The following documentation must be submitted if requesting a review of an existing position for possible reclassification and/or promotion of a current employee:

1. copy of the position's old job description
2. copy of the revised job description in the standardized University format (see "Guidelines for Writing Job Descriptions")
3. a cover memo addressed to Cheryl Avera, Director of Compensation and Records,
   explaining what has transpired within the department necessitating the change
4. a copy of department's organization chart (current and revised, if applicable)
5. a copy of the affected employee's current resume
6. a memo addressed to the Office of Institutional Equity requesting that the position not be advertised on the Job List or externally so that the employee may be promoted without conducting a final search. Justification as to why the selected employee is the best qualified candidate to assume the new role must be provided, along with the employee's proposed salary as a result of the promotion.
7. a completed Staff Personnel Request form routed as appropriate from the department. The form must reflect budgetary approval from either the Financial Services group (for Health Sciences Center vacancies) or to the Budget Office (for Uptown vacancies) and approval from the department's respective senior officer prior to submitting the documentation to Human Resources for review.

After the materials are reviewed by Human Resources and the appropriate classification and pay grade assignment are determined, all documentation will be forwarded to the Office of Institutional Equity for review and approval of the promotion request. Once approval has been granted, the department will be contacted to submit the Payroll Action Form to effect the change in title and salary.

Key Points to Remember:

• Response service time for position review requests will vary, depending upon the number of requests already being reviewed. Most requests, however, will be considered within four weeks from the date of receipt in Human Resources. Departments should make every effort to submit the necessary documentation to Human Resources in a timely manner to avoid unnecessary retroactive pay adjustments. Pay adjustments may not be made past the current fiscal year.
• Funding for any increase in salary must be identified and supported by the department making the request. If funding is to be provided by a grant or contract, it is the department's responsibility to ensure that (a) the proposed job duties and responsibilities are allowable under the terms and conditions of the grant and (b) that funding is approved for such purposes that appropriate accounts are established to support salary increases or adjustments.
• All employee salaries must fall between the minimum and maximum of their newly-assigned pay grade range.
• Employees receive an increase typically between 5 and 10 percent of base salary in response to a promotion. While Compensation Administration can guide departments, it is the ultimate responsibility of the Dean, Director, or Department Head to ensure that proposed salaries are equitable in comparison to the salaries of existing departmental employees.
• Departments should submit reclassification or promotion requests only when it is determined that the proposed changes affecting the position will remain intact for a reasonable length of time (typically one year).

Questions regarding the reclassification process should be directed to Cheryl Avera, Director of Compensation and Records at 247-1715; or to Randy Michel, Compensation Analyst, at 247-1726.