A position evaluation review may be initiated by a current staff incumbent, a manager/supervisor, or a College/Unit Human Resources representative.
Position evaluation reviews may be initiated directly with the incumbent’s manager/supervisor and/or College/Unit HR representative. It is recommended that a request for position review occur no more frequently than once per year.
The classification or reclassification of a position is not to be used to circumvent situations that should result in the posting of a position in concert with the university's affirmative action/equal employment opportunity policies.
The staff member will submit these completed documents electronically to the supervisor and College/Unit HR representative. If a work load departmental/unit issue is determined or additional position classification consultation is needed, College/Unit HR Representative and the supervisor can contact Compensation Services to help determine next steps.
The supervisor will submit these completed documents electronically to the College/Unit HR representative. If a work load departmental/unit issue is determined or additional position classification consultation is needed, College/Unit HR Representative and the supervisor can contact Compensation Services to help determine next steps.
After receipt of position evaluation review request, the College/Unit HR representative or designee will prepare a recommendation and submit to Compensation Services for review and approval of classification.
If position evaluation decision results in disparity, an on-site position evaluation may be requested via the College/Unit HR representative. The on-site position evaluation will be conducted jointly with the supervisor, College/Unit HR and Compensation Services to determine whether current work assignments, duties and responsibilities correspond to the actual job classification and pay band.
For staff member initiated requests the staff member submits the Position Evaluation and Analysis Request Form and all supporting materials to the supervisor and College/Unit HR, the anticipated total review process will be completed with a goal of 90 business days, unless workload imbalance is identified, which may add up to an additional 30 business days. The process timeline may be extended if an on-site position evaluation is requested.
What is the Staff Position Evaluation and Analysis Process?
The Staff Position Evaluation and Analysis Process provides information needed for staff, supervisors and HR Representatives to classify a position into the most appropriate University Job Profile and /or address workload balance concerns. Using this process, staff may initiate a request for position review including appropriate classification and /or workload balance concerns to their supervisor and College/Unit Human Resources. This process utilizes job-family based review teams, as needed, for the classification of regular banded staff positions into appropriate University Job Profiles and Fair Labor Standards Act designations with a goal to build university-wide classification consistency.
When should the Staff Position Evaluation and Analysis be used?
Position Evaluation and Analysis should be used for non-bargaining unit banded staff positions. Staff may request position reviews and supervisors may initiate position reviews for current and new positions.
What forms are should be completed?
The forms to be completed are the Position Evaluation and Analysis Request Form and the Staff Position Description. The Decision Form is optional, however, this form offers the supervisor and/or College/Unit HR a consistent format to respond to the initiator.
How often can someone submit a position evaluation and analysis request?
It is recommended that a staff member initiate a request for position review no more frequently than once per year.
Does submitting a position evaluation and analysis request automatically increase a staff member’s pay band and base pay?
The review gives staff members the opportunity to have their duties and responsibilities accurately reflected in a Staff Position Description and reviewed for appropriate classification. Depending on the outcome of that review, the position may or may not be reclassified to another University Job Profile. If the position is reclassified to an higher band, colleges and units will then examine the incumbent’s pay in relation to performance, time in position, the new pay range, and budgetary resources to determine any potential pay adjustments.
What if a staff member does not have a current Staff Position Description (SPD)?
Position Evaluation and Analysis is only initiated when there is a completed Staff Position Description noting the duties and responsibilities in the section provided.
How is the Staff Position Description written?
Position descriptions should not exaggerate nor downplay the importance of the position. The SPD should pinpoint the critical elements for the success or failure of performance, explain the decision-making aspects of the position, and it should include requirements or characteristics that are needed to succeed in the position. Be mindful of describing only the position's purpose, responsibilities, and necessary qualifications, not the particular attributes, skills and qualifications of any prior, current, or prospective incumbent. Cornell University provides job profile generics to use as a reference to assist in writing the position description, however, they should not be written directly from them.
Guidelines for Writing an Effective Position Description.Who has the responsibility to update the Staff Position Description?
Supervisors should ensure that the Staff Position Description is accurate and up to date, and are expected to share the Staff Position Description with the incumbent. The SPD is expected to be reviewed and updated as appropriate every year during the Performance Dialogue process, as indicated on the Performance Dialogue form.
What if the supervisor does not agree with position evaluation request?
Once the staff member initiates a position evaluation request the supervisor has the opportunity to state their thoughts on the Position Evaluation and Analysis Request Form. The employee and supervisor will work together to update the Staff Position Description to accurately reflect the duties and responsibilities. Regardless of potential differences in supervisor/ staff member opinions, once a staff member has initiated a request, the review will proceed according to the process.
How and who identifies workload imbalance?
If a staff member indicates a workload imbalance concern on the Position Evaluation and Analysis Request Form, the supervisor and/or College/Unit Human Resources will determine manageable workload by using the Goal Alignment and Process Improvement Tools.
What if the workload is not "unmanageable" but has just changed significantly?
If the position has changed significantly, the staff member and/or supervisor can initiate a position evaluation and analysis request.
What if the supervisor disagrees with the workload imbalance?
If there is disagreement between the staff member and supervisor regarding workload imbalance, College/Unit Human Resources may request additional tools and resources from Organizational and Workforce Development.
What if the supervisor disagrees with the outcome of the review?
If the supervisor does not agree with the outcome of the position evaluation and analysis request, further conversation with College/Unit Human Resources in conjunction with Compensation Services and/or an on-site position evaluation is available.
What is an on-site position evaluation?
An on-site position evaluation is an interview by HR with the staff member and supervisor to obtain information about assigned duties and responsibilities. An evaluation should be completed in a manner that will help the interviewer determine the most appropriate classification.
What if my supervisor retaliates if I submit a request?
Staff may not be discriminated against for participating in a University process. When a staff member alleges he or she has been discriminated against for participating in a process, a complaint may be initiated. The university considers such acts of discrimination by a supervisor against any staff member as a result of her or her involvement in this process as unacceptable supervisory conduct and a violation of university policy.
Is there a possibility that the outcome of the Position Evaluation and Analysis review results in classifying a position in a University Job Profile within a lower band?
There is a possibility that the request may result in classifying a position in a University Job Profile within a lower band. It will be at the discretion of College/Unit Human Resources as to whether the current position will remain in its current classification or be re-classified to the appropriate University Job Profile / band.
I do the same work as my friend who works in another department at a higher pay band, why is my position classified at a lower band?
Every position is evaluated on its own merits in relation to the Staff Job Profile Structure and classification criteria. Each position is reviewed and comparables are used to assist in the determination of appropriate University Job Title and band. Position classification criteria include scope, complexity, responsibilities, accountabilities, judgment, reasoning, and the required skills, education and relevant experience required to perform the work.
What are the job family review teams?
The job family review teams assist with consistency and obtain subject matter expertise from campus peers. The teams consist of a Compensation Services Representative, Human Resources Representatives and Subject Matter Experts.
To whom is the final decision communicated?
College/unit HR will send the final decision to the Supervisor, who will then inform the staff member.
How do you define significant growth or change?
A significant growth or change in a job is typically when there has been a sustained increase in the complexity and/or scope of responsibilities within an incumbent’s position.
