Reclassification

Reclassification of a job generally refers to the process of reviewing and changing the classification or job profile of a position. This often occurs when the responsibilities, tasks, or qualifications for a job have evolved to the point where the current classification no longer accurately represents the position. The process can affect aspects such as job title, pay grade, responsibilities, etc. Reclassification can result from such things as organizational changes, job growth, or to better align with university standards.

Reclassification can have several implications for both the employee and the organization.

Impact on the Employee

• Change in Salary: Reclassification often leads to a salary increase if the new classification reflects higher responsibilities. However, in some cases there could be no change in salary if the reclassification is purely to align the job profile with the job duties.

• Job Title: The employee’s job title may change to reflect their new set of duties more accurately.

• Job Expectations: A change in classification can come with new job expectations, which may involve additional responsibilities or tasks.

• Career Advancement: Reclassification can sometimes open doors for career advancement, signaling that the role has grown in scope and value. However, it must always be rooted in business needs.

Impact on the Organization/College

• Budget Considerations: Salary adjustments due to reclassification may affect the organization’s budget. Before a reclassification request is made, the supervisor must check with their unit’s financial contact to ensure they have sufficient funding to support a reclassification.

• Workforce Planning: Reclassification helps ensure that job roles align with the current needs of the organization, allowing for better planning and resource allocation.

• Equity and Consistency: When job profiles are aligned with the job duties it maintains equity and consistency among departments.

Considerations and Challenges

• To Reclassify or Not: Consider the following questions when deciding whether to reclassify or not

a)      How has the position changed?

b)      Is it more complex than before?

c)      Are the changes in job responsibilities temporary or permanent?

d)      Are the changes significant enough that they would justify reclassification?

e)      Is this a new function or position?

f)        Is there a business need for the new position?

g)       Is this career progression for the employee? Has the employee acquired the required experience, certification? In such cases consult with COE-HR

• Employee Concerns: if there are multiple-qualified employees within a team and only one team member’s position is reclassified with an increase in salary, it can create morale issues among other team members. In such cases to avoid any perceived bias and to maintain transparency, the position should be posted for competitive recruitment and/or a very clear justification must be documented for reclassification.

• Documentation: Accurate and thorough documentation is the key to ensure transparency and avoid potential disputes and audit risks.

• Review Period: Per COE Policy, reclassification requests are submitted once a year within the review period (February 1 to April 30), and if approved, are effective September 1^st. 

Reclassification Policy

The employee must be in their current position for at least 12 months*. The employee cannot be on any corrective action in the last 12 months. They must have received, ‘exceeds expectations’ in their last performance evaluation. Their last salary increase (including merit) was at least 6 months prior. All reclassifications will be effective September 1^st.

Process for Reclassification

When a supervisor believes that a position needs to be reclassified, they must follow the process below:

1. Gather all the following information before proceeding with the reclassification request:

   1. Current job responsibilities (max of 8), with percentages (minimum of 5% per job responsibility).

   2. Proposed job responsibilities (max of 8), with percentages (minimum of 5% per job responsibility). Highlight the changes in job responsibilities. Changes must be significant enough to justify the reclassification.

   3. Employee’s hire date and length of time they have been in their current position. If the employee’s position has been previously reclassified, please note the date(s) of that reclassification(s).

   4. Current and proposed job profile and business title. For job profile, please contact your HR partner or COE-HR@austin.utexas.edu HR partners or COE HR can ensure the salary fits within the job pay plan and within COE’s salary range, and they can check if the employee meets the required qualification for the proposed job profile.

   5. Current and proposed annual salary. Please state the date and percentage of employees’ last salary increase.

   6. Please confirm with your unit financial contact if funding is available to support the reclassification

   7. Employee qualifications will be required as justification for the reclassification request

   8. Review the team structure to make sure there are no other qualified team members who can also successfully do this job. If there are then either post the position for competitive recruitment or provide a clear justification for the reclassification and for not posting the position.

2. Submit the reclassification request form.

   1. Fill out the form

   2. Get the appropriate approvals:

• Academic departments require approval from the Chair, HR Director, CBO.

• Dean’s Office requires approval from the department head, Dr. Beth Maloch - Senior Associate Dean, HR Director, and CBO.

• Centers require approvals from the Center’s Executive Director, Dr. Alex Loukas –Associate Dean for Research and Graduate Studies, and HR Director.

• Schools – UT High School, Charter and Elementary School require approval from the Executive Director, Dr. Victor Saenz, Associate Dean for Student Success, Community Engagement, and Administration, and HR Director

2. Reclassification request must be submitted for review and approval in the Box Folder. Send a follow up email to COE-HR@austin.utexas.edu to let them know you have uploaded to the folder. Submission period is from February 1 – April 30. The deadline for submission is April 30^th each year. All approved reclassification requests will be effective September 1. Submitting a request does not guarantee approval.

3. Do not communicate any changes with your employee unless the reclassification is final approved by the Dean.

*In rare circumstances the dean may approve an exception to the 12 months rule based on HR’s recommendation.