PERSONNEL PROCEDURES FOR UC IRVINE STAFF MEMBERS

A. References

Personnel Policies for UC Staff Members

Policy 2, Definition of Terms
Policy 30, Salary
Policy 31, Hours of Work
Policy 32, Overtime (Non-Exempt Employees Only)
Policy 33, Shift and Weekend Differential
Policy 36, Classification of Positions

UCI Series Concepts / Job Specifications
UCI Size-Neutral Classification Guidelines
Classification Decentralization Program Manual (available from Human Resources)

UCI Administrative Policies & Procedures

Section 300-10, Background Check Procedures

UCI Delegations of Authority
IDA332, Exceptions to Policy 30.L, Restrictions (Additional Compensation)
IDA336, Classification Authority for Professional/Support Staff Positions and Manager/Senior Professional Positions
IDA381, Appointments, Promotions, Demotions, Dismissals, and Compensation of Certain Staff Personnel

B. Authority and Responsibility

1. The Assistant Vice Chancellor, Human Resources, and the Assistant Medical Center Director - Director, Human Resources are responsible for the development, administration, and evaluation of UCI’s Classification Program and for the redelegation of authority for classification decisions to trained participants in the Classification Decentralization Program; the initiation of established class titles at UCI; compliance with federal and state regulations and laws; and compliance with the Office of the President and Executive Management recordkeeping and reporting requirements.
2. Department managers and supervisors are responsible for periodically reviewing positions and updating job descriptions. (A job description form is used for Professional and Support Staff (PSS) positions. Job descriptions for Manager and Senior Professionals (MSP) positions are prepared in the Management and Senior Professional Position Description Format.) Updated job descriptions are forwarded to Human Resources for the employee personnel file.

   PSS job descriptions should include:

   • summary of duties, clarifying the role of the position
   • essential functions, with tasks performed and percentages of time
   • requirements (physical, mental, environmental) for each function
   • required knowledge, skills, and abilities to successfully perform each of the essential functions
   • dated signatures of employee, supervisor, and department head..

3. For organizations participating in the Classification Decentralization Program, the decision-maker is responsible for ensuring appropriate application of policy, procedure, and classification methodology; compliance with FLSA classification exemption criteria; and making classification decisions for PSS positions as redelegated by the Assistant Vice Chancellor, Human Resources, or the Human Resources Director.
4. For non-participants in the Classification Decentralization Program, classification decisions for PSS positions are made by designated staff in Human Resources.
5. Classification decisions for MSP positions are made by the Executive Vice Chancellor, Vice Chancellors, Academic Deans, Director-UCI Medical Center, Director-Intercollegiate Athletics and Campus Recreation, and Assistant Executive Vice Chancellor after review and recommendation by Human Resources.

C. Overview

Staff positions are classified on the basis of duties and responsibilities assigned and exercised. Each position is assigned a class title that is used on official records and publications. As duties and responsibilities undergo significant change, the position may be reviewed for reclassification. Human Resources is responsible for the review and classification of PSS and MSP positions, except where such authority for PSS positions has been redelegated to participants in the Classification Decentralization Program. This program decentralizes classification decision-making for new and replacement PSS positions under recruitment and for the upward and lateral reclassification of existing PSS positions.

Note: If the duties and responsibilities of a position undergo changes that include critical or sensitive functions, the position should be designated as a critical position for which a background check may be required.

Prior to assigning a current employee new or expanded functions, level and scope of duties, and/or responsibility that might result in the designation of the position as critical, a request for a background check should be initiated (see Section 300-10, Background Check Procedures.)

D. Non-Participants in the Classification Decentralization Program

1. New or Replacement Positions
The supervisor prepares a job description for a new or revised position and submits it to the Human Resources Compensation Unit.

For new MSP positions, or replacement positions with significant changes in duties and responsibilities, the job description is submitted to the appropriate authority, who may approve the position for classification review and forward it to Human Resources. Human Resources reviews the position and notifies the authority of the recommended MSP title and grade level. The authority makes the grade level determination and notifies the department manager and Human Resources of the classification decision. The position is then submitted for recruitment through the Quick Requisition process.

2. Reclassification of Existing Positions
1. The incumbent and supervisor periodically review the position’s job description to ensure that it accurately describes the duties and responsibilities assigned and exercised. In the event of a significant and permanent change, a request for reclassification is entered into Fast Class.

