PERSONNEL
60.02
Revised 10-09
Human Resource Services
335-4521
POLICY
Human Resource Services (HRS) classifies or reclassifies civil service (CS) and administrative professional (AP) positions. To assure that all classification decisions throughout the WSU system are consistent, Pullman HRS provides overall direction for all classifications and reclassifications. Pullman HRS has responsibility to make final classification determinations for positions at all WSU locations statewide.
Eligibility
This classification and reclassification procedure applies to all CS employees who are not covered by collective bargaining unit agreements and to AP employees.
A bargaining unit employee must refer to the appropriate agreement for classification and reclassification procedures. To view the collective bargaining unit agreements, see the HRS Current Employees Labor Relations website at:
Position Review
HRS reviews and analyzes the duties and responsibilities of each position to determine the appropriate classification within the CS compensation plan or exemption from civil service in accordance with RCW 41.06.070 and 41.06.170(3).
HRS reviews AP and CS positions for compliance with the overtime provisions of the Fair Labor Standards Act (FLSA). See 60.59.
The appointing authority's signature authorizes the classification or reclassification review of a position. However, HRS makes the final determination regarding classification or reclassification.
Definitions
Classification
Classification is the designation of a new position to an appropriate class based upon overall duties, complexity, and responsibility of assigned work.
Reclassification
Reclassification is the designation of an existing position to a different class as a result of permanent and substantive changes in the duties.
CS positions may be reviewed for reclassification no earlier than six months after a previous review if there are substantive and permanent changes in job duties and scope of responsibilities. HRS reviews all CS positions prior to recruitment.
AP positions, whether temporary or permanent, may be reviewed at any time for promotions or significant and permanent changes in job duties and scope of responsibilities. All AP reviews are management-requested. HRS reviews all AP positions prior to recruitment. See 60.12 for out-of-cycle salary requests for AP positions.
PROCEDURES
This section provides procedures for requesting:
- Classification and reclassification of a new or a vacant CS position. See below.
- Classification and reclassification of an occupied CS position:
See below for management-requested review procedures.
See below for employee-requested review procedures.
- Classification and reclassification of an AP position. See below.
- Appeal of classification and reclassification. See below.
New or Vacant Civil Service (CS) Position
Position Action/PRR
If creating a new position or modifying a vacant, but existing CS position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to Position Control; French 448, mail code 1041. See 58.02 for form completion instructions.
Departments identify CS vacancies that are for temporary or project appointments in Reason for Action or Comments. See 60.23 regarding project appointments.
Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:
NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the original to Position Control. The department attaches the signed form copy in the Supplemental Documentation area of the position's entry in the Online Position Description and Recruitment System (OPDRS). See below for access instructions.
Return Copies
Position Control forwards a copy of the approved Position Action/PRR to HRS. HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.
Position Control does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.
HRS Approval
After Position Control assigns the position number, the department submits the following to HRS for approval through the OPDRS:
- Position description,
- Proposed salary,
- Performance expectations, and
- Organization chart showing the civil service position's relationship to other positions in the department to HRS.
Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.
To access the Online Position Description and Recruitment System (OPDRS), go to:
To view advisory samples for creating performance expectations for a civil service position, select the Manager's Toolkit--Civil Service--Classification and Compensation links on the HRS website at:
Recruitment and Selection
See 60.18 for information regarding the recruitment and selection of civil service employees.
Occupied Civil Service Position
Position Action/PRR
To modify an existing civil service position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to Position Control; French 448, mail code 1041. See 58.02 for form completion instructions.
Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:
NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the original to Position Control. The department attaches the signed form copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.
Return Copies
Position Control forwards a copy of the approved Position Action/PRR to HRS. HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.
Position Control does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.
HRS Approval
The department submits the following to HRS for approval through the OPDRS:
- Position description,
- Proposed salary,
- Performance expectations, and
- Organization chart showing the civil service position's relationship to other positions in the department to HRS.
Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.
To access the OPDRS, go to:
To view advisory samples for creating performance expectations for a civil service position, select the Manager's Toolkit--Civil Service--Classification and Compensation links on the HRS website at
Effective Date
The department may establish an effective date if the employee has performed the higher level duties for at least six months prior to the date.
If the employee has been performing the higher level duties for less than six months, University management may initiate an immediate change of duties. The effective date is not retroactive. The effective date assigned by HRS supersedes the effective date entered by the department on the submitted Position Action/PRR.
Salary Step and Periodic Increment Date
See 60.29 for information regarding establishing salary step and periodic increment date for reclassified civil service positions.
Access to the OPDRS is restricted to management use only. The requesting employee must use the three forms listed below to submit a request for review of her or his own position to the campus Human Resource Services (HRS) office. HRS offices are located at the Pullman, Spokane, Tri-Cities, and Vancouver campuses.
A requesting employee submits the following to HRS:
- Position Description. Complete and/or print the blank master form on 60.02.10-11.
- Position Questionnaire. Complete and/or print the blank master form on 60.02.12-13.
- Organization chart showing the position's relationship to other positions in the department. Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.
NOTE: Upon receipt of the employee-requested review, HRS notifies the supervisor of the pending position review.
