September 1 and March 1 will the effective dates for reclassifications of filled positions, with variable deadlines for each cycle. The typical timeframe will be a deadline one month before the effective date, but advance notice will be given before each cycle. Departments should plan personnel and funding actions according to these dates. Off-cycle requests are not allowed.

Reclassification is defined by Human Resource Services as "A change in the classification or evaluation of a job assignment as a result of a significant job duty change." There are two types of reclassifications: Reclassify a Filled Position (with/without) a salary increase and Reclassify a Vacant Position. The process for preparing a reclassification occurs in HRMS.

The Reclassify a Position section of HRMS allows you to change the job code associated with a filled or vacant A&P or Classified position.

  • Filled - Use this action when you want to use a new title, the incumbent is qualified to do the new work, and he/she will remain in the position. The reclassification can be with or without salary increase.
  • Vacant - Use this action when the work has changed and you want a new title due to a change in job functions.

select below - Policies and Procedures for reclassifications

Reclassify a Filled Position

To Reclassify a Filled Position, first obtain signature approval from the Dean via the CNS Personnel Action Form. This section of HRMS allows you to change the job code for a position that has an active incumbent. Select the position you want to reclassify. You can access this section from the View Position Details section by entering the position ID and view date and clicking Go. Another way to access the position ID is to search by the incumbent's name or UT EID and clicking on the position ID number. Click the Reclassify link at the top right side of the page. Enter the Proposed Job Code and the Effective Date for the reclassification. Click Walk-me-through or All-in-one.

  • Document Remarks - The information provided in this field should be useful information that will help the reviewers understand what you are trying to achieve. For example, Reclassification of this position was recommended by SUPERVISOR NAME and approved by CHAIR/DIRECTOR NAME and the Dean on MM/DD/YY with a X percent increase in salary OR with no salary increase.
  • General - Review and verify the Location, Schedule, and Reporting Structure for this position and make any necessary changes. General Position Notes is an Optional field to note items such as work hours, schedule changes or other position requirements. A good example would be: Position is deemed essential to the operations and requires incumbent to reside on-site in University housing.
  • Purpose & functions - The Position Title field is an optional field that allows the unit to enter an internal job title. For example, a position might be reclassified to Executive Assistant but the unit refers to the position as the Assistant to the Director. The Purpose field should include a clear, broad, and meaningful description of the position's need. An acceptable purpose for an Executive Assistant position would be: To act as the personal assistant to the Director/Chair and to relieve him/her of a large volume of decisions highly complex in nature. The Functions fields should be completed with a description of each essential function, and a Percent Time must be allocated to each function and total 100 percent.
  • Qualifications - The Required Qualifications will be populated from the University's job description. Preferred Qualifications should list specific additional education and/or experience that would enhance the performance of the successful candidate if recruiting is ever necessary for the position. Add Supervisory Information as appropriate. Remember that if supervision is a function of the position, then relevant supervisory tasks would be referenced in one of the Essential Functions.
  • Working Conditions - The working conditions are populated with a standard list of Environment Demands and Physical Tasks that you may select. There is also an option for adding Additional Working Conditions.
  • Justification - This section addresses 3 areas: Organizational Chart URLs (Current and Proposed), Description of Organization Change, and Department Justification. If the unit's organizational chart(s) are on the web, simply copy and paste the URL into both the Current and Proposed fields of the Organizational Chart URLs. Use the Description of Organizational Change field if no organizational chart is available or if the units reporting structure is simple enough to describe it in words. You may also use this field to state: Organizational chart(s) sent as PDF copy or faxed to CNS. (Please include the reclassification document ID# on the PDF or faxed copies.) The Department Justification field should address the unit's need to reclassify the position and should make no reference to the incumbent. How has the position changed from the original posting that now requires a more appropriate job title?
  • Incumbent - Enter the proposed Salary and justification of the incumbent's qualifications. Be specific. For example: Incumbent has a bachelor's degree and X years of job related experience including X years at UT Austin. It should be clear to all reviewers that the incumbent meets the University's minimum required education and qualifications of the new position.

Verify and approve the reclassification document in the same way as the Create a New Position document. This action begins the routing process of the document for final approval.

