Promotions and Position Reclassification Policy 

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Purpose/Overview

To provide a mechanism for eligible and qualified employees to move into either a higher/lower position or a higher/lower grade level within the same department. Reasons for promotion or reclassification are:

A. Essential duties and responsibilities have grown over time to meet department needs; B. Essential duties and responsibilities have lessened over time to meet department needs (not related to

a performance issue); or C. Position vacancy due to departure of another employee, department reorganization, or creation of a

new position due to department needs.

Definitions

A. Grade level: regular staff positions of the College are categorized into grades according to the level of knowledge, supervisory responsibility, operational responsibility and ingenuity necessary to perform the essential duties. The grading system used by the College was developed and is used by The Claremont Colleges.

B. Job analysis: the job description is reviewed and evaluated on the basis of the required knowledge, supervisory responsibility, operational responsibility, ingenuity, skills and abilities.

C. Regular staff positions: all positions with the exception of faculty, temporary or student positions. D. Essential duties and responsibilities: the tasks and responsibilities that are the reason that the position

exists, for which there is no one else or few people who can perform it without detriment to the operations of the department or College.

E. Eligible and qualified employee: employee meets all the minimum requirements for the higher/lower position. For a move to a higher position, the employee has had a satisfactory or higher performance evaluation during the previous 12 months or since the date of hire if employed for less than12 months.

Policy

A request for an analysis for possible promotion or position reclassification will be submitted to the Human Resources Office in writing by the Vice President who oversees the area in which the position exists.

The position analysis may be initiated by the Human Resources Office, the area Vice President, the supervisor, or the employee, however, analysis requests not initiated by Human Resources must be forwarded to the requester’s supervisor and submitted to Human Resources by the area Vice President.

Promotion or salary grade classification analysis requests may be initiated based on any of scenarios described below:

A. Position duties and responsibilities have grown over time to meet department needs. B. Position duties and responsibilities have lessened over time to meet department needs (not related to a

performance issue). C. Position vacancy due to departure of another employee, department reorganization or creation of a new

position due to department needs

Procedure

Promotions and Position Reclassification Policy 

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A. When position duties and responsibilities have grown over time to meet department needs: a. The supervisor submits a request for a position analysis for possible promotion or reclassification to

their Vice President. The request must outline the changes and the reason for the reclassification [Supervisor (not employee) reviews and an updates the job description to reflect actual duties and responsibilities of the position].

i. Prior to submitting the request, the employee discusses a change in duties and responsibilities with their supervisor to determine if there are sufficient grounds for a possible reclassification, and/or;

ii. The supervisor determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis.

b. If the Vice President determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis, he/she submits such a request to the Director of Human Resources.

i. Human Resources conducts a job analysis to determine if the position should be reclassified at a higher grade level.

ii. Human Resources conducts a salary analysis to determine if the position should be considered for additional compensation.

c. Analysis information is provided to the Supervisor, Department Head and Area Vice President. d. Supervisor requests to corresponding Department Head and Vice President approval for position

reclassification, and if applicable, may also request additional funds for a salary increase. i. Salary increases must be approved by the President, in consultation with the Treasurer.

B. When position duties and responsibilities have lessened over time to meet department needs: a. The supervisor submits a request for a position analysis for possible demotion or reclassification to

their Vice President. The request must outline the changes and the reason for the reclassification [Supervisor (not employee) reviews and an updates the job description to reflect actual duties and responsibilities of the position].

i. Prior to submitting the request, the employee discusses a change in duties and responsibilities with their supervisor to determine if there are sufficient grounds for a possible reclassification, and/or;

ii. The supervisor determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis.

b. If the Vice President determines that there are sufficient changes to a current position’s essential responsibilities and duties to request a position analysis, he/she submits such a request to the Director of Human Resources.

i. Human Resources conducts a job analysis to determine if the position should be reclassified at a lower grade level.

ii. Human Resources conducts a salary analysis to determine if the position should be considered for a salary reduction.

c. Analysis information is provided to the Supervisor, Department Head and Area Vice President. d. Supervisor requests to corresponding Department Head and Vice President approval for position

reclassification, and if applicable may also request a salary reduction e. Salary decreases must be approved by the President.

Promotions and Position Reclassification Policy 

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C. Position vacancy due to departure of another employee, department reorganization or creation of a new position due to department needs:

a. Open position must be approved by the President prior to filling internally. b. Employee requests to Supervisor consideration for promotion into the vacant position. c. Supervisor reviews employee’s qualifications and past performance for eligibility for promotion. d. Supervisor submits request to Department Head and Area Vice President with written justification

including employee’s qualifications and past performance for eligibility for promotion, if applicable, may also request additional funds for a salary increase.

i. Salary increases must be approved by the President, in consultation with the Treasurer. D. Area Vice President submits approved promotion or position reclassification with the effective date, and

documented salary approval to HR office for processing. E. If promotion or position reclassification is approved:

a. The Human Resources office provides the employee with a promotion or reclassification offer letter and revised job description.

b. Employee can accept or decline the offer by the indicated deadline. F. If promotion or reclassification is denied:

a. Area Vice President notifies the supervisor in writing that the request has been denied. b. Department Head and Supervisor discuss with employee reason for denied promotion or

reclassification. i. Supervisor can develop a plan with the employee to address skill deficiencies, if appropriate.

ii. Human Resources provides appropriate documentation for denial (maintained in the HR offices).

Policy Effective Date: February 15, 2012