Process for Reclassifications

(*Taken from the HEO Code of Practice, pages 7-8)

2.3 Reclassification of currently occupied positions: 

The criterion for reclassification approval is that the preponderance of duties and job requirements currently fall appropriately in the higher HEO series title. This change in classification may be merited because of an accretion of duties, a significant increase in the volume of work that has the effect of transforming the scope and complexity of the work, a reorganization of functions, a legal mandate changing the nature of the work, or some other significant alteration in the duties previously assigned. A request for reclassification may be initiated by the college administration or by an employee or the appropriate supervisory personnel. 

HEO series positions may not generally be reclassified into the Executive Compensation Plan (ECP), nor are reclassifications into the classified service permissible. If, in the opinion of the college, a change in job duties renders an existing HEO position more appropriate to either the ECP or to the classified service, removal of those duties from the HEO position is an option. The college may also wish to consider establishing a new position to encompass the duties in question. 

In certain rare circumstances, OHRM may approve ECP appointments in the titles of Assistant Dean / Assistant Administrator/Professional School Assistant Dean/Assistant Administrator for employees in the title of Higher Education Officer (HEO) without requiring a search waiver. Colleges must provide justification, showing significant accretion of duties to support the movement to the ECP title. 

2.3.1 College actions in reclassifying currently occupied positions 

The College Director of Human Resources will review with the requesting department the position changes that are believed to warrant a reclassification of the title4. In most cases, the employee will be the incumbent in the position in question, although, in certain cases, more than one employee may be qualified to perform the assigned work. The approval of the process by the College’s Chief Diversity Officer is required, assuring that all similarly situated and equally qualified candidates are given an opportunity to be considered. 

When the College Director of Human Resources is satisfied that the new job description is consistent with the requirements of the higher title in the HEO series, the request will be presented first to the College HEO Committee. A positive recommendation from the College HEO Committee shall then be forwarded to the President or the President’s designee for consideration. A positive recommendation will then be submitted to HRAS. Since a reclassification is a result of a position’s original duties evolving and expanding over time, any HEO series title movement that may be appropriate will most likely be a one level change above the position’s current title (i.e., Higher Education Assistant to Higher Education Associate). Careful review should be made if the college believes the new duties change the HEO series title more than one level since this may create an entirely new position and a search will then be most likely warranted. 

The college is responsible for determining that the candidate selected (typically the position’s incumbent) meets the qualifications of the proposed HEO series title. The college also determines the appropriate new salary in the new title. Employees retain the same annual increment date in the higher title, unless a different date is required by University policy.  After the college has completed the internal reclassification process of review and approval, the College Director of Human Resources will submit the following written documentation to HRAS: 

• Memorandum justifying the reclassification which outlines the general changes in duties and why the proposed title HEO series title is more appropriate for the position; 
• Current and proposed job descriptions; 
• Current and proposed unit organizational charts which include employee names, payroll titles, and functional titles; 
• The requested salary and effective date of the reclassification (earliest possible effective date is the date the college submits the reclassification documentation to HRAS); 
• Employee’s current resume; 
• For prospective reclassifications, a statement/form signed by the College Chief Diversity Officer indicating that in filling the position selected for reclassification, the process will include consideration of all available candidates in the unit who would be qualified to perform the duties of the newly classified position; and 
• Any other documentation the campus believes supports the reclassification. 

Once the college has submitted the reclassification request to HRAS, HRAS will review the documentation, contact the college with any questions, and inform the College Director of Human Resources with the University’s reclassification decision. If the reclassification is approved, HRAS will confirm the approved salary and effective date. After receiving reclassification approval from HRAS, the college then enters the approved action into CUNYfirst and payroll. The college cannot enter a reclassification into CUNYfirst or payroll until after HRAS approves the reclassification.