At Kansas State University, positions can evolve due to a variety of reasons -- some internal and some external. Compensation and Organizational Effectiveness is responsible for conducting objective position reviews to ensure K-State employees are paid fairly and consistently for their work.
What is a reclassification?
A reclassification involves a thorough review process to determine the appropriate job title and pay grade for positions whose job duties and responsibilities have undergone significant changes. These changes should be ongoing, substantive and not temporary in nature. To ensure consistency and demonstrate sustained performance, the employee should typically have been performing the new duties for at least 3 to 6 months.
A request for reclassification does not guarantee any particular outcome. The process may result in a pay grade increase, pay grade decrease or no change at all.
Knowing when to request a reclassification is important to ensure that employees are both properly classified and fairly compensated for the work they are performing. Additionally, knowing whether a position should be reclassified or considered for recruitment (see Reclassification or recruitment? below) is important to ensure equity and equal employment opportunity for all qualified applicants, both internal and external to the University.
Requests for reclassification are accepted at any time during the year and are reviewed in the order they are received. Once a reclassification decision has been made, related changes to classification and/or compensation can be effective as soon as the next available pay period start date. Retroactive reclassifications will not be processed. Determinations are typically made two to four weeks from receipt of the position description and completed request form.
In some cases, you may anticipate sweeping changes in the job duties and responsibilities for a given position. In these cases, many job factors are impacted. When a position is anticipated to undergo changes that would drastically influence the type of work being performed, options outside of reclassification may need to be considered.
While some positions reviewed are candidates for reclassification of a new job title and/or pay grade, others may need to be considered for a competitively bid recruitment process.
If you can answer yes to any of the questions below, Human Resources recommends that you recruit for this position. By filling the position using the competitive recruitment process, you can help ensure Kansas State University is providing opportunities in a fair manner. Contact your Talent Acquisition strategic partner for more information regarding how to proceed with a position recruitment.
Will the position have supervisory responsibility? Consider part- and full-time staff positions; exclude supervision of students.
Will the anticipated changes drastically influence the type of work being performed? Consider the level of authority, independence and scope of new job duties.
Are there one or more employees who are, or may be, interested and capable of doing the work? Consider employees both internal to the department and those external to the department in which the position resides.
Do the anticipated changes represent a significant change in the position’s pay grade (typically two or more pay grades)?
If you have questions about whether a position should be considered for reclassification or recruitment, contact Compensation and Organizational Effectiveness at hrcomp@ksu.edu.
Only HR liaisons or an employee’s supervisor or next-level manager may initiate a reclassification request. Employees are encouraged to speak with their supervisor if they believe their role has evolved. Timely conversations and submissions help ensure employees are fairly recognized and compensated for the work they do.
Please note, steps one and two must be completed before a reclassification request can be reviewed.
Step 1: Complete the Reclassification Request Form Submit the Reclassification Request Form to provide context and rationale for the request. Use this form to describe the changes in duties, scope, or responsibilities, and to suggest a potential classification and compensation level.
Step 2: Update the Position Description in PageUp Update or create the position description in PageUp. Be sure to select the “Reclassification Request (Filled Position)" as the reason for action. Include an updated organizational chart and route the request through the appropriate departmental approval process.
Step 3: COE Review The COE team will review the submission. They may reach out to the department for additional information or clarification as needed.
Step 4: Receive Determination COE will issue a reclassification determination report. If applicable, a PER-2 will also be provided to the department to process a change in job title and/or pay grade.
Step 5: Departmental Processing Department obtains signatures and submits paperwork for approval per provided directions.
Step 6: HR Processing HR processes changes in HRIS. Updates will occur after the listed effective date due to payroll processing. COE finalizes approval of the position description once HRIS updates are complete.
Roles and responsibilities
Requesting a reclassification for a position engages multiple levels of the organization. Understanding your role and responsibilities in the process is critical to ensure a complete and prompt review of the position. Select a role below to learn more about how each person plays a part in the reclassification process.
Manages employee’s expectations by not promising or discussing an outcome prior to a final determination.
Evaluates job responsibilities in an objective fashion to ensure emphasis is placed on the position not the employee’s performance.
Works with departmental Human Resources liaisons and budget/fiscal officers to submit the reclassification request form and updated position description.
