The role of the Compensation analyst is to determine the specific classification series and proper level within that series once the employing Department has defined a job. A Classification analyst assigns a classification level based on the majority of duties and responsibilities in a given job. Changes in the nature, variety and difficulty of duties; supervision received or supervision exercised; or responsibility for staff and resources may justify the need for a classification review. These changes may be on a permanent or a temporary basis. Changes in the volume of work assigned or performance of an individual are not considered justification for a reclass. (See also: Avoiding a Reclass Denial)
A reclassification can happen when changes to a position result in at least 50% of a job's duties being at a higher or lower classification level than the current level of the position. This DOES NOT mean that at least 50% of the job must change for a reclassification to happen. If a job changes by more than 50%, it is considered a new position and it must be openly recruited in order to fill it. What this DOES mean is that jobs are often a blend of different levels of a classification series, and the addition of higher level duties will combine with the higher level duties already present to become the majority for the position. This can shift the position from one level of a classification series to another, and the position should be reviewed for a potential reclassification.
When Should I Contact Compensation about a Potential Reclass?
The reclassification process starts with an informal review of the position by the appropriate Compensation analyst. The employee, supervisor or manager may contact the Compensation analyst. This gives the analyst an opportunity to make an initial determination of the impact that changes have had on the position and the organization, and assist individuals in completing the online process for a reclassification. If the Compensation analyst feels that the duties of the position have significantly changed, a formal review will then be requested. Once and employee has been performing the full scope of higher level duties for 30 days or more, the department may submit a request for review.It is extremely important to request a formal reclassification review only when appropriate, and to make sure that the request is thoroughly prepared. Although about 90 to 95% of jobs that are formally submitted for reclassification review are upwardly reclassed, the ones that are denied can cause frustration for the employees involved (see Avoiding a Reclass Denial).
How Do I Submit a Formal Reclassification Request?
The department "submitter" completes an online reclassification action in OACIS. The online request will involve- Selection a proposed new title
- Revising the Job Description
- Completing the "Action Justification" tab
- Attaching a revised Organizational chart
- Attaching a Reclassification Questionnaire (if applicable)
- Obtaining and recording all required Departmental approvals.
Although individual employees may submit the paperwork on their own (see UCSB Local Policy Manual: Compensation, 36 Classification of Positions, B. Policy 1. Classification Review), it is strongly recommended that the supervisor and department be involved. The employee should contact their Compensation Analyst to discuss the process in detail.
The log-in date for the reclassification request is the date the online request is received by the Compensation unit. The effective date of a reclass is the first day of the month following the log-in date (e.g., for a completed reclassification packet that is received and logged-in on June 5th, the effective date of the reclass is July 1st). Delays in submitting all the required information may delay the effective date of the reclass.
Temporary Reclassifications and Stipends
Temporary reclassifications are granted when an employee is performing higher level duties a significant portion of the time (50% or greater). They end when the higher level duties are no longer assigned (except as defined otherwise in the policy/collective bargaining unit agreements).Temporary reclassifications are requested by logging into OACIS, clicking, "Begin New Action" and selecting "Temporary Reclassification/Stipend". Fill out the online request form and click "Submit to Compensation -Temporary Reclass/Stipend".
Temporary reclassifications and stipends may extend for a year, with the possibility of a one year extension for compelling reasons. In no case will a temporary reclass or stipend extend beyond 2 years (see Local PPSM 30.B.6). Extensions are requested by logging into OACIS, clicking "Begin New Action" and selection "