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California State University, Long BeachCalifornia State University, Long Beach

Cycle Review Process: What you need to know.

Preparing the Cycle Review Packet

  • The Appropriate Administrator and/or Administrative Services Manager:
    • Staff Human Resources meets with the appropriate administrator to discuss the process. Is provided with a copy of the most current position description on file for each employee who is eligible for review.
    • Reviews each position description and makes any necessary changes (if applicable).
    • Provides each employee with a copy of his or her updated position description for review.
    • Will consider each employee’s feedback and make additional changes as appropriate. NOTE: The appropriate administrator is responsible for the final assignment of job duties.
    • Will provide the employee with the final copy of their position description for signature.
    • Sends completed Cycle Review packet to Staff Human Resources for review.
  • The employee:
    • Will be given a minimum of seven calendar days to review their position description and should consider: 
      • Duties that are no longer being performed and should be removed.
      • Duties that are being performed that need to be added.
      • Changes in the major percentages listed.
      • All duties performed throughout the entire year.
      • Focus on capturing the actual responsibilities and specific functions of the position.
    • Each employee will meet with the appropriate administrator to provide feedback and recommend changes to the position description if needed.
    • After the manager provides the employee with the final position description, he/she will be asked to either sign and date or initial and date it.
      • If the position description has not been changed, the employee will be asked to initial and date next to the existing signature.
      • If changes have been made, the position description will be re-written on a clean document and a new signature will be needed.
      • If the employee does not agree with the content of the position description, he or she may choose not to sign it.
    • Informs his or her direct supervisor or appropriate administrator if they would like to have a desk audit.

After the Cycle Review Packet is received by Staff Human Resources

  • Each position in the packet will be reviewed by a classifier. A classifier is an individual from Staff Human Resources who has extensive knowledge and experience with the CSU Classification and Qualification Standards, the classification review process, and the organizational structure of the campus. A classifier will be assigned to conduct the review and will determine whether a paper or desk audit will be conducted. NOTE: The classifier is basing the review only on the job duties of the position. Employee performance or volume of work are not factored into the analysis.
    • Paper Audits:
      • Typically occur when a desk audit has not been requested or when the classifier determines that a desk audit is not necessary.
    • Desk Audits:
      • The classifier will meet with the employee at his or her desk for approximately one hour and may also meet with the supervisor/ASM separately.
      • Typically occur at the request of employee or manager; when an employee doesn’t sign a position description; or when the classifier needs more information to complete the review.
  • The classifier will conduct an analysis and consider the following:
    • The Classification Standards,
    • Updated position description,
    • Previous position descriptions,
    • Organizational structure of the department,
    • Similar positions within the campus or other campuses,
    • The information gathered at the desk audit (if applicable).
  • Once all audits and analyses have been completed, the classifier will meet with the Appropriate Administrator and/or Administrative Services manager to discuss the results of the review.

Notification of Review

  • Each employee will receive a letter notifying him or her of the classifier’s decision. Letters are distributed all at once for everyone in the area.

Appeals

  • If the employee or the appropriate administrator does not agree with the results of the review, he or she has 30 calendar days from the date he or she received the classification review letter to appeal.  Please refer to the appropriate MOUs for detailed appeal instructions.
  • Once the appeal is received a second audit will be conducted by a different classifier. Classification appeals typically result in a desk audit. The classifier must meet with the employee within 30 calendar days of Staff HR receiving the appeal request.
  • After the appeal is requested, a different classifier will conduct an additional and separate desk audit of the position and conduct an analysis utilizing the following factors:
    • The Classification Standards,
    • Updated position description,
    • Previous position descriptions,
    • Organizational structure of the department,
    • Similar positions within the campus or other campuses,
    • The information gathered at the desk audit (if applicable).
  • Once the appeal audit and analysis have been completed, the employee will receive a letter informing him or her of the results. The appeal decision is final.
  • The position will be eligible to be reviewed again twelve months after the date of the initial review. For example, if a position was last reviewed in July 2013, the position will be eligible for review again July 2014.

For further information contact:

Karen Kerr, Associate Director, Classification, Compensation and Employment 985-5640

Gina Caywood, Manager, Classification and Compensation 985-8326