Texas State Classification Training HUMAN RESOURCES.

Texas State Classification Training

HUMAN RESOURCES

Texas State Classification Training

• Process– Paper Trail

– GOJA

– Reclassification Process

– Questions and Answers

– New Information

The Paper Trail

• Documents needed to conduct an audit:– Requisition via EASY

– Justification memo

– GOJA

– Organizational Chart

– New Position Data Form (NPDF)

The Paper Trail

• Requisition-Paperless replacement of the RFP.

• Requisition sent through administrative channels via the EASY system.

• Access to EASY involves training and must be granted ahead of time.

• Contact person for EASY: Bobbie Brandenburg – X2557, BB27.

Justification

• UPPS 04.04.11

• Requires account managers/supervisors to provide reason for reclassification request

• Explains changes in duties/functions or function of new position in the organization.

The GOJA

• For Supervisors Only: • Difference: The extent to which the job duty

differentiates one job level from the next.• Fundamental: Is the duty an essential

function per ADA?• Assignment: Could the duty be assigned to

someone else ?

The Process

Phase 1: Audit Request

Phase 2: Funding/Admin Approval

Phase 3: Audit

The Process

• Phase 1: Request

• Account manager receives approval to audit new or existing position from upper management.

• Account manager prepares GOJA, organizational chart and justification memo.

The Process

• Phase 2: Funding

• Account manager sends requisition through channels, via EASY, to Budget Office.

• HR is last to receive requisition.

The Process

• Phase 3: Audit

• Upon receipt of all documents, HR:

• Places audit on schedule.

• Conducts audit-completing GOJA if necessary.

• Employee/supervisor may complete GOJA to speed process.

Q n A

How long does the audit process take ?– 2-3 weeks from the time Human

Resources receives all the documentation it needs Current average: 8-9 days.

– Includes: Document review, interview, survey work, drafting audit report and internal review.

– Handled in order received.

Q n A

What happens after the interview?– Analyst reviews all information submitted– Salary survey of relevant market for new

positions or new title.– Appropriate classification/compensation

recommended.– Internal review

Q n A

What does it take to get a position reclassified?

– Result of demonstrable change in job duties.

– Duties have changed to an extent that the current title no longer applies.

– What this may include: New supervisory or lead responsibilities, dramatic change in job function, acquisition of new program or responsibilities.

Q n A

– What this does not include: expansion of current duties, spending more time on current duties or an increase in volume.

– Note: A reclassification is not an “award. It is a technical adjustment of an employee’s job title.

Q n A

What is the difference between a reclassification and promotion ?

– Promotion is a change in job title within the same job family based on merit. Does not always include a change in duties. No Audit.

– Reclassification is a technical adjustment of job title based on changes in duties. Audit.

Q n A

• What elements are not factors when auditing a position for a reclassification ?– Credentials

– Job Performance

– Personality

– Work History

– Volume of Work

– Length of Service

– Experience

– Education

Q n A

How can I determine whether a reclassification is warranted ?

Ask yourself the following:

– “Have the duties changed in a meaningful way?”

– “Are the duties different or more of the same?”

– “Has the nature or focus of the job changed ?”

Q n A

– “Has there been a recent reorganization within the work group?”

– “Has there been a restructuring of the job duties?”

– “Are the changes demonstrable and meaningful?”

– “Have all of the job duty changes been implemented, or are more anticipated in the near future?”

Q n A

Is it important to incorporate all of the proposed changes prior to requesting an audit ?

Absolutely. – HR audits capture the duties performed at the time of the audit request.

– Unless management assigns the duties first, there is no way to identify what the new duties are or to verify that they are being performed.

– Management needs to implement all duty changes first.

UPPS Changes and New Info

• Duplicate position- memo through channels requesting desk audit.

• Requisition is still needed.

Changes and New Info

• Reclassification audit results are implemented by HR via SAP organizational management.

• A pay increase for a reclassification is required only if the employee’s salary would otherwise be below the pay plan minimum for the new title.

• A salary increase of 15% is recommended. Additional increase completed via PCR.

• No ULP increase is required until 2 years after the most recent personnel action.

Changes and New Info-Job Postings

• Human Resources will review the job posting attached to the requisition for appropriate minimum qualifications.

• Degrees cannot be “required” in the posting, but may be “preferred.”

• HR has established a validation process for degree requirements.

Criteria for Management Positions

• Director- FLSA exempt. Supervises staff. Manages a department. Budget authority. Strategic level planning and operations. Establish priorities and standards. May hire/fire.

• Assoc Dir- FLSA exempt. Supervises staff. Advanced managerial work. Assists in strategic planning. Identifies critical issues. May have limited budget authority. Recommends personnel decisions.

• Asst Dir- FLSA exempt. Supervises staff. Routine management duties. Assists in goal development. Provides information to upper management. May assist in strategic planning.

• More detail on HR web site.

Criteria for First/Mid-Level Supervisors

• Supv- Must supervise at least 4 regular staff employees. Must spend less than 10% of time performing same duties as subordinates.

• Crew Supv- Must supervise at least 3 regular staff employees in same field. Must spend less than 25% of time performing same duties as subordinates.

• Head- Must supervise at least 1 regular staff employee in same field.

• Additional criteria on HR web site.

How To Contact Us

Location: J. C. Kellam Building, Suite 340

Telephone:Office (512) 245-2557Fax (512) 245-3911

Web:http://www.hr.txstate.edu/

Contacts: Vanessa Salazar X 4359Jeff Lund X 2071