All You Ever Wanted to Know About Reclassification

The State of South Carolina’s Office of Human Resources identifies and sorts positions according to a position classification system. Position classification is a system of identifying and describing the different kinds of work in an organization and then grouping similar position together under common job titles and assigning each classification to a salary band. Clear-cut descriptions of positions and their qualification requirements provide a standard for hiring and for promotion. A classification system enhances the institutions ability to recruit appropriately and to establish evaluation criteria. Each position is assigned to a classification according to the types of duties involved and the level of responsibility reflected in the position description.

The State provides us with broad specifications for each classification. These specifications can be reviewed by clicking here. These specifications are not to be used to write position descriptions. They are intended as broad outlines of the various classifications. Each classification is assigned to a specific band.

Definition:

Reclassification is defined as the assignment of a position in one classification to another classification. There are three kinds of reclassification. 1. Upward to a class with a higher State band. 2. Downward to a class with a lower State band. 3. Lateral to a class in the same State band.

When should a position be reclassified?

Reclassification should be considered when there is a substantial change in job duties. Changes to a position can occur naturally over a period of time or as a result of organizational changes.

Who should determine if a reclassification is necessary?

The immediate supervisor of the position should recognize when substantial changes have occurred and contact Human Resources to begin the process of reclassifying the position.

How do I get a position reclassified?

The supervisor and the incumbent should complete a State position description, which includes the purpose of the job in terms of its relations to other positions and overall departmental and organizational goals. Job duties should be described in terms of quality and quantity of work, which is actually being performed. The duties must also be identified as essential or marginal and a percentage of time assigned to each duty. Minimum qualifications must be listed and relevant to the position. Qualifications must meet or exceed the qualifications listed on the State Specifications.

If the position is vacant, the supervisor should develop and submit the position description?

The immediate supervisor and his/her supervisor should sign position descriptions before they are submitted to Human Resources. If you need help in developing a new position description or in revising an existing position description feel free to e-mail your draft to Dee Cole at coled@cofc.edu. Please be sure to include information about who was last in the position. If it is a new position, be sure that it has been approved and is on the list of new positions for the year.

Does Human Resources need anything else to do a reclassification?

If there have been organizational changes Human Resources will need a copy of your most current organizational chart. You may be asked to provide additional information about other positions, which may be affected by the changes in this position. You may be asked to provide information regarding the duties of this position’s supervisor or other similar positions within the department.

What happens next?

Dee Cole in Human Resources reviews the position description. She compares the position description to the State Specifications and to other positions in the classification it is currently assigned to and the classification that you are asking for the position to be assigned to. She may ask you to make modifications to the position description or to the minimum requirements. It is important to note that not all changes in a position will result in the position being reclassified. Tom Casey, Director, reviews the position description and authorizes reclassifications or updates for which the College of Charleston has delegated authority. Classifications that the College does not have delegated authority for will be submitted for State approval.

Definition:

Delegated authority indicates that Human Resources has been given the authority to make some classification decisions by the State. This delegated authority is limited and applies only to specific classifications. However, all decisions are subject to an annual audit by the State Budget and Control Board’s Office of Human Resources. Violations of this “authority” will result in the College of Charleston losing a valuable personnel tool.

How long does the process take?

If all of the necessary information is provided and if Human Resources has “delegated authority” for the position it usually takes no longer than five working days for the decision to be reached. Each position is carefully reviewed on its own merits and will not be reclassified unless reclassification is clearly appropriate.

What happens if C of C does not have delegated authority?

The position description and supporting documentation are sent to the State Office of Human Resources for review and evaluation. It may take two or more weeks for a decision to come from this office.

Will the incumbent get a salary increase?

If the review results in an upward reclassification the employee may receive a salary increase (in accordance with the College of Charleston and the State’s compensation policies), provided the incumbent is not making more than the maximum for the new band and the department has the funding. If the incumbent is not making the minimum for the new band, his/her salary must be increased to meet the minimum of the new band. Employees cannot receive a salary increase when the reclassification is downward.

Salary increases are not automatic and must be requested with the use of the Request for Salary Change form. This can be obtained in the Human Resources Office. It is recommended that this form is processed at the same time as the new position description. The supervisor and the Sr. VP/Provost must sign it. A complete justification is required – it may be written on the form (if it is short) or a memo can be attached to the form.

The size of the increase is dependent upon many factors, including the budget of the department, the degree of change to the position and a comparison of other salaries across the State and the institution.

In-band salary increases are possible when the position does not change classification, but significant new duties have been added to the position. The size of the increase will be dependent upon many factors, including the amount of funding available in the departmental budget and departmental, College of Charleston and State salary averages for the classification.

Please refer to the compensation policy if you have further questions about salary increases.

When will the salary go into effect?

The salary increase will be effective the first pay period immediately following the effective date of the reclassification.

What happens after reclassification?

A covered employee whose position is reclassified to another class must complete a six-month probationary period. A probationary employee whose position changes to another classification is required to complete a twelve-month probationary period in the new classification.