Job Classification and Reclassification 2-50.1

School Board of the City of Virginia Beach
Regulation 2-50.1

ADMINISTRATION

Job Classification and Reclassification

1. General

   The Department of Human Resources is responsible for maintaining the classification system for all jobs in accordance with the essential knowledge, skills, and abilities necessary to perform the assignment. The classification and reclassification of any position is determined by the Superintendent and will be processed in accordance with the procedure outlined below.

2. Definitions
   1. Job

      An assignment composed of a set of duties and responsibilities authorized to be performed.

   2. Job Title

      A job title identifies the job being performed, such as Bus Driver; Office Associate II; and Assistant Principal, Elementary School.

   3. Job Description

      A job description provides a general overview of the duties and responsibilities of a job including a listing of the essential tasks or functions; the knowledge, skills and abilities; the education and experience; the physical requirements; and any licensure and/or certifications required to perform the duties and responsibilities.

   4. Job Category

      A job category refers to the classification of jobs as administrative, professional, classified, and instructional.

   5. Job Questionnaire (JQ)

      A job questionnaire is the instrument used to compare the duties and responsibilities contained in the job description of a job title with the duties and responsibilities actually performed and/or assigned to the job for the purposes of determining the appropriate pay grade.

   6. Job Audit

      A job audit may be conducted for the purposes of verifying the duties and responsibilities as represented in a job questionnaire. A job audit may be done at the discretion of the Department of Human Resources, as a result of a request of a department head or to develop and/or modify a job description.

   7. Job Classification

      A job classification is the process of grouping jobs on a pay grade based on the complexity, skills, training, and the authorized duties and responsibilities necessary to perform the job.

   8. Job Reclassification

      A job reclassification is the reassignment of an entire job from one pay grade to another due to a significant change in the duties and responsibilities of the job or as the result of a compensation study.

   9. Position

      Each job has a designated number of positions occupied by individual employees. One or many positions may exist for each job.

   10. Position Reclassification

       A position reclassification is the reassignment of an individual employee from one job title to another job title.

   11. Pay Grades

       Pay grades define the level of compensation paid for jobs on a pay scale.

   12. Pay Range

       A pay range refers to the minimum and maximum values paid for all jobs assigned to a specific pay grade.

3. Request for Classification of a New Job

   The creation of new jobs within the School Division requires a recommendation by the Superintendent to the School Board for approval. All requests for the creation of a new job must first be submitted to the appropriate department head for review. The department head submits approved requests to the Chief Human Resources Officer with a memo that includes a draft job description and job questionnaire that justifies the request. The Chief Human Resources Officer will review the documents and make a recommendation to the Superintendent for budget consideration.

4. Job Reclassifications

   Job reclassifications typically occur as a result of a compensation study or may be initiated by the Superintendent or the Department of Human Resources. A job may be reclassified to a higher or lower grade based upon level of responsibility compared to other jobs within and outside the organization, and/or based upon market pay practices.

5. Position Reclassifications

   Position reclassifications occur when an individual employee’s job duties have changed significantly from those included in the job description and are beyond the scope and responsibility of the position.

   Based on the changes in duties, the position could be downgraded, upgraded, or determined to be properly classified. The employee’s performance, seniority, and/or increase in workload are not considered to be grounds for reclassification.

   All requests to reclassify a vacant position to an existing job title must be submitted in memo format to the Department of Human Resources. The Superintendent shall have the authority to upgrade or downgrade a vacant position to an existing job title.

6. Reclassification Process

   The following process will be used for job and position reclassifications:

   1. Submission Timeframe

      The window for submission of reclassification requests is September 1 through October 31 of each calendar year. Reclassification requests initiated by the Superintendent may occur at any time.

      At the direction of the Chief Human Resources Officer, the Human Resources Specialist responsible for classification and compensation shall make available to the department head or designee a Job Questionnaire and instructions for its completion.

      During a comprehensive compensation study, reclassification requests will not be processed.

   2. Responsibilities

      1. The department head is responsible for ensuring the validity of any requests for reclassification in their functional area(s).

         If the department head does not recommend approval of the request, he/she will notify the supervisor.

         If the department head supports the request he/she must submit the following information to the Department of Human Resources no later than October 31:

         • 1) A Job Questionnaire and memo supporting the need for the review; and
         • 2) A draft copy of the job description which clearly reflects the significant change/growth in the position.
      2. Department of Human Resources

         The Chief Human Resources Officer or designee shall ensure applications received by the due date for reclassifications are processed promptly. Evaluation of such applicants shall include a review of the completed Job Questionaire and may include job audit interviews with employees, supervisors, division and department heads conducted by the Human Resources Specialist for classification and compensation. The Chief Human Resources Officer, as part of the evaluation of the request, shall consider internal equity, the organizational and/or operational effect of the reclassification on School Division operations. Based upon this evaluation, a report shall be prepared for review and final determination by the Superintendent.

   3. Notification Process
      1. Reclassification requests that do not require School Board approval will be reviewed by the Superintendent and notification of the approval or denial of the request will be forwarded to the appropriate department head.
      2. Reclassification requests that require approval by the School Board and are supported by the Superintendent will be submitted to the School Board as a part of the Superintendent’s Estimate of Needs. These requests may include, but are not limited to new job titles and movement from one job category to another. The Department of Human Resources will notify the department head of the final disposition of the School Board within two (2) weeks after the City Council has approved the School Board’s budget.
   4. Salary Implications

      When a position is reclassified, the incumbent’s salary shall be no less than the entry pay rate, at a minimum, and no higher than the maximum pay rate of the new grade.

      The actual determination of an increase will take into consideration relevant factors such as job-related, credible years of experience and internal equity.

      When an entire job is reclassified, a salary increase may be provided concurrent with the implementation of a comprehensive compensation study or job audit. Internal equity, budget considerations and other factors may limit, delay or prevent the approval of a salary increase.

   5. Effective Date

      Pay adjustments that are needed as a result of reclassification will be effective at the beginning of the next contract period (July 1). This pay adjustment will be made before an across-the-board cost-of-living adjustment is processed in those years where the School Board has provided such an adjustment.

Approved by Superintendent: February 19, 1998
Revised by Superintendent: June 21, 2006
Scrivener’s Amendments: August 12, 2013
Revised by Superintendent: December 9, 2013