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Job Evaluation Guide

A job analysis is a 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 the Division of Human Resources and Organizational Effectiveness, 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.

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

We recommend the HR Contact/Liaison initiates the request to reclassify or re-title an existing position (filled or vacant), and the request to establish a new position in Workday. See Standard Administrative Procedure 31.01.01.M7.02: Creating, Reclassifying, and Re-titling Positions for more information on creating, reclassifying, and re-titling Positions.

Creating a new position is the process by which a new job is created. A new position is required to be created for any position before it can be advertised or filled.

Reclassifying a position is the process by which an existing position is given a new title, and possibly salary increase, when the job duties of a position are re-evaluated. A reclassification may be to a higher, lower, or lateral title. With filled reclassifications, the employee stays in their current position number.

Requests are initiated online in Workday through the Create Position business process or the Edit Position Restrictions business process. For both business processes, departments need to complete and follow the instructions listed on the Workday PD Template.

Requests for new positions will be initiated by submitting a Create Position request along with an attached organization chart in Workday. Classification and Compensation will conduct a job study to determine the appropriate title and salary for the position and may approve the request in Workday. The Create Position will route through appropriate channels to the Department Head and Executive Approver. Once the position is successfully completed, a position number is created.

Requests for reclassification of an existing position will be initiated by submitting an Edit Position Restrictions request along with an attached organization chart in Workday. Additional documentation regarding employee qualifications may be requested. Classification and Compensation will conduct a job study to determine the appropriate title and salary for the position and may approve the request in Workday. The Edit Position Restrictions will not route to the Department Head for approval. Departments should ensure that they have Department Head approval prior to submitting the Edit Position Restrictions in Workday. If the position is vacant, no further action is needed. If the position is filled, a Change Job request is needed to change the employee's job profile/title and salary approved on the Edit Position Restrictions request. The Change Job request will route through appropriate channels to the Executive Approver.

Resources for creating and reclassifying positions may be found in the What resources are available for creating and reclassifying positions? section.

For both a new position and a reclassification, the department must complete the Workday PD Template. In the Justification section of the template, the 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.

Depending on the changes made in a reclassification, it may be appropriate to include an approval memo and/or organization chart for the position changes. These documents will assist with the review and approval process. For filled reclassifications, resumes may be required to verify the qualifications of the employee and to make sure that the individual is eligible to move into the new title. If an employee is claiming a degree or the position requires a degree, a degree verification will need to be run on the employee if one has not yet been performed.

Additional data that is considered when conducting the job analysis, and may be requested by the Classification and Compensation Office 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 (e.g. 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.

Reclassifications occur when there has been a significant difference in a person's current duties and their proposed duties. This does not necessarily mean that the workload has increased. Typically, the employee is currently performing the reclassified duties or has been for a short period of time, not duties that they will be taking on. Valid reasons for a reclassification may include taking on higher level responsibilities, as well as changes in the nature and variety of work, difficulty of work, authority and responsibility exercised, extent of supervisory controls over the work, and qualifications requirements of work.

A pending job offer is not justification for reclassifying a position. Other invalid reasons may include an increase in volume or workload, exceptional qualification of incumbent, financial need of employee, relative efficiency, length of service, unusual diligence or overtime, or changes in percent effort. A reclassification is not an entitlement.

Titles used by Texas A&M University may be found on the System-wide Pay Plan Titles page. Each pay plan classification has associated with it a job title, title code, salary pay grade, FLSA exemption status, and job family.

In Workday, titles are called Job Profiles. Generic job descriptions are available for many job profiles in Workday. To find a generic job description in Workday, use the search box at the top of the Workday screen, type "Job:" and add any keywords to help identify the job profile for which you are searching, e.g. "Job: Program Coordinator I P9". Once you press Enter, all job profiles that match your search criteria will become available, and you can click on each one to view the corresponding generic job description. The generic job descriptions will detail the job duties, requirements, exemption status, pay grade, and much more. The generic job descriptions will detail the job duties, requirements, exemption status, pay grade, and much more.

Creating a Position

Reclassifying a Position

  • Appropriate Job Assignment, Orientation: A documented position description is necessary to properly title and establish a pay rate for the job. This is used to create new positions or reclassify existing positions.
  • Recruiting, Interviewing, and Hiring: Documented duties are then used to create a posting and appropriate job-related interview questions, which can be used to evaluate applicants based on the stated requirements. Knowing the value of a position description will better prepare supervisors for onboarding new employees by helping them understand what qualities and qualifications are needed to be successful in the position.
  • Establishing Performance Standards: A current position description is necessary to evaluate performance and set standards for future goals. Both the supervisor and employee must be on the same page when it comes to employee duties and expectations.
  • Tracking Career Progress: Supervisors can use position descriptions to help move current employees through promotion and career advancements. Employees also need to be familiar with the components of their position description to make sure that it reflects the job duties they are currently performing.
  • Legal Defense: In the event of a labor audit, a current position description that has been reviewed and acknowledged by both supervisor and employee will always act as the most legally defensible document at our disposal.