Administrative Review & Approval Guide

(Positions and Organizational Units)

The purpose of this guideline is to provide a step-by-step approach to the review and approval of management initiated classification reviews and/or reorganization proposals. The full procedure, authorized by the Chancellor, addresses the circumstances under which management may initiate classification and organization reviews: during the Annual Budget Development, and at any other time during the year. The following procedural steps indicate the limited difference between each of these circumstances, while providing a single set of guides to processing both.

ORIGINATING OFFICE (SITE)

  • Submits 2 copies of current and proposed (draft) organization charts, including job descriptions and justification for changes, to Director, Business Services along with annual budget requests. All materials must contain an approval signature of the appropriate President or Director.
    NOTE: the proposed change is not a part of an annual improvement budget, then all material should be submitted to the Classification and Compensation Office.

DISTRICT OFFICES & CLASSIFICATION / COMPENSATION OFFICE

  • Business Services forwards extra copy of proposed and current charts to the Classification and Compensation Office, including descriptions and justification.
  • Classification and Compensation Office receives charts and supporting materials.
  • Reviews draft of proposed chart and job descriptions.
  • If needed, may initiate formal study and/or follow-up interview with appropriate management staff.
  • Makes recommendations to the originating office and Chancellor (Planning Team).

ORIGINATING OFFICE (SITE)

  • Provides any additional information, input, or assistance which may be necessitated by the Classification and Compensation Office study.

DISTRICT OFFICES & CLASSIFICATION / COMPENSATION OFFICE

  • Chancellor (Planning Team) reviews proposal and recommendations, and may provide originating office (site) and Classification and Compensation Office with additional direction. Steps 1-4 may be repeated if direction supports major revision of proposal.
  • If annual improvement, Business Services insures that operating budgets properly reflect proposal and administratively approved changes for submission to Board.

ORIGINATING OFFICE (SITE)

  • If not annual improvement, prepares Docket item for submission to Board.

DISTRICT OFFICES & CLASSIFICATION / COMPENSATION OFFICE

  • Board Docket Office receives Docket item and secures signature of Classification and Compensation Manager to insure that prior review has been completed.
  • With Board approval, draft charts with corrections are returned by Classification and Compensation Office to originating office (site).

ORIGINATING OFFICE (SITE)

  • Originating office receives charts from Classification and Compensation Office, makes "camera ready" masters, and returns them.

DISTRICT OFFICES & CLASSIFICATION / COMPENSATION OFFICE

  • Classification and Compensation Office reviews camera ready masters.
  • Proofreads and obtains the signatures of appropriate authorities.
  • After obtaining signatures, sends masters to Duplicating.
  • Distributes final approved organization charts to Board of Trustees and all management staff.

ORIGINATING OFFICE (SITE)

  • Submits appropriate PASS forms and/ or "Request to Fill" forms to initiate approved actions.

NOTE: Exceptions to the guide and procedure may be utilized in exceptional circumstances requiring expedited Board action, such as time constraints related to a specific grant or contract. In such cases, prior study and complete administrative review may not be feasible. Therefore, all Docket items and proposed contracts shall continue to carry the phrase, "All positions and assignments subject to policy and classification review by Human Resources."

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