Reclassify a Vacant Position

Reclassify a Vacant Position allows you to change the job code and effective date associated with a vacant position. You can access this section from the view position details section by entering the position ID and view date and click Go. Click the Reclassify link at the top right side of the page. Enter the Proposed Job Code and the Effective Date for the reclassification. Click Walk-me-through or All-in-one. The resulting page asks if you are ready to recruit now. Select Yes or No.

  • Document Remarks - The information provided in this field should be useful information that will help the reviewers understand what you are trying to achieve. For example: Reclassification of a vacant Sr. Administrative Associate position to an Executive Assistant position approved by CHAIR/DIRECTOR.
  • General - Review and verify the Location, Schedule, and Reporting Structure for this position and make any necessary changes. General Position Notes is an Optional field to note items such as work hours, schedule changes or other position requirements. A good example would be: Position is deemed essential to the operations and requires incumbent to reside on-site in University housing.
  • Salary & Funding - In this section, the University's Salary Information and Pay Plan Information will populate for the new job code number. In the Salary Range area, enter the Proposed Salary Minimum and Proposed Salary Maximum (optional) or Proposed NON-PUBLISHED MAXIMUM LIMIT.
  • Purpose & functions - The Position Title field is an optional field that allows the unit to enter an internal job title. For example, a position might be reclassified to Executive Assistant but the unit refers to the position as the Assistant to the Director. The Purpose field should include a clear, broad, and meaningful description of the position's need. An acceptable purpose for an Executive Assistant position would be: To act as the personal assistant to the Director/Chair and to relieve him/her of a large volume of decisions highly complex in nature. The Functions fields should be completed with a description of each essential function, and a Percent Time must be allocated to each function and total 100 percent.
  • Qualifications - The Required Qualifications will be populated from the University's job description. Additional required qualifications may be added as appropriate but remember that you may not interview any applicant that does not meet ALL of the required qualifications. Preferred Qualifications should list specific additional education and/or experience that would enhance the performance of the successful candidate. This section is extremely helpful when screening candidates for interviews and for justifying one candidate over another. Add Supervisory Information as appropriate. Remember that if supervision is a function of the position, then relevant supervisory tasks would be referenced in one of the Essential Functions. Qualifying Questions are optional but extremely helpful when screening applications. Applicants' answers to the qualifying questions can be downloaded to Excel to create a matrix for screening based on the most important questions.
  • Working Conditions - The working conditions are populated with a standard list of Environment Demands and Physical Tasks that you may select. There is also an option for adding Additional Working Conditions.
  • Justification - This section addresses 3 areas: Organizational Chart URLs (Current and Proposed), Description of Organization Change, and Department Justification. If the unit's organizational chart(s) are on the web, simply copy and paste the URL into both the Current and Proposed fields of the Organizational Chart URLs. Use the Description of Organizational Change field if no organizational chart is available or if the units reporting structure is simple enough to describe it in words. You may also use this field to state: Organizational chart(s) sent as PDF copy or faxed to CNS. (Please include the reclassification document ID# on the PDF or faxed copies.) The Department Justification field should address the unit's need to reclassify the position and should make no reference to the incumbent. How has the position changed from the original posting that now requires a more appropriate job title?
  • Recruiting - The Official UT Austin Pay Plan Title and Job Code field is populated. The Posting Management field is optional and allows you to delay your posting. The Recruiting Type field allows you to chose from 3 options: Internal (opened to employees in your Unit only), University-Wide (opened to all University employees, including layoffs), or Open (opened to all qualified applicants including those not currently employed by the University). Warning: employees in student positions, postdoc positions, and non-benefits eligible positions may not apply for positions that were posted for Internal or University-wide recruiting purposes. Delegates will be able to view the list of applicants and their materials and change applicant statuses. You may also enter Selection Committee Members (optional). Enter delegates and members by entering their UTEID. Under Additional Materials: A Resume is required for all applicants. Additional Materials may be requested, such as Letter of Interest and/or References. The Test Requirements field is optional, and is not longer recommended by HRS, although typing and spelling tests are still offered at HRS.

Verify and Approve the Reclassification document. This action begins the routing process of the document for final approval. Upon final approval the job will post on the University job search unless you chose the delay option. HRS will send you a confirmation email when the position is posted.