Each full- and part-time position is classified based on its duties, responsibilities, scope and complexity. Most often, this classification happens as the position is being created.

For position reviews, the following criteria will apply:

• There have been substantial and permanent changes in job duties, job complexity and/or knowledge and skills required. Changes to a position can occur naturally over a period of time or as the result of organizational changes.
• More than one third of the job responsibilities have significantly increased in scope and complexity.

Workflow

1. Manager/department discusses with their VPDR member and completes the 1) Position Review Form (PRF) and 2) narrative position description. Typically, the manager of the role (if it is a new or vacant position) writes the description, describing the roles and responsibilities and articulating the scope and scale of the job. If there is an incumbent in the position, the employee should be involved in completing the form to make sure that it accurately captures the duties and responsibilities of the role. 
2. The manager/department submits the completed PRF and position description to their HR Consultant. The HR Consultant works with the department (administrator, manager, and incumbent, as appropriate) to ensure that the PRF accurately and completely describes the work being performed.
3. Manager/department submits the prepared PRF and position description to the HR Administrator (with copy to HR Consultant) to go into the classification queue.  Because the PRF has been vetted by both the department and HR Consultant at this time, the date the PRF is received for the classification queue will be recorded as the date HR received the PRF for purposes of calculating the classification review time.
4. HR Administrator meets with manager and employee, as needed, to gather more information and discuss position changes; HR Consultant may join meeting.
5. The Classification Committee reviews the PRF and determines the most appropriate classification.
   1. If the role is determined to be an exempt grade 55 or 56 role, the role will be sent to Central Compensation for FLSA review. 
   2. An equity review is automatically conducted for positions that are reviewed.  HR will conduct an equity analysis and if a change in compensation is warranted, will route for approvals through the Finance Office and VPDR.
6. HR Administrator (in partnership from HR Consultant) follows up with manager/department re: committee results and equity review if appropriate.
7. Manager shares position review (and equity review if applicable) outcomes with staff member.
8. HR Coordinator and HR Administrator process:
   1. Provides written notice to employee (cc manager and HR Consultant); copy is placed in personnel file
   2. Processes any changes to position title and/or compensation
   3. Files position description in HR files

Keep in Mind

It is important to note that not all changes in a position will result in the position being reclassified to a higher grade. Changes in job duties that may be at a higher level, but are not substantial enough to justify a higher salary grade through reclassification, will result in an update of the existing position description and no change in salary grade or classification. While an equity review is automatically conducted if a position review does not result in a reclassification, it does not mean that every analysis will lead to a salary increase.

HUCTW staff are encouraged to review contract guidelines for further information on how reclassification requests apply to union staff.

HR will keep the manager informed during the approval process, and will notify them when the approval is complete.

See this wiki for more details on employee data change workflows, for Harvard Library benefitted employees as well as for students, temps and LHTs.