Job Analysis & Classification
Classification
Positions are classified or reclassified on the basis of duties and responsibilities, as described in the job description. It is important that supervisors maintain current job descriptions all positions, to ensure that positions are properly classified and paid. The first step in classifying a position is to ensure that the job description is current and accurate. For information on writing job descriptions and the USD job description form, please see: Job Descriptions
The university classifies positions into salary range/pay grades using a point factor system. For staff positions, a Position Audit Committee comprised of representatives from each division meets as needed to review positions submitted for classification or reclassification. For administrative positions, a Human Resources committee meets as needed to evaluate and classify positions.
Exempt v. Non-Exempt
Positions that are determined to be non-exempt are subject to the wage an hour laws that regulate how we pay our employees. The key wage and hour laws require that non-exempt employees:
- Are paid at least two times per month
- Must maintain a written time record of hours worked (time card or other time record)
- Must be paid overtime compensation of 1.5 times the employee’s regular rate of pay for any hours worked in excess of 8 hours in the work day or 40 hours in the work week.
Exempt positions are those positions that are not subject to the wage and hour regulations described above. The determination of whether a position is exempt or non-exempt is made by Human Resources based on a careful review of the job description, in accordance with state and federal regulations. Exemptions may be made for Executive, Administrative or Professional positions that meet certain criteria regarding salary and position responsibilities. For a more information on the exemptions available under wage and hour regulations, please see: exemption information
Classification Procedures
The supervisor and/or department head completes the Job Description Form and forwards it to Human Resources. For new positions, this must be done prior to or concurrently with posting/recruiting for the position. For administrative positions, this should be done prior to submitting the proposed position for budget approval. Human Resources reviews the job description, working with the supervisor as needed to ensure it is complete and provides all required information about the position. For administrative positions, human resources will also work with the department to establish the proposed pay rate, utilizing input from the hiring supervisor, and comparison of similar positions on campus and in the external market.The completed Job Description goes to the appropriate committee for review and classification, usually within two weeks. Once the position has been classified, Human Resources notifies the originating supervisor. If the position is a current position with an incumbent, the supervisor submits a Department Action Form to implement the reclassification. If a position is classified upward, the incumbent employee’s pay may be increased. See: Other Rate Changes
Frequently Asked Questions:
Q: I think my job should be re-classified upward. How should I proceed?
A: First, discuss it with your supervisor. If your supervisor agrees that there have been substantial changes in the job that would warrant a review, you and your supervisor should work together to revise/update your job description to ensure that it accurately reflects your current job responsibilities and requirements. Then, your supervisor would submit the updated JD to Human Resources with a request for review for reclassification.
Q: How long does the process take?
A: Usually not more than a few weeks. The committees that conduct the position reviews meet as needed, up to two times per month, and results are usually available within a few days after the meeting.
Q: What factors are positions evaluated on in this process?
A: Both staff and administrative positions are evaluated on a variety of factors, including education and experience required, types of responsibilities, reporting structure, financial responsibility, supervisory responsibility, as well as internal and external market data comparisons.
Q: If my position is upgraded, do I get a raise and when will it be effective?
A: Generally, when positions that are reclassified to a higher grade, the incumbent’s pay rate is increased to at least the minimum of the new pay grade. Additional rate increases are considered based on funding availability and the incumbent’s current pay rate. The department budget must support the rate increase. The department determines when the new rate will be effective, which is generally no sooner than the beginning of the next pay period following the re-classification.
Q: My department needs to add a new position. What is the process for classifying the position and obtaining budget approval?
A: In the past, departments have obtained budget approval for new positions first, then submitted the job description to Human Resources for classification. The new process is to classify the position first, then submit it for budget approval. Hiring supervisors are encouraged to use Human Resources as a tool to assist them with developing the job description and determining the appropriate salary and title for new position. This way, when the new position is submitted for budget approval, the hiring supervisor can be confident that the requested salary will be adequate and equitable. Because budgets are developed so far in advance, this requires planning on the part of hiring departments, who should be contacting Human Resources early in the process as they are developing new positions.
