Compensation

A. References

Personnel Policies for Staff Members

• Policy 2, Definition of Terms
• Policy 30, Salary
• Policy 31, Hours of Work
• Policy 32, Overtime
• Policy 33, Shift and Weekend Differential
• Policy 36, Classification

UCI Series Concepts / Job Specifications

UCI Size-Neutral Classification Guidelines

Classification Decentralization Program Manual (available from Human Resources)

UCI Administrative Policies & Procedures

• Section 300-10, Background Check Procedures

UCI Delegations of Authority

• IDA332 [rescinded 8/21/15], Exceptions to Policy 30.L, Restrictions (Additional Compensation)
• IDA336, Classification Authority for Professional/Support Staff Positions and Manager/Senior Professional Positions
• IDA513, Appointments, Promotions, Demotions, Dismissals, and Compensation of Certain Staff Personnel [superseded by IDA581 and then by IDA611, Appointments, Promotions, Lateral Transfers, Demotions, and Compensation of Certain Staff Personnel (Career, Contract, and Limited)]

B. Authority and Responsibility

1. 1. The Assistant Vice Chancellor, Human Resources, and the Assistant Medical Center Director - Director, Human Resources are responsible for the development, administration, and evaluation of UCI’s Classification Program and for the redelegation of authority for classification decisions to trained participants in the Classification Decentralization Program; the initiation of established class titles at UCI; compliance with federal and state regulations and laws; and compliance with the Office of the President and Executive Management recordkeeping and reporting requirements.
   2. Department managers and supervisors are responsible for periodically reviewing positions and updating job descriptions. Personnel files should always include an up-to-date description.

      Job descriptions should include:

      • summary of duties, clarifying the role of the position
      • essential functions, with tasks performed and percentages of time
      • requirements (physical, mental, environmental) for each function
      • required knowledge, skills, and abilities to successfully perform each of the essential functions
   3. For organizations participating in the Classification Decentralization Program, the decision maker (HR reviewer) is responsible for ensuring appropriate application of policy, procedure, and classification methodology; compliance with FLSA classification exemption criteria; and for making classification decisions for PSS positions as redelegated by the Assistant Vice Chancellor, Human Resources, or the Human Resources Director.
   4. For non-participants in the Classification Decentralization Program, classification decisions for PSS positions are made by designated staff in Human Resources.
   5. After review and recommendation by Human Resources, classification decisions for MSP positions can be made by the following:

C. Overview

Staff positions are classified on the basis of duties and responsibilities assigned and exercised. Each position is assigned a class title that is used on official records and publications. As duties and responsibilities undergo significant change, the position may be reviewed for reclassification. Human Resources is responsible for the review and classification of PSS and MSP positions, except where such authority for PSS positions has been redelegated to participants in the Classification Decentralization Program. This program decentralizes classification decisionmaking for new and replacement PSS positions under recruitment and for the upward and lateral reclassification of existing PSS positions.

Note: If the duties and responsibilities of a position undergo changes that include critical or sensitive functions, the position should be designated as a critical position for which a background check may be required.

Prior to assigning a current employee new or expanded functions, level and scope of duties, and/or responsibility that might result in the designation of the position as critical, a request for a background check should be initiated (see Section 300-10, Background Check Procedures.)

D. Non-Participants in the Classification Decentralization Program

1. New or Replacement Positions

   The supervisor prepares a job description for a new or vacant position and submits it to the Human Resources Compensation Unit through the Quick Requisition process.

   For new MSP positions, or replacement positions with significant changes in duties and responsibilities, the job description is forwarded to Human Resources through Quick Requisition. Human Resources reviews the position and notifies the authority of the recommended MSP title and grade level. The authority makes the grade level determination and notifies Human Resources of the classification decision. The position then advances for recruitment through the Quick Requisition process

2. Reclassification of Existing Positions
   1. The incumbent and supervisor periodically review the position’s job description to ensure that it accurately describes the duties and responsibilities assigned and exercised. In the event of a significant and permanent change, a request for reclassification is entered into FastClass.
   2. If approved, reclassifications are effective on the first of the month after receipt of the complete request for classification review by the appropriate HR professional.

E. Participants in the Classification Decentralization Program

(Applies to PSS positions only. For MSP positions, refer to D. Non-Participants in the Classification Decentralization Program.)

