Completing a Job Reclassification
Reclassification is used when requesting a title and/or grade change to an existing position that is currently filled.
In addition to the changes in PageUp, reclassifications require an approved Action Form (insert link to form) to update information on the employee’s new job information in Banner upon receipt of the reclassification approval.
NOTE: If the position is vacant and changes are requested to title and/or grade, refer to INCUMBENT REPLACEMENT instructions by clicking here.
In addition to the changes in PageUp, reclassifications require an approved Action Form (insert link to form) to update information on the employee’s new job information in Banner upon receipt of the reclassification approval.
NOTE: If the position is vacant and changes are requested to title and/or grade, refer to INCUMBENT REPLACEMENT instructions by clicking here.
Step 1: To initiate a reclassification, identify the PD of the position being reclassified from the position description library.
Note: All information is from the last action taken on this position. It is important to review all fields and ensure that the information is still accurate and if not, update accordingly before submitting for approval.
To access PDs, click Manage position descriptions from My Dashboard. This will bring up the Position Description Library.
PDs may also be accessed by clicking the main menu.
To access PDs, click Manage position descriptions from My Dashboard. This will bring up the Position Description Library.
PDs may also be accessed by clicking the main menu.
Select Manage position descriptions from the dropdown menu. This also brings up the position description library. To return to the position description library at any time, click the main menu. To return to the dashboard, click on the word PageUp next to the main menu.
Viewing Position Descriptions
Searching Position Descriptions
PDs can be searched by filtering on the fields listed in the position description view. To search, place a value in a field or select a value from a dropdown list where available.
Example: search for PD-196
Enter 196 (exclude PD) in PD No. field and click Search. Only PD-196 appears.
Example: search for PD-196
Enter 196 (exclude PD) in PD No. field and click Search. Only PD-196 appears.
Tip: PageUp retains any filters you set for your next session. To remove, click Clear and then click Search. This will return the Position Description library to its default view
Once the position is identified, click edit.
Once the position is identified, click edit.
Scroll to the bottom of the screen and click the Update PD button.
NOTE: CHANGES WILL NOT BE SAVED UNLESS THE UPDATE BUTTON IS CLICKED FIRST.
NOTE: CHANGES WILL NOT BE SAVED UNLESS THE UPDATE BUTTON IS CLICKED FIRST.
Step 2: Complete the required fields and submit for approval.
Position Information
Type of Action Requested: Select Reclassification from the dropdown list.
Justification for Action: Include information regarding the request for reclassifying the position. This information will be reviewed by the approvers of the request, so sufficient information should be supplied to support approval.
Title: Enter the requested new title, if changing. There is no character limit for the title. The title that is used in Banner will be assigned by Compensation in the Banner Title field and may be different from the title requested. The new title must be included on the Action Form.
Position Number: The position number will already be populated. This field cannot be edited.
Position Type: In most cases, this will not change. If there is a need to change, select the appropriate type from the dropdown list.
Hours Per Week: If the hours will be different, enter the scheduled number of hours per week. If hours are changing, include new hours worked on the Action Form (need link/form).
Employee Class: If the employee class is changing, click the magnifying glass to search and select the appropriate employee class. (Refer to Employee Class chart in New Position section)
Appointment Duration (FT Faculty Only)
This field is for full time faculty positions only. If changing, indicate whether the position is a 9 month or 12-month assignment.
Team: Team assignments will impact which users are able to view a PD. The team assignment will also be carried forward to the requisition.
A team will be assigned to the PD. If the team is changing within the same division, the appropriate team needs to be selected from the drop-down list. The individual who takes this action must be on both the current team and the team the PD is changing to.
Note: If a PD is being reassigned to a different division, contact HRM contact HRM so the division, organization, and team can be updated appropriately.
Division: If a PD is being reassigned to a different division, contact HRM so the division, organization, teams can be updated appropriately. The new division will also need to be included on the approved Action Form.
Organization: If changing, select the appropriate division from the dropdown. The new organization will also need to be included on the approved Action Form.
