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Frequently Asked Questions (FAQ)

What is a Position Classification System?

Who determines what my job title should be and how much I should be paid?

What is a Critical Hire Form?

Is a PDF the same thing as a Job Specification?

I don't think that I am properly classified. I think I should be at a higher level.  How can I get my job reviewed?

How can I get a copy of the current PDF or Job Spec for my position?

How long does it take for Classification to evaluate a PDF or conduct a position review?

What are pay grades?

May a staff member receive a stipend for additional duties?

Who can I contact for Classification/Compensation questions?

 


 

What is a Position Classification System?

Position Classification is a methodology by which jobs are grouped together according to similarities and differences in various kinds of work, the degrees of difficulties and responsibility, and the qualifications required to perform the work. Grouping jobs this way provides a means to achieve equal work and pay variations in proportion to substantial differences. Position classification also provides a basis for recruiting, selecting, promoting, and training employees.

Who determines what my job title should be and how much I should be paid?

The Classification and Pay Analyst in Human Resources decides which job titles are appropriate for each job. This decision is based on information that is presented in the Position Description Form. The information included in that form, coupled with conversations with the supervisor of the position and the incumbent in the position help the analyst to make this determination. The analyst also decides the appropriate range of pay based on market data.  The Classification and Pay Analyst also partners with compensation consultants on a periodic basis to determine classification for all positions.

What is a Critical Hire Form?

A Critical Hire Form is a form used by the Human Resources Department when a position is to be posted for recruitment. The purpose of this form is to verify that the hiring department has the Board of Regents approved funds for the position. The supervisor must fill out this form and submit it to the appropriate Dean, Department Head (or designee) for approval.  The Critical Hire Form then needs the signature approval of the appropriate Vice President (or designee). The Vice President's office will forward it to Rebecca McGee, Sr. Human Resources Business Partner in Human Resources for review and posting. Please click on the following link to obtain the Critical Hire Form http://www.westga.edu/hrpay/index_forms.php.

Is a PDF the same thing as a Job Specification?

No. The HR Department provides Job Specifications as "samples" of typical duties that might be performed by a position with a given job title. The Job Specs are simply models or examples of duties that would be characteristic of positions that might fall within the same job title or same job class. A Job Spec also provides guidance on the typical knowledge, skills, abilities, education and experience that would be expected for such a job title. If you are a supervisor or manager who wants to create a new staff position, or change an existing position, you can use the sample Job Specs to help you think about the type of position you're likely to need, and to get an idea of possible appropriate job titles. To get a copy please feel free to contact the Classification and Pay Analyst at the contact information listed below.

I don't think that I am properly classified. I think I should be at a higher level.  How can I get my job reviewed?

If you don't think that you are appropriately classified then you need to speak with your immediate supervisor, who will help in updating the PDF. Use your old PDF as a starting point and identify the changes that have occurred in the position. After completing this form, it should be submitted to your supervisor for review.  If you supervisor agrees then he or she will send the PDF with the Classification Request Form with both forms to the Classification and Pay Analyst in Human Resources for review. In some cases, the Classification and Pay Analyst will conduct a full “Desk Audit” or “Job Audit” to determine classification.

How can I get a copy of the current PDF or Job Spec for my position?

Your immediate supervisor should have a copy of the latest PDF for the position you currently hold, so start by asking them. If submitted, the Classification and Pay Analyst in Human Resources may provide you a copy.

How long does it take for Classification to evaluate a PDF or conduct a position review?

Review of Typical Positions.  For straightforward, common positions that are easily compared to other positions on campus or in the labor market, review and recommendation by the Classification and Pay Analyst should take no more than five working days. If the position is vacant and if the department wishes to post and recruit immediately, every effort will be made to provide an even more expedited review. In such cases, the goal for reviewing and turning around a recommendation is 3 working days. (In other words, if Classification and Pay receives such a request on a Monday, we will make every effort to have provided you with a recommendation no later than the end of the day on Thursday.)

Review of Unique Positions.  For positions that are unique or complex, or that reflect an unusual combinations of duties, review by the Classification and Pay Analyst might take somewhat longer, in order to sufficiently analyze and comparatively evaluate the position. In such cases, the Classification and Pay Analyst may request follow-up information by email, phone, or an on-site visit with the unit manager (and the incumbent if there is one). Even in such cases, our goal is to convey a recommendation within 7-10 working days. If the position is vacant, and if the department wishes to post and recruit immediately, every effort will be made to provide an expedited review. In such cases the goal will be to provide an expedited review within 5 working days. (In other words, if we receive it on a Friday, we will provide such a recommendation no later than the end of the day on the following Friday, and earlier if possible).

What are Pay Grades?

Pay grades are a way for the University to group comparable positions together into common ranges of pay, based on job scope, complexity and other factors. The salaries for similar positions should fall within a designated range, or Pay Grade. The ranges overlap, but each range specifies three guide points:

Please see the following link for pay grades http://www.westga.edu/hrpay/index_13841.php.

May a staff member receive a stipend for additional duties?

The duties of all jobs evolve over time, so just assuming a new task, responsibility, or even special-project assignment generally would not warrant a pay adjustment. However, there are certain situations in which a temporary stipend may be appropriate. For example, if a supervisory-level position becomes vacant, and a subordinate employee is asked to assume the duties of the higher-level position on an acting basis until the position is filled, a stipend may be justified. Such a stipend generally should not continue for more than 12 months. As a general guideline, a stipend for assuming the full responsibilities of a higher-level position may be up to:  Ten percent of the employee's current salary or the minimum of the higher position's pay grade, whichever is greater. If an employee assumes some, but not all, of the higher-level duties, a proportionate stipend may be appropriate.  Please consult with the Classification & Pay Analyst in advance if you are considering a stipend for a staff member.

Who Can I Contact for Classification/Compensation Questions?

If you have any questions or need assistance you may contact Shaye Hudson, Sr. Human Resources Business Partner in the Department of Human Resources by phone at 678-839-5344 and/or email: shudson@westga.edu.