1. New or Replacement Positions
   1. The job description (new or revised) is entered into Quick Requisition.
   2. The classification decision maker (HR reviewer) reviews the job description for new and replacement positions.
   3. For replacement positions where there is no significant change to the job description, the decision maker makes a classification determination, notes the approved classification in Quick Requisition, and advances the requisition through Quick Requisition.
   4. For new positions or replacement positions with significant changes to the job description, the decision-maker makes a classification determination and documents the rationale for the decision on the final page of the job description. The approved classification information is documented in the approving authority section of the job description, then the requistion is submitted through Quick Requisition.
2. Reclassification of Existing Positions
   1. The incumbent and supervisor submit a request for reclassification review into FastClass.
   2. The classification review is conducted in accordance with procedures outlined in the Classification Decentralization Program Manual and any additional school and/or department procedures.
   3. The decision maker (HR reviewer) makes a classification decision and documents the decision in Fast Class by outlining the rationale used, typically including an application of the relevant classification specifications and guidelines and an analysis of campuswide equity considerations. As needed, the decision maker completes the appropriate FLSA exemption test and documentation, according to the process provided in FastClass.
   4. If approved, reclassifications are effective on the first of the month after receipt of the complete request for classification review by the appropriate HR reviewer.

F. Appeal of Classification Decision (For PSS positions only)

1. Step 1: Human Resources Review

   The employee may request a review of a classification decision. The request must be presented in writing on a Request for Appeal of Classification Decision (Step 1) form that must be filed within 30 calendar days after the date on which the employee knew, or reasonably should have known, of the classification decision that gave rise to the appeal.

   1. Campus departments file appeals and requests for extension either:
      • 1) in person or via campus mail to:

        Human Resources
        111 Theory, Suite 200
        Zot Code 4600

      • 2) via U.S. mail to:

        Assistant Vice Chancellor, Human Resources
        University of California, Irvine
        111 Theory, Suite 200
        Irvine, CA 92697-4600

      • 3) via fax to:

        Assistant Vice Chancellor, Human Resources
        (949) 824-4065

   2. Medical Center departments file appeals and requests for extension either:
      • 1) in person or via campus mail to:

        Human Resources
        Room 800, Building 200, Route 114

      • 2) via U.S. mail to:

        Compensation Manager, Human Resources
        UC Irvine Medical Center
        Route 114
        101 The City Drive
        Orange, CA 92868

      • 3) via fax to:

        Compensation Manager
        Human Resources
        (949) 824-4065

   3. Upon receipt of the formal appeal, Human Resources will determine whether the appeal is timely.
   4. The Assistant Vice Chancellor, Human Resources or the Assistant Medical Center Director - Director, Human Resources will respond in writing to the employee within 45 calendar days from the date of acceptance of the appeal.
2. Step 2: Vice Chancellor’s Review

   The employee has 15 calendar days from the date of the letter transmitting the Human Resources' response to request further review by the Vice Chancellor, Administrative and Business Services, or the Director, UCI Medical Center. The Appeal of Classification Decision (Step 2) must be presented in writing to Human Resources (via one of the methods noted in Step 1), which will forward the request to the Vice Chancellor or Director, UCI Medical Center.

   1. The Vice Chancellor or Director will provide a written decision to the employee, via Human Resources, within 15 calendar days from the date of the letter of transmittal to the Vice Chancellor or Director for the employee’s Appeal of Classification Decision.
   2. The decision of the Vice Chancellor or Director will be final.
3. Timelines
   1. The above timelines shall be adhered to, unless the employee or the University requests an extension and the extension is approved by Human Resources.
      • 1) An extension establishes a new timeline by adding the number of days granted to the existing timeline.
      • 2) More than one extension may be granted for each timeline.
      • 3) If a decision is not appealed within the time limits, it will be considered resolved on the basis of the preceding University response.
      • 4) Failure of management to respond within the time limits shall be a basis for the employee to appeal to the next step.
   2. In counting timelines, the first day is the day after the date of the action or timeline. Any deadline that falls on a day when the administrative offices are not open for business will be automatically extended to the next business day.

G. Applicability

All staff members, except employees who are in a bargaining unit that has an exclusive representative (union) and are covered by the applicable provisions of the collective bargaining agreement.