- What is a job analysis and who conducts it?
- Job analysis is the formal study of the duties and responsibilities that comprise a job, taking into consideration the nature and level of work performed and the specifications required for an incumbent to perform the job competently. Staff from the Classification and Compensation office, within Human Resources, conduct job analyses in order to properly classify positions in terms of an appropriate title, salary and overtime exemption status. The Classification and Compensation office evaluates positions based on the actual job duties and responsibilities performed.
- When is a job analysis done?
A job analysis may be initiated if:
- An employee's level of responsibility and decision-making authority have increased
- Significant changes in the work have occurred
- Significant departmental restructuring has occurred
- Departmental needs and initiatives necessitate staffing changes
- A reduction in force (RIF) is planned
- Who can initiate a job analysis request?
- A supervisor may initiate job analysis requests for classified and non-classified positions with the approval of the department head (or appropriate authority, which may be an Assistant Dean, Assistant Provost, or other level of approval above the department head). See University Rule 31.01.01.M7.02 for more information on Creating, Reclassifying and Retitling Positions.
- How is a job analysis initiated?
A job analysis request is typically submitted as a request to reclassify or retitle an existing position (filled or vacant), or as a request to establish a new position. Requests are initiated online by logging into the PATH (Portal Access for Total HR) System and select PATH in the menu options. The online request will include:
- A completed online Position Description (PD) including justification, proposed title, suggested salary, and source of funds.
- An attached organization chart indicating the title(s) to which the position reports, the title(s) the position supervises, and the peer level positions in the work unit. This gives the Classification and Compensation Office a frame of reference for this position and how it fits into your organization.
- Are there any differences in what information is required for a reclassification versus a new position?
- For a reclassification or new position, the requesting department will be asked to provide an explanation of how the new duties evolved, if there's another position within the department or on campus that is similar, and how the proposed title and salary were determined
- For a reclassification, the requesting department will also be asked to provide an overview of the new functions and duties the position has taken on, or in the case of a reclassification downward, what duties have been removed.
When a filled position is being reclassified, the requesting department may be asked to attach the employee's resume to the online request. A resume is helpful as the compensation office must verify that the employee has the minimum qualifications for the title being proposed. A Verification of Degree(s) and/or Licensure Release Form is needed if position requires a degree and/or licensure and employee claims to have a degree and/or licensure. If the employee does not have a degree and/or licensure, no degree verification/or licensure form is needed.
- What approvals are required?
- Appropriate routing through the Online Position Description system to the department head (or appropriate authority, which may be an Assistant Dean, Assistant Provost, or other level of approval above the department head), or a memorandum with their signature attached to the online request.
- What other information is considered?
Additional data that is considered when conducting the job analysis, and may be requested by the Classification and Compensation Analyst if not already included in the request, includes but it is not limited to the following:
- Examples of independent decisions this position might be expected to make.
- Specific skills, technical and/or creative expertise needed for a person to be fully functional in this position (i.e., experience in computer programming in a specific language; experience counseling students of diverse backgrounds, etc.).
- The minimum qualifications a candidate must possess upon hire to adequately perform the duties of this position (these must be specifically related to the job duties). Desired skills, experience, training, or education may be added.
- When appropriate, information regarding any external factors (e.g., market conditions and retention/turnover figures) is helpful.
- The size of the work unit and the organizational structure of the work unit and department.
- The degree and type of supervision under which the position functions and the degree and type of supervision that the position incumbent gives to others.
- The nature/types/levels of internal and external contacts and the purpose for those contacts. (Note: Exclude individuals to whom the position reports and individuals that are subordinate to the position.)
- Other positions in the unit, which might be impacted by a change in this position title.
- What are some valid reasons for reclassifying positions?
- A change in any of the following items may be valid criteria: the nature and variety of the work, difficulty of the work, authority and responsibility exercised, extent of supervisory controls over the work, and qualification requirements of the work.
- A pending job offer is not justification for reclassifying a position. Other invalid reasons include exceptional qualifications of the employee, employee personality, scarcity of new employees, financial need, relative efficiency, volume of work, length of service, unusual diligence or overtime, and changes in the position's appointment status (50% FTE to 100% FTE).
For additional information, please contact the Classification and Compensation office at (979) 845-4170 or email firstname.lastname@example.org.