Reclassification Review Procedure

Purpose and Scope:

A procedure is needed for evaluating classification of a position as a result of the gradual accretion of duties over a period of two or more years. (Issues of salary placement are bargainable and not appropriate under this procedure and salary issues should be referred to the appropriate employee group.) This guideline explains the role of the employee, manager/supervisor, Human Resources staff, and the outside consultant in this process. Supervisors/managers should not regularly assign duties that are not consistent with an employee classification. However, if through business necessity this does occur, the following procedure should be followed.

Centers and Colleges:

• 1.0 Initiate reclassification request:
• 1.1 The incumbent or manager/ supervisor may initiate a request for review by completing a Position Information Questionnaire available in the Classification and Compensation office.
• 1.2 Direct the request through the appropriate channels, immediate supervisor, and manager) obtaining signatures verifying accuracy of the assigned duties. Request forwarded to the President/Assistant Chancellor for signature. Supervisor/manager signatures shall not be construed as a recommendation either for or against a change in a position's classification.
• 1.3 Submit reclassification requests between January 1 through March 31 to the Classification and Compensation office. (Once a request has been acted upon, a position shall not be eligible for a reclassification review for two years. Exceptions will be made for organizational changes that may affect a job.)

Human Resources:

• 1.4 Human Resources may initiate a review of a position.
• 2.0 Review of the Request:
• 2.1 Notify site of the receipt of the request.
• 2.2 Perform or arrange for consultant to perform a desk audit consisting of interview with the incumbents. The manager/ supervisor and other applicable persons may be interviewed at the option of the consultant, Human Resources or manager/ supervisor. If the Personnel Service Staff performs the audit, they will forward request and preliminary recommendation to the consulting firm.
• 2.3 The consultant will review the report/ information and make an initial recommendation to the District.
• 2.4 Human Resources will notify the immediate supervisor/manager within 10 days of receipt of the recommendation. Supervisor/ manager will review and notify Human Resources of any concerns which will be forwarded to the consultant.
• 2.5 Upon receipt of the final recommendation, notify the President/Assistant Chancellor, manager and incumbent of recommendation.

Centers and Colleges:

• 3.0 Following the Recommendation:
• 3.1 If the position is recommended for reclassification, the President/Assistant Chancellor has two options. He/she can remove the duties which caused the position to be reclassified. If the President/Assistant Chancellor wishes to leave the assigned duties, he/she prepares a docket with accompanying organizational charts (current and proposed) and forwards to the Assistant Chancellor - Human Resources. (Human Resources and Business Services should be contacted for technical data prior to submission to Human Resources.)
• 3.2 President/Assistant Chancellor notifies incumbent and other appropriate campus/ department staff of his/her decision.

Human Resources:

• 3.3 Assistant Chancellor - Human Resources forwards docket to the Classification and Compensation Supervisor for technical review. Docket exhibit forwarded to Assistant Chancellor - Business Services for review and returned to Assistant Chancellor - Human Resources who coordinates scheduling with Docket office staff for Board of Trustees consideration.
• 4.0 Following Board of Trustees Consideration:
• 4.1 Board approves:
  1. If the incumbent performed the tasks for at least a year and is determined to be qualified by Human Resources, he/she is reclassified with the position.
  2. If the incumbent performed the tasks less than a year or is not qualified, the position will be filled by the normal competitive process.

Centers and Colleges:

• 5.0 Administrative Review:
• 5.1 An incumbent or manager/supervisor who is not satisfied with the determination may write a letter of appeal. This letter must be sent to the Classification and Compensation Supervisor within 15 calendar days following receipt of notification. A committee consisting of the Classification and Compensation Supervisor, incumbent, union/meet & confer representative (if requested by incumbent), manger/supervisor, and a representative from the consulting company will review the case. The consultant will make a final recommendation to the district.

Human Resources:

• 5.2 If the incumbent or manager/supervisor is not satisfied with the result of the appeal, the case will be forwarded to the Assistant Chancellor - Human Resources who will render a final decision.