BASIC INFORMATION REGARDING AN AUDIT OF A CLASSIFIED STAFF POSITION

 

All requests for an audit must be in writing and include:

• a completed position description on the current PDQ form with appropriate approvals, you can find the PDQ form at (http://www.uwyo.edu/hr/Hrformslist.htm)
• a current organizational chart
• any additional supporting documents required or in support of the action

 

Audit interviews (on-site or via phone) will be scheduled:

• at the earliest possible time
• with the supervisor of position
• with the employee in the position
• at the discretion of the job analyst

 

Analysis of the position includes:

• review of the position description (PDQ) and the organizational chart
• information gained from on-site or phone interviews
• comparison to other positions
• comparison to University of Wyoming job descriptions

 

Outcome of classification:

• will be provided in writing to the employee, department, and appointing authority
• effective date for filled positions shall be the first day of the month following the date the PDQ decision sheet is signed by the Director of Human Resources.
• the department will be responsible for funding any pay changes

 

Results of audit:

Any audit conducted by Human Resources can result in one of the following decisions:

• Retention, with no change in title, pay grade or pay.
• Title change only, with change in title, no change in pay grade or pay.
• Downgrade, with change in title and pay grade, but no change in pay to the employee.
• Upgrade, with change in title, pay grade and possible change in pay to the employee.

 

 

PURPOSES OF POSITION DESCRIPTIONS

 

CLASSIFICATION

Accurate position descriptions allow one job to be evaluated and compared to others, and the overall classifications.

 

EMPLOYMENT

Position descriptions are used as an aid to identify necessary knowledge, skills, abilities, and qualifications when recruiting, hiring, promoting, transferring and counseling employees.

 

KNOWLEDGE, SKILLS, AND ABILITIES

Position descriptions identify the knowledge, skills, and abilities requested to perform a job satisfactorily.  Knowledge is information, facts, or principles the employee must possess to successfully do the job.  Knowledge is generally technically based.  Skills and abilities are sometimes used interchangeably and relate to demonstrated mental or physical abilities, characteristics, behaviors, and traits needed for successful job performance.  Many skills are measurable.  Abilities most commonly refer to behaviors or characteristics of a person.  The position description also includes any special licensing, registrations, or certifications required. 

 

LEGAL COMPLIANCE

The Americans with Disabilities Act (ADA) prohibits discrimination in employment against qualified individuals with a disability.  It requires that employers base employment decisions on the ability of the person to perform the job, not on the person’s disability. 

 

The Fair Labor Standards Act (FLSA) defines the minimum wage, overtime and exempt work categories and provides child labor protection.  Position descriptions are used to determine whether a position is exempt or nonexempt under the FLSA.  It is critical the PDQ accurately describes the work being performed.

 

The Occupational Safety and Health Act (OSHA) establishes safety and health standards to protect employees in the work place.  Accurate detail is important if the conditions are hazardous or unusual (e.g. noise, high voltage, chemical, etc.).

 

RECORD OF DUTIES TO BE PERFORMED

A complete and accurate position description can assist a supervisor in establishing priority outcomes and conducting employee performance reviews.  Job related counseling is more effective if outcomes are clearly defined.  This allows for objective, constructive discussions that might not be possible without clearly defined priority tasks, duties, and responsibilities. 

 

ON-SITE OR PHONE AUDIT PREPARATION INFORMATION

The on-site or phone audit is an opportunity for the employee and the supervisor to highlight those portions of the position description they think are the most important.  It also allows the analyst to view samples of work and get answers to questions developed in the preliminary analysis.  Please have a copy of the PDQ available for reference during the audit interview.

 

The audit will be focused on the duties and characteristics of the position, not of the employee.  In other words, classification decisions are based on the characteristics of the position and not on the characteristics of the employee such as diligence, longevity, loyalty, exceptional qualifications or performance, or status of any kind.  The full analysis includes review of the position description, the organizational chart, comparison to University of Wyoming job descriptions or any and all related classifications, on-site audit information, and comparisons to other positions on campus.  These factors all contribute to the total analysis and are not considered independently.  The classification decision must hold true for whoever holds the position. 

 

IMPORTANT INFORMATION TO REMEMBER

 

Ø       Effective dates of any reclassifications for filled positions will be the first day of the month following the date the decision is signed by the Director, Human Resources.

 

Ø       Departments will be responsible for the funding of any reclassifications.

 

Ø       The analysis process is comprehensive and takes considerable time to finalize.  Final determinations generally take from two weeks to two months.  The goal of the Classification/Compensation unit is to complete audit decisions within two (2) weeks of receipt.  Factors contributing to the turn-around time include scheduling of the on-site or phone interview, uniqueness of the position, other audits currently in process, PDQs submitted on vacancies, and other priorities of the Classification/Compensation unit. 

 

Ø       A request for audit may be initiated by the employee or the employee’s supervisor, and must be submitted for departmental approval.  Requests must have the appropriate approval before Human Resources will review them.

 

Ø       Department heads are responsible for organizing the work in their areas, and have authority to change and reassign duties and responsibilities as needed.  If the employee believes significant changes have been made in the duties assigned to the position, the employee should discuss a request for audit with their supervisor.

 

Ø       The Human Resources Department may initiate an audit of a position.  When this occurs, the department may be required to complete a PDQ.