Position Classification and Job Evaluation Procedures
The following procedures are to assist managers with understanding RIT’s procedures and prepare materials needed for job evaluations and re-evaluations to review a position’s FLSA status (exempt or non-exempt) and market band. Use Ctrl-F to search this page.
- Classification of New Positions
- Re-classification/Re-evaluation of Existing Positions
- Criteria for Requesting a Job Re-Evaluation
- Appeal of Position Classification Decisions
- Guidance in describing essential job functions:
- Essential Job Functions
- Non-Essential Job Functions
- Examples to assist with determination of essential functions
- Frequently Asked Questions (FAQ’s)
- What is a JDQ?
- Where can I find the list of salary/wage bands?
- How do I get a copy of my job description or the job description of one of my staff members?
- How can I update my Job Description Questionnaire (JDQ) for slight changes in job duties where I am not requesting a re-evaluation?
- Are copies of JDQ’s available through self-service?
- I am a manager and would like to see a list of all my positions. How can I do that?
- If there were changes to one of my staff’s positions due to job re-evaluation, are the changes made automatically to their record?
- How do I process a change on a person’s record which results from a job evaluation?
- How do changes to the position get set up in Oracle so I can use them to process employee transactions or iRecruitment Requisitions?
- Will all changes to market bands result in a pay increase for the incumbent?
- How do I make other types of changes to positions in my department?
- Who will tell my staff member what the results of the job evaluation are?
- How do I request a position title change?
- If my position is reviewed and results in a lower salary market band, may I appeal the decision? Will I experience a decrease in salary?
- Does RIT evaluate all jobs on a regular schedule?
Applies to All Regular Staff Positions
Classification of New Positions
A new position is most often defined as an incremental position resulting from “new organizational requirements”. It is not a readjustment of existing duties, or a current position to which duties are being added or removed (see reclassification). Evaluation of a new position occurs through the completion of a Job Description Questionnaire and submission to the appropriate Human Resources Services Manager for Job Evaluation.
Procedure for New Positions
Manager
- Obtains approval as established within his/her division or college to initiate the classification and requisition processes
- Reviews Job Description Questionnaire instructions
- Submits Job Description Questionnaire and any supporting documentation to Human Resources Services Manager (HRSM)
Human Resources
- Conducts an on-site audit if deemed necessary
- Reviews the position with the Job Evaluation Committee
- Obtains salary survey information if needed
- Notifies appropriate level of management of the Job Evaluation Committee outcome
Re-classification/Re-evaluation of Existing Positions
The “Federal Labor Standards Act” requires all positions/jobs within the university be classified as either “exempt” or “non-exempt”. Reclassification is defined as the re-evaluation of an existing or current position’s FLSA classification. Reclassification normally occurs whenever there are “significant” changes to the position’s original ESSENTIAL duties and responsibilities. However, reclassification may also occur when it is deemed that a different market band more accurately reflects the value of the position even though the position itself has not changed.
Procedure for Existing Positions
Manager
- Obtains approval as established within his/her division or college to initiate the re-classification
- Reviews job re-evaluation instructions
- Submits Job Re-evaluation Form along with a copy of the existing Job Description Questionnaire and any supporting documentation to Human Resources Services Manager (HRSM)
Human Resources
- Conducts an on-site audit if deemed necessary
- Reviews the position with the Job Evaluation Committee
- Obtains salary survey information if needed
- Notifies appropriate level of management of the Job Evaluation Committee outcome
Criteria for Requesting a Job Re-Evaluation
- There has been significant sustainable change to the essential duties of the job (not related to a special project or temporary assignment) and,
- The addition or deletion of the essential duties constitutes a significant and sustainable change in the job (at least 25%); or
- The levels of education and or or experience required for the job has changed significantly change. These requirements should reflect standards for satisfactory job performance not an incumbent’s qualifications.
Appeal of Position Classification Decisions
Appeals of position classifications occur in situations in which the Human Resources Services Manager and the department head are unable to come to an agreement regarding the classification or level of the position.
Procedure for AppealDepartment Head
- Requests through the HRSM a meeting with Manager of Compensation and Compliance to elaborate on the critical essential elements of the position.
NOTE: it is generally expected that the job evaluation committee and the department head will be able to reach an agreement on the appropriate market band classification. However, in situations where there continues to be disagreement, the Manager of Compensation and Compliance will notify the Director of Human Resources to resolve the situation.
Guidance in describing essential job functions:
Compliance with the Americans with Disabilities Act (ADA) requires the duties or tasks assigned to a job be classified as “essential” or “non-essential”. The guidelines below should assist in determining how to make these classifications.
Essential Job Functions
Essential job functions are those duties and responsibilities that an incumbent must be able to perform “unaided” or with the assistance of “reasonable accommodations”. A job function may be considered essential for several reasons, including:
- Job tasks that are fundamental and not marginal, or the reason the position exists is to perform that function, OR
- The number of employees available to perform a critical function is limited; OR
- The function may be so highly specialized that the person in the position is hired for his / her expertise or ability to perform the particular function.
Essential job functions may involve specific physical attributes (such as being able to lift 50 lbs or more several times/day.). These physical attributes must be clearly described in the job tasks.
