Understanding differences between a New Position, an Update and a Reclassification

What is a New Position?

A new position is defined as the creation of a new FTE due to a department receiving funding to create a new position; or significant change in an existing position description to the key responsibilities essential functions, KSA and other qualifications of more than 50%, resulting in the position performing completely different duties and tasks. The determination of a new position would result in the need for a recruitment action.

What is an Update?

There are a few different types of Update actions in the JDXpert system.

• Updates requiring Compensation Review
• Updates that do not require Compensation Review
• Updates related to an equity request for the assumption of duties not resulting in a change in classification
• Position Management Update

Updates requiring Compensation review consist of the following:

New responsibilities, addition of supervisory duties, removal of supervisory duties, changes to previously approved education, experience or KSAs should be submitted to Compensation for review.

In JDXpert, these changes would be completed using the Revise PD Quicklink and the “Update PD [Required Comp Review] workflow type.

Updates that do not require Compensation review consist of the following:

Superficial, cosmetic, or minor changes to the position description that do not change the overall predominant focus, complexity, authority, independence, supervision exercised/received.

• Examples of changes made during an update action that do not need to route to Compensation:
  • Cosmetic, or minor edits/wording changes, grammatical fixes, corrections, and
    formatting, and/or very minor changes to key responsibilities
  • Changes to the Position Specific Summary, Department Description and/or Marketing
    Summary, changes to the Physical, Environmental and Mental Requirements.

In JDXpert, these changes would be completed using the Revise PD Quicklink and the “Update PD [No Comp Review Required] workflow type.

Updates related to an equity request for the assumption of duties not resulting in a change in classification consist of the following:

If an equity increase is being requested or approved due to the employee assuming new duties that are not resulting in a change in classification, the department should also make the appropriate changes to the position description to formalize the new duties. Relevant changes should be made to the Summary tab, Key Responsibilities and Essential Functions, Qualifications and other relevant sections of the PD as appropriate.

Updates to add an Employee to a Position Description

Once an employee is hired into a position the department needs to update the PD to reflect this change. This is done by adding the UCPath position ID to the PD. When this is completed the employee will be associated with their PD in JDX for future reference.

In JDXpert, these changes would be completed using the Revise PD Quicklink and the “Position Management Update [Submitter Workflow] type

Departments should try to keep the PD up to date. It is typically recommended that departments review position descriptions on an annual basis during performance appraisal season to ensure they remain an accurate reflection of the department’s business need and expectations of the role.

What is a Reclassification?

As individual or organizational work objectives change in response to reorganizations and other efforts to better fulfill the University’s mission and strategic plans, the assignment of duties and responsibilities to a position should be evaluated. If new or revised duties and responsibilities are assigned, there should be a determination whether to add these to newly created positions or existing positions. If material changes are made to the position description, a position evaluation should be performed by CHR Compensation Services.

In addition to requests for position evaluation by departments, and in accordance with local procedures, employees may request that their assigned duties and responsibilities be evaluated for appropriate classification level. An employee’s manager must be involved in reviewing and providing input on the request. Positions are evaluated for classification based solely on the nature and level of the work performed, key duties and responsibilities, skills and knowledge required for competent performance of the role, and other elements.

Please reference the UCLA Classification Guide for additional details on reclassifications, checklists and additional considerations.

In JDXpert, these changes would be completed using the Revise PD Quicklink and the “Reclassification Request” workflow type.

When should a position description be submitted to CHR Compensation?

A position description needs to be submitted to CHR Compensation for review and approval under the following circumstances:

• Creation of a new position description
• Requesting reclassification of a position
• When an employee requests a classification review in alignment with PPSM or the relevant Collective Bargaining Agreement associated with the position
• The position description is classified in a Career Tracks “GF” classification and the department wants to post the position for recruitment (position must be reverted to the non-grandfathered classification)
• A position description where the duties have significantly changed (50% or more)
• A position description where supervisory duties have been added, or taken away (which may change the FLSA status, classification, and/or the supervisory designation)
• A position description requesting a change in the Business Title seeking to use Assistant Dean, Associate Dean, Assistant Vice Chancellor, Associate Vice Chancellor, etc.
• A position description making updates associated with an equity increase being requested/granted for the assumption of new duties not resulting in a change in classification
• Changes to the essential functions that shift the percentages of time spent in each area affecting the predominant focus of the position
• Changes to the essential functions that change the scope, independence, authority, complexity of the role

Questions?

If you have questions, please contact your Campus Human Resources Compensation Consultant.