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SULAIR Human Resources

Requesting a Reclassification

To: SUL/AIR Managers and Supervisors

From: Carol Olsen, HR Director
Catalina Rodriguez, HR Manager

Subject: Guidelines for Requesting a Reclassification

We have received a variety of letters and questions on the guidelines for requesting a reclassification. In an effort to assist managers and supervisors, we have developed a handout on the University's Reclassification Guidelines.

If you are beginning a reclassification or haven't done one for a while, please read the handout.

Should you have any questions, please call 3-8251 or email rychang@stanford.edu.

It is important to remember that jobs, not people, are classified. The job exists as a collection of duties and responsibilities, and it is these with which the job classification system is properly concerned.

Sometimes, however, the particular skills, abilities and performance of an employee may affect the kinds of duties and responsibilities which are assigned. In such a case, the classification of a job might change due to the performance of an employee. When a department is considering recognizing higher level skills of an employee by assigning higher level duties, it should first carefully assess its own operational needs to determine if this assignment is necessary. Sometimes a reclassification may appear to be the only way to retain or reward a high performing employee but if the department has no real need for the employee to perform this higher level work, then an attempt to provide an employee with a reclassification would be unsound.

All memos submitted to SULAIR Human Resources requesting a reclassification should be completed as thoroughly as possible. The items listed below will hopefully assist you in developing your documentation supporting your reclassification request.

Information to be included in REQUEST TO RECLASS MEMO:

1. Name of the individual to be reclassified; his/her current classification title and working title; immediate supervisor's name and division.

2. Description of the operational responsibility of the work unit and/or division that the incumbent belongs to (brief description).

3. Position to be reclassified to.

4. Effective date of this action (The date you feel that the individual was formally assigned these responsibilities; if documentation is available showing this action, please submit it with your recommendation). Many times it is hard to define when the incumbent started performing these higher level duties. In the majority of cases, jobs evolve over a period of time so it is difficult to pinpoint the exact date on which this situation changed. Out of fairness to the incumbent, the normal standard has been to make the effective date retro- actively back 1-3 months from the date of the formal submission of the job description to our office. This area can be further discussed with the Human Resources Office.

5. Organizational relationships (e.g., who the individual will be reporting to; the kind or degree of supervision that the individual will be receiving).

6. Information relating to external and/or internal organizational factors which are strongly influencing this request and why it has now become necessary for this position to be at the next higher level, (e.g., reorganization within the division; increase or decrease in staffing; addition of new equipment or technology requiring specialized skills, etc.)

7. Description of the duties and responsibilities and how they have changed. This should include what they were doing prior to your request for reclassification and what has occurred that your feel warrants a higher classification. (e.g., higher skill set, decisions are more independent, or less guidance required, a change in the staffing)

8. List of comparable positions (if known) that are known to you that might be of a equitable level. Please include the incumbent's name.

Information to be included in JOB DESCRIPTION:

1. A University Job Description of the individual's primary duties (functional specialities) and subsidiary duties (usually delegated on a random/as needed basis). If the position is a Bargaining Unit Job Classification, the supervisor will be required to fill out a TMS Bargaining Unit Job Description Form.

2. If applicable, a listing of combination tasks that the incumbent is involved with (tasks that are being coordinated and jointly performed with another person, group, or unit plus an explanation if it is temporary in nature or if it is a permanent responsibility).

3. Supervisory and/or lead responsibilities (If applicable, information on the total number of individual(s) and type of positions that will be under the direct supervision or lead of the incumbent).

4. Description of physical factors if applicable,(muscular strength, dexterity and coordination required by the job)

5. Job conditions (e.g., will be required to work with highly advanced equipment; will work with hazardous material; will be required to work closely with users and outside personnel; will be required to do heavy lifting, etc.)

Last modified: February 17, 2006