Pima County Community College District Standard Practice Guide

SPG Title:  Cyclical Review
SPG Number:   SPG-1502/BA
Effective Date:  11/5/09
Approval Date:  11/5/09
Review Date(s):   
Revision Date(s):    
Schedule for Review & Update:    Annually
Unit Responsible for Review & Update:    Assistant Vice Chancellor, Human Resources
Sponsoring Unit/Department:    Assistant Vice Chancellor, Human Resources
Regulation Title & No.:  
Board Policy Title & No.:  College Organization, BP-1502
Legal Reference:   
Cross Reference:   

PURPOSE

The College’s classification system allows for a periodic systematic, and broad review of job families and classifications. The review is undertaken to ensure that classification of the job groups continue to appropriately meet current and on-going operational needs of the College. The Cyclical Review process allows evaluation of administrative, exempt and non-exempt positions. The review is based on an analysis by Human Resources to determine if job duties have evolved over time due to changes in technology, programs, operations, or reassignment. This process also captures jobs that are newly established or otherwise changed.  Each supervisor is responsible for ensuring staff duties remain within the parameters of assigned, budgeted classification.

DEFINITIONS

Classification Specification
A classification specification identifies the essential duties, decisions, responsibilities, knowledge, and skills required for a job within a job family. This description is based on the decision band method of job evaluation. Classification also reflects meaningful differences in the level of work within in each occupational group.

Decision Band Method™
The Decision Band Method of position classification focuses on work performed and decision making required, not the attributes of an incumbent. The process focuses on the duties and class responsibilities, supervisory responsibilities, and difficulty and complexity of typical duties, including essential skills,  knowledge required to perform the job, consequences of error, and other related factors.

Job Classification
Job classification is a description that accurately reflects essential duties and responsibilities, while providing flexibility in the assignment of specific duties based on operating department or work unit requirements.

Job Family
A job family includes jobs that involve work of the same nature but that require different skill and responsibility levels.

Reclassification
Reclassification can be a result of the Cyclical Review process, which may result in an official change of a job from one classification to another due to a significant stable change in the duties, decision-making authority, and responsibilities of the job.

PROCESS AND PROCEDURES

Cyclical Review occurs annually, and captures identified job families based on the published schedule, which is available on the College web site. Review is directed to evaluation of job classifications within job families, based on submissions of the Position Cyclical Review (PCR) form, as submitted by employees in the scheduled job family.

Cyclical Review

1.   The Assistant Vice Chancellor for Human Resources is responsible for establishing a review cycle for each job family in the College’s classification system.  The review cycle is updated annually and is published on the College web site.

2.   Human Resources staff sets the schedule of meetings that are held with employees who occupy the job titles in the job families under study for that year.  Supervisors are included in these meetings.  Position Review forms must be completed by employees to participate in the review process.  Changes that have occurred since the last classification study should be noted on the form. The completed forms are reviewed by supervisors and administrators for agreement and/or comment.

3.   Administrators and supervisors of the jobs under review will have an opportunity to provide input for revision to a class specification.  They will have an opportunity to provide input, and to note any changes in job responsibilities or duties to accurately capture the new level of responsibility required to perform the duties, and sign the document.

4.   Upon completion of the analysis of class specifications in the Cyclical Review process, Human Resources staff summarize the results and recommendations, and submit the information to the job evaluation committee for review and comment.  Members of the job evaluation committee, invited and selected by the Chancellor, reflect the College as a whole.  Human Resources staff then review the completed Position Review forms as well as the supervisor and administrator comments.

5.   The Assistant Vice Chancellor for Human Resources will then review committee input, and submit any changes resulting from Cyclical Review to the Chancellor for final approval.

6.   Changes that involve compensation adjustments are assessed by the Assistant Vice Chancellor for Human Resources and are effective retroactively to the date that the change in responsibilities took place, as confirmed by the supervisor.

7.   After any changes have been reviewed by the Chancellor, Human Resources staff notify each employee within the job family of the outcome of the Cyclical Review process in writing. Supervisors and administrators are also provided with notice in the event of a change.

8.   Revised or updated class specifications resulting from cyclical review studies are effective upon completion of the study. 

9.   After the cyclical review process has been completed, Supervisors or administrators may request an individual desk audit for an individual job when significant changes have occurred that were not captured in the Cyclical Review process The Assistant Vice Chancellor for Human Resources determines if the additional review is warranted.

OUTCOMES:

The College’s position classification system provides an objective, structured and consistent method for arriving at individual job classification based on decision-making authority associated with essential duties and responsibilities, knowledge and skills.