Recruitment Process: This will only change if the Position Type changes. If there is a need to change, select the appropriate process from the dropdown list based on the type of position being requested.
Funding Information
Changes may be made to the funding information; however, any funding change needs to be included on the approved Action Form.
Position Details (Staff Only)
This section is for staff positions only. For faculty positions, scroll to the Users & Approvers section below.
Changes to the Position Details for staff positions only need to be made if there are changes to the summary, qualifications, or job duties. Changes made to these sections are tracked by viewing the history. (Refer to Viewing History section)
Position Summary: Update the position summary to reflect the new responsibilities for the position.
Qualifications: Update the qualifications now required of the position.
Manages Others: Update if necessary. If yes, list the position titles.
Changing Job Duties: Click Yes to indicate changes are being made to the job duties.
Job Duties: Click the Edit button for the duty that needs to be updated. The job duty will move to the bottom of the list. Changes may now be made to the percentage of time and the job duty. Essential will default for all job duties.
Compensation Information
This section will be completed by Compensation. Compensation reviews the request and will assign the grade and finalize the position title as part of the review and approval process.
Users & Approvals
The approval process designates the appropriate workflow a PD will follow for final approval.
Reports to Manager: Validate the correct manager the position reports to is selected. If there is a change to the reports to manager, include the new information on the Action Form.
Originator: This will default to the user completing the request. The originator will receive notification when the PD is approved.
Approval Process: Select the appropriate process from the drop-down list. Since this section addresses incumbent replacement, select either Faculty Position Reclassification Approval or Staff Position Reclassification Approval.
Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted, and some approvers need to be assigned. Refer to the approval charts which designate which approvers are defaulted and which need to be assigned.
Staff Approvals
Key Contact - Assign
HRBP - Default – HRM Business Partners
Compensation - Default – HRM Compensation
Approved - Default – HRM Compensation
Faculty Approvals
Key Contact - Assign
Compensation - Default – HRM Compensation
Approved - Default – HRM Compensation
To assign an approver, search for the appropriate name for approver that is listed.
NOTE: Approver assignments will default to whoever you last assigned as an approver, therefore it is important that the correct names are selected to ensure the request for approval is routed appropriately.
Next Page
This is used if adding notes or documents associated with the PD request. If using, complete the appropriate tabs before saving.
Key Contact
Verify the name of the appropriate College/Division Key Contact is displayed. In some cases, the Originator and the Key Contact may be the same person. If this is case, the Key Contact Approval will occur automatically when the PD is submitted for approval. The Key Contact will also receive notification when the PD is approved.
Saving
Select the Save and Exit button to submit the PD for approval. The will also return the originator to the PD library. All required fields must be completed before the PD can be submitted for approval. This is the preferred method to submit PDs for approval.
Save as a Draft will save the PD in draft mode which will allow it to be edited at a later date before submitting for approval.
Save will submit the PD for approval. The originator will remain on the PD that was submitted.
Approvals
Compensation will notify the originator to submit an Action Form once the reclassification has been approved.
Once the Action Form is received and processed, the status of the reclassification is updated and when approved, the originator will receive an email notifying them that the action is complete.
Type of Action Requested: Select Reclassification from the dropdown list.
Justification for Action: Include information regarding the request for reclassifying the position. This information will be reviewed by the approvers of the request, so sufficient information should be supplied to support approval.
Title: Enter the requested new title, if changing. There is no character limit for the title. The title that is used in Banner will be assigned by Compensation in the Banner Title field and may be different from the title requested. The new title must be included on the Action Form.
Position Number: The position number will already be populated. This field cannot be edited.
Position Type: In most cases, this will not change. If there is a need to change, select the appropriate type from the dropdown list.
Hours Per Week: If the hours will be different, enter the scheduled number of hours per week. If hours are changing, include new hours worked on the Action Form (need link/form).
Employee Class: If the employee class is changing, click the magnifying glass to search and select the appropriate employee class. (Refer to Employee Class chart in New Position section)
Appointment Duration (FT Faculty Only)
This field is for full time faculty positions only. If changing, indicate whether the position is a 9 month or 12-month assignment.
