Position Reclassifications and Compensation Change

Position Reclassifications and Compensation Change - School of Design

A position reclassification is the assignment of a new job profile and/or compensation grade/job family to an existing position. Human Resources bases this change on an evaluation of the duties, responsibilities, scope, impact, and minimum qualifications of the position. Not all reviews will result in a change.

For consideration of a position reclassification and/ or compensation change the following must be provided:

Old and new Position Description (https://www.hr.upenn.edu/policies-and-procedures/forms/compensation-forms).
A document from the department head approving the request.

Submitted By*

Request Type*

Reclassification:

A filled position is eligible for a reclassification review when there has been an authorized and necessary significant increase in that position’s scope, impact, complexity, responsibilities, and accountability such that the incumbent is required to exercise greater judgment and discretion, and to rely on a larger and more specific skill set than previously necessary in order to perform the work successfully.

A staff member must have at least six months of continuous service in his/her current position for the position to be eligible for a reclassification review. Individual Schools/Centers may have greater service length thresholds. Additionally, incumbents should have been successfully performing the new duties for a minimum of six months before a reclassification request is submitted to Human Resources. Human Resources reviews the request and determines an appropriate job profile/grade profile and/or compensation change.

Years of service, outstanding work performance, and/or an increase in the volume of work are not grounds for a position reclassification.

Salary Adjustment:

Off-cycle adjustments to a staff member’s salary/hourly rate are designed to address issues due to pay compression, equity, market factors, or an increase in duties. They may be requested throughout the fiscal year; however, individual Schools and Centers may have different timelines. A staff member must have at least six months of continuous service in his/her current position to be eligible for a compensation change review. Individual Schools and Centers may have greater service length thresholds. A staff member who currently is on a performance improvement plan is not eligible for a compensation change. Length of service alone is not considered a valid reason for a compensation change. Human Resources reviews the request and determines an appropriate salary/hourly rate.

A compensation review may result in 1) the staff member receiving an internal equity adjustment to align his/her salary/hourly rate with those of others in the department, School/Center, or University who are performing similar work at a similar level, and who possess similar skills and experiences that are directly relevant to the position; or 2) the staff member receiving an external-market-based adjustment to his/her salary/hourly rate; or 3) no change to the staff member’s salary/hourly rate.

Reclassification with Salary Adjustment:

In some cases, a staff member’s position may warrant both a reclassification and a salary adjustment. This occurs when the position has undergone a significant and sustained change in scope, complexity, and responsibility—meeting the criteria for reclassification—and the updated responsibilities also support a compensation review based on internal equity, market alignment, or an increase in job-related qualifications or expectations.

The staff member must meet all eligibility requirements for both a reclassification and a compensation review, including the minimum six months of continuous service in their current role and at least six months of successful performance in the expanded responsibilities. Human Resources will evaluate the request to determine the appropriate job profile/grade profile and whether a salary adjustment is warranted based on the scope of changes and market/internal benchmarks.

Please note: as with all reviews, years of service, strong performance alone, or increases in volume of work do not constitute sufficient grounds for reclassification or compensation adjustment.

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Incumbent First Name*

Incumbent Last Name*

Incumbent PennID*

Current Job Profile*

Current Business Title*

Current FLSA Status Exempt/Non-Exempt*

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Current Salary (Exempt)*

Current Hourly Rate (Non-Exempt)*

Scheduled Hours Per Week*

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Requested Effective Date*

Requested Job Profile*

Requested Business Title*

Requested Salary (Exempt)*

Requested Hourly Rate (Non-Exempt)*

Justification*

Rational for adjustment may fall under one of the following:

Significantly Increased Responsibility: Where there has been a significant increase not only in duties but level of responsibility. Identified duties should be in-place for a minimum of six months before review will take place.
Restructuring: Where there is a restructuring that generates improved productivity, service, and/or cost savings.
Retention: Where there is eminent risk of losing critical staff (inside or outside of Penn)—typically with an outside offer in hand.
Internal Equity: Where there is an identified and verified significant (>10%) equity issue within a division. This should be supported by HR analysis.
Market: Where there is an identified and verified (typically by HR survey instruments) market equity issue where the positions affected are identified as critical to the Center and there is a high likelihood of departure (review historic turnover).

File Upload*

Please attach the department head's approval email or memo.

Please also attach copies of the current PIQ AND the new PIQ. If you do not have the current PIQ in your files, and it is not available in Workday, please contact your HR Representative.

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