Classified Senate Employee Manual H.1.3 Procedure for Reclassification of Existing Position
When an employee and/or a supervisor believe there is cause for reclassification, agreement must be reached on an updated job description prior to starting the process. In the case of a new position, the incumbent and the supervisor(s) are eligible to submit a reclassification request once the incumbent has been in the position for the one-year probationary period.
Reclassification of an existing employee's position is appropriate only when a substantial change in duties or responsibilities has occurred. Substantial change is defined as when twenty-five percent (25%) or more of the duties have changed since the last classification of the position. Increased volume at the same level of responsibility is not cause for a reclassification. Within a multi-class position, some tasks may differ from employee to employee and these minor differences are not grounds for reclassification (unless the employee requests a unique job classification).
Typically, a reclassification is warranted when there have been changes in any of the following:
A. A substantial change in the incumbent's decision making that affects the level of involvement and organizational success.
B. The degree of autonomy in carrying out responsibilities.
C. A substantial change in the duties assigned; for example, during a departmental or divisional reorganization, factors may change to such an extent that a reclassification is warranted.
The existing position reclassification form should be used to summarize the suggested changes in the job. The updated job description and reclassification form, signed by the employee, are routed as follows:
A. The employee submits the request to the supervisor for approval. Employees who have more than one supervisor must receive approval from each supervisor. The employee notifies the CRC chair that the request has been submitted. The CRC chair and the employee monitor the request to ensure all timelines are adhered to.
A supervisor has ten (10) working days from the date on the request form to approve or disapprove the request. The date on the form must accurately reflect the date the employee submits the request to his/her supervisor. If circumstances require additional time, the supervisor may request from the CRC chair a maximum of an additional five (5) working days to review the request. A supervisor who does not respond to the employee within this timeframe will have forfeited his/her right to review the request.
B. The supervisor notifies the employee of his/her decision and returns the form to the employee. If approved, the employee submits the request to the appropriate dean(s) or department head(s) for review.
The dean or department head will have ten (10) working days from the date the request is received to respond to the employee. If circumstances require additional time, the department head may request from the CRC chair a maximum of an additional five (5) working days to review the request. If the dean or department head does not respond within this time period, his/her right to review the request will be forfeited. If approved, the employee must then submit the requests to the division vice president(s), who shall make the approval or disapproval within ten (10) working days of receipt of the request.
C. The completed request for reclassification form and updated job description are submitted to the Director of Human Resources for processing. Signatures of the Director of Risk Management and the Director of Human Resources are obtained before the documentation is forwarded to the CRC chair. The director of Risk Management and the Director of Human Resources will have thirty (30) working days from the date the request is received to sign and forward the documentation to the CRC chair. If circumstances require additional time, the director may request from the CRC chair a maximum of an additional ten (10) working days to review the request.
D. The CRC chair convenes a meeting of the CRC to consider the request. Once the recommendation of CRC is completed, the CRC chair puts the request on the agenda for the next available superintendent/president’s cabinet meeting.
E. If approved, the division vice president(s) will be an advocate for the recommendation when presented to the members of the superintendent/president’s cabinet by the CRC chair.
In all cases, employees should give the request form to the supervisor (or dean/department head or vice president) on a day that he/she is scheduled to be in the office (e.g. not during a scheduled vacation period, sick day, or other off-campus day).
H.1.4 Denial of Request for Reclassification and Review Procedure
When a request for reclassification is denied, the reason the request is being disapproved must be indicated on the request form. The employee has ten (10) working days to notify the Director of Human Resources and the Classified Senate president if he/she wishes to have the decision reviewed. The request for review should be submitted in writing, along with a copy of the initial request form.
When a request for a review is received by the Classified Senate president, he/she will select a former CRC member to assist in the review. The former CRC member and the Director of Human Resources will meet with both the employee and the supervisor(s). Based upon the information presented, they are to determine whether a substantial change in the duties and responsibilities of the employee has occurred.
The employee and the supervisor(s) shall be advised of the decision in writing within fifteen (15) working days from the date the Director of Human Resources and the Classified Senate president receive the request for review. If the decision is that changes have occurred to a significant degree, the request for reclassification shall be forwarded to the next approval level according to District procedure. If the review committee upholds a denial, the employee has no further right to appeal the review process. An employee may utilize the District's grievance procedure if he/she feels due process has not been received (see Board Policy 7900, Grievance Procedure, and Administrative Procedure 7900, Informal Conflict Resolution and Formal Grievance Procedures).
Existing Position Classification Review packet
Process of Reclassification (flowchart) (XLS)
H.1.9 Effective Date of Salary Change
A reclassification generally results due to a gradual change in an employee’s duties. In this case, the pay increase is effective on the first of the month following Board approval of the reclassification.
There may be occasions, such as reorganization within a department, when an employee’s duties change at a specific point in time, resulting in the employee working out of class. In this case, the employee is to be paid from the first day of assignment of tasks. If circumstances are such that it is not clear whether the employee’s duties will be a permanent change, the procedures for temporary reclassification should be followed.