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 Compensation and Organizational Effectiveness to view samples of work performed. Additionally, questions developed in the preliminary analysis phase may be addressed.
Please have a copy of the position description available for reference during the audit.
On-site audit process
The audit will be focused on the job duties and characteristics of the position, not of the employee. In other words, job title decisions are based on the characteristics of the position, not on characteristics such as diligence, longevity, loyalty, exceptional qualifications, work performance or status of any kind the employee may exhibit or possess. The full analysis includes a review of the position description, request for reclassification form, organizational chart, standard job descriptions available in the university's compensation structure, on-site audit information and comparisons to both internal positions at the university and external positions at related employers performing similar work.
Employees in the position must meet minimum required education and experience requirements as stated in standard job descriptions if the position is determined to be reclassified. Supervisors and managers should ensure that these requirements are met prior to processing any changes. If an employee is unable to meet the minimum requirements stated, supervisors and managers should contact Compensation and Organizational Effectiveness to discuss how to proceed.
The analysis process is comprehensive and takes considerable time to finalize. Final determinations are typically made within two to eight weeks. Factors contributing to the timeline include scheduling of the on-site audit, uniqueness of the position (i.e. the level of difficulty in researching the position and others similar in nature), other position reviews currently in process, position recruitments and other priorities of Compensation and Organizational Effectiveness.
Common misconceptions of the audit process
Myth: The position review process is a method to acknowledge an employee's 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. Acknowledgement of employee performance is most appropriately administered through a merit or salary increase process. Supervisors and managers should review managing pay within the range for additional guidance on how to request a salary increase.
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 or pay grade of the position. Additional duties that are similar to duties currently being performed add to the volume of the work and do not necessarily reflect a change in the position's classification. If you believe the job duties of the position represent a significant change, supervisor and managers should examine steps for requesting a reclassification.
Myth: The examples of work listed in the standard job descriptions match those being performed by the employee.
Fact: The examples of work represent a general description of common work performed in any given job title. Job descriptions should not be confused with an employee's position description. Position descriptions are meant to outline more specific duties and responsibilities of a position. A job description is only one source of information used in the audit process. Positions are titled based on the complete process and full analysis.
Myth: There is a position(s) across the university that has the same duties as the position submitted; therefore, the position 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 positions. 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 marginal differences contribute to each position and do not warrant the need for a unique job title, a change in job title or change in pay grade.
For more information on the reclassification process or when a position audit may be conducted, supervisors and managers should review guidelines and steps for requesting a reclassification.