The University, through the Division of Human Resources, maintains a position classification system, which complies with the Board of Regents (BOR) Business Procedures Manual v3A Section II.A.1. On the basis of BOR guidelines, the classification system was designed to group positions which have similar duties, have approximately the same levels of complexity and responsibility, require similar training and experience at the time of recruitment, and which may be compensated at the same general levels of pay (July 1, 1983). The classification system also evaluates such factors as: difficulty and complexity of work; level and responsibility for decision-making and the consequences of errors; analytical requirements; level of independence and supervision exercised; nature and type of public contact; the required knowledge, skills, and abilities; and the working conditions for the position. These factors are assessed in the Job Evaluation Questionnaire (JEQ) to be submitted with the request for classification or reclassification of a position.

Reclassification of an existing position should be based on significant changes in a position over time such that the new job duties and responsibilities are no longer appropriately placed in the current compensation system or as a result of reorganization within the department. Such changes may be the result of small changes over time that result in a significant change to the current job description. Such changes should be reflected in such factors as increases in the level of training or skills, knowledge, responsibility and supervision, working conditions, and accountability. Reclassification should be tied to the position itself and should not be used to reward or punish the incumbent's performance, to circumvent the raise recommendations, or to recognize the incumbent's volume of work, dependability, loyalty, or financial need. Reclassification may result in a position upgrade that necessitates an increase in salary or it could result in a position downgrade to a lower pay grade. Adjustments in salaries will be subject to the promotion, demotion, and position transfer policies defined in the Wage/Salary Pay Schedules for Classified Positions policy manual.

The requesting supervisor must submit to the Division of Human Resources/Employment signed copies of the following documents:

The Associate Director or his/her designee* will evaluate the request for classification/reclassification, after discussions with the Office of Institutional Compliance for appropriate position title, pay grade, and classification code. The Associate Director will prepare a Classification/Reclassification Action Notice to be sent to the requesting supervisor with copies to the appropriate Vice President, the Office of Institutional Compliance, and the Vice President for Business and Finance.

The Division of Human Resources will classify all new positions after they are approved for funding by the President's Cabinet, the unit's vice president, and the Vice President for Business and Finance. Human Resources will begin the classification process for new positions after receiving all the necessary documents with the required signatures.

The Associate Director will assist researchers in classifying new grant/contract-funded positions prior to the beginning date of the project. This will allow positions to be in place and ready for recruitment, preventing lag time between receipt of funding and the establishment of new positions to conduct the research.

Reclassification of an existing position can only occur when there is either a change in an organizational structure or the job duties and responsibilities have significantly changed. Potentially, the position could be upgraded, downgraded, or left unchanged as it pertains to pay grade and position title. It is the responsibility of the requesting supervisor to provide the information to be evaluated in assessing the request for reclassification. Requests to reclassify existing positions can be made at any time during the fiscal year and will become effective at the direction of the appropriate vice president and with approval from the Vice President of Business and Finance.

The requesting supervisor/manager should submit a letter to the appropriate vice president accompanied by the documents listed in Section C above. The letter should summarize the proposed changes in the position/organization to support the request for reclassification.

Upon approval from the vice president, this letter and the requested documentation identified in Section C above should be forwarded to the Associate Director in the Division of Human Resources/Employment.

The Associate Director will schedule a desk audit, if needed, with the department to gather more relevant data in order to make the most accurate determination of the classification status of the position. At the conclusion of the audit, and after making benchmark comparisons with similar positions in the University, the Associate Director will notify the requesting supervisor of the decision as to the request, with copies to the appropriate vice president, the Office of Institutional Compliance, the Budget Office, and the Vice President for Business and Finance.

* The Associate Director in consultation with the Director may designate reclassification analysis to an appropriately trained Human Resource staff member.

The length of time needed for the review of requests for reclassifications will depend on such factors as the complexity of the review and the number of similar positions currently classified at Georgia Southern. Under normal conditions, this should take no more than one month.

If the reclassification is approved, the requesting supervisor may promote the incumbent into the reclassified position if the incumbent meets the requirements for the reclassified position. A Personnel Action Form promoting the incumbent should be forwarded to Human Resources.

If the incumbent does not meet the requirements of the reclassified position or if the requesting supervisor chooses not to promote the incumbent, the Associate Director will work with the requesting supervisor to begin either an internal or an external search to fill the position. The requesting supervisor should submit an Employment Request Form to the Budget Officer for approval. The Budget Office will forward the approved Employment Request Form to the Division of Human Resources to initiate the recruitment process as per established procedures.

When a position that is reclassified to a higher pay grade is filled by the current incumbent, the employee's salary will be adjusted as per the policy guidelines on promotions in the Wage/Salary Pay Schedules for Classified Positions. When a position that is reclassified to a lower pay grade is filled by the current incumbent, the employee's current base rate of pay will be adjusted as per the policy guidelines on demotions in the Wage/Salary Pay Schedules for Classified Positions. All salary adjustments will be subject to the University's policies on promotions, demotions and transfers. Exceptions must be approved by the Vice President for Business and Finance and the President.

Appeals of the decision made by the Human Resource Division regarding the request and or disposition of the reclassification may be made to the appropriate Vice President who will consult with the Vice President for Business and Finance.