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Reclassification Procedures for Classified Staff

RECLASSIFICATION PROCESS

 

Updated 12-2019

  • The annual internal reclassification process was suspended in September of 2018.  Human Resources is committed to ensuring that all employees are classified and compensated fairly, which is why HR requests that any changes in responsibilities be presented to HR prior to the effect of those changes to ensure proper classification and compensation.   At any point that there are significant ongoing changes to a position that would warrant a change in classification a review of the position should take place immediately. In addition, each union contract has a clause addressing reclassification and represented employees always have the option to request a review for reclassification.

Requests for reclassification should be discussed with Division Heads prior to submission to the Department of Human Resources. Documentation submitted to the Department of Human Resources should include a cover memorandum outlining how the job has changed, what duties are outside the scope of the current title, and any other pertinent information, including a current job description and organizational chart.

The job analysis conducted by HR can be a lengthy process, involving interviews with the incumbent, supervisor, unit head, and others. This analysis can take up to two months or more from receipt of request in HR.

Request for Reclassification of Classified Positions

Policy

A position may be reclassified when the knowledge, skills and abilities of that position change so significantly that the current title is no longer appropriate.

General

  1. A request for reclassification of a position may be initiated by the incumbent with the concurrence of their Unit Head, or the appropriate Division Head.
  2. The reclassification may be upward, lateral or downward.
  3. If a reclassification request has been reviewed and denied, the affected staff member may, after meeting with the Department of Human Resources, appeal that determination to the New Jersey Civil Service Commission.

Procedure

  1. When a request for reclassification consideration is initiated, the staff member, in conjunction with his/her supervisor, prepares a Position Classification Questionnaire, DPF-44 (PDF) detailing all duties and responsibilities. Both the employee and the supervisor sign the form.
  2. The Position Classification Questionnaire, DPF-44 (PDF) is then forwarded to the appropriate Unit Head.
  3. The Unit Head will review, comment if necessary, and forward the DPF-44 and other pertinent documents including a cover letter outlining why the Reclassification is being submitted, and an organizational chart to the Division Head, who will review, comment and forward the documents to the Department of Human Resources. Documentation should include a cover memorandum outlining the reasons for the reclassification request, identifying how the job has changed, and describing specific tasks that are considered beyond the scope of the current title.
  4. The Department of Human Resources will review the request and in addition to reviewing the documents, may perform an audit of the position.  After this review, the Department of Human Resources will determine if the current classification accurately reflects the position responsibilities and duties and will make a recommendation on proper classification to cabinet.
  5. The Department of Human Resources notifies the Division Head and the incumbent of the decision.
  6. If it has been determined that the current position is improperly classified and that a reclassification is appropriate, the Division Head will have the option of:
    1. Endorsing the change in title or
    2. Reassigning duties and responsibilities to or from the position so that the current title would be appropriate.  The Division Head notifies the Department of Human Resources regarding his/her endorsement or plan to reassign duties.
  7. If the request for reclassification is denied, Human Resources will inform the initiator of his/her appeal rights to the Civil Service Commission in accordance with N.J.A.C. 4A:3-3.9.
    1. The employee or union representative should submit a classification appeal to the Department of Human Resources. The appeal must specify duties that do not conform to the specification for the title, and, if the appellant proposes a different title, an explanation of how that title more accurately describes the duties of the position than the current title.
    2. The College will review the appeal, ensuring the necessary information is included (at least a completed Position Classification Questionnaire DPF-44 and organizational chart) and submit the appeal to the Division of State Human Resource Management (P. O. Box 313, Trenton, NJ 08625) within ten days of the receipt of all necessary information.

The reclassification of a classified position does not guarantee the incumbent permanent appointment to the position. Staff members in the classified service whose positions have been reclassified to higher titles are, therefore, appointed provisionally in the new title and then become subject to promotional and probationary procedures. Individuals on promotional lists for the new title must be notified of any such change in titles. One year must pass between repeat submissions.

IT IS THE POSITION, NOT THE INDIVIDUAL, THAT IS RECLASSIFIED

December 20, 2019

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