Represented

When reviewing a position for classification, the Compensation Consultant carefully studies the job description and the organization charts submitted for review. Such documents highlight important information related to changes in the position.

The Consultant considers how a position has changed (additional duties, supervision received, and other critical components of the position) and compares the position to the published classification standards for the job series and to similar positions at Berkeley.

In some cases, the Consultant will consult with campus experts in the field to obtain their perspective and assessment of the position. Decisions regarding the classification of positions in the MSP program are made by the Vice Chancellor's office.

A job series is a group of jobs with similar functions that require similar specialized knowledge and skills. Examples of job functions include Student Academic Advising or Applications Programming.

Some job classification guidelines have been developed specifically for the Berkeley campus, while others are used across the entire UC system. For example, within the clerical/administrative series, three levels of (_) Assistant (I, II, and III) are identified and defined.

Compensation Consultants consider these important factors when classifying a position:

• Nature or type of work performed

• Level of responsibility

• Impact of position on the unit, department, or campus

• Reporting relationships

• Scope of duties

• Complexity of work

• Creativity/innovation

• Supervision received

• Supervision exercised

• Knowledge and skills required to perform the duties

Other factors cannot be considered in classifying a position:

• Performance of the incumbent

• Longevity of the incumbent in position

• Qualifications of the incumbent that are not required by the position

• Personality

• Financial needs

Based on the review and comparisons, the Compensation Consultant determines the appropriate title. The Consultant may contact the Central HR Partner during the course of the review to discuss the findings.

Appeals

Check the relevant personnel policy or contract for guidelines on formally appealing or reviewing a classification decision.

If the department and/or the employee disagree with a classification decision, they should discuss the outcome with their manager or HR Partner. If, after that discussion, they still would like to appeal the original decision, the appeal request, with written reasons for disagreement, may be submitted to the Total Rewards Director in the Central Human Resources Department under the signature of the department head within thirty days of receiving written notification of the classification decision. The originally submitted job description as approved by the supervisor and the written reasons for disagreement will be the basis of the appeal review. The appeal process is not intended to consider revisions of the job description directed toward achieving a desired classification. Any revisions to the originally submitted job description will constitute a new classification review request.

Reclassifications

HR Business Partners submit all required reclassification documentation to Compensation for review.

Required Documentation:

1. Proposed/Updated Job Description
2. Old Job Description
3. Proposed Org Chart
4. Old Org Chart
5. Proposed salary information  
6. Current salary information

Represented to Non-Represented Reclassification Request:

• When a represented position is being considered for reclassification to a non-represented position, Compensation needs to review and support the request. Compensation will consult with Labor Relations, who as needed will coordinate necessary notice and meetings with the appropriate union. Labor Relations will ultimately communicate the final decision on the request once union decision is obtained.

This information is not intended to replace or be relied upon in lieu of the applicable bargaining unit contract. Please refer to the contract for specific guidelines.

• Non-exempt employees are eligible for overtime under the Fair Labor Standards Act (FLSA) and record their actual time worked.

• Exempt employees are not eligible for overtime.

• If you are unsure of your exemption status you can

• Check with your supervisor

• If you know your job code you can use the Job Code Lookup (JCL) Web Inquiry tool to determine whether you are exempt or non-exempt.

Use Job Builder JDX for updating vacant represented job descriptions, creating a new position, or reclassification requests involving Represented positions.

When writing a job description for a represented position, provide a brief summary of the overall purpose of the position, custom scope (2-3 sentences explaining the scope and impact of the position in the organization), describe the key responsibilities and essential functions of the position (minimum 4 Key Responsibilities that total 100%), including the knowledge/skills required, and provide 9 problem-solving examples for the position.

Clerical Positions

• Library Assistant Series: Supplemental Standards

Completion of the addendum is required when submitting a Staff Research Associate (SRA) position to the Compensation unit for a reclassification, or when creating a new SRA position. The SRA addenda is a job evaluation tool, used to assist you and/or your supervisor in providing necessary and basic information about the key responsibilities of SRA positions. If you have any questions about this addenda, contact your Compensation Analyst. The SRA Addendum is incorporated into the JDX job description template for all SRA jobs.

• Sample SRA Addendum, to be completed in Job Builder JDX on the SRA JD template.

Classification reviews are necessary when significant changes occur to the position, the scope of work being performed, and the level of complexity of the primary functions of the position. Minor changes to a previously classified position description do not require Compensation review and approval. Managers and supervisors are encouraged to consult with the HR Business Partner for guidance on updating job descriptions and requesting a classification evaluation.

When writing a description for a Represented position, please include information about:

• Purpose of the Position/Job Summary: Provide a brief description of the overall purpose of the position (not the organization), telling why it exists.

• Scope & Impact: Describe the organizational scope of the position. What part of the campus is affected by the position’s work – department?  College? Control Unit? What are the consequences of the position’s actions?

• Key Responsibilities: Identify the major key functions and the estimated time spent performing each function in increments that add up to 100%. Provide a function heading and describe the Key Responsibilities in order of importance. Use specific action verbs to describe functions; for example, “open, post, and distribute mail”, not “handle mail”.  Avoid vague terms like “assist in”, “arrange for”, or “administer”. Start the description with an action word (i.e. Design, Calculate, Write, Prepare, Implement, Create, Evaluate, Conduct, or Perform). Unrelated responsibilities should have separate function headings. For multiple responsibilities of less than 10% each, however, you may use the “Other” heading and group these responsibilities together. Indicate each grouping of Key Responsibilities as Essential or Not Essential. (There is a minimum of 4 Key Responsibilities required of each job description and a maximum of 15.)

• Knowledge and Skills: Describe the kind of knowledge required, and the specialized skills and abilities necessary to be able to perform the job. Indicate each line as Required or Preferred.

• Relevant Education and Training for the Position: Describe the minimal educational requirements, along with other requirements such as licenses and certifications. Refer to the UC Net series and class concepts for minimum qualifications.

• Problem-Solving: Briefly, in one to three sentences, describe three common problems solved by the position, three unusual or complex problems solved by the position, and three examples of problems/situations that are referred to the position’s supervisor for resolution.

• Reminders: Write the job description so that someone who is not intimately knowledgeable about the position (i.e., a Compensation professional or an external candidate) can understand the job responsibilities. Describe how the job should be performed at an acceptable level, not how the current incumbent performs the job (in other words, describe the job, not the individual). Remember that the job duties and other requirements documented in the description will be the basis for evaluating performance at the next performance review cycle. In other words, since an employee’s performance expectations will be based on their job description, the description needs to accurately define the job. Provide a copy of the finalized job description to the employee. Maintain a signed and dated copy in the personnel file.

Required Documentation for a Reclassification Review:

1. Proposed/Updated Job Description
2. Old Job Description
3. Proposed Org Chart
4. Old Org Chart
5. Proposed salary information  
6. Current salary information