EIU Human Resources Classification & Compensation

Position Audit Procedures

Request for Position Audit
A position audit may be initiated by the employee, the employing department, or the DER. In accordance with SUCSS 2.3- Position Audit Procedures, when official on-going duties and responsibilities fall partly in one class and partly in another, it is necessary to evaluate the overall function of the position as well as the duties which are essential to it. As a general rule the classification of a position should be based on those duties and responsibilities occupying the majority of the positions work time.

Human Resources will aim to complete all position audits within 30 days of receiving a complete Position Audit Request packet.

Position Audit Request packet:
1. Request for Position Audit Form      (must be signed by Employee/Dept Head/VP)
2. Current Position Description            (current position classification)
3. Updated Position Description          (must include additional duties, tasks, scope of work performed)   

Preliminary Review by Human Resources

Human Resources will review the position audit request and supporting documentation to:

• Verify accuracy and completeness of the Position Audit Request packet.
• Confirm that duties are performed on a regular and ongoing basis;
• At least 75% of the time
• Be in the position/performing duties at least 6 months

Scheduling of Position Audit Meetings
Human Resources will schedule separate meetings with the employee and the immediate supervisor to review assigned duties and responsibilities using standardized position audit questions to evaluate:

• Specific duties and responsibilities being performed
• Frequency of each duty performed
• Percentage of total work time spent on each function
• Level of responsibility and total scope of work

This analysis will be used to assess alignment with existing SUCSS classifications.

Evaluation of Duty Distribution
Human Resources will evaluate whether the employee is performing duties outside the scope of the current classification and determine whether more than 75% of the employee’s assigned workload reflects duties associated with a different classification.

Civil Service Classification Review
Employees must be qualified for, and successfully pass, the appropriate civil service credentials evaluation for the classification recommended in the audit report. An up-to-date resume may be required.

• If minimum qualifications are not met, Human Resources may submit the request to SUCSS for review under Compensatory Qualifications, as applicable.
• If the employee does not meet minimum qualifications, compensatory qualifications, or position audit criteria, the position audit request will be denied, and job duties must be removed or adjusted to ensure alignment with the current classification.

Position Audit Determination
Upon completion of the position audit review and analysis, Human Resources will determine whether a:

• Classification change
• Compensation adjustment
• Combination of both is appropriate and approved

Written Position Audit Summary
Human Resources will prepare and submit a written Position Audit Results summary which includes either a recommendation for reclassification and any associated changes to class or compensation, or a recommendation for denial with supporting evidence to the unit Vice President, Department Head/Supervisor.

Compensation considerations:

• Negotiated Civil Service positions approved for reclassification may be eligible for a compensation adjustment. Any adjustment will be in accordance with the current pay rates published in the applicable collective bargaining agreement.

• Non-negotiated positions approved for reclassification may be eligible for a compensation adjustment. Typically, this adjustment may be approved up to 6% minus $1.00, but will depend on current pay rate, internal equity within the position classification, and other factors.

The unit Vice President/President can approve a non-negotiated compensation adjustment above the typical recommendation. The Director of HR may also recommend an additional compensation adjustment depending on the current non-negotiated starting pay rates in the new classification or if the position is reclassified from individual contributor to manager level.

Any approved position audit with compensation adjustment will be eligible for retroactive pay effective 30 days from the date of the received Position Audit, for example, Position Audit received 12/5/2025, retroactive compensation effective 1/5/2026.

Vice President Review
Generally, if a complete analysis has been conducted with a recommendation for reclassification from Human Resources, then the SUCSS rules must be followed and the reclassification processed. However, associated compensation adjustments must be approved by the unit Vice President.

Position Audit Results
Human Resources will provide a written Position Audit memo, notifying the employee and Department Head/Supervisor of the results of the position audit and any associated changes. If the request is denied, appropriate supporting evidence will be included in the memo.

If approved for reclassification and/or compensation adjustments, Human Resources will initiate the completion of a PAR form and process all associated personnel changes in the system. A finalized position description would be reviewed and signed by the direct supervisor and employee, with the original retained in the Human Resources department.

Record Retention and Appeals
Human Resources will maintain all position audit documentation in accordance with EIU record retention requirements to support decision-making and to respond to any classification or compensation appeals.