Non-Essential Job Functions
Those job functions that an employer may transfer or reassign to other individuals or that are not required to be performed by an individual with a disability.
Examples to assist with determination of essential functions
- Is this duty the main reason for the job's existence?
- (Example: "Answers incoming telephone calls and greets department visitors" is the basic reason that a Receptionist position exists. Similarly, a Proofreader "reads department manuscripts to detect and correct typographical errors."
- Does this duty require a large percentage of time?
- (Example: An Administrative Assistant spends approximately 40% of his/her time "composing, preparing and processing department correspondence.")
- Will there be serious consequences if this duty is not performed?
- (Examples: A Machine Shop Foreman "maintains machines and equipment in safe, operating order" only 5% of the time, but failure to do so could result in significant machine down time, lost productivity and/or possible injury to self or others.)
- Does this duty require highly specialized training, education, skills or experience?
- (Example: An Accounting Director requires a CPA 5+ years experience in Public Accounting)
Frequently Asked Questions (FAQ’s)
You may also find answers to some of your frequently asked questions in the Job Evaluation Form Instructions and Job Re-Evaluation Form Instructions
What is a JDQ?
Each STAFF (non-faculty) position is required to have a Job Description Questionnaire (JDQ) form attached in the Oracle database. The JDQ includes information on specific tasks and requirements related to the job which are the basis for evaluating a job’s FLSA classification (exempt or non-exempt) and wage/salary band. JDQ’s should be reviewed when substantial changes in the essential requirements of the job occur.
Where can I find the list of salary/wage bands?
With the exception of “Executive Salary Bands”, all wage/salary bands can be accessed On the HR Website at https://finweb.rit.edu/humanresources/benefits/staffmarketbands.html
How do I get a copy of my job description or the job description of one of my staff members?
If you are in need of a copy of your own job description or the job description for employee reporting to you, please contact either your Human Resources Services Manager or email positioncontrol@rit.edu .
How can I update my Job Description Questionnaire (JDQ) for slight changes in job duties where I am not requesting a re-evaluation?
You can request a copy of your JDQ from Human Resources if you do not have one; make changes to your current JDQ; highlight the changes whenever possible; sign it and ask your supervisor to sign and send it to your HRSM. The updated JDQ will then be attached to your position in the Oracle HR system.
We encourage all employees to review their job description on a regular basis, preferably around the time of their annual performance appraisal to make sure it properly reflects their current job duties.
Are copies of JDQ’s available through self-service?
No, Job Description Questionnaire’s are not currently available in Self-Service.
I am a manager and would like to see a list of all my positions. How can I do that?
Detailed information on current positions can be found by running the Open and Filled Positions report in Oracle Manager Self Service. If you do not currently have access to Oracle Manager Self-Service, please refer to http://finweb.rit.edu/humanresources/HRIS/mss.html for instructions on gaining access. Granting of access to Manager Self-Service is at the discretion of the management of each college/division.
If there were changes to one of my staff’s positions due to job re-evaluation, are the changes made automatically to their record?
No, changes to employee records need to be processed using an Employee Action Form. Managers should submit the form with all required information filled out to Human Resources.
How do I process a change on a person’s record which results from a job evaluation?
Must be done using the appropriate Employee Action Form (EAF)
How do changes to the position get set up in Oracle so I can use them to process employee transactions or iRecruitment Requisitions?
It depends on the type of change. For a brand new position which does not have a Position Control (PC) number assigned, go through the incremental requisition process using one of the paper forms below:
Requisition Form-Faculty and Staff - NON-Grant/Contract Funded
Requisition Form-Faculty and Staff - Grant/Contract Funded
If the change is for an existing Position Control (PC) number where the position is being re-evaluated, most of the time the changes will be made to the position or a new position will be created within 3 days of final determination of the job’s FLSA status and market band. Once the position changes are set up, you will be notified that you can use the position in iRecruitment or to process an employee action form. Contact positioncontrol@rit.edu if you have questions.
Will all changes to market bands result in a pay increase for the incumbent?
No. Changes in pay rates are determined independently of the position reclassification and are based upon many factors such as employee performance, current pay against market and department budget.
How do I make other types of changes to positions in my department?
Please visit the position control website. Answers to questions about position changes and position structures are addressed there. http://finweb.rit.edu/humanresources/policies/procedures/positioncontrol
Who will tell my staff member what the results of the job evaluation are?
The HR Services Manager will communicate the evaluation outcome to the requesting Manager. The MANAGER of the employee is responsible for discussing the results the staff member.
How do I request a position title change?
In general, title changes are processed using a job re-evaluation form. Please visit the position control website for information on how to make other position changes.
If my position is reviewed and results in a lower salary market band, may I appeal the decision? Will I experience a decrease in salary?
Please refer to the appeals process above. Your current pay rate will not be impacted if your position evaluation results in a lower salary/wage band. Since there are usually unique circumstances associated with each such situation, it will be necessary to assess all of the relevant information and make a decision.
Does RIT evaluate all jobs on a regular schedule?
No, but Human Resources encourages employees to review their job description annually with their supervisor to determine if the essential elements of the job are accurately represented.
