Position Classification and Reclassification

Position classification involves the assignment of duties and responsibilities to an appropriate job family and level within that family. Classification of a position takes place when a job is newly created or when there are significant changes in the scope of duties assigned to an existing position.

When a position is created it is important to determine how that position will fit within the organization and what the essential duties of the position will be.  When there is a significant change in the duties assigned to an existing position, it may be necessary to request a reclassification. It is important to remember that the duties and responsibilities assigned to a position, rather than the individual occupying the position, are the focus of the classification process. Therefore, a complete and accurate description of these duties serves as the primary basis for classification decisions.

 

The classification process at the College of Law is managed jointly by the College’s HR Office and the University’s Classification and Compensation department.  There are a number of resources available to assist with the process of requests for reclassification.

 

Classification Packet

 

When making a classification request a complete packet should be submitted to the College’s HR Office which includes:

 

• A cover memo from the supervisor or manager who is requesting the reclassification. A summary of the new duties, or duties and responsibilities which have changed since the last job description was written. This memo/letter should be addressed to the Assistant Dean for Finance and Administration and the College HR Officer.

 

• A completed Position Review Form. The job description should either be completed by the immediate supervisor, or by the immediate supervisor and incumbent employee. If the incumbent is new to the job or the position is vacant, the supervisor should complete the job description. Otherwise, the incumbent may complete it and the supervisor, who has the authority and responsibility to determine the position's actual duties and responsibilities, should review and validate it.

 

• An organizational chart for the unit or division indicating where the position fits within the College.

 

Classification Determination

 

The College HR Officer reviews the packet for completeness upon receipt. Requests are typically processed in the order received. The HR works to align the job description with University’s classification standards, makes appropriate departmental equity comparisons, determines if the recommended title is appropriate for the position, and prepares the packet for final signature and processing through University Classification and Compensation. If the job materials do not provide sufficient information to move forward in the review process, the College HR Officer will contact the supervisor to obtain additional information and/or clarification of duties.

 

Position Review Process

 

The position review process involves the examination of several factors to determine the appropriate classification of positions.  Examples of competencies used in position review are:

 

Nature of Work: The type, variety and complexity of duties performed

Independence: The authority or "freedom of action" vested in a position, as well as to what extent the position is supervised

Knowledge: The education, specialized skills and job knowledge required for successful performance of the duties

Decision Making: The criticality, impact and consequence of decisions made by the position

Scope and Impact: The extent to which the work impacts the organization within and outside the organization

Collaboration: The extent to which the work requires organizational collaboration and the degree of complexity involved in the collaboration

Span of Control: The extent to which the position is supervisory and the nature of the supervisory responsibilities

 

Job Evaluation Matrices

 

One of the tools used to measure the competencies present in a position is a job evaluation matrix. A job evaluation matrix is an analytical tool that outlines and summarizes the various factors that are considered when determining position title and compensation.

 

Effective Dates

 

When a position is classified/reclassified, the effective date of the classification is typically on or near the first of the month following receipt of the request in Classification and Compensation.

 

Salary Resulting from Reclassification

 

Upon upward reclassification, employees may receive a salary increase.  An employee who is reclassified upward must at least earn the minimum of the new salary range.   An employee who is downwardly reclassified to a classification with a lower salary range maximum may receive a decrease in pay to result in a salary that falls within the new salary range.  Eligibility for salary change is contingent upon College of Law policy and budgetary approval.

 

In-grade Salary Adjustments

 

An employee who is laterally reclassified to a classification with an equivalent salary range typically does not receive a change in salary.  In-grade salary reviews, however, offer the College the option to review existing compensation for classified regular staff under special circumstances.  Such increases may be permanent or temporary, depending on the reason for the action.  In-grade adjustments may also include market equity adjustments and one-time salary adjustments.  Recommendations for In-grade adjustments must be carefully considered by the College and University Classification and Compensation.  Eligibility is contingent upon College of Law and University policy and budgetary approval.

 

Department/Employee Appeal

 

If the department disagrees with a classification decision and wishes to appeal, the appeal, with written reasons for disagreement, should be submitted to the College HR Office for appropriate review. Review of the appeal will typically be completed within 30 days. The appeal process is not intended to consider revisions of the job description directed towards achieving a desired classification.  Any revisions to the originally submitted job description will constitute a new classification request.

 

If the department agrees with the decision but the employee disagrees, employees may request further review. Requests must be in writing and should be submitted to the College HR Officer within 30 calendar days of the date on which the reclassification decision was issued.

 

Forms and Links

 

University Classification and Compensation Department

Staff Recruitment

 

The College of Law strives to recruit and retain talented staff to support our overall mission to become a premier leader in legal education.  Staff recruitment is the process of attracting, screening and selecting qualified people for positions within an organization.  Effective recruitment is about finding the right person for the job as recruitment decisions have implications for overall organizational performance and credibility.

 

Staff recruitment for the College of Law is managed jointly by the University’s Staff Recruitment and Retention Office and the College’s HR Office.

 

There are a number of processes required to facilitate staff recruitment in the College of Law which include:

 

Position Development & Classification

Development of Recruitment Strategy

Search Committee Development (If Applicable)

Applicant Tracking

Interview Process

Offer Development

Salary Negotiation

Onboarding & Training

 

The College’s HR Office will work closely with departmental managers in the staff recruitment process.

 

Staff Job Posting

 

Georgia State Hiring Process