminary analysis. Please have a copy of the position description available for reference during the audit.
The audit will be focused on the duties and characteristics of the position, not of the employee. In other words, job title decisions are based on the characteristics of the position and not on any characteristics of the employee such as diligence, longevity, loyalty, exceptional qualifications or performance, or status of any kind. The full analysis includes review of the position description, the position analysis questionnaire, the organizational chart, comparison to the Job Title Specifications for any and all related job titles, on-site audit information, and comparisons to similar positions at the university or other related employers. These factors all contribute to the total analysis and are not considered independently. The job title decision must hold true for whoever holds the position.
Effective dates of any re-classifications will be the beginning of the next pay period following the final determination.
The analysis process is comprehensive and takes considerable time to finalize. Final determinations generally take from two weeks to two months. Factors contributing to the turn-around time include scheduling of the on-site audit, uniqueness of the position, other position reviews currently in process, position descriptions submitted for vacancies, and other priorities of the Compensation and Classification unit.
Common Misconceptions of the Audit Process
- Myth: The position review process is a method to acknowledge an employee exceptional service or longevity by providing them a salary increase. Fact: Job Titles are based on the characteristics of the position, not the characteristics of the employee. The review process is in no way a reflection of the employee.
- Myth: The employee has taken on new duties; therefore, the position should be re-titled. Fact: New duties may or may not change the job title of the position. Additional duties that are similar to duties already being performed add to the volume of the work and don't necessarily reflect a change in the job title. If the duties are truly different, they may still fall within the current job title for the position.
- Myth: The examples of work listed on the Job Title Specifications match those being performed by the employee. Fact: The examples of work are only one component of the job title specifications and the job title specifications are only one factor in the total analysis. Positions are titled based on the complete analysis. Additionally, in many positions there are some duties that fall into another, or higher, job title. An example would be positions where computer support for the office is required. This does not make the position a computer specialist; rather, it adds to the uniqueness of that particular position.
- Myth: There is a position(s) on campus that has the same duties as the position submitted and therefore should be the same job title. Fact: Though it is tempting to draw comparisons, only a total analysis can confirm the differences or similarities between one position and another. Likewise, there will always exist differences between positions that are nonetheless titled the same. There will also be some variation in levels of responsibilities between positions that are titled the same. These differences contribute to each position not necessarily to a unique job title.