Skip to Local Navigation
Skip to Content
California State University, Long BeachCalifornia State University, Long Beach
Skip to Content

Job Classification

Introduction

The primary objective of position classification is to define and describe accurately the current duties and responsibilities of positions for purposes of determining proper compensation and qualification requirements; to facilitate the functioning of other personnel processes, such as developing performance standards and actual performance appraisals based upon the assigned duties of specific positions; identifying career ladders and promotional lines; and translating broad organizational plans into the assignment of duties and responsibilities to individual positions.

Classification is based upon the objective elements of a position and does not consider the status of an incumbent. Information relative to the employee¥s length of service, time spent at the maximum salary level of the position, or the quality of his/her performance is not considered in determining the appropriate classification of a position. Factors that are considered include such elements as the nature, scope and level of the duties and responsibilities; the relationship of the position to other positions in the department; supervision given or received; and exercise of independent judgment.

To ensure that all position descriptions for staff, administrative and closely related academic employees are current and accurate, a three-year classification review cycle has been established. This review process enables the Office of Staff Personnel Services to review each position at least once every three years.

It is recognized that in some circumstances, a classification review of a particular position may be necessary prior to the regularly scheduled review. Therefore, provision are included for management-requested reviews outside the normal classification review cycle. Staff Personnel Services may initiate additional reviews as a result of new or revised CSU classification or qualification standards, or upon initiation of recruitment action.

Classification Cycle Review Process

The classification cycle review process is as follows:

  1. Notification of Review: The Office of Staff Personnel Services shall notify Administrative Services Managers of the schedule for the three-year classification cycle review prior to July 1, each fiscal year.

  2. Employee Position Descriptions: The Administrative Services Managers shall submit current position descriptions for employees in their unit, college or division to the Office of Staff Personnel Services. The Office of Staff Personnel Services will review the position descriptions submitted and may request additional information or clarifying data prior to any on-site audit.

  3. Employee Position Review: The employee position review process will include an analysis of the written description by a classification analyst; an on-site audit of the employee's position, when necessary; and a classification conference with the appropriate administrator.

    Following completion of review, the Classification Manager will meet with the appropriate administrator and Administrative Services Manager to discuss the findings of the review. Reclassification documents will be processed by the Office of Staff Personnel Services.

  4. Notification and Effective Dates: Staff Personnel Services will notify employees of a classification decision, in writing, following completion of the classification review. Reclassifications, if any, shall be effective the first day of the pay period following completion of review.

Management-Requested Reviews

Appropriate managers may, through division executives, request a classification review of positions in their department, college or division outside of the regularly scheduled classification cycle review when a substantial change has been made in the duties and responsibilities of a vacant or occupied position as a result of an organizational change in the department, college or division; upon the introduction of new or revised technology, or when a new position has been established and is authorized for recruitment.

Out-of-cycle management-requested reviews may not be submitted until at least 18 months has passed since a prior classification review of the position. At that time, the appropriate administrator shall submit to the Office of Staff Personnel Services a current position description and a written statement indicating the reason(s) for the requested review based upon the criteria noted above.

After the completion of a management-requested classification review, the Office of Staff Personnel Services will notify the appropriate administrator of the classification review decision. The effective date of reclassification shall be the first day of the pay period following completion of the review.

Employee-Requested Reviews

An employee may request a review of his/her position not less than 18 months following completion of the last classification review. Such requests shall be submitted to the Office of Staff Personnel Services with a copy to the appropriate administrator. A copy of the employee's current position description with necessary signatures must be included with the request. The Office of Staff Personnel Services shall review the request as previously outlined, and in accordance with various Memoranda of Understanding, notify the employee of the classification decision not later than 180 days following receipt of the request.

Classification Review Appeal

An employee may appeal the decision of a classification review no later than 10 calendar days after such results have been provided to the employee. An appeal shall be filed with the Classification Manager in the Office of Staff Personnel Services and shall include a detailed statement indicating the reasons for disagreement with the classification review decision. A copy of this statement shall be provided by the employee to the appropriate administrator to whom he/she reports.

A Classification Reviewer who has not previously been involved in decisions concerning the case will meet with the employee to discuss the appeal. This meeting shall be held not later than 14 calendar days (for employees in Units 2, 5, 7 & 9) or 21 calendar days (for employees in Units 4, 6 & 8) after the classification review appeal filing.

The Classification Reviewer shall respond in writing to the employee not later than 21 calendar days after the meeting. This response shall be final.

In those cases where the initial classification decision is reversed, the reclassification will be retroactive to the date the reclassification would have been effective had it been initially approved.

Tips for Classification Reviews & Desk Audits

Organizations are constantly changing, due to new programs, procedures and technologies. Therefore, the duties and responsibilities of particular positions can be affected. To assure equal pay for substantially equal work, positions are reviewed from time-to-time (in accordance with applicable University policies and MOU's) by classification specialists. A classification review is a way of gathering up-to-date facts about a position. For this reason, it is best conducted at the work site (a desk audit). The classifier may interview both you and your supervisor to obtain information about the duties and responsibilities of the position you occupy. The quality and quantity of your work, however, is not being reviewed. Quality and quantity are related to performance, not classification. Classification reviews usually reveal that most jobs are correctly classified. Sometimes, though, a review uncovers that a position needs correction in classification.

If your position is being reviewed, and you are notified that there will be a desk audit, here are a few steps you can take to prepare for the interview:

Think About Your Job

  • Does your present position description accurately reflect the duties and responsibilities of your job?
  • What kind of assignments have you had in the last year?
  • What are the major duties (those that take the most time) of your job?
  • Can you determine rough percentages of time for the major categories of work that you do?
  • What kind of responsibilities do you have?
  • What written guidelines do you use?
  • How does your supervisor review your completed work?

Be Prepared for the Audit

Emphasize the major areas of your work and how the job fits into your unit¥s operations. Do not understate your duties or responsibilities, but do not exaggerate them. Make sure that at the completion of your review, the classifier has a good understanding of your job. It may be helpful to make some notes before the interview, or to outline what you want to tell the interviewer. Having samples of your work at hand is very useful.