Following final determination:
consults with the department/unit/college budget/fiscal officer regarding pay decisions,
obtains approval from the department/unit/college appointing authority (president, provost or vice president) for any pay decisions an
communicates with the employee regarding the outcome, steps for proceeding and expectations moving forward.
Serves as a subject matter expert on the reclassification process.
Works with supervisor/manager to provide administrative assistance, as necessary, to support the reclassification request process.
Completes all necessary paperwork after final determination has been made
Serves as a consultant to discuss the impact pay decisions have on the department/unit/college’s budget.
Confirms final budget authority for all reclassification requests.
Reviews all documentation and conducts a review to ensure appropriate grading, leveling and job placement, and internal and external equity.
Provides a reclassification determination of position classification (job title), pay grade (including an established salary range) and Fair Labor Standards Act (FLSA) exemption status.
Reviews requests for position conversion (from one employee type to another).
Final determinations
Upon completing the position review, COE will determine the appropriate classification. All final determinations must ensure the integrity of the University's compensation structure and program. The following are potential outcomes from a reclassification review.
A position determined to be retained at the current classification, maintaining the currently assigned job code, title and pay grade should be processed as stated below if an increase in pay is desired.
Example
An Accountant I (pay grade 06A) position is determined to retain the classification of Accountant I. However, the incumbent is currently compensated at an annual rate within the first quartile of the pay grade and the department wishes to compensate the employee in the third quartile of the pay grade.
Upon final approval by the appropriate appointing authority, submit a revised contract (for unclassified staff) to hrimaging@ksu.edu for processing.
A position determined to be reclassified—that is, a position that will be changed from the currently assigned job code, title and pay grade to either a higher, lower or the same pay grade of classification—should be processed as stated below.
Example
An Office Specialist II (pay grade 05A) position is determined to be reclassified to an Office Specialist III (pay grade 06A). During the reclassification process, the incumbent should be compensated in the new pay grade (06A) between the minimum and maximum.
Following notification of a position reclassification by COE, complete the Reclassification Change Form PER-2 included in the reclassification report. The supervisor and manager, with appropriate budget approval, recommend a pay decision within the new pay range using best practices for compensation. Compensation resources for managers are available to assist in making objective, data-driven pay decisions and the COE team is available to consult on pay decisions.
Submit the completed PER-2 with employee, supervisor and departmental leadership signatures and attach a new, initial contract (for unclassified staff) to hrimaging@ksu.edu for processing.
Appeals of final determination
Requests for appeal of the final determination made by Compensation and Organizational Effectiveness must include a formal communication directed to the Chief Human Resources Officer within 14 calendar days of final determination.
Appeals should be made by the employee's immediate supervisor or next level manager detailing the rationale for a proposed classification other than that made by COE in the position's reclassification determination.
The originally submitted position description as approved by the supervisor and the written reasons for disagreement included in the appeal communication will be the basis of the appeal review. The appeal process is not intended to consider revisions of the position description directed towards achieving a desired classification.
Reclassification appeals will be accepted for the proposed job title and corresponding pay grade. Other job content or evaluation factors such as minimum requirements (education and/or experience), accuracy of the position description, job description or grading process may not be appealed.
Appeals of the final determination will be reviewed as they are received. Timelines for processing are subject to change dependent upon the volume of requests received during any given period.
The decision of the Chief Human Resources Officer is final and concludes the appeal process. Following a final determination, departments should submit required documentation requested to Human Resources for processing.
Why are positions reclassified?
Supervisors and managers assign work and determine the need for organizational changes and job restructuring based on new programs, technology or changes in staffing. Positions can also evolve naturally as an experienced employee assumes higher level responsibilities. This is why it is important that all employees are classified appropriately—and paid fairly—based upon the job duties and responsibilities assigned. Resources are made available to supervisors and managers to know when to request a reclassification (pdf).
Does an employee have to be performing the job duties of the requested job title in order to request a reclassification?
It is considered best practice to have an employee begin performing the new duties (typically higher level, although some duties may be of similar or less complexity) prior to requesting a reclassification. To ensure consistency and demonstrate sustained performance, the employee should have been performing the new duties for a length of time to ensure success, typically 3 to 6 months.
How long does it take to complete a request for reclassification?
COE has streamlined the process to improve both the ease of submission and the efficiency of review. Once both the reclassification form and the updated position description have been received, determinations are typically provided within 2 to 4 weeks.
