Initiating your own position re-classification
You may have been hired as an Office Specialist 1 or 2, but have been recently assigned more tasks and increased responsibilities. Perhaps you’ve read the official job description of an Administrative Program Assistant, or have seen a job posting on the UO Careers website and thought, “hey, that fits the work I’m actually doing!” What if you have tried to work collaboratively on revising your position description with your supervisor but it seems like they’re too busy or not interested in the process? I have good news for you: according to our Collective Bargaining Agreement (Article 48 Section 2(B), you can initiate your own reclass with HR’s Classification and Compensation team.
Here is the process for initiating a reclass for yourself:
1. Work with your supervisor to obtain your Current Position Description (or use MyTrack)
The first step is to find your most recent Position Description (PD). You may have it handy from your last annual evaluation (if you haven’t had an annual evaluation in more than a year, please reach out to us at: 541-346-0321. If you’re comfortable using the MyTrack system, you may find your position description there. If you don’t have access to MyTrack, and don’t have a copy of your PD, ask your supervisor for one. If your PD is inaccessible or inaccurate and your supervisor or HR rep is unwilling to revise your PD to reflect your accurate position responsibilities, move to step two.
2. Find the Target USSE Classification
3. Develop new Current Position Description (PD) with accurate FTE percentages
The third step is to develop a revised and accurate PD using the HR template. The template will guide you through the parts of a PD that need to be included: A description of what your role is, what you do, and the breakdown of the time spent working in each job function that reflects your actual workload. Be sure to use the language and work found in your target position/classification, and include any evidence such as emails from supervisors, etc., supporting the revised PD that may be relevant.
Develop new Current Position Description (PD) with accurate FTE percentages using this template.
4. Written explanation
Step four is a written explanation, directed at HR, about how the job you’re actually performing is a better fit with the new classification than the one you’re currently in. At this point, try to engage your supervisor in the process again. The PD and narrative that you submit of your work should “align with the needs of the department.” Though, this may be self-evident because you are already doing the stated work for your department! Make sure this is explained in the memo.
Submit the package of materials with your new PD and narrative memo, plus any supporting documentation to HR’s Classification and Compensation team at email@example.com.
Once your reclassification request is submitted, unless otherwise mutually agreed in writing, HR has 60 calendar days to either (a) place you in the requested classification; (b) deny your request; (c) remove the out-of-class duties; or (d) place you in a different classification that they believe more closely fits your duties than your Target Classification. If HR does not respond within 60 calendar days, or you believe that HRs response is incorrect, then the Union becomes your exclusive representative in appealing the process.
A few notes:
· You may want to investigate the possibility that you are owed retroactive out-of-class pay for work performed prior to the reclassification.
· You may want to consider filing an equal pay complaint with OICRC. https://hr.uoregon.edu/oregon-equal-pay-act-overview
· No new information can be submitted by the worker or by the Union upon appeal of HR’s decision, so make sure that you include all relevant information within the initial 60-day review period.
· You may be informed that a majority (51%) of your work has to be out-of-class for a reclassification to be successful. This is incorrect. SEIU won an arbitration decision in 2016 which upheld the Union’s “Core Elements Test,” signifying that the appropriate standard is whether the petitioner has performed the distinguishing features of the higher classification on a regular and significant basis