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Classification Guidelines

Q: How do I submit a request for reclassification/new position?

A request for reclassification or new position may be submitted by the department HR or Business Office through UGA’s position management system - IPAWS. All reclassification/new position actions in IPAWS must be submitted with a completed Job Evaluation packet, along with an official organizational chart demonstrating the proposed changes, and the resume of the position’s incumbent. These documents should be combined into one PDF and attached to the IPAWS action under the “memo” designation.

The Job Evaluation packet will be reviewed for completion before acceptance, and all incomplete forms will be returned to the department. The department will be notified of the acceptance or return of job evaluation materials within 1-3 business days of submission.

Once all of the job evaluation materials have been accepted (job evaluation tool, organizational charts, and resume), the Classification team will begin a preliminary review of relevant materials before scheduling an interview with pertinent stakeholders. This could include, but is not limited to; the incumbent, the incumbent’s supervisor, any other critically involved parties. This process may take place over the phone or in person, and is typically scheduled on a Tuesday, Wednesday, or Thursday. Tips for how to prepare for the position evaluation interview can be found below.

After reviewing the job evaluation materials and notes from the position evaluation meetings, the Classification team will collaborate to reach a final determination of classification. This decision will be communicated back to the department via IPAWS/email along with a justification for the decision. For information on how to appeal a decision, please see below.

Q: What does the in-person meeting entail? How can I prepare for it?

A representative of the classification unit will be assigned to review the incumbent's job responsibilities and to conduct an evaluation meeting(s) during which the incumbent and supervisor can give further information about the nature and responsibilities of the job and other pertinent information.

  • Prepare for the audit meeting by reviewing a copy of the completed Job Evaluation form and bringing a copy of it to the interview.
  • The incumbent and/or supervisor should be prepared to discuss both the new skills that were acquired in order to perform the job and the problems that must be solved independently.
  • Illustrate tasks and responsibilities of the job by providing examples of work.
     

Q: How long does the job evaluation process take?

The job evaluation process typically takes between 10-20 business days to complete. This timeline does not begin until all job evaluation materials have been submitted and accepted (with email confirmation). This guideline may be extended during periods of high volume, or when dealing with requests of substantial complexity.

 

Q: What factors does the Classification team consider when evaluating a job evaluation request?

It is critical to understand that the Classification team is evaluating the position in question, and not the individual who currently occupies it. When evaluating the position, the Classification team considers:

  • The degree to which the duties and responsibilities of the position have evolved or become more complex than the original assignment.
  • 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 (incumbent must meet minimum qualifications). Desired skills, experience, or training may be added.
  • When appropriate, information regarding any external factors (e.g., market conditions and retention/turnover figures) is helpful.
  • 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.
  • Guidelines for exemption status as outlined by the Fair Labor Standards Act.

 

Q: If the department disagrees with the Classification team’s decision, how can they appeal it?

If a Vice President, Dean, or Administrative head is not satisfied with the determination, a written appeal may be submitted to Director, Employment & Classification within ten (10) working days.

 

Q: If our appeal has been denied, when can I request another position evaluation (separate from appeal)?

If an appeal has been denied, the position cannot be re-evaluated until 6 months after the appeal decision date. After the 6 month period has passed, the department may resubmit a request for job evaluation. However, the Classification team will reference the previous submission in combination with newly submitted materials.

 

Q: What qualifies an employee for reclassification?

An employee can be considered for reclassification when there has been a significant change, or evolution, in the complexity and scope of work being performed. This work must be on-going in nature; the duties must align with the proposed classification and the standards established by the FLSA. Additionally, the incumbent must meet the minimum qualifications of the proposed classification and have been a UGA employee functioning in their present role for at least 6 months prior to the request for job evaluation.


Q: What is not considered during the job evaluation process?

The following are not valid considerations for reclassification:

  • Incumbent’s prior performance or tenure
  • Increase in work volume alone (there must be an increase in the complexity of work being performed)
  • Education beyond the minimum required education of the classification
  • Knowledge, Skills, or Abilities of the incumbent that are not directly related to the proposed classification
  • Short-term duties or assignments, including special projects or temporary appointments
  • Means for increasing incumbents compensation
  • Proposed future duties
  • Requests for exempt classifications that do not satisfy the requirements outlined by the Fair Labor Standards Act

 
Q: Our department will be implementing changes in the future; can we reclassify an individual now even though the proposed changes haven’t taken place yet?

We cannot consider future plans when evaluating a positions classification. If the proposed changes are part of a larger reorganization effort, please contact a Classification Consultant for how to proceed with this process.

 

Q: How long must an employee work for UGA before being eligible for job evaluation?

An employee must be actively employed in their current position for 6 months to be eligible for a job evaluation.

 

Q: How often can an employee’s position be evaluated for reclassification?

An employee’s position may only be evaluated once every 6 months.

 

Q: What role does the FLSA play in the job evaluation process?

The guidelines established by the Fair Labor Standards Act must be considered throughout all aspects of employment; this includes reclassification and new position requests. If the proposed classification is designated as exempt, the duties and responsibilities of that position are required to pass at least one exemption test as outlined by the federal law. This is true for all instances of employee movement regardless of current exemption status.

 

Q: The classification that HR recommended does not coincide with the salary I want to pay, what can be done about this?

The primary objective of the job evaluation process is to correctly identify a classification based on the nature, scope, and complexity of the work performed. In instances where the departments desired salary range is not captured by the identified classification, a Request for Salary Action form may be submitted. This form is used to request an exception to the salary guidelines and should be submitted to the Compensation department.

 

Q: Where can I find information regarding different classifications on campus?

We are currently working on rebuilding a comprehensive classification resource for campus to use. During this process, we recommend utilizing the brief descriptions loaded into IPAWS for reference. If you have additional questions regarding a classification, please feel free to contact the Classification team for more information.