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The University of Texas at San Antonio
Job Reclassification

Guidelines

Please submit all reclassification documentation with appropriate VP signature to the Compensation section of Human Resources via HRMS or hard copy, depending upon the type of proposed reclassification.

Reclassification Defined

Reclassification is a change from one job position/title to another that typically results in an increase in pay.
Reclassification usually occurs as a result of one of the following:
- A vacant position exists that a supervisor wants to change to a different position to better meet the needs of the department.
- An employee in a current position has mastered all job elements to the point where they now meet the requirements of an existing higher level position.
- An employee in a current position has mastered all job elements to the point where they should meet the requirements of a higher level position, but none currently exists within the University's classification plan.
The requirements/procedures for reclassification vary slightly depending upon the circumstance, as identified above.
If the position is grant funded, approval will be required by the Office of Sponsored Programs. Human Resources will request Sponsored Programs approval upon receipt of appropriate documentation.

Requirements and Process for Reclassifiying a Vacant Position

Proposed position is an existing title at UTSA

DEPARTMENT RESPONSIBILITY - submit the following:
1. Reclassification Document submitted through HRMS - Complete reclassification proposal and route for appropriate approvals.
2. Replacement Position Justification Form - This form is required during the flexible hiring freeze for positions on state funding, and must have original signatures.

Proposed position is NOT an existing title at UTSA

DEPARTMENT RESPONSIBILITY - submit the following:
1. Position Description Form - a specific description of the actual position needed within the department.
2. Replacement Position Justification Form - This form is required during the flexible hiring freeze for positions on state funding, and must have original signatures.
  - A Compensation Analyst will work with the department to create the job title and job code, and assign an appropriate salary grade for the new title.
3. After HR Compensation provides the new Job Code, department submits the Reclassification Document through HRMS - Complete reclassification proposal and route for appropriate approvals.

HR RESPONSIBILITY - review all documentation and conduct a thorough job analysis and audit to ensure the following:
1. The proposed position title is appropriate for the position responsibilities to be performed. For newly created positions, research is required to determine a comparable job and title based on similar positions within the UT System and the relevant job market.
2. The proposed pay grade salary range (for reclassification to a newly created position) is appropriate based on the following:
  - Position responsibilities are in line with proposed pay grade,
  - Proposed pay grade is in line with the University's internal salary structure, i.e. the level of job responsibilities for proposed position is similar to other positions within the University which have the same pay grade assignment, and
  - Proposed pay grade is in line with the pay for the same or similar positions in the external market.
3. The proposed salary rate (for reclassification to an existing position) is in line with the pay of other employees in the same position who have similar education/experience levels within the department and University.

Upon completing the analysis and audit, HR will approve the proposed reclassification or work to find an appropriate solution that meets the needs of the requesting department and ensures the integrity of the University's Classification & Salary Structure plan.

Requirements and Process for Reclassifiying a Filled Position

Proposed position is an existing title at UTSA

DEPARTMENT RESPONSIBILITY - submit the following:
1. Reclassification Document submitted through HRMS - Complete reclassification proposal and route for appropriate approvals.

Proposed position is NOT an existing title at UTSA

DEPARTMENT RESPONSIBILITY - submit the following:
1. Explanatory Memo - identifies the employee to be reclassified. Include proposed effective date and proposed salary. This memo must have the appropriate VP or VP designee signature before it comes to HR.
2. Position Description Form - a specific description of the actual position needed within the department.
  
  - A Compensation Analyst will work with the department to create the job title and job code, and assign an appropriate salary grade for the new title.
3. After HR Compensation provides the new Job Code, department submits the Reclassification Document through HRMS - Complete reclassification proposal and route for appropriate approvals.

HR RESPONSIBILITY - review all documentation and conduct a thorough job analysis and audit to ensure the following:
1. The proposed position title is appropriate for the position responsibilities to be performed, and for the employee's qualifications. For newly created positions, research is required to determine a comparable job and title based on similar positions within the UT System and the relevant job market.
2. The proposed pay grade salary range (for reclassification to a newly created position) is appropriate based on the following:
  - Position responsibilities are in line with proposed pay grade,
  - Proposed pay grade is in line with the University's internal salary structure, i.e. the level of job responsibilities for proposed position is similar to other positions within the University which have the same pay grade assignment, and
  - Proposed pay grade is in line with the pay for the same or similar positions in the external market.
3. The proposed salary rate (for reclassification to an existing position) is in line with the pay of other employees in the same position who have similar education/experience levels within the department and University.
4. The employee's past performance ratings are at acceptable levels (SP or above), as documented through performance appraisals on file with the HR office, that justify the proposed position.

Upon completing the analysis and audit, HR will approve the proposed reclassification or work to find an appropriate solution that meets the needs of the requesting department and ensures the integrity of the University's Classification & Salary Structure plan.

NOTE: The Position Description and Justification forms can be downloaded by selecting the appropriate links above or they can be found on the HR Forms web page under Position Management at: http://www.utsa.edu/hr/forms.cfm#5

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