Reclassification

What is Reclassification?

Reclassification is the formal process used to review an employee’s job duties when their responsibilities have significantly changed.

It ensures that a position’s title, classification, and compensation level accurately reflect the work being performed.

Eligible employees may apply for a reclassification when the scope, complexity, or decision-making authority of their position expands beyond their current classification.

Reclassification Procedures

AFT Professional Staff and Career Service Employees may apply for a reclassification of their position when the scope of their job duties change. The opportunity to submit a reclassification request is a contractual right for AFT Professional Staff under the AFT collective bargaining agreement and granted to career service staff by the New Jersey Civil Service Commission.

Evaluation of the merits of a reclassification request for a higher classification by Human Resources focuses on the nature, scope and complexity of the additional job duties identified by the employee as constituting the reclassification request. Performing additional job duties that are within the scope of an employee’s current job classification, and/or performing a higher volume of job duties, will not merit a reclassification.

Reclassification Procedures

1. Reclassifications of current positions which are vacant and there is no incumbent:
   • When a manager seeks to upgrade, downgrade, or reclassify a vacant position, the Position Classification process shall be followed.
2. Reclassifications of current positions where there is an incumbent:
   • A position may be reclassified when the duties and responsibilities of the position have significantly changed to the extent that they no longer reflect the existing job description. An incumbent’s length of service, qualifications, education, performance, merit, etc., are not reasons to reclassify a position.  The reclassification request may be submitted by the employee and/or the supervisor.
   • The procedure outlined below should be followed when requesting the reclassification of a position:

Career Service Positions – Reclassification Process:

1. 1. 1. Required documents:
         • Requests should include a Job Description
         • Position Classification Questionnaire – DPF 44S (Career Service Employees only)
         • Position Reclassification Request Form
         • An updated organizational chart for the department /unit showing the position and any positions supervised, which the employee may request from the supervisor supporting justification for the position, including funding source.
         • Justification statement addressing why the reclassification is warranted
      2. The above documents should be sent to Classification and Compensation via email to class-comp@montclair.edu with the subject line: “Reclassification Request”.
      3. Review process:
         • Classification and Compensation will acknowledge receipt and request clarification or more information, if needed.
         • Classification and Compensation will evaluate the request and supporting documentation to determine whether a position reclassification is warranted. This analysis will be completed within ninety (30) days.
         • Following review, Classification and Compensation will provide a determination to the hiring manager, including instructions regarding next steps, if applicable.
      4. Final approval is subject to review by the Civil Service Commission.

Professional Staff (AFT) Positions- Reclassification Process

Prior to submitting a request, employees and managers should review the AFT Reclassification Procedures Agreement, which provides information regarding the process, requirements, and timelines at each level of review.                                                                                                

1. 1. 1. Requests should include the following:
         • Any and all job descriptions under which the employee has worked while in this title. If the employee does not have the job description, copies may be requested from the supervisor.
         • A listing of any new and/or additional job duties not included in the prior job description(s) as well as identification of any of the duties from the prior job description(s) no longer being performed.
         • Proposed job description indicating the work being performed and clearly indicating the new responsibilities; different from original job description.
         • Justification statement addressing why the reclassification is warranted. This should be based on the increased duties and responsibilities, how the scope of work or level of responsibility has changed, and any other information that supports this reclassification request.
         • Organizational chart for the department/unit showing the position and any positions supervised, which the employee may request from the supervisor.
         • Material/information which may be included by the employee beyond that which is set forth above is that which provides additional explanation how the scope of work and/or level of responsibility/authority has changed, how the specific duties and responsibilities of the position do not conform to the job description for the title, and/or which otherwise supports the employee’s request for a reclassification.
      2. Reclassification requests should be submitted via the Create Request process in Workday.
      3. Classification and Compensation will evaluate the submission request and supporting documentation to determine whether a position reclassification is warranted. This analysis will be completed in accordance with the timeline established by the AFT Reclassification Procedures.
      4. Following review, Classification and Compensation will provide a determination, including instructions regarding next steps, if applicable. Should there be disagreement with the Classification and Compensation determination, the steps established by the AFT Reclassification Procedures shall be followed.

Related Documents and Forms