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Classification and Reclassification Request Process

Where to Start

To request a classification/reclassification of a position, a position description should be completed that includes the purpose of the job and the job duties with each identified as essential or not.

 

 

What Additional Information May Be Needed?

  • If organizational changes have occurred, copies of previous and revised organizational charts should be included.
  • If the change in one position may affect other positions, requesting departments may also need to provide information about similar positions within the department.

What Does Not Constitute a Reclassification?

Not all changes in a position will result in a position being reclassified. Keep in mind:

  • Changes in job duties that may be at a higher level may not be substantial enough to justify a reclassification.
  • Changes in assigned duties or percentages of time do not always warrant a change in classification level.
  • More of the same type or level of duties does not constitute a reclassification to a higher level.

Information You Need to Provide

The following information is needed to ensure that reviews progress as smoothly as possible.

Job Description Submission

The job description information should be completed within UNG’s Service Now.

Please do not send us paper or electronic .pdf job descriptions. Instructions for using the Service Now component for position classifications is located here: (insert when Michael updates page)

LINK: https://ungitsm.service-now.com/sp?id=sc_cat_item&sys_id=00779a17db28f2c0f21ef9a61d9619d8

You Must Provide

  • The department funding account string that the position will be tied to.
  • Do you already have a position number to attach to the position? This is generally when replacing someone, or if there is a “vacant” position already available.
  • Will the person hold a Purchasing card, or be responsible for verifying purchases on the p-card?
  • The main campus location.
  • Percentages of time to be spent over the course of a year for each duty line listed. Please do not list duties at a level less than 5%. Please list no more than 7 duty/responsibility lines.
  • If you have a strict budget allowance, please alert us to that when you request the review. We may need to amend duties and responsibilities to get your position filled in a slightly different capacity.
  • If a reclassification, note or summarize the changes for the updated description.

Departmental Sign-Off

Approval Prior to Submission

Each request should be “approved” by the area department head prior to submitting to Human Resources for review.

Who Submits the Request?

The department head should complete the submission.

After Submission of Request

Human Resources will ask the supervisory chain to "sign-off" on the submitted job description draft, signifying that the duties listed are complete, current, and accurate to the position. Human Resources personnel may ask you for further details, which may be added to make the final draft.

 

Revisions Submitted After Sign-Off

Any revision of duties indicated by the department will result in temporary suspension of the review process and will possibly include a desk audit of the duties.

The purpose of a desk or job audit is to find out what a worker does, how and why a worker performs their duties, and to verify the accuracy of a position. A desk audit involves observing an employee performing their assigned duties or by interviewing an employee about their duties.

This may greatly delay the classification/reclassification process in some cases, but it is meant to ensure that the job description is accurate so that we are benchmarking appropriately.

Allow Enough Time for Reviews

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