Reallocation is the action of modifying an incumbent’s position due to organizational needs or changes to operations that result in the employee receiving a new title. Reclassification is the movement of an employee in a promotional series. Both actions may result in a pay change.
Please note: Changes for civil service incumbents may have specific rules that must be followed and reported. Please consult your Human Resource Services partner for additional information.
Job duties and responsibilities evolve to meet the university's changing needs. Supervisors should review position descriptions with employees annually to ensure they accurately capture the nature and scope of work the employee has been asked to perform.
Supervisors should be mindful of the work assigned to employees to avoid changing the nature and scope of the work they had originally been asked to perform or increasing the volume of work to an unsustainable level. That said, the university recognizes that an employee’s responsibilities may need to be re-assessed and modified based on the university’s changing needs, new initiatives or other factors.
All approved pay changes take effect on the first day of the pay period after they are approved. The chief human resources officer may approve retroactive changes, but generally, they may not exceed 30 days.
A supervisor or employee can request an incumbent review or desk audit in order to obtain a new title and/or pay adjustment. HRS utilizes the established procedures from the State Universities Civil Service System when evaluating a position undergoing a desk audit.
Supervisors should consult with their division leaders when the duties and responsibilities of an employee change significantly, as well as review any changes with their HRS partner for consideration. HRS will review the request, and the position description will be modified and reassessed when the duties change substantially for potential reallocation, reclassification or salary adjustment.
Not all audits result in a reallocation, reclassification or pay adjustment. In many cases, the work performed may be aligned with the current job duties, and the position description may be updated.
The following illustration may be used to determine if an incumbent review is needed.
| No | Yes | |
|---|---|---|
| Volume |
Volume of work is increasing or decreasing, but the complexity of the work does not change. |
The complexity of work or volume increases or decreases for a sustained (or anticipated to) period. |
| Responsibilities |
Similar responsibilities are being added or exchanged for existing responsibilities. Duties or responsibilities from another job that are similar in scope are being added or reassigned. |
Additional responsibilities are substantially different from existing responsibilities and require considerable training or time to learn. |
| Scope |
Attainment of an educational milestone or certificate/licensure; unless this results in changes to the job, level of authority, scope of responsibilities, etc. |
The level of accountability has changed substantially. Such as, significant changes to budget responsibility, management of additional programs, or additional supervisorial responsibilities, (regular employees – not student, temporary, or grad), etc. |
| New Resources |
Specialization of skills by using new resources or technology that are used to manage the same responsibilities or tasks. |
Introduction of new resources or technology that has a material impact on responsibilities and requires specialized training. |