Classification
CLASSIFICATION SYSTEM

 

INTRODUCTION
 The system used by Marshall University to classify positions is based on a point-factor methodology. It is a state-wide system, used by all public institutions of higher education in West Virginia. The procedures to be followed are outlined in Series 8.  More specific information is available in the Department of Human Resources.

PURPOSE

  • To provide internal equity for all positions.
  • To provide external competitiveness to enable the University to attract and retain employees.
  • To provide ongoing evaluation of new positions and the re-evaluation of positions that have undergone significant changes.
  • To maintain uniformity with other West Virginia institutions of higher education.

Classification is concerned with the relative value of jobs within an organization. The concern is with the job, not the individual occupying the position. The strengths or weaknesses of the incumbent are not considered.

POSITION INFORMATION QUESTIONNAIRE (PIQ)

  • A PIQ is a document which describes the actual duties and responsibilities performed in each position and is maintained in the Department of Human Resources.
  • A PIQ must be completed by the incumbent or hiring official for all classified positions.
  • The PIQ must be completed and submitted with the signature of the employee, the immediate supervisor and department head PIQs which are incomplete or do not have the appropriate signatures will be returned to the supervisor.

JOB DESCRIPTION
A job description is a generic written summary of the essential duties and responsibilities required of the position. It is not intended, and should not be construed, to be an exhaustive list of all duties and responsibilities of any position. In all cases, the PIQ is the official position description.

POSITION REVIEW REQUEST

 POLICY
For employees who experience significant changes in their duties and responsibilities, campus reviews may be conducted at the request of the supervisor and/or the employee. The employee and supervisor should work together to update the Position Information Questionnaire (PIQ) and submit it to the department of Human Resources. The Department of Human Resources will review the revised PIQ and compare it to the one currently on file. If the changes in duties appear to affect the position's classification, a desk audit will be conducted. Series 8 does not require that a desk audit be conducted for classification review requests; however, in most cases, it is the best tool for determining whether or not a position has changed.

Classification reviews may be requested at any time, but it is unlikely that a position's classification would change unless responsibilities have changed. Review requests coming in without information to substantiate that a position has changed will be determined to be properly classified.
Classification reviews may also be requested for new and vacant positions. All decisions regarding classification are subject to a quarterly audit by the Job Evaluation Committee (JEC). This committee has the authority to uphold or modify any campus decisions, which is designed to ensure uniformity in the state system.

TIME FRAME
Within thirty (30) days of receipt of the request, the Department of Human Resources shall issue a written decision.

CLASSIFICATION DECISION
The classification decision will be one of the following:

  1. No change -- the position is properly classified
  2. Upgrade -- the position should be reclassified to a higher paygrade
  3. Downgrade -- the position should be reclassified to a lower paygrade

JOB EVALUATION PLAN (JEP)

The JEP is the basic element of the classification system. It consists of 13 compensable factors.

  1. Knowledge
  2. Experience
  3. Complexity and Problem Solving
  4. Freedom of Action
  5. Scope and Effect
  6. Breadth of Responsibility
  7. Intrasystems Contacts
  8. External Contacts
  9. Direct Supervision Exercised
  10. Indirect Supervision Exercised
  11. Physical Coordination
  12. Working Conditions
  13. Physical Demands

A complete copy of the Job Evaluation Plan is on file in the Department of Human Resources.

JOB EVALUATION COMMITTEE (JEC)

 PURPOSE
To ensure that the classification system is administered equitably and uniformly across all West Virginia higher education institutions.

COMPOSITION
The JEC consists of representatives from the following constituent groups:

  • Human Resources Administrators (HRA) appointed by the respective chancellor
  • Human Resources Administrator from the Central Office
  • Classified employees appointed by the Chancellors and Advisory Counsel Chairs

RECORDS
The HRA from the Central Office shall serve as the Chairperson and official record keeper of all decisions made by the JEC.

DEFINITIONS

Factor: One of the thirteen (13) items used to evaluate jobs. The items are knowledge; experience; complexity and problem solving; freedom of action; breadth of responsibility; scope and effect; intrasystems contacts; external contacts; direct supervision exercised; indirect supervision exercised; working conditions; physical coordination; and physical demands.

Generic Job Description: A summary of the essential functions of a job, including the general nature of the work performed, a characteristic listing of duties and responsibilities, and the specifications necessary to perform the work. Generic job descriptions shall be prepared for systems-wide and institution-specific titles occupied by more than one employee. For a job occupied by only one employee, the position description becomes the job description.

Job: A collection of duties and responsibilities performed by one or more employees at one or more institutions whose work is substantially of the same nature and which requires the same skill and responsibility level. For jobs occupied by only one employee, the terms "position" and "job" shall be considered the same.

Job Family: A series of job titles in an occupational area or group.

Job Title: The label that uniquely identifies and generally describes a job. The same descriptive job title shall be given to a group of jobs, regardless of institutional location, which are substantially the same in duties and responsibilities, and which require substantially the same knowledge, skills and abilities performed under similar working conditions.

Pay Grade: A range of compensation values for a job defined by a series of step values. Positions which occupy the same job title shall be assigned to the same pay grade. Job titles having similar factor levels shall be classified within the same pay grade.

Point Factor Methodology: The instrument used to assign weights to the factors. The total of the weights determines the pay grade to which a job title is assigned.

Position: A set of duties and responsibilities performed by a specific employee at a particular institution.

Position Description Form: The document which describes the set of essential and non-essential functions of a position at a particular institution.

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Revised 06/25/02

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