Team: Team assignments will impact which users are able to view a PD. The team assignment will also be carried forward to the requisition.
A team will be assigned to the PD. If the team is changing within the same division, the appropriate team needs to be selected from the drop-down list. The individual who takes this action must be on both the current team and the team the PD is changing to.
Note: If a PD is being reassigned to a different division, contact HRM contact HRM so the division, organization, and team can be updated appropriately.
Division: If a PD is being reassigned to a different division, contact HRM so the division, organization, teams can be updated appropriately. The new division will also need to be included on the approved Action Form.
Organization: If changing, select the appropriate division from the dropdown. The new organization will also need to be included on the approved Action Form.
Recruitment Process: This will only change if the Position Type changes. If there is a need to change, select the appropriate process from the dropdown list based on the type of position being requested.
Funding Information
Changes may be made to the funding information; however, any funding change needs to be included on the approved Action Form.
Position Details (Staff Only)
This section is for staff positions only. For faculty positions, scroll to the Users & Approvers section below.
Changes to the Position Details for staff positions only need to be made if there are changes to the summary, qualifications, or job duties. Changes made to these sections are tracked by viewing the history. (Refer to Viewing History section)
Position Summary: Update the position summary to reflect the new responsibilities for the position.
Qualifications: Update the qualifications now required of the position.
Manages Others: Update if necessary. If yes, list the position titles.
Changing Job Duties: Click Yes to indicate changes are being made to the job duties.
Job Duties: Click the Edit button for the duty that needs to be updated. The job duty will move to the bottom of the list. Changes may now be made to the percentage of time and the job duty. Essential will default for all job duties.
- Click the Add button after changes have been made to update the duties.
- Job duties can be removed by clicking Remove. New job duties can be added by clicking New.
- Continue to click Edit and/or Remove until the percentage of time equals 100%.
Compensation Information
This section will be completed by Compensation. Compensation reviews the request and will assign the grade and finalize the position title as part of the review and approval process.
Users & Approvals
The approval process designates the appropriate workflow a PD will follow for final approval.
Reports to Manager: Validate the correct manager the position reports to is selected. If there is a change to the reports to manager, include the new information on the Action Form.
Originator: This will default to the user completing the request. The originator will receive notification when the PD is approved.
Approval Process: Select the appropriate process from the drop-down list. Since this section addresses incumbent replacement, select either Faculty Position Reclassification Approval or Staff Position Reclassification Approval.
Once the appropriate approval process has been selected, a list of approvers will appear. Some approvers will be defaulted, and some approvers need to be assigned. Refer to the approval charts which designate which approvers are defaulted and which need to be assigned.
Staff Approvals
Key Contact - Assign
HRBP - Default – HRM Business Partners
Compensation - Default – HRM Compensation
Approved - Default – HRM Compensation
Faculty Approvals
Key Contact - Assign
Compensation - Default – HRM Compensation
Approved - Default – HRM Compensation
To assign an approver, search for the appropriate name for approver that is listed.
NOTE: Approver assignments will default to whoever you last assigned as an approver, therefore it is important that the correct names are selected to ensure the request for approval is routed appropriately.
Next Page
This is used if adding notes or documents associated with the PD request. If using, complete the appropriate tabs before saving.
Key Contact
Verify the name of the appropriate College/Division Key Contact is displayed. In some cases, the Originator and the Key Contact may be the same person. If this is case, the Key Contact Approval will occur automatically when the PD is submitted for approval. The Key Contact will also receive notification when the PD is approved.
Saving
Select the Save and Exit button to submit the PD for approval. The will also return the originator to the PD library. All required fields must be completed before the PD can be submitted for approval. This is the preferred method to submit PDs for approval.
Save as a Draft will save the PD in draft mode which will allow it to be edited at a later date before submitting for approval.
Save will submit the PD for approval. The originator will remain on the PD that was submitted.
Approvals
Compensation will notify the originator to submit an Action Form once the reclassification has been approved.
Once the Action Form is received and processed, the status of the reclassification is updated and when approved, the originator will receive an email notifying them that the action is complete.