Classification

Classification/Job Evaluation is the analysis and assignment of positions to job titles and classification levels – involves the examination of several factors that are key components of the wide variety of work at UC San Diego Health System. The Compensation staff in Human Resources use systems designed to measure these factors (commonly referred to as compensable factors) to determine the appropriate classification level of positions. Examples of typical compensable factors used in job evaluation are:

  • Nature of Work - The type, variety and complexity of duties performed.
  • Independence - The authority or "freedom of action" vested in a position as well as to what extent the position is supervised.
  • Knowledge - The education, specialized skills and job knowledge required for successful performance of the duties.
  • Decision Making - The criticality, impact and consequence of decisions made by the position.
  • Scope and Impact - The extent to which the work impacts the organization (internally and externally).
  • Collaboration - The extent to which the work requires organizational collaboration and the degree of complexity involved in the collaboration.
  • Span of Control - The extent to which the position is supervisory and the nature of the supervisory responsibilities.

When to request a classification review:

  • When a department creates a new position
  • When the duties and responsibilities of a position have changed
  • When an employee requests that his or her position be reviewed

Things to consider:

When deciding to assign new duties and responsibilities to an employee, management should consider:

  • The business needs of the department
  • The knowledge, skills and abilities required to meet those needs
  • The qualifications of the employees who are eligible for the assignment of new responsibilities
  • The department's obligations for promoting diversity and equal opportunity

At times, it is necessary to use the reclassification process rather than the recruitment process to fill a new job. For example, a department or unit may identify the need for a new supervisor; if there is no budget to create a new position, the supervisor will be selected from within and reclassified to the supervisor title. The department manager will ensure that department employees are informed of this opportunity and provided information about how to apply. Interviews will be conducted and documentation created to demonstrate how the best-qualified employee was selected. That employee will sign the new job description and the manager will submit his/her position for reclassification.

Classification series and specifications:

  • Within the university system are hundreds of payroll titles organized into various classification series, each of which describes a type of job performed by university employees
  • Each series generally consists of two or more classifications. The different classifications define different levels of work performed within the series. Each classification is assigned a 4-digit job code.
  • Each series and its various classifications are described and defined in classification specifications

Classification review process:

  • Managers can submit a request for classification review using the Classification Review Questionnaire. A complete request will contain: a Request for Classification Review form, an updated job description, and a current organizational chart.
  • A compensation analyst will review the duties and responsibilities assigned to the position and, using the class specs and the Fair Labor Standards Act, will classify the position considering such factors as:
    • Scope of authority
    • Degree of difficulty
    • Amount of supervision received
    • Type and variety of skills required
    • Extent of resource management
    • Complexity of problem
  • The analyst may make comparisons with other positions within the same department, or in other UC San Diego Health System or campus departments. The analyst may also conduct a review of the labor market to ascertain salary levels for comparable positions at similar institutions.
  • The analyst will notify the manager of the outcome when the review is complete.

Salary changes:

  • An upward reclassification - i.e., a reclass to a title with a higher salary range maximum - usually results in a salary increase.
  • Salary increase for an upward reclassification for a non-represented employee (or for an employee being reclassified from a represented title to a non-represented title) is typically 5%.
  • Union contracts govern the salary increases provided for upward reclassifications within a bargaining unit. See the appropriate contract for details.
  • With downward reclassifications - i.e., to a title with a lower salary range maximum, there are three options:
    • If the employee's current salary is within the salary range of the new classification, it can remain the same.
    • If the employee's current salary is above the range maximum of the new classification, it may be decreased to the range maximum, or
    • The employee's salary may be frozen ("red-circled") at its current rate. In this case, the employee will not be eligible for any salary increases until the salary range maximum surpasses the employee's current salary rate.

When a position that is represented by a union is reclassified, we may be required to provide union notice, and can proceed with the reclassification when the notice process is complete. Union notice is required when

  • The position is being reclassified out of the bargaining unit
  • The position is being downward reclassified
  • The university and the union are actively bargaining and/or are in a status quo period

Implementation:

After union notice (if applicable), a reclassification is implemented in three steps:

  • First, paperwork is forwarded to the Records unit of Human Resources, where the reclassification is posted to the Human Resources Information System.
  • Second, the Records unit analyst notifies the Payroll department, where a payroll representative calculates any retroactive payment required due to a salary increase.
  • Third, the compensation analyst confirms the reclassification with a memo to the supervisor and/or the employee.