Finance & Administration

Reclassify Staff Position

Overview

Exempt staff and non-exempt staff positions should be reviewed for reclassification if significant changes in duties or responsibilities of the position indicate the need for a change in job title and/or pay.  The position to be reclassified may be filled or vacant.

In general, requests for position reviews should be incorporated into the annual budget meetings with the Deans.  Based on these preliminary discussions a provision may be included in the compensation portion of the budget for the coming fiscal year.

Policy

If a manager or supervisor believes an evaluation of a position is warranted, the manager or supervisor should contact TCA&S Human Resource Manager, Susan Davis, to discuss the job description and evaluation. For a change in duties to merit evaluation, it should meet the following criteria:

  • the addition, deletion, or change in duties affects a significant portion of the job (generally greater than 20%)
  • the duties which are added, deleted, or changed are substantially different in level and type from the current job duties
  • it is a permanent change in duties - not a special project or short-term assignment
  • incumbent should be successfully performing the duties for a minimum of 3 months prior to reclassification

Procedure

  1. Contact TCA&S Human Resource Manager, Susan Davis, to discuss the current job description and changes in duties. Susan will review the information and will either: 1) recommend moving forward with initiating the Reclass Position iForm or 2) advise the position is appropriately leveled and does not warrant reclassification.
  2. If a reclassification is recommended, the departmental business manager should initiate the Reclass Position iForm. Follow this process:
  • Log in to Duke@Work
  • Select the position
  • Click on the  i  iForms icon
  • From the newly opened window, select Reclass Position
  • Complete the JAQ and submit
    • The appropriate effective date for reclassification is generally the beginning of a monthly or bi-weekly pay period following the request.
  • The iForm will be reviewed by Susan Davis; once approved it will route to a compensation associate for further evaluation.
  1. If a reclassification is not recommended by the compensation associate the departmental business manager will receive an email notification indicating the position is appropriately leveled, and the new job title of the position.

An employee whose position is reclassified to a job in a higher level is considered to have been promoted as a result of the reclassification.

An employee whose position is reclassified to a job in a lower level is considered to have been demoted as a result of the reclassification.  In some cases it may be approved for the employee to retain his/her current salary  or rate of pay.  This should be discussed with Susan Davis. A Rate & Schedule Change iForm should be initiated to make the applicable changes to the employee.

  1. Compensation for the reclassified position must be approved by the Office of Finance & Administration. Determine a proposed salary or rate of pay based on:
  • budget
  • internal equity
  • employee's skill proficiency, years of related experience and educational background

Submit an email to TCA&S Human Resource Manager, Susan Davis, with the proposed salary or rate.

  1. Once an approved salary or rate of pay is received you may proceed with initiating the Rate & Schedule Change iForm to make the applicable changes to the employee.  The appropriate effective date for a change in salary in generally the beginning of a monthly or bi-weekly pay period following the request.

 It is necessary to select both Pay Rate Change and Employee Reclass Change from the Change Options on the Rate & Schedule Change iForm.