Compensation and Classification
All You Ever Wanted to Know About Reclassification
Reference Documents
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 positions 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 institution’s 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 in the South Carolina State Class Manual. 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.
- Upward to a class with a higher state band
- Downward to a class with a lower state band
- Lateral to a class in the same state band
When should a position be reclassified?
Position descriptions should be reviewed prior to recruitments and during annual evaluations or whenever new duties are assigned to an employee. Reclassification should be considered when there has been a substantial change in the level of responsibility or authority for a position. Even if there is no change in the levels of responsibility/authority, a position description should be updated when new duties are assigned. Changes to a position can occur naturally over a period of time or as a result of organizational changes. Lateral reclassification generally occurs when the duties change in nature, but are not significantly higher or lower in responsibility or authority.
Who should determine if a reclassification is necessary?
The immediate supervisor of the position should initiate all reclassification requests.
How do I get a position reclassified?
The supervisor and the incumbent should complete a State Position Description form. The position description is divided into three main parts. First, the job purpose should be described, giving a general statement of the purpose of the job and indicating its relationship to other positions within the department, and overall departmental and organizational goals. Next, job duties should describe work which is actually being performed. Each duty must also be identified as essential or marginal and assigned a percentage of time.
Marginal Duty: duties which are not the main gist of the job, are done on an occasional basis or which might be assigned to others if this position is unable to perform them at a given time. Marginal does not imply unimportant in this instance.
Finally, minimum qualifications must be listed and relevant to the position. Qualifications may not be less than the qualifications listed on the State Specifications. They may, however, exceed those qualifications. Some qualifications can be listed as "preferred."
How do I get a vacant position reclassified or a new position established?
If the position is vacant or newly appropriated, the supervisor should develop and submit the position description to the Office of Human Resources for review.
The immediate supervisor and his/her supervisor should sign position descriptions before they are submitted to the Office of 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 or Glenda Inabinet. Include information about who was last in the position or that the position is newly allocated, who the direct supervisor is, and whether or not there is a budget associated with the position. If the position is associated with a grant, be sure to indicate what grant/department. 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 the Office of Human Resources need anything else to make a reclassification?
If there have been organizational changes Human Resources will need a copy of your 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 additional information regarding the duties and the level of responsibility of this position's supervisor or other similar positions within the department.
What happens next?
Dee Cole in the Office of Human Resources reviews the position description. She compares the revised position description to the position description on file, the State Specifications and to other positions on campus in the same classification. Then she reviews the State Specifications for the classification requested and other positions on campus in that classification. She may review the organization chart for the department. She may ask you to elaborate on items in the position description, make modifications to the duties or to the minimum requirements. It is important to note that not all changes in a position will result in the position being reclassified. Classifications that the College does not have delegated authority for will be submitted to the State OHR for review and approval.
Definition – Delegated authority: indicates that the State OHR has authorized the College's Office of Human Resources to make certain classification decisions. This delegated authority applies only to certain 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" would 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 the College 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 takes one to two weeks for a decision to come from this office.
When are reclassifications effective?
Generally, filled positions are reclassified effective the first day of the next pay period – in other words on the 1st or the 16th of the month.
Will the incumbent get a salary increase?
Not automatically, unless the incumbent is not making the minimum salary of the new classification. 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.
Upward reclassification of a filled position may result in a salary increase (in accordance with College of Charleston and State compensation policies), provided the incumbent is not making more than the maximum for the new band and the department has the funding.
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. It is recommended that this form is processed at the same time that the reclassification is done. The supervisor and the Sr. VP/Provost must sign it. A complete justification is required and should be attached to the form in memo format.
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 may be requested 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 day of the pay period immediately following the effective date of the reclassification – generally the 1st or the 15th of the month.
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.
