Staff Position Changes

Staff position changes that result in a pay adjustment generally require significant and permanent changes in duties, responsibilities, or the overall scope of the role. These changes typically reflect an increase in the level of complexity, decision-making authority, and impact of the position within the University.

It is possible for a position to change without a pay adjustment, particularly when the changes do not alter the overall level, classification, or scope of the role within the Career Framework.

Below are several ways that a staff position may change with a pay adjustment: 

Reclassification
A reclassification may be requested when a position’s duties and responsibilities have significantly changed, when a new position needs to be created, or when a job description must be updated to reflect current departmental needs. In general, a reclassification may be considered when at least 50% of a position’s duties have shifted to a higher or lower level of responsibility.

Factors such as longevity, anticipated future projects, work speed, performance, retention needs, financial circumstances, dedication, or personality are not considered when determining a reclassification. The evaluation focuses solely on the duties and responsibilities of the position.

A reclassification may occur in situations such as:

• A vacant position is modified to better meet the operational needs of the department.

• A position is transferred from one department to another, resulting in a change in duties and responsibilities.

• An employee has developed the skills and responsibilities that align with an established higher-level position within a defined career ladder.

• An employee is selected for a higher-level position with increased responsibilities and compensation.

All reclassifications must be reviewed and approved by the appropriate administrators and Human Resources.

Promotion
A promotion refers to movement to a vacant position with greater responsibility and increased technical or professional proficiency. When an employee is promoted, a salary increase may be granted to reflect the increased level of responsibility.

General guidelines include:

• If the new position is classified higher than the employee’s current track and level, the salary increase may vary based on the salary range of the new position and internal pay equity considerations

• The employee’s salary must fall within the salary range of the new position, meaning it must be at least the minimum and may not exceed the maximum of the range.

Additional Responsibilities
For some position changes, a pay adjustment may be necessary due to the additional responsibities although they remain on the same track and level. 

In general:

• An increase in workload volume without increased complexity may not result in a salary increase or reclassification.

• An increase in the complexity or level of responsibility while remaining on the same compensation grade may warrant a salary increase.

• If an employee temporarily assumes higher-level responsibilities for a defined period, a temporary salary adjustment (allowance) may be considered.

If responsibilities change, the job description must be updated even if it may not lead to a pay adjustment. This is especially important for the performance reviews. The manager is responsible for updating the job description and submitting it to Human Resources for review. Human Resources will determine whether the changes support a pay adjustment or reclassification.