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PERSONNEL PROCEDURES FOR UC IRVINE STAFF MEMBERS


COMPENSATION
Procedure 36: Classification of Positions


Responsible Office: Human Resources
Revised: February 2010

A. References


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. Personnel files should always include an up-to-date description.

    Job descriptions should include:

  3. For organizations participating in the Classification Decentralization Program, the decision maker (HR reviewer) is responsible for ensuring appropriate application of policy, procedure, and classification methodology; compliance with FLSA classification exemption criteria; and for 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. After review and recommendation by Human Resources, classification decisions for MSP positions can be made by the following:

    Executive Vice Chancellor and Provost
    Vice Chancellors
    Vice Provost-Academic Planning
    Associate Executive Vice Chancellor
    Chief Executive Officer-UC Irvine Medical Center
    Academic Deans
    Dean-Continuing Education
    Dean-Graduate Division
    Dean-Division of Undergraduate Education
    University Librarian
    Director-Intercollegiate Athletics


C. Overview


D. Non-Participants in the Classification Decentralization Program


E. Participants in the Classification Decentralization Program

(Applies to PSS positions only. For MSP positions, refer to D. Non-Participants in the Classification Decentralization Program.)
  1. New or Replacement Positions
    1. The job description (new or revised) is entered into Quick Requisition.

    2. The classification decision maker (HR reviewer) reviews the job description for new and replacement positions.

    3. For replacement positions where there is no significant change to the job description, the decision maker makes a classification determination, notes the approved classification in Quick Requisition, and advances the requisition through Quick Requisition.
    4. 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.
  2. Reclassification of Existing Positions

    1. The incumbent and supervisor submit a request for reclassification review into FastClass.
    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 (HR reviewer) 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 provided in FastClass.
    4. If approved, reclassifications are effective on the first of the month after receipt of the complete request for classification review by the appropriate HR reviewer.


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

  1. Step 1: Human Resources Review
  2. The employee may request a review of a classification decision.  The request must be presented in writing on a Request for Appeal of Classification Decision (Step 1) form that 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:
    2. 1) in person or via campus mail to:

        Human Resources
        111 Theory, Suite 200
        Zot Code 4600

      2) via U.S. mail to:
        Assistant Vice Chancellor, Human Resources
        University of California, Irvine
        111 Theory, Suite 200
        Irvine, CA 92697-4600

      3) via fax to:
        Assistant Vice Chancellor, Human Resources
        (949) 824-4065

    3. 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
        UC Irvine Medical Center
        Route 114
        101 The City Drive
        Orange, CA 92868

      3) via fax to:
        Compensation Manager
        Human Resources
        (949) 824-4065

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

    5. 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.

  3. Step 2: 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 (Step 2) must be presented in writing to Human Resources (via one of the methods noted in Step 1), 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.

  4. 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

All staff members, except employees who are in a bargaining unit that has an exclusive representative (union) and are covered by the applicable provisions of the collective bargaining agreement.

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