Organizational Review Procedure

Purpose and Scope:

A procedure is needed for evaluating proposed organizational modification(s) of a department/campus as well as the potential impacts on classification of positions and on budgets. This guideline explains the role of the Chancellor, manager/ supervisor, personnel staff, and outside consultant in this process.

General Guidelines:

The level of approval for organizational modification(s) reflects the degree of the modification.

All proposed changes must be submitted through the identified approval levels and accompanied by current and proposed organization charts.

Changes that require increased staffing, change in classification, and/or increased budget will first be approved by the Chancellor's Cabinet and ultimately will require approval by the Board of Trustees. Human Resources* will review changes for impact on classification.

Supervisory or management positions and/or incumbents shall not be transferred without prior approval of the Chancellor and notification of Human Resources*.

All other positions may be transferred within the President/Assistant Chancellor's organization with approval of the President/Assistant Chancellor and notification to Human Resources* if the only change is the reporting relationship of the position from one supervisor/manager to another. The actual duties and responsibilities of the position must remain unchanged. However, if duties are to be changed, the position must be reviewed per Human Resources Manual Guideline CC 2050 (Reclassification Review Procedure).

The FTE of positions may be increased, decreased, or split (contingent on the bargaining/meet and confer agreement) after approval by the Chancellor and Business Services and notification of Human Resources,* provided any increased costs are absorbed within approved department budgets.

Implementation:

Managers who wish to modify the organization of his/her campus/site/department should complete the Request for Organizational Modification Form and forward it and required attachments through the appropriate signatory levels as defined in the sections below.

* Classification and Compensation Office

1.0 INCREASE IN STAFFING

The requesting manager summarizes the specific reason(s) for additional staff on the back of the Request for Organizational Modification Form. This form along with current and proposed organization charts and the Position Information Questionnaire Form, which will be used to evaluate the appropriate classification of the position(s), is forwarded to the President/Director for approval. A budgetary worksheet shall be included addressing current and future year cost and source of funding (see attached form).

The completed packet is forwarded to the Chancellor to be included in the budget development process for review. The Chancellor forwards the approved materials to the Classification and Compensation Office where the final classification level will be determined. Positions requested after the completion of the budget development process will follow the same process but will also need to prepare a docket for Board approval.

Once approved the site/department and the Budget Office will be notified in writing. If applicable the Budget Office will prepare the necessary budget transfers as defined. If the increase in staffing requires additional funding the site/department is responsible for the preparation of the Board docket.

2.0 CHANGE IN CLASSIFICATION

This process is defined in Human Resources Manual Guideline CC 2050 - Reclassification Review Procedure.

3.0 MOVEMENT OF SUPERVISORY OR MANAGEMENT POSITION

The requesting manager summarizes the specific reason(s) for the change in the reporting relationship of a position on the back of the Request for Organizational Modification Form. This form along with current and proposed organization charts is forwarded to the President/Director for approval. The President/Director forwards the approved packet to the Chancellor for final approval. The Chancellor forwards the approved materials to the Classification and Compensation Office for review of classification impact. Once approved the site/department and the Budget Office will be notified by in writing by Human Resources.

4.0 MOVEMENT OF ALL OTHER POSITIONS - (no change in duties)

The requesting manager summarizes the specific reason(s) for the change in the reporting relationship of a position on the back of the Request for Organizational Modification Form. This form along with current and proposed organization charts is forwarded to the President/Director for final approval. The President/Director forwards the approved materials to the Classification and Compensation Office for review of classification impact to auxiliary positions. Once approved the site/department and the Budget Office will be notified in writing by Human Resources.

5.0 MOVEMENT OF ALL OTHER POSITIONS - (including any modification in duties)

The requesting manager summarizes the specific reason(s) for the change in reporting relationship of a position on the back of the Request for Organizational Modification Form. This form along with current and proposed organization charts and the Position Information Questionnaire Form, which will be used to evaluate the impact on the classification of the position(s), is forwarded to the President/Director for approval. The President/Director forwards the approved information to the Classification and Compensation Office where the final classification level will be determined. If the modification in duties effects the classification, the process will continue as defined in Human Resources Manual Guideline CC 2050 Reclassification Review Procedure.

6.0 CHANGE IN THE FTE OF A POSITION

The requesting manager summarizes the specific reason(s) for the change in FTE on the back of the Request for Organizational Modification Form. This form along with current and proposed organization charts is forwarded to the President/Director for approval. (If there will be a modification in duties as the result of an increase, decrease, or split in the duties of the position, the Position Information Questionnaire Form must be included and the process defined under Human Resources Manual Guideline CC 2050 followed.)

All budgetary issues must be addressed and approved at the time of the request. Final budget implications will be determined by Business Services. Only modifications which require funding above the campus/site allocation will require Chancellor's Cabinet and Board of Trustees approval. The Chancellor forwards the approved materials to the Classification and Compensation Office where classification impacts will be determined. All actions will be followed up with the completion of the necessary PASS form and Position Information Form (see attached) for contract positions by the site/department.

 

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