Additional Documentation from Supervisor
HRS may request that the supervisor or department submit the following:
Position Action/PRR
To modify an existing CS position and/or its assignment of accounts, the supervisor or department submits a signed Position Action/PRR form to Position Control; French 448, mail code 1041. See 58.02 for form completion instructions.
Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:
NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the original to Position Control. The department attaches the signed form copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.
Position Control forwards a copy of the approved Position Action/PRR to HRS. HRS attaches or replaces an imaged copy of the form with final approvals in the Supplemental Documentation area of the position's entry in the OPDRS.
Position Control does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.
Performance Expectations
HRS may request that the supervisor or department submit the performance expectations online to HRS for approval through the OPDRS. The performance expectations are to include the new duties for the civil service position.
To access the OPDRS, go to:
To view advisory samples for creating performance expectations for a civil service position, select the Manager's Toolkit--Civil Service--Classification and Compensation links on the HRS website at:
Organization Chart
HRS may also request that the supervisor or department submit an organization chart showing the civil service position's relationship to other positions in the department to HRS. Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed.
Salary Step and Periodic Increment Date
See 60.29 for information regarding establishing salary step and periodic increment date for reclassified CS positions.
Administrative Professional Position
All AP reviews are management-requested. Also, requests to reclassify CS positions to AP must be management-requested.
Temporary Appointment
A department may create a temporary AP appointment when funding allows for an appointment of no less than .50 FTE lasting a minimum of six months and one day. (See 58.01 for definition of full-time equivalent (FTE).) Temporary appointments are not to exceed two years.
Generally, temporary AP appointments are created for the following reasons:
- To provide coverage while a formal search is being conducted;
- To provide coverage while an AP employee is out on extended leave;
- To meet a specific identified immediate, critical need;
- To complete a professional level project.
Project Appointment
A department may create a project AP appointment when funding and/or the defined project allows for an appointment to be a minimum of six months and one day in duration and at least .50 FTE.
HRS determines if an AP appointment meets the criteria to be a project appointment. Criteria include:
- The appointment is entirely grant-funded;
- Funding for the appointment is for a specified period of time; OR
- The appointment needed is to complete a specific, defined project.
Required Documentation
To request the creation of a new administrative professional (AP) position, or the review of a vacant or occupied AP position, the requesting department submits the following documentation as indicated.
Position Action/PRR
To create or modify an AP position and/or its assignment of accounts, the requesting department submits a signed Position Action/PRR form to Position Control; French 448, mail code 1041. See 58.02 for form completion instructions.
Position Action/PRR forms are available in a paper version from Central Stores; inventory number 3304; or in an automated template version from the Procedures, Records, and Forms FileMaker forms website at:
NOTE: The department may submit an imaged copy of the signed Position Action/PRR to HRS online when submitting the original to Position Control. The department attaches the signed form copy in the Supplemental Documentation area of the position's entry in the OPDRS. See above for access instructions.
Return Copies
Position Control forwards a copy of the approved Position Action/PRR to HRS. HRS attaches or replaces an imaged copy of the approved form in the Supplemental Documentation area of the position's entry in the OPDRS.
Position Control does not return copies to the department after processing the Position Action/PRR. Departmental personnel may review requested actions by accessing the AIS applications DEPPS or HEPPS, or in the OPDRS. NOTE: The OPDRS entry does not include funding information for the position.
HRS Approval
The department submits the following to HRS for approval through the OPDRS:
- Position description,
- Proposed salary,
- Performance expectations, and
- Organization chart showing the AP position's relationship to other positions in the department to HRS.
Complete and/or print the organization chart template on 60.02.14 or independently create a chart as needed. Attach the organization chart in the Supplemental Documentation area of the position's entry in the OPDRS.
NOTE: Access to the position information in OPDRS requires an assigned position number.
To access the OPDRS, go to:
Recruitment
See 60.17 for information regarding the recruitment of an AP position.
Salary Review
See 60.12 for information regarding AP salaries.
Position Numbers
Existing classified and AP positions retain the same position number.
For a new position, the requesting department submits a Position Action/PRR form to Position Control. Position Control uses the Position Action/PRR to assign a number to the new position. See 58.02 for more information.
Departmental personnel may obtain assigned position numbers by accessing the AIS applications DEPPS or HEPPS, or the OPDRS.
The hiring department enters or verifies the assigned position number into the OPDRS when creating the position description and position expectations.
Notification
HRS notifies the employee and supervisor in writing of the review results. The results provided in the HRS notification supersede the information submitted by the department or supervisor on the Position Action/PRR.
Civil service employees may appeal the reallocation results in accordance with WAC 357-13-075.
Civil service employees may appeal the allocation to an administrative professional position in accordance with WAC 357-52.
An appointing authority or designee may request a review of the classification assigned to an AP position within 30 days of receiving the official memorandum from HRS. The appointing authority or designee submits a written request to HRS including the following information:
- Outline of specific reasons for requesting a review.
- If significant changes have occurred, also submit:
Revised organization chart and
Revised position description with appropriate signatures.
See the PDF forms:
60.02.10-11: Position Description,
60.02.12-13: Position Questionnaire,
60.02.14: Organization Chart.
Complete and/or print as needed.