Job Classification Procedures
All UTPA supervisors should familiarize themselves with the UTPA Supervisor Guide for Job Audits and Classification Procedures prior to submitting changes to employee assignments or requisitions for personnel - staff to ensure the appropriate steps are being taken to prevent additional delays at a later time in the process.
PLEASE NOTE: All job analysis and audits take up to three (3) weeks for completion and changes to employee assignments will take effect the pay period following a determination completed by Human Resources.
Procedure to Begin the Job Classification/Reclassification Process
The department head/Project Manager determines changes in staffing needs as required by the activity levels and functions of the department. Through the administrative supervisory hierarchy assigned to the department, the department head/Project Manager will obtain the necessary written approvals to submit a Job Audit Request for proposed changes to staff positions assigned to his/her areas. A Job Audit Request form must be completed and submitted to HR, regardless of whether the position is vacant.
The Compensation Analyst within Human Resources will perform a job analysis and provide a written determination to the supervisor, department administrator, academic dean (if necessary), and divisional vice-president. The determination will indicate whether or not the position should be reclassified and the appropriate job title to assign to the position. The job determination will indicate if a the job being performed exists in the UTPA Institutional Pay Plan and instructions as to what steps the department head/Project Manager needs to take at that point.
The next steps are based upon the job being in existence at UTPA and if the position has an incumbent, please see below.
If the job title is in Existence in the UTPA Institutional Pay Plan:
If Human Resources determines the job is in existence at UTPA, the next step for the department head/Project Manager is to submit the necessary forms to change the position based upon an incumbent currently filling the position. Please use the Changes to Positions Guide below to determine the next appropriate step, based upon your situation.
Changes to Positions Guide
Incumbent is in the Position: If the reclassification is for a job that is in existence with an incumbent in the position, the Project Manager must forward the following in order to process a change to the employee's assignment: a Change of Memorandum of Employment signed by the Project Manager, Department Head (if different), and Divisional Vice-President; and a copy of the Job Audit Determination completed by Human Resources.
Position is Vacant: If the reclassification is for a job that is in existence but the position is vacant, a Requisition for Personnel-Staff needs to be submitted along with a copy of the Job Audit Determination completed by Human Resources.
If the job title is Not in Existence in the UTPA Institutional Pay Plan:
First, contact the Compensation Analyst for assistance in determining the job's existence in the UTPA Institutional Pay Plan. If it is determined the job is not in existence, the department will need to prepare and submit a Job Description Questionnaire signed by the department head/Project Manager in order for the Compensation Analyst to perform the necessary analysis, salary review, and classification of the proposed new job into the UTPA Pay Plan and Oracle HRMS. Final approval to establish proposed job titles in the UTPA Institutional Pay Plans rests with the Assistant Vice-President for Business Affairs/Director of Human Resources - Frances Rios or her designee.
Once the job classification process has been completed, a written memorandum will be sent to the department head/Project Manager. If the job as proposed is approved, the department head/Project Manager will proceed with submitting the required forms to change the position information as determined by the Changes to Positions Guide in the section above.
Please contact Compensation for assistance with the Job Classification Process at (956)665-2451 or (956)665-5395. For questions over the Job Vacancy Process, please contact Recruitment and Staffing at (956)665-2991.