Job Audits

 

The first step in establishing a new position is the Job Audit. The Job Audit is the process that HR Compensation uses to establish the appropriate title for new Administrative and Professional (A&P) positions; to determine the appropriate pay and title for new Classified positions; and to audit existing Classified positions when a position has changed significantly and may require reclassification.

The Job Audit process is initiated by the manager of the position. The manager requests that Compensation audit the position by completing the Position Review and Request Form (PDF, 1.44MB) (PRR) and Position Description Questionnaire (PDQ.) If an employee desires to have a Job Audit conducted, Compensation suggests they contact their immediate supervisor to discuss changes in their position that might indicate the need for a Job Audit.

The PRR & PDQ, with organization approvals, is submitted to HR-Compensation for the job audit. Once completed, the recommended title, and salary information if applicable, is communicated to the manager. Positions may not be submitted for audit more than one time within a 12 month period.

You may also reference the Job Audit Flowchart (PDF, 60KB) to visualize the process.

No Job Audit is required if an existing position is being replaced at the same title and pay grade (if applicable.)

 

The President has expressed a strong preference that classified job audits be scheduled prior to the beginning of the annual budget process, with any resulting reclassifications to be effective the following September 1. A call for reclassification requests is sent to the campus in late winter/early spring each year.

Off-cycle requests can take up to 20 work days to complete, which should be factored into a department’s plans for proposing an effective date for an off cycle reclassification. In accordance with State law, the effective date of the reclassification must be after the final approval of the action. In other words, there cannot be a retroactive salary increase associated with a reclassification.

  • Access and complete all sections of the Position Description Form for either PRR or PDQ. The PDQ can be obtained by contacting compensation.
  • Obtain required approvals
  • Submit to Compensation
  • Compensation notifies the department, assigning new title, job class code and pay grade if applicable
  • Department proceeds with Employment process:
  • Establish a New Position by completing the Position Review and Request Form (PDF, 1.44MB) (PRR) and submitting to the Budget Office
    • Budget Office assigns position number, approves requisition, and department proceeds with posting the position via the UT Dallas Jobs website
    • See New Hire Process Flowcharts for details of hiring Classified or A&P Staff

Role of Compensation in a Job Audit for Classification of a New Position or Reclassification of an Existing Position
  • Upon receipt of the PDQ, HR Compensation performs a Job Audit:
  • Reviews Position Description and may contact the department with questions about the position, or if needed, set up an onsite Desk Audit of Position — this may include interviews with Department Manager and the Employee if reclassification
  • Analyzes the changes in the position and their impact on the pay grade, salary, and FLSA status.
  • Consults Compensation information on similar positions from internal sources, other universities and published salary survey sources
  • Determines and communicates recommendation for Title, Pay Grade and FLSA status via the PRR.

What is the PRR?

The PRR, or Position Review and Request Form (PDF, 1.44MB), replaces the Position Analysis and Position Description Form (PDF,) the New Position Request (NPR) form (for staff positions,) and the Position Allocation Notice (PAN.) The PRR is designed to streamline the position creation, reclassification and job change process for all staff positions (excluding students and faculty.)

When should I use the PRR?

The PRR should be used to request the following:

  • New Position: any position that is new to the department, division or university that has not previously been filled.
  • Replacement: to replace or backfill a position that has been recently vacated due to a termination or transfer.
  • Promotion: to review the knowledge skills and abilities of an employee and determine their eligibility to progress to a higher level position.
  • Reclassification: a review of the job duties to ensure accuracy of title, description or pay grade, which may result in an upgrade or downgrade of the position.
  • Job Description Change: addition or deletion of job duties that does not impact the position—s title or pay grade.
What is the PRR process?
  • Complete the Position Review and Request Form (PDF, 1.44MB). If all fields are not complete, there may be a delay in processing.
  • HR will review the request and contact the hiring manager or point of contact to complete the request.
  • If the request is for a Replacement, the Job Requisition found at the UT Dallas Jobs web site will also need to be completed. The Employment Specialist will assist with posting the replacement position.
  • If the request is for a New Position, Reclassification, or Job Description Change, the Position Description Questionnaire (PDQ) will also need to be completed. The Compensation Manager will assist with the position review. An on-site review of the position may be conducted for clarification of duties. The Employment Specialist can assist with posting the position if necessary.
  • If the request is for a Promotion (Staff Positions only,) the Staff Promotion Assessment will need to be completed. The Compensation Manager will assist with the qualifications review.
  • After the position is reviewed, the PRR will be forwarded to the Budget office if the request includes a change in salary.
  • The Compensation Manager will notify the department regarding the results of the review.
How long is the review process?

The amount of time necessary to complete a position review depends on the level of complexity and the amount of additional information required. Please keep in mind the request may take more or less time depending on the type of request.

What factors will be considered for reclassification?
  • Complexity of Work — day-to-day work has become more complex and requires an increase in skills.
  • Addition of Fiscal Responsibility — position now requires responsibility for budget or financial account(s) management.
  • Supervision Exercised — incumbent now has more significant supervisory responsibility.
  • Organizational Needs — an organizational reorganization that redefines the position.
What factors will not be considered for reclassification?
  • Longevity — the length of time an incumbent has been at a particular pay grade or the incumbent—s time of service.
  • Future Assignments — duties or responsibilities which may be incorporated into the position at a future time.
  • Increased Volume — the volume of work has changed; however, the complexity of work remains the same.
  • Retention of Market Comparison — in response to a job offer, market salary data or comparisons to positions at other Universities.
  • Performance/Personality Traits — initiative, efficiency, positive customer service, loyalty or hard-working.

While these factors are valued, they should not be considered as reasons to reclassify a position. HR can assist you with alternatives to reward your employees in these situations.

What other information is needed to complete the request?
  • Current and future organizational chart(s.)
  • Any market data or research gathered that may assist with the review process (if applicable.)

The request may be delayed if any of the required documentation is missing.

How should the PRR be routed for approvals?
  • Route the completed form for the required signature approvals. The form provides approval space for the direct supervisor of the position, the department account manager, Dean or Department Head, and the Vice President/Provost. Please reference the department—s approval policy to ensure the appropriate approvals are received before submitting the form to HR.
  • You may either print the form for original signatures and manual routing or you may utilize electronic signatures. To sign electronically, double-click the signature icon in the signature box. An Adobe signature box will appear. You may create a unique signature if desired, but is not required. The default electronic signature will capture your computer signature (e-mail address, name, company and department ) and will provide a date and time stamp. Save the form and e-mail to the next appropriate approver. The final approver should forward to HR.

PLEASE NOTE: Signature approvals indicate that the hiring manager has permission to move forward with the position review, signatures are not to approve title, duties, FLSA status, pay grade or level of pay. These items will be addressed during the review which may result in an upgrade or downgrade of the requested position.

What are my next steps?
  • HR will review the position request and the supporting documents.
  • The final request will be forwarded to the Budget office to assign a position number (if necessary) and to verify funding.
  • HR will notify the point of contact or hiring manager of the results of the review.

For additional assistance please contact the Compensation Manager or your Employment Specialist.