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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, classification review/determination does not consider the status of employee, 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.

Staff Human Resources conducts classification reviews when the following occurs:

  • Cycle Review
  • Management requests
  • Employee requests a review in accordance with the appropriate collective bargaining agreements
  • Recruitments
  • Implementation of new or revised CSU classification and qualification standards

The classification review process for each of these is outlined in this Administrative Guideline.

GUIDELINE STATEMENT

Position Description

The position description provides the framework to determine the appropriate classification and salary range. Therefore, it is important that each position description is accurate. The Appropriate Administrator is responsible for preparing position descriptions as the final assignment of duties rests with management.

For all classification reviews, an accurate and final position description must be submitted to Staff Human Resources with appropriate signatures and an organizational chart.

All position descriptions must be on the current Position Description Form.

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. At a minimum, each position description is reviewed on paper. In some cases, management or the employee may also request an in-person desk audit when additional information or clarifying data is required.

  • To initiate Cycle Review in a department, Staff Human Resources will notify the Administrative Services Manager (ASM) and Appropriate Administrator of the classification review schedule prior to July 1, each fiscal year.
  • During Cycle Review, the employee’s Appropriate Administrator will review each employee’s position description and make necessary updates to reflect current responsibilities/duties, if any, and will ensure the position description is on the current position description form. The employee’s supervisor will work with his/her Administrative Services Manager (ASM) to get all required signatures on the updated position description.
  • The ASM will gather the position descriptions for all eligible employees and submit to Staff Human Resources.
  • Staff Human Resources will review the submitted position descriptions 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 Staff Human Resources will meet with the Appropriate Administrator and/or the Appointing Authority 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 of a classification decision, in writing, following completion of the classification review. Reclassifications, if any, are effective the first day of the pay period following the date the request is received by Staff Human Resources.

Management Requested Reviews

The Appropriate Administrator may, through division executives, request a classification review of positions in their department, college or division outside of 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.

To request a review, the Appropriate Administrator must 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 will 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; and a discussion with the Appropriate Administrator and/or supervisor.

Following completion of review, the Staff Human Resources will meet with the Appropriate Administrator 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 of a classification decision, in writing, following completion of the classification review. Reclassifications, if any, are 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. A copy of the employee's current or updated position description with necessary signatures should be included with the request. Staff Human Resources will review the request as previously outlined, and in accordance with the collective bargaining agreement(s).

Employees in unit 6 (SETC) 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 fourteen (14) calendar days of receiving the original request from the employee.

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.

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 is filed with the Classifier in Staff Human Resources who conducted the initial review and should include a brief statement indicating why the appeal is being requested. The employee should also provide a copy of the appeal request to the Appropriate Administrator to whom he/she reports.
  • A new Classifier will meet conduct a second desk audit with the employee to discuss the appeal. This meeting must be held no later than 30 calendar days from the classification review appeal filing date.
  • After the appeal meeting is conducted, the Classifier must respond in writing to the employee no later than 30 calendar days from the appeal meeting date. This response is 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, the first day of the pay period following the date the initial request was received by Staff Human Resources.

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 affected 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 is 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, whichever is higher.
  • 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 guideline.
  • 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 will the new salary exceed the maximum rate established for the classification.

FORMS AND INSTRUCTIONS

ADDITIONAL CONTACTS

Subject Contact Phone Email
Primary Guideline Contact Nancy Torres (562) 985-2299 Nancy.Torres@csulb.edu
Subject Matter Expert Gina Caywood (562) 985-8326 Gina.Caywood@csulb.edu

APPENDICES AND RELATED INFORMATION

Appendices (if any): N/A

Related Chancellor’s Office Policies: N/A

Other Related Information: Collective Bargaining Agreements, Classification and Qualification Standards,

FAQ

FAQs can be found on the Classification and Compensation Website

HISTORY

Issue Date: July 2001

Last Review Date: June 2018

Amended Date: June 2018

Amended Description: Updated to incorporate current collective bargaining requirements, include hyperlinks to key documents, and to provide additional clarification.