Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.02
Revised 10-13
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 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.

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

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 management-requested review procedures.
See below for employee-requested review procedures.

New or Vacant Civil Service (CS) Position

Position Action/PRR

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

Departments identify CS vacancies that are for temporary or projct 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

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the Online Position Description and Recruitment System (OPDRS). See below for access instructions.

Return Copies

When approved, HRS assigns the position number and attaches an imaged copy of the approved Position Action/PRR form in the Supplemental Documentation area of the position's entry in the OPDRS.

HRS 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 the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Additional Required Documentation

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

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.

To access the Online Position Description and Recruitment System (OPDRS), go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating performance expectations for a civil service position, select the Managers -- Performance and Recognition -- Civil Service links on the HRS website at:

http://hrs.wsu.edu/

Recruitment and Selection

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

Occupied Civil Service Position

Management-Requested Review

Position Action/PRR

To modify an existing civil service position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to HRS; 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

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.

Return Copies

HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.

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 the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Additional Required Documentation

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

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating performance expectations for a civil service position, select the Managers -- Performance and Recognition -- Civil Service links on the HRS website at

http://hrs.wsu.edu/

Effective Date

The department may establish an effective date if the employee has performed the higher level duties for at least six months prior to the date.

If the employee has been performing the higher level duties for less than six months, University management may initiate an immediate change of duties. The effective date is not retroactive. The effective date assigned by HRS supersedes the effective date entered by the department on the submitted Position Action/PRR.

Salary Step and Periodic Increment Date

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

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 the 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:

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

Additional Documentation from Supervisor

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

Position Action/PRR

To modify an existing CS position and/or its assignment of accounts, the supervisor or department submits a signed Position Action/PRR form to HRS; 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

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.

HRS attaches or replaces an imaged copy of the form with final approvals in the Supplemental Documentation area of the position's entry in the OPDRS.

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 the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Performance Expectations

HRS may request that the supervisor or department submit the performance expectations online to HRS for approval through the OPDRS. The performance expectations are to include the new duties for the civil service position.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

To view advisory samples for creating performance expectations for a civil service position, select the Managers -- Performance and Recognition -- Civil Service links on the HRS website at:

http://hrs.wsu.edu/

Organization Chart

HRS may also request that the supervisor or department submit an organization chart showing the civil service position's relationship to other positions in the department to HRS. Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.

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

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

Executive-Level Appointments

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

Temporary Appointments

Short-Term

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).)

Departments may create short-term temporary AP appointments 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

Departments may create long-term temporary AP appointments 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; 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

NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the paper original. The department attaches the imaged copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.

Return Copies

HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.

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 the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.

Additional Required Documentation

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

Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.

NOTE: Access to the position information in OPDRS requires an assigned position number.

To access the OPDRS, go to:

http://www.wsujobs.com/hr/

Recruitment

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

Salary Review

See 60.12 for information regarding AP salaries.

Position Numbers

Existing classified and AP positions retain the same position number.

For a new position, the requesting department submits a Position Action/PRR form to HRS. HRS 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 the OPDRS.

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

Notification

HRS notifies the employee and supervisor in writing of the review 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:

Revised organization chart and

Revised position description with appropriate signatures.

See the PDF forms:
60.02.10-11: Position Description
60.02.12-13: Position Questionnaire
60.02.14: Organization Chart
Complete and/or print as needed.