Wayne State University

AIM HIGHER

Human Resources

Represented Employees FAQ

  1. What is meant by the Hay Classification System?
  2. How do I request a reclassification for an incumbent?
  3. What is a Job Audit?
  4. How do I get an employee temporarily reclassified?
  5. How do I get a new or vacant job classified?
  6. What is a PAR Form?
  7. What HR form(s) should be used?
  8. What if I do not agree with the classification determination?
  9. What is the function of the Total Compensation and Wellness office?
 
What is meant by the Hay Classification System?
The University's represented employees in the Staff Association and Professional & Administrative unions are covered by a Hay Classification system, which uses a point factor method of job evaluation to determine the relative value of a job. The Hay method measures three factors common to all jobs – know-how, problem solving and accountability - and focuses on internal job relationships and maintaining internal equity. After applying the job evaluation instrument, the resulting points determine where a job is placed in the hierarchy of job classifications, with each job classification assigned to a salary grade within the overall compensation structure.

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How do I request a reclassification for an incumbent?  
When an employee’s job duties and responsibilities have changed, the employee (incumbent) or supervisor may request a reclassification to a different and higher job class.
 
Summary of key steps in the process:
  1. Complete the appropriate Position Questionnaire (e.g., Clerical, Professional or IT Technical) from this Web site. The employee and supervisor each have sections to complete on the questionnaire.
  2. The Unit submits the Position Questionnaire to Total Compensation and Wellness (TCW), with a copy to the Business Office for the S/C/D.
  3. Upon receipt by TCW, the Position Questionnaire will be logged in - the log date determines the effective date of any salary change related to a reclassification for an incumbent.
  4. The assigned TCW analyst will conduct a job audit (see below).
  5. The assigned TCW analyst will prepare a written memo, setting forth the classification determination with reasoning and explanations. It will be sent to the Business Office for S/C/D for processing.
  6. The Unit should prepare a PAR for the Budget Office and an HR Form.

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What is a Job Audit?
The job audit is a job analysis process conducted by the TCW analyst with the incumbent and the supervisor. It begins with a review of the submitted Position Questionnaire. Next is an interview with the employee. During the interview process, the TCW analyst will ask a series of questions pertaining to the information provided on the Position Questionnaire (i.e., what has changed about the job duties? who used to do the new work?). The interview with the employee takes 1 to 1 ½ hours and occurs at the employee’s work station. Next an interview is held with the employee’s supervisor, either by telephone, email or in person, to clarify any outstanding items.

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How do I get an employee temporarily reclassified?
When an employee is temporary assumes the core duties of another higher job classification, he/she is eligible for a temporary reclassification (also called a temporary assignment or interim assignment), based on the timing and compensation rules stated in the appropriate collective bargaining agreement). The Unit should send a memo to TCW which sets forth the business rationale for the temporary reclassification and the length of the proposed temporary reclassification (a full Position Questionnaire is generally not required).Since atemporary reclassification is limited to a fixed short-term period of time, once the temporary reclassification ends, the employee returns to their original job classification and salary.
 
Summary of key steps in the process:
1.       Unit submits a memo to Total Compensation and Wellness (TCW), with a copy to the Business Office for the S/C/D.
2.       Upon receipt by TCW, the memo will be logged in. The date of the change of duties determines the effective date of any salary change related to a temporary reclassification for an incumbent.
3.       The assigned TCW analyst will contact the supervisor by telephone, as needed.
4.       The assigned TCW analyst will prepare a written approval memo (the memo may recommend an alternative job classification). It will be sent to the Business Office for S/C/D for processing.
5.       The Unit should prepare a PAR for the Budget Office and an HR Form.
 
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How do I get a new or vacant job classified?
When a position is vacant or new (has no current incumbent), the steps for getting a classification are similar but not identical to reclassification for an incumbent.
 
If the Unit is sure of the job classification, then the Unit should send a memo to TCW which sets forth the business rationale that supports their classification preference and the classification description should be attached.
 
If the Unit is unsure of the appropriate job classification, the Unit should complete a Position Questionnaire and follow the same steps as for a “reclassification” (see above).
 
Summary of key steps in the process:
1.       Unit completes either a memo with a business rationale where the classification is known) or a Position Questionnaire (whether the classification is not known) to TCW, with a copy to the Business Office for the S/C/D.
2.       Upon receipt by TCW, the memo will be logged in (for tracking and completion purposes).
3.       The assigned TCW analyst will contact the supervisor by telephone, as needed.
4.       The assigned TCW analyst will prepare a written approval memo (the memo may recommend an alternative job classification). It will be sent to the Business Office for S/C/D for processing.
5.       The Unit should prepare a PAR for the Budget Office and an HR Form.
 
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What is a PAR Form?
The PAR (Position Action Request) Form is a Budget Form that authorizes a position to be established. Before the PAR is sent to the Budget Office, it must be sent to the TCW analyst who reviewed the reclassification or new/vacant job.
 
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What HR form(s) should be used?
Generally a Change in Position Number or Change in Job Detail form must be sent to the WSU Employment Service Center. This form changes the data for the incumbent or the job in Banner.
 

 
BUDGET FORM
Position Action Request (PAR) Form
Change in Position Number or Detail Form
Change in Position Class Code
X
X
Change in Position Class Title
X
X
Change in Position Suffix
 
X
Change in Salary (Actual)
 
X
Change in Salary (Budgeted Salary)
X
 

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What if I do not agree with the classification determination?
If the employee or supervisor do not agree with the decision of the TCW analyst,they may provide a written appeal to the Director of TCW (along with additional job documentation and reasons for appeal). The Director will review the new information, hold discussions with the employee and/or supervisor, and make a re-determination. If the affected S/C/D does not agree with the Classification determination of TCW, they may request at their own cost a review by an outside consultant.  The decision of the consultant is final and binding.

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What is the function of the Total Compensation and Wellness office?
The role of the Total Compensation and Wellness office is to:
  • maintain the University’s classification system (Hay) for represented employees,
  • conduct job audits, cyclical classification studies, and classification of new positions,
  • write and edit the University’s non-academic classification descriptions,
  • conduct salary surveys and market studies,
  • review and approve non-academic Position Action Requests, 
  • coordinate administration of annual salary and hourly pay increases,
  • develop and recommend salary administration policy,
  • assist S/C/D on reorganizations and provide guidance on classification issues,
  • and participate in contract negotiations.

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