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California State University, Long BeachCalifornia State University, Long Beach

ADMINISTRATIVE GUIDELINE

Classification Review

Guideline Contents

  • Responsible University Officer:
    Associate Vice President, Human Resources Management
  • Guideline Contact:
    Director, Staff Human Resources

PURPOSE AND SCOPE

Position classification is a process by which jobs of a common nature with similar duties and responsibilities as described in the position description are grouped together for the purposes of assignment to an appropriate pay range and in accordance with the CSU Classification and Qualification Standards. A position description that accurately reflects and describes the current duties and responsibilities of a position is the foundation of the classification review process.

Classification is based upon the objective elements of a position as outlined in the position description, which include such elements as the nature, scope, and level of duties and responsibilities; the relationship of the position to other positions in the department, campus or CSU system; supervision given/received; and exercise of independent judgment. Since this process focuses on the specific job duties of the position, it does not consider the status of incumbent, information relative to the employee's length of service; time spent at the maximum salary of the position, or the quality of his/her performance in determining the appropriate classification of a position.

Staff Human Resources conducts classification reviews when individual or management requests are received in accordance with the appropriate collective bargaining agreements; prior to recruitment; when new or revised CSU classification and qualification standards are implemented; and during the Cycle Review process.

GUIDELINE STATEMENT

In all cases, an accurate and final position description with the appropriate signatures and an organizational chart must be submitted to Staff Human Resources with the request for the classification review. All position descriptions shall be written utilizing the current "Position Description Form."

In accordance with the collective bargaining agreement(s), Staff Human Resources has 180 days from the date the request was received in Staff Human Resources to conduct the classification review and notify the employee, in writing, of the results. Positions are eligible for a classification review once every twelve months.

Cycle Review

Cycle Review is a process that allows Staff Human Resources to conduct a classification review of each staff position at least once every three years.

  • Staff Human Resources shall notify the appropriate administrator (level 4) of the classification review schedule prior to July 1, each fiscal year.

  • The Appropriate Administer (level 2) shall submit for all bargaining unit employees either a current position description with no changes that has been initialed and dated by the appropriate individuals, or an updated position description with changes and the appropriate signatures, and a current organizational chart for all bargaining unit employees in their department, college, or division to Staff Human Resources.

  • Staff Human Resources will review the position descriptions submitted and may perform an on-site "desk audit" when additional information or clarifying data is required. The review will include an analysis of the written position description by the assigned Classifier; an on-site desk audit of the employee's position, when necessary; and a discussion with the appropriate administrator or supervisor.

    Following completion of review, the Classifier will meet with the appropriate administrator (level 4) and/or the Appointing Authority (level 3) to discuss the findings of the review. If a position justifies reclassification and is supported by the appropriate administrator, reclassification documents will be processed by Staff Human Resources.

    If the reclassification is not supported, the duties and the responsibilities of the position will be adjusted to reflect the current classification of the position.

  • Staff Human Resources will notify employees within of a classification decision, in writing, following completion of the classification review.  Reclassifications, if any, shall be effective the first day of the pay period following the date the request is received by Staff Human Resources.

HEERA Management Requested Reviews

This is a classification review request that is submitted outside of the three-year cycle review by the appropriate administrator (level 4) if there has been a significant change in job duties or a re-organization. Appropriate HEERA managers (Administrator I, II, III, or IV) may, through division executives, request a classification review of positions in their department, college or division prior to the regularly scheduled cycle review when:

  • A substantial change has been made in the duties and responsibilities of a vacant or occupied position as a result of an organizational change in the department, college or division, or the introduction of new or revised technology.

  • A new position has been established and is authorized for recruitment.

  • New or Revised CSU Classification and Qualification Standards have been implemented by the Chancellor's Office.

  • The appropriate administrator (level 4) shall provide Staff Human Resources with a current position description, an organizational chart, and a written statement indicating the reason(s) for the requested review based upon the criteria noted above.

  • Staff Human Resources will review the position description(s) submitted and may perform an on-site "desk audit" when additional information or clarifying data is required. The review will include an analysis of the written position description by the assigned Classifier; an on-site desk audit of the employee's position, when necessary; and a discussion with the appropriate administrator or supervisor.

