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Classification
&
Compensation
Overview
Forms
FLSA Information and Facts
Minimum Hiring Standards
Job Titles and Pay Grades
Job Specifications
Frequently Asked Questions
Contact Us
Links to Related Resources
- How do I create a new staff position or reclassify an existing position?
- What is a PRF?
- Is a PRF the same thing as a Job Specification?
- Is a PRF the same thing as a Job Description?
- What if I want my own position reviewed?
- How can I get a copy of the current Position Review Form or Job Spec for my position?
- How long does it take for Class/Comp to evaluate a PRF or conduct a position review?
- What are Pay Grades?
- What is the Broadband Structure?
- What does it mean that my position is considered "exempt" or "non-exempt?" Can I change from one status to the other?
- May
a staff member receive a stipend for additional duties?
How do I create a new staff position or reclassify an existing position?
If you are a supervisor or manager who wants to create a new staff position in your unit, or change an existing position, you should start by completing a Position Review Form (PRF). The PRF should be signed by the individual responsible for the position, as well as the university official who can certify that funds are available to support the position if created or changed. Most Colleges also require signed authorization from their Dean's Office in support of the request. Most colleges and administrative divisions on campus have a designated HR Liaison. They can assist you with processing HR actions such as classification requests, and they are excellent sources of information and support. Click here for a list of HR Liaisons to identify the representative for your college or administrative unit.
What is a PRF?
A Position Review Form (PRF) is an assessment tool used by the Class/Comp Office
to better understand the specific requirements, scope, complexity, and
institutional impact of a given position; and how it compares to other
positions across campus. Most positions are unique in some way, even if
they are similar to other jobs on campus. It replaces the PCQ, PR3, and PEF. As a result, virtually every
staff position should have its own PRF to document the factors that contribute
to the evaluation of that position within the University's job classification
structure (or pay grades). Click here for a PRF form.
Is a PRF the same thing as a Job Specification?
No. The Class/Comp
Office provides Job Specifications as "samples" of typical duties
that might be performed by a position with a given job title. The Job
Specs are simply models or examples of duties that would be characteristic
of positions that might fall within the same job title or same job class.
A Job Spec also provides guidance on the typical knowledge, skills, abilities,
education and experience that would be expected for such a job title.
If you are a supervisor or manager who wants to create a new staff position, or change an existing position, you can use the sample Job Specs to help you think about the type of position you're likely to need, and to get an idea of possible appropriate job titles.
Click here to see a listing of available Job Specs.
Is a PRF the same thing as a Job Description?
No, although they
can work together to fully describe a position.
As noted earlier, the PRF is a classification assessment tool that helps
break a position down into its component parts for the purpose of classification
analysis and paygrade assignment.
A Job Description, on the other hand, is a document that outlines in more detail the specific tasks to be performed and the outcomes to be accomplished by the position on behalf of the University. A good job description is an important resource to help ensure that a manager and employee are both clear about what duties and outcomes are expected of the position.
A good Job Description is a "living" document: In an ever-changing work world, specific job duties are constantly changing, and job descriptions should change as responsibilities evolve. It's a good idea for a supervisor and an employee to review the position's job description at least once a year, and to update it to reflect the duties that the position will be engaged in during the coming year.
Over time, a Job Description may evolve to the point that it looks pretty different from the position that was originally established. At that point, it may be time to review the position again to see if it remains appropriately classified.
When a department submits a PRF to the Class/Comp Office for review, they should also submit the current Job Description.
What if I want my own position reviewed?
Generally, a position
only needs to be reviewed if it has changed significantly over time, or
if substantive new duties have been assumed that are beyond the scope
of what generally might be expected for a position with that title.
If you believe your position should be reviewed for reclassification, please discuss the possibility with your immediate supervisor and/or department head. If your managers concur, they should submit a PRF, along with an up-to-date Job Description, to the Class/Comp Office. You may be asked, or may offer, to help describe the duties you perform, so that your managers can fully reflect the current scope of your responsibilities in the PRF and Job Description.
The Class/Comp Office will review the information provided, and make any recommendations back to your managers or to the designated HR Liaison for your college or administrative division.
How can I get a copy of the current PRF or Job Spec for my position?
Your immediate supervisor,
or the HR Liaison for your college
or administrative division, should have a copy of the latest PRF for the
position you hold, so start by asking them.
If submitted, the Classification and Compensation Office may be able to provide you with the most recent PRF on file for your position.
