Position Analysis and Reclassification

Position Analysis: This process is conducted by Human Resources (Classification & Compensation. The analysis is meant to review positions for substantial changes in primary job function. The analysis occurs prior to reclassification or recruitment of a new position and at other times as needed.

Reclassification: In accordance with the USM BOR Policy VII-9.70, reclassification occurs after a position analysis has occurred and it is determined that:

1. Significant and substantial changes have evolved in the position’s primary duties that are crucial to the mission and/or organizational effectiveness of the University.
2. Structured changes have been made to the position’s duties and responsibilities that were unforeseen at the time the employee accepted the position and are crucial to the mission and/or organizational effectiveness of the University.

Note: Changes in the volume of work or the performance of an individual are not justification for a reclassification.

Additional reclassification information related is as follows:

• Reclassification requests will not be considered if a job study has been completed within the past twelve (12) months unless duties have significantly changed.
• SU reserves the right to suspend or deny requests for fiscal reasons with advance notice.
• Back pay for any approved reclassifications is limited to 6 months when applicable.
• Employees currently in their probationary period are not eligible for reclassification.
• Eligible employees must already be performing the changes in job function for a minimum of 90 days.
• Employees may challenge the denial of a reclassification request through the grievance process.

Step 1: Initiating a Request for Position Analysis & Reclassification

1. Using the Position Development Form (PDF), the manager or employee should develop an updated job description that demonstrates significant, substantial, or structural changes (51% or more) in responsibilities from the current job description on file.
2. Using the HR ticketing system a short justification should be provided in the body of the ticket and the updated PDF should be attached.

Step 2: Ticket Review

The ticket will be assigned and eligibility will be verified.

1. Employees must meet all qualifying standards (MOU or other).
2. Support of the request must be verified.
   • If the request does not have support/approval from the direct supervisor or next level manager the employee will be notified and the process will not continue.
   • If the request has direct supervisor or next level support/approval from the direct supervisor the ticket will be assigned for “review” and the job analysis will begin.

Step 2A: Human Resources Ticket Review

The review that is conducted will ensure that the position meets classification and compensation standards of the University and USM. The Human Resources (Classification and Compensation Department) review criteria is listed below.

1. Review of the Position Development Form
   • Compare updated Position Description with current description on file.
   • Confirm duty changes are significant/substantial or unforeseen structured changes.
2. FLSA Analysis
   • Salary basis/level.
   • Primary duty test (executive, administrative, professional).
   • Outcome documented.
3. Classification Mapping
   • Exempt Positions: Match 51% or more of duties to a USM Job Family and Exempt Job Code (USM Exempt Specs) and determine pay range using USM salary structures, market data, and equity review.
   • Non-Exempt Positions: Match 51% or more of duties to a USM Job Family and Non-Exempt Job Code (USM Non-Exempt Specs) and determine pay range using USM salary structures, market data, and equity review.
   • Faculty Positions: Collaborate with the Dean to determine compensation using internal equity and market demand.
4. Pay Range & Market Review
   • Exempt: CUPA data, USM institution salaries, peers, East Coast programs, and IPEDS quartiles.
   • Nonexempt: USM Nonexempt Salary Structure.
   • Internal equity review (same/division/campus).
5. Recommendation
   • Title & classification, FLSA status, pay grade, proposed salary, effective date.
   • Documented approval/denial will be added to PDF.

Note: The job analysis may require a desk audit and/or additional information to determine the appropriate job classification or verify job activity.

Desk audits will require:

• Interview employee & supervisor separately.
• Validate % time per duty, complexity, decision authority, supervisory scope.
• Gather artifacts (work samples, SOPs, metrics), if needed.

Step 2A: Outcomes

Step 2B: Financial Affairs Ticket Review

The review that is conducted will ensure that the position has budgeted dollars to support the change. Financial Affairs will review the request using the following criteria:

1. Review all available institutional and departmental funds.
2. Measure the financial impact of the request and assess financial compliance.
3. Prioritize the request based on the financial needs of the institution.
4. Confirm specific salary amount and calculate associated fringe.

Step 2B: Outcomes

Step 2C: Cabinet Level Review

The review that is conducted will confirm the appropriateness of dedicating resources to this reclassification. The VPAF will conduct their review using the following criteria:

• Ensure alignment with SU strategic priorities.
• Confirm operational benefit, enrollment support, community impact, or funding enhancement.
• Validate that the organizational design is fair, manageable, and sustainable.

Step 2C: Outcomes

Step 3: Decision & Processing

The University shall complete the foregoing process within 90 days or less of receipt. The parties may mutually agree to further extend this time period.

Written notification of the decision will be sent to the employee, supervisor, and Vice President.

Once approved, Human Resources will finalize the change in the following ways:

• They will update the job description on file and provide written notice for signature.
• Upon signature by the employee and manager, HR will make the changes in WorkDay and close the ticket.

Special Considerations for Grant-Funded Reclassifications

• Must document that the position is substantially different from similar roles.
• Duties funded by the grant must be newly created for the role and not previously performed in it.
• Classification must be reviewed at the end of the grant (3 years or as applicable) to ensure validity; reclassification or adjustment will occur if necessary.

Tracking & Transparency

• All decisions are logged in a central tracker.
• Approved positions are listed on an internal HR site for internal visibility.

Quarterly summaries will identify trends, resource needs, and gaps.