Classification change request for an Occupied Active Position

Summary

For existing position classification change requests, leaders and HR representatives should review what has changed in the position to determine if the changes necessitate and justify progression to the next career level. Leaders and HR representatives should use the IU Career Navigator to identify the most appropriate role descriptor that represents the business needs and/or work performed in the position.

Procedure

IUHR expects leaders to discuss potential classification change situations with their local HR representative(s) prior to the request being submitted to IUHR for review.

  1. When the request is ready for submission the dept will initiate a Maintain Position eDoc with Action Reason – PRV (Position Review). The PRV (Position Review) contains the current position classification.
    1. Effective Date field
      1. Leave the default date when initiating the eDoc IF the desired date of the classification change is in the future.
        • e.g. – Today is March 21st and the effective date of the classification change is to be April 1st.
      2. May use a retro effective date only if the classification change should have been effective in a previous pay period and the eDoc allows it. 
        1. Use an effective date that is prior to the desired effective date and after the date on the left side of the eDoc.
          • e.g.
            • desired date of the Classification change (which generally aligns with a pay period of the new Salary Plan) is 10/01/2024.
            • PRV eDoc is initiated on 10/24/2024. 
            • The date on the left side of the eDoc you have initiated is 02/15/2021.
            • The effective date you can use on this eDoc is 09/30/2024.
      3. Never use a future date on a PRV (Position Review) action reason
    2. Action Reason PRV (Position Review)
    3. “Reports To” field, can be updated at this time with the realization that the reports to update will be effective the date the PRV is effective. Otherwise, you will need to update the “reports to” via the Reports To Update eDoc after the classification change eDoc has been processed.
    4. Standard Hours Field should not be changed at the time the PRV is initiated as it indicates the hours are changing effective the date the PRV is effective. Depts should add a note to the eDoc if a change in Standard Hours is effective the same date of the classification change. Trans Services will update that field when processing the classification change eDoc.
    5. Add supporting notes and documentation to the eDoc for Compensations review.
    6. Submit the eDoc.
  2. When the eDoc arrives in Trans Services Action List
    1. They will review for proper initiation.
      1. If the eDoc doesn’t appear completed correctly it could be disapproved.
    2. They will Ad hoc route the eDoc to the appropriate Compensation Consultant for review and approval.
    3. After the Compensation Consultant reviews and approves the eDoc
      1. Trans Services will follow the notes from Compensation and save the eDoc to PeopleSoft.
    4. After the save to PeopleSoft, Trans Services will:
      1. Initiate another Maintain Position eDoc.
        1. The Effective Date (if none is provided will be the next available pay period that aligns with the new classification)
        2. Choose the action reason provided by Compensation.
        3. Update the job code to the job code provided by Compensation.
        4. Make any other necessary updates. (e.g. any that may be in the note section.  
        5. Add a note that the eDoc completes the Classification change process.
        6. Save to PeopleSoft and Finalize the eDoc.
      2. Send an email to the eDoc initiator with the updated position information.