The sample Job Specs, which are general descriptions of duties for many positions, are available from your HR Liaison, or you can click here for on-line access to the Job Specs.
How long does it take for Class/Comp to evaluate
a PRf or conduct a position review?
Review of Typical
Positions. For straightforward, common positions that are easily
compared to other positions on campus or in the labor market, review and
recommendation by the Class/Comp Office should take no more than five
working days. If the position is
vacant and if the department wishes to post and recruit immediately, every
effort will be made to provide an even more expedited review. In such
cases, the goal for reviewing and turning around a recommendation is 3
working days. (In other words, if Class/Comp receives such a request on
a Monday, we will make every effort to have provided you with a recommendation
no later than the end of the day on Thursday.)
Review of Unique Positions. For positions that are unique or complex, or that reflect an unusual combinations of duties, review by the Class/Comp Office might take somewhat longer, in order to sufficiently analyze and comparatively evaluate the position. In such cases, a Class/Comp representative may request follow-up information by email, phone, or an on-site visit with the unit manager (and the incumbent if there is one). Even in such cases, our goal is to convey a recommendation within 10 working days. If the position is vacant, and if the department wishes to post and recruit immediately, every effort will be made to provide an expedited review. In such cases the goal will be to provide an expedited review within 5 working days. (In other words, if we receive it on a Friday, we will provide such a recommendation no later than the end of the day on the following Friday, and earlier if possible).
What are Pay Grades?
Pay grades are a way
for the University to group comparable positions together into common
ranges of pay, based on job scope, complexity and other factors. The salaries
for similar positions should fall within a designated range, or Pay Grade.
The ranges overlap, but each range specifies three guide points:
- A Minimum (all
individuals would expect to make at least this pay level)
A Mid-point (a benchmark to the external market for similar positions)
- A Maximum (the most that someone would expect to make for a position in this range)
Click here for a table of the General Pay Grades that cover most staff positions.
If you want to know the Pay Grade to which a given staff title is assigned, click here for an Alphabetical Listing of Titles with Pay Grade.
Some higher-level administrative positions are classified as part of a "broadband structure" instead of the general pay grades.
What is the Broadband Structure?
The Broadband Structure
is similar to the general pay grade structure, but it places higher-level
administrative positions - basically those at the Assistant-Director level
and above - into a series of broad pay "bands," and "zones" within those bands. The broadband structure allows for certain flexibility
as required to meet competitive salary demands, particularly for positions
that might be recruited regionally or nationally.
What does it mean that my position is considered "exempt" or
"non-exempt?" Can I change from one status to the other?
These terms come from
federal law (the Fair Labor Standards Act, or FLSA). The FLSA designates
the types of jobs that must be tracked and paid on an hourly basis, and
the types of jobs may be paid on a salaried basis. For more information, please check the "FLSA Information & Facts" link from the menu on the left.
Executives, administrators, and professionals are paid a designated salary, regardless of the number of hours they might work in a week. Such positions are exempt from the FLSA's requirement that such an employee be paid overtime, hence the term, "exempt."
Other jobs, including clerical, secretarial, and office support positions; technical and paraprofessional positions; skilled trades positions; and service & maintenance positions; must be tracked on timesheets and paid on an hourly basis for all hours worked. When such employees work more than 40 hours in the workweek, they must be paid overtime at a rate of time-and-a-half. These positions are not exempt from the overtime requirements outlined under the FLSA. Hence the term "non-exempt."
When a staff position is reviewed, it is designated as exempt or non-exempt by the Class/Comp Office, in accordance with the Fair Labor Standards Act (FLSA) and its guidelines. This status cannot be changed for administrative convenience.
May a staff member receive a stipend for additional duties?
The duties of all jobs evolve over time, so just assuming a new task, responsibility, or even special-project assignment generally would not warrant a pay adjustment. However, there are certain situations in which a temporary stipend may be appropriate. For example, if a supervisory-level position becomes vacant, and a subordinate employee is asked to assume the duties of the higher-level position on an acting basis until the position is filled, a stipend may be justified. Such a stipend generally should not continue for more than 12 months.As a general guideline, a stipend for assuming the full responsibilities of a higher-level position may be up to :
- Ten percent of the employee's current salary, OR
- The minimum of the higher position's pay grade,whichever is greater. If an employee assumes some, but not all, of the higher-level duties, a proportionate stipend may be appropriate.
Please consult with the Class/Comp office in advance if you are considering a stipend for a staff member.
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