2. The effective date of a reclassification is the first of the month after it was signed by the department head.

E. Participants in the Classification Decentralization Program

For additional details on the decentralized classification process, refer to the Classification Decentralization Program Manual (available from Human Resources).

1. New or Replacement Positions
1. The classification decision-maker reviews job descriptions (prepared and signed by the supervisor) for new and replacement positions.

2. For replacement positions where there is no significant change to the job description, the decision-maker makes a classification determination, notes the approved classification on the job description form and submits a requisition through Quick Requisition.
3. For new positions or replacement positions with significant changes to the job description, the decision-maker makes a classification determination and documents the rationale for the decision on the final page of the job description. The approved classification information is documented in the approving authority section of the job description, then the requistion is submitted through Quick Requisition.
4. For all positions designated as exempt from the overtime provisions of the Fair Labor Standards Act, the decision-maker completes the appropriate FLSA exemption test and attaches the documentation to the job description, according to the process outlined in the Classification Decentralization Program Manual.

2. Reclassification of Existing Positions
   1. The incumbent and supervisor submit a request for reclassification review into Fast Class.
   2. The classification review is conducted in accordance with procedures outlined in the Classification Decentralization Program Manual and any additional school and/or department procedures.
   3. The decision-maker makes a classification decision and documents the decision in Fast Class by outlining the rationale used, typically including an application of the relevant classification specifications and guidelines and an analysis of campuswide equity considerations. As needed, the decision-maker completes the appropriate FLSA exemption test and documentation, according to the process outlined in the Classification Decentralization Program Manual.
   4. The effective date of a reclassification is the first of the month after it was received by the decision-maker.

F. Appeal of Classification Decision (For PSS positions only)

1. Step I: Human Resources Review

A request for review of a decision on the classification of a position must be presented in writing on a Request for Appeal of Classification Decision form. The request must be filed within 30 calendar days after the date on which the employee knew, or reasonably should have known, of the classification decision that gave rise to the appeal.

1. Campus departments file appeals and requests for extension either:

1) in person or via campus mail to:

Human Resources
Suite 1000 Berkeley Place
Zot Code 4600.

2) via U.S. mail to:

Compensation Manager, Human Resources
University of California, Irvine
Suite 1000 Berkeley Place
Irvine, CA 92697-4600z

3) via fax to:

Compensation Manager
Human Resources
(949) 824-4065

2. Medical Center departments file appeals and requests for extension either:

   1) in person or via campus mail to:

   Human Resources
   Room 800, Building 200, Route 114

   2) via U.S. mail to:

   Compensation Manager, Human Resources
   UCI Medical Center
   Route 114
   101 The City Drive
   Orange, CA 92868

   3) via fax to:

   Compensation Manager
   Human Resources
   (949) 824-4065

3. Upon receipt of the formal appeal, Human Resources will determine whether the appeal is timely.

4. The Assistant Vice Chancellor, Human Resources or the Assistant Medical Center Director - Director, Human Resources will respond in writing to the employee within 45 calendar days from the date of acceptance of the appeal.

2. Step II: Vice Chancellor’s Review

   The employee has 15 calendar days from the date of the letter transmitting the Human Resources' response to request further review by the Vice Chancellor, Administrative and Business Services, or the Director, UCI Medical Center. The Appeal of Classification Decision must be presented in writing to Human Resources (via one of the methods noted in Step I), which will forward the request to the Vice Chancellor or Director, UCI Medical Center.

   1. The Vice Chancellor or Director will provide a written decision to the employee, via Human Resources, within 15 calendar days from the date of the letter of transmittal to the Vice Chancellor or Director for the employee’s Appeal of Classification Decision.

   2. The decision of the Vice Chancellor or Director will be final.

3. Timelines
1. The above timelines shall be adhered to, unless the employee or the University requests an extension and the extension is approved by Human Resources.
   1) An extension establishes a new timeline by adding the number of days granted to the existing timeline.

   2) More than one extension may be granted for each timeline.

   3) If a decision is not appealed within the time limits, it will be considered resolved on the basis of the preceding University response.

   4) Failure of management to respond within the time limits shall be a basis for the employee to appeal to the next step.

2. In counting timelines, the first day is the day after the date of the action or timeline. Any deadline that falls on a day when the administrative offices are not open for business will be automatically extended to the next business day.

G. Applicability