Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.02
Revised 10-14
Human Resource Services
335-4521

Classification and Reclassification

PDF link

POLICY

Human Resource Services (HRS) classifies or reclassifies civil service (CS) and administrative professional (AP) positions. To assure that all classification decisions throughout the WSU system are consistent, Pullman HRS provides overall direction for all classifications and reclassifications. Pullman HRS has responsibility to make final classification determinations for positions at all WSU locations statewide.

Eligibility

This classification and reclassification procedure applies to all CS employees who are not covered by collective bargaining unit agreements and to AP employees.

A bargaining unit employee must refer to the appropriate agreement for classification and reclassification procedures. To view the collective bargaining unit agreements, see the HRS Employees Labor Relations website at:

http://hrs.wsu.edu/

Position Review

HRS reviews and analyzes the duties and responsibilities of each position to determine the appropriate classification within the CS classification/compensation plan or exemption from civil service in accordance with RCW 41.06.070 and 41.06.170(3).

HRS reviews AP and CS positions for compliance with the overtime provisions of the Fair Labor Standards Act (FLSA). See 60.59.

Departments submit requests for position reviews to HRS through the Online Position Description and Recruitment System (OPDRS) website at:

https://www.wsujobs.com/hr

The appointing authority's electronic signature in OPDRS authorizes the classification or reclassification review of a position. However, Pullman HRS makes the final classification determination.

Definitions

Classification

Classification is the designation of a new position to an appropriate class based upon overall duties, complexity, and responsibility of assigned work.

Reclassification

Reclassification is the designation of an existing position to a different class as a result of permanent and substantive changes in the duties.

CS positions may be reviewed for reclassification no earlier than six months after a previous review if there are substantive and permanent changes in job duties and scope of responsibilities. HRS reviews all CS positions prior to recruitment.

AP positions, whether temporary or permanent, may be reviewed at any time for promotions or significant and permanent changes in job duties and scope of responsibilities. All AP reviews are management-requested. HRS reviews all AP positions prior to recruitment. See 60.12 for out-of-cycle salary requests for AP positions.

PROCEDURES

This section provides procedures for requesting:

See below for employee-requested review procedures.

Civil Service Position Review

Position Action/PRR

If creating a new position or modifying an existing CS position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to HRS Position Control; French 139, mail code 1014. See 58.02 for form completion instructions.

Departments identify CS vacancies for temporary or project appointments in Reason for Action or Comments. See 60.23 regarding project appointments.

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

Return Copies

When approved, HRS Position Control assigns a position number and notifies the department.

HRS Position Control does not return paper copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

OPDRS Documentation

After HRS Position Control assigns a position number, the department submits the following to HRS for approval through OPDRS:

Complete and/or print the organization chart template on 60.02.12 or independently create a chart as needed. Attach the organization chart in the Position Documents area of the position's entry in OPDRS.

Recruitment and Selection

See 60.18 for information regarding the recruitment and selection of civil service employees.

Employee-Requested Review

A civil service (CS) employee may request a review of his or her position, in accordance with WAC 357-13-065.

Access to OPDRS is restricted to management use only. The requesting employee must use the three forms listed below to submit a request for review of her or his own position to the campus Human Resource Services (HRS) office. HRS offices are located at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.

A requesting employee submits the following to HRS:

Supervisor Notification

Upon receipt of the employee-requested review, HRS notifies the supervisor of the pending position review.

HRS may request that the supervisor or department submit the following:

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

Complete and/or print the organization chart template on 60.02.12 or independently create a chart as needed.

Reclassification Effective Date for Occupied Positions

Management-Requested Reclassification Reviews

The following applies to management requested reclassification reviews of occupied CS positions:

Employee-Requested Reclassification Reviews

For employee requested reclassification reviews of occupied CS positions, HRS establishes effective dates for the reclassifications, if applicable.

Salary Step and Periodic Increment Date

See 60.29 for information regarding establishing salary step and periodic increment date for reclassified CS positions.

Administrative Professional Position Review

All AP reviews must be management-requested, including requests to reclassify CS positions to AP.

Executive-Level Appointments

The President or the Provost and Executive Vice President must authorize the designation of the following titles:

Temporary Appointments

When funding allows, a department may create a temporary AP appointment with a terminal date (also referred to as "end date") for an appointment of no less than .50 FTE and an appointment term of at least six months and one day. (See 58.01 for definition of full-time equivalent (FTE).)

Short-Term

Short-term temporary AP appointments may be established for the following reasons:

A temporary appointment meeting the above criteria must include a preestablished terminal date and the appointment term is not to exceed two years. The department may end a temporary AP appointment prior to the terminal date with a minimum 30-day written notice.

Long-Term

Long-term temporary AP appointments may be established in accordance with the following criteria:

The department may end a temporary AP appointment supported by self-sustaining, grant, contract, or other nonstate funds prior to the terminal date with a minimum 30-day written notice.

Required Documentation

To request the creation of a new administrative professional (AP) position, or the review of a vacant or occupied AP position, the requesting department submits the following documentation as indicated.

Position Action/PRR

To create or modify an AP position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to HRS Position Control; French 139, mail code 1014. See 58.02 for form completion instructions.

Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; in a PDF version on page 58.02.19; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:

http://public.wsu.edu/~forms/fm.html

HRS does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

OPDRS

After HRS Position Control approves the Position Action/PRR, the department submits the following to HRS for approval through OPDRS:

Complete and/or print the organization chart template on 60.02.12 or independently create a chart as needed. Attach the organization chart in the Position Documentsarea of the position's entry in OPDRS.

Recruitment and Selection

See 60.17 for information regarding the recruitment and selection of an AP position.

Salary Review

See 60.12 for information regarding AP salaries.

Position Numbers

Existing CS and AP positions retain the same position number.

For a new position, the requesting department submits a Position Action/PRR form to HRS Position Control. HRS Position Control uses the Position Action/PRR to assign a number to the new position. See 58.02 for more information.

Departmental personnel may obtain assigned position numbers by accessing the AIS applications DEPPS or HEPPS, or OPDRS.

The hiring department enters or verifies the assigned position number into OPDRS when creating the position description.

Notification

For occupied position reviews, HRS notifies the supervisor and the employee in writing of the results. The results provided in the HRS notification supersede the information submitted by the department or supervisor on the Position Action/PRR.

Appeal

Civil service employees may appeal the reallocation results in accordance with WAC 357-13-075.

Civil service employees may appeal the allocation to an administrative professional position in accordance with WAC 357-52.

An appointing authority or designee may request a review of the classification assigned to an AP position within 30 days of receiving the official memorandum from HRS. The appointing authority or designee submits a written request to HRS including the following information:

See the PDF forms:
60.02.8-9: Position Description
60.02.10-11: Position Questionnaire
60.02.12: Organization Chart
Complete and/or print as needed.