POLICY NO: 304
EFFECTIVE DATE: 04/01/2001

POSITION RECLASSIFICATION AND SALARY ADJUSTMENTS (formerly Position Reclassifications)

Frequently Asked Question and Answers on Position Reclassification and Salary Adjustments

A position reclassification is the assignment of a new job title and/or grade to an existing position, either filled or vacant. The Division of Human Resources (DHR)/Compensation bases this change on an evaluation of the duties, responsibilities, and minimum qualifications of the position. The evaluation may result in an upward or downward move or no change in the salary grade of the position.

304.1 RECLASSIFICATION OF VACANT POSITIONS

If a supervisor feels that the vacant position did not previously fill the departmental needs or that significant changes in job responsibility are needed, he/she is responsible for reviewing and revising the job duties before a Request for Employment Form (HR-1/2) is submitted. He/she may request the assistance of DHR/Compensation
(http://www.hr.upenn.edu/compensation/compstaff.aspx) in conducting a job design study.

If a job redesign study is requested, a Compensation Specialist will meet with the supervisor (and others in the department and/or school/center if necessary) to discuss departmental needs and goals as they pertain to the position in question. The supervisor then completes a Position Information Questionnaire (PIQ)
(http://www.hr.upenn.edu/compensation/forms.aspx), with input from the Compensation Specialist, to describe the redesigned job. The reclassification review will result in the assignment of an appropriate title and grade.

A HR-1/2 must be completed and forwarded to DHR/Staffing and Recruitment for every position to be filled. On the top of the HR-1/2, the supervisor should indicate if the position should be reviewed for reclassification by checking the "reclassify" box. A completed PIQ, as well as any other relevant information, must be attached so that DHR/Compensation can appropriately classify the position. (See Policy #101 -- http://www.hr.upenn.edu/policy/policies/101.aspx .)

304.2 RECLASSIFICATION OF CURRENT STAFF MEMBERS

A staff member must have at least six (6) months of continuous University service in his/her current position to be eligible for a reclassification review. A staff member, who currently is on a performance improvement plan, is not eligible for a reclassification review. It is the responsibility of the supervisor to identify significant changes in job responsibility and initiate a reclassification review.

When a supervisor requests a reclassification, he/she needs to submit to DHR/Compensation:
(1) a memo stating the reasons for the request and other relevant information regarding the position, (2) an updated PIQ (http://www.hr.upenn.edu/compensation/forms.aspx) with appropriate signatures, (3) an organizational chart (if available), and (4) a current resume for the staff member.

DHR/Compensation will analyze the position and determine an appropriate job title, grade and/or salary adjustment. DHR/Compensation may set up a job audit with the incumbent and/or his/her supervisor if more information is needed. DHR/Compensation works directly with the supervisor in this review process.

The review process will result in one or more of the following actions: title and/or grade change; salary adjustment; or no change.

A request for reclassification should be submitted to DHR/Compensation when a current staff member retains the same duties but changes status from "full time" to "part time" or "part time" to "full time."

If it is not possible for the department to give a salary increase at the time one is recommended, e.g. due to budget constraints, a plan to meet the recommendation in a reasonable amount of time should be submitted to DHR/Compensation.

The time needed to complete a review varies, depending upon the complexity of the situation, and is usually from six (6) to eight (8) weeks.

If a staff member and his/her supervisor disagree regarding the need to review a position, the staff member may contact DHR/Staff and Labor Relations
(http://www.hr.upenn.edu/staffrelations/contactlist.aspx). DHR/Staff and Labor Relations may mediate between management and staff to effect a resolution.

304.3 SALARY ADJUSTMENT

If a supervisor believes that the current salary of a staff member needs to be reviewed due to pay compression, market factors, or increase of duties, the supervisor may submit a request to review the salary to DHR/Compensation. The request should include the reasons for the review and a current resume for the staff member. A current or updated PIQ may also be forwarded, but is not required. A staff member must have at least six (6) months of continuous University service in his/her current position to be eligible for a salary adjustment review. A staff member, who currently is on a performance improvement plan, is not eligible for a salary adjustment. Individual salary changes will be recommended on the basis of performance, qualifications, internal and external market factors, and position in the salary range. Length of service alone is not considered a valid reason for an increase.

A request for salary adjustment should be submitted to DHR/Compensation when a full-time non-exempt staff member changes hours, i.e. 35 hours/week to 40 hours/week.

304.4 EFFECTIVE DATE FOR RECLASSIFICATIONS /SALARY ADJUSTMENTS

Reclassifications and/or salary adjustments are not retroactive before the date the request was received by DHR/Compensation. The effective date for the implementation of a reclassification and/or salary adjustment is based on when the request is received in DHR/Compensation as follows:

FOR EXEMPT POSITIONS

Reclassifications and/or salary adjustment requests received on or before the 15th of the month may become effective on the first day of the month received. Requests received after the 15th may become effective on the first day of the month following the month received. Effective dates may be later at the request of the department.

FOR NON-EXEMPT POSITIONS

Reclassifications and/or salary adjustment requests received on or before the 15th of the month may become effective on the first Monday of the month received. Requests received after the 15th may become effective on the third Monday of the month received. Effective dates may be later at the request of the department.

304.5 ADMINISTRATIVE PROCESS

Reclassification and salary adjustment recommendations, which are not understood or accepted by the requesting department and/or the affected individual, are normally resolved by the Director of Compensation and the DHR/Compensation staff by using information provided from appropriate parties to clarify the issues. Issues not resolved at this level are forwarded to the Vice President of Human Resources for further review and discussion. The Vice President may get advice on the matter from senior administrators that review compensation policies and salary administration documentation. Review and decision at this level could also include the senior business official of the affected school or center and/or the Dean.

303.10 UNIVERSITY STAFF WHO ARE COVERED BY COLLECTIVE BARGAINING AGREEMENTS

University employees covered by collective bargaining agreements should refer to the appropriate article in their contract.

Applicability: All Regular Staff Members
Cross-reference: Policy 001, Policy 004, Policy 301, Policy 303
Supersedes Policy Number(s): 304 (09/01/1992)