    Following completion of review, the Classifier will meet with the appropriate administrator (level 4) and/or the Appointing Authority (level 3) to discuss the findings of the review. If a position justifies reclassification and is supported by the appropriate administrator, reclassification documents will be processed by Staff Human Resources. The effective date of the reclassification shall be the first day of the pay period following the date the request was received by Staff Human Resources.

    If the reclassification is not supported, the duties and the responsibilities of the position will be adjusted to reflect the current classification of the position.

  • Staff Human Resources will notify employees of a classification decision, in writing, following completion of the classification review. Reclassifications, if any, shall be effective the first day of the pay period following the date the request is received by Staff Human Resources.

Employee Requested Reviews

An employee may request a review of his/her position no earlier than twelve months following completion of the last classification review. Such requests shall be submitted to Staff Human Resources through the appropriate administrator (level 4). A copy of the employee's current or updated position description with necessary signatures should be included with the request. Staff Human Resources shall review the request as previously outlined, and in accordance with the collective bargaining agreement(s).

Employees in units 2, 5, 7, and 9 (CSUEU) may file a classification review request directly with Staff Human Resources, if the appropriate administrator has not forwarded the request to Staff Human Resources within thirty calendar days of receiving the original request from the employee.

Classification Review Appeal

  • An employee or manager may appeal the decision of a classification review no later than 30 calendar days after such results have been provided to the employee. An appeal shall be filed with the Classifier in Staff Human Resources who conducted the initial review and shall include a brief statement indicating why the appeal is being requested. The employee shall provide a copy of the appeal request to the appropriate administrator (level 4) to whom he/she reports.

  • A Classifier who has not previously been involved in decisions concerning the case will meet with the employee to discuss the appeal. This meeting shall be held not later than 30 calendar days for CSUEU, and 21 days for Units 1, 4, 6, and 8, after the classification review appeal filing.

  • After the appeal meeting is conducted, the Classifier shall respond in writing to the employee not later than 30 calendar days for CSUEU, and 21 calendar days for Units 1, 4, 6, and 8. This response shall be final.

  • In those cases where the initial classification decision is reversed, the reclassification will be retroactive to the date the reclassification would have been effective had it been initially been reclassified.

New or Revised CSU Classification and Qualification Standards

This type of review is mandated by the Chancellor’s Office whenever there is a modification to the existing Classification and Qualification Standards or when new Classification and Qualification Standards are created. Staff Human Resources is responsible for conducting a classification review on all effected positions to ensure appropriate placement in the revised or new Classification and Qualification Standards.

Initiation of Recruitment Action

Staff Human Resources reviews all position descriptions prior to recruitment to ensure that each position is appropriately classified.

Reclassification vs. In-Class Progression

When a position is changing from one classification to another classification it is identified as a Reclassification. For example: Custodian to Lead Custodian

In-Class Progression occurs when a position stays in the same classification but moves to a new skill level. For Example: Administrative Support Assistant I to an Administrative Support Assistant II.

Effective Dates and Compensation Increases

  • The effective date for a Reclassification or In-Class Progression, which includes a salary increase, shall be effective the first day of the pay period following the date the request was received by Staff Human Resources.

  • Each collective bargaining agreement outlines the minimum salary increase required when a Reclassification or In-Class Progression occurs. Typically, these actions result in a 5% increase to the employee's current base salary or the employee's base salary will be brought up to the minimum of the salary range for the new classification or skill level.

  • Any salary increase above the minimum outlined by the collective bargaining agreements must adhere to the criteria defined in the "Compensation for Bargaining Unit Employees" administrative guidelines.

  • Staff Human Resources will analyze the salaries and qualifications of individuals in similar positions as well as those within the direct organizational unit to identify and address any possible internal salary compression issues.

  • In no case shall the new salary exceed the maximum rate established for the classification.

APPENDICES AND RELATED INFORMATION

Appendices (if any): N/A

Related Chancellorís Office Policies: N/A

Other Related Information: Collective Bargaining Agreements, Classification and Qualification Standards, In-Range Progression Administrative Guidelines, Compensation for Bargaining Unit Employees Administrative Guideline(s).

FAQ

N/A

HISTORY

Issue Date: July 2001

Last Review Date: March 2007

Amended Date: July 2012

Amended Description: