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Review and Approval Procedure |
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The creation of a new position shall be determined by an analysis of the duties, level of responsibilities, minimum required qualifications, and reporting relationship of the position. The new position shall not be made to fit the qualifications of an individual employee (or group of employees) but rather to reflect the duties to be performed. |
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Promises/commitments to employees prior to employment or to current employees regarding possible changes to titles and/or salaries should not be made before complete analysis by Personnel and appropriate administrative approval for recommendation(s) as these constitute legal commitments of Texas Tech. |
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Step 1 |
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The administrator will provide Personnel Compensation a completed Position Description Questionnaire (PDQ), an updated, detailed organization chart identifying names and titles of incumbents, and location of the new position in the organization. Compliance with providing requested information assists Personnel with efficient review and avoids delays in the review process. PAFs may not be submitted until final review by Personnel and approval of appropriate administrator is received. Reclassifications for the same position may not be submitted more than once within a 24 month period. |
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Step 2 |
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Personnel Compensation will audit the position and evaluate the assignment of the position(s) taking into consideration: |
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| ◘ | The assigned job duties and responsibilities. | | ◘ | The knowledge, skills and abilities required to perform the duties. | | ◘ | The degree of judgment required. | | ◘ | The degree of supervision received. | | ◘ | The degree of supervision exercised. | | ◘ | The decision-making responsibility required. | | ◘ | Special working conditions. | | ◘ | Special licenses or certifications required. | | ◘ | Qualifications the employee(s) occupying the position(s) possess or should possess to fill the positions(s) with reasonable prospect of success. | | ◘ | The relationship of the position(s) to similar position(s) within the University. |
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Positions which involve substantially the same kind of work, equivalent levels of difficulty and responsibility, and which require comparable experience and training, will be assigned to a single job class/category. |
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Step 3 |
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The Director of Personnel or designee shall then recommend an appropriate classification/category and pay range for the position. A recommendation by the Director of Personnel or designee does not imply any commitment for the additional funds that may be required. |
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Step 4 |
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The appropriate Vice Chancellor/Vice President, Provost or Chancellor/President shall review the recommendation of the Director of Personnel and indicate their approval/disapproval to proceed with the request. Personnel Compensation will then notify the originating Administrator by letter, whether the request has been approved or denied. |
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Department Administrators and/or Vice Presidents must identify the funding source at the point of request. The Budget Office will provide verification of funding to the Personnel Department. Any exceptions to the established policy will require Presidential approval. |
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Any position change request which has not been previously approved through the above procedure will be removed from the budget. |
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Non-State Appropriated Funds |
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New positions, title changes, reallocations, reclassifications, special salary increases, promotions, transfers and demotions will be allowable at grant or contract inception or renewal date through the procedure outlined above. These salary adjustments have the same limits as other positions, should be comparable with faculty and staff salary adjustments paid from state funds, and require approval of the President. |
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Special Classification Restrictions |
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To provide equity, certain titles are restricted by level of administrative office: |
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| 020107 | Assistant to the President. | | Title is restricted for use in the Office of the President. | | 020109 | Executive Administrative Associate. | | Title is restricted for use in the office of a Vice Chancellor, Vice President and Provost. | | 011123 | Executive Associate to the Dean. | | Title is restricted for use in the office of a Dean. | | 011121 | Senior Administrative Assistant. | | Title is restricted for use in the office of a Dean, Associate Vice Chancellor/Associate Vice President, Vice Provost, or an administrative officer reporting directly to the Chancellor/President. | | 011120 | Administrative Assistant. | | Title is restricted for use in the office of a Dean, Assistant Vice Chancellor/Assistant Vice President/Assistant/Associate Provost, or an administrative officer reporting directly to the Chancellor/President. | | 011118 | Administrative Business Assistant. | | Title is restricted for use in the office of a chair of a large academic department, director of a large center or institute, or director of a large budgeted administrative department, meeting at least three of the four following criteria. | | | | 1. | Department assumes a wide variety of responsibilities. | | 2. | Department has at least 10 full-time employees. | | 3. | Department has a least 3 professional and administrative employees. | | 4. | Department has a total budget of at least 1 million dollars. |
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Exceptions to this policy will require strong, written justification and approval by the President. Position currently assigned to the special classifications which do not meet the above criteria may be reclassified when they become vacant. |
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Questions regarding this procedure should be addressed to the Director of Personnel or the Compensation Manager. |
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