Policies and Procedures
Purpose Colorado College recognizes that job evaluations provide distinctions between job functions and value of the work; links the functions of the work with the external market; establishes position hierarchies within the organization; and promotes clear aspects of job measurement. In addition, job evaluation is a systematic procedure designed to aid in linking job scope and accountability with pay differentials consistently among jobs. The basic premise underlying job evaluations is that jobs are more likely to be described, differentiated, and valued equitably if accurate information about them is available. Colorado College adopted a point-factor position classification system in 1993 and has used the system consistently to establish and maintain internal job values. The system relies on employees and supervisors to accurately and reliably provide the necessary information as part of the evaluation process. Employees & Supervisors Each nonexempt staff member is responsible for maintaining the accuracy of the Job Analysis Questionnaire (JAQ) for the position occupied. Each supervisor is responsible for maintaining the accuracy of JAQs for the positions they supervise. Job Evaluation Committee Colorado College uses a Job Evaluation Committee to review all JAQs for CC Nonexempt Staff and provide recommendations to the Human Resource Director. The committee is a recommending body serving Colorado College under the guidance of the Director of Human Resources. Use of the committee provides a wealth of background, education, experience and perspectives in the review process. This in-depth review process provides the widest array of considerations in arriving at the proposed position grades. Human Resources Department The Human Resources Department is responsible for coordinating and administering all aspects of the position classification program to include receipt and review of JAQs and department organization, final decision on all evaluations, communication with supervisors and staff, record keeping and maintaining historical data. Classification Review Decision New position: Once a decision is made to create a new position and there is sufficient funding, the supervisor or department head is responsible for completing the JAQ in its entirety and submitting it to Human Resources for classification. A job evaluation will be conducted to determine the appropriate job title and grade. The department head will be notified of the evaluation results. Update: When significant job function changes occur, a JAQ should be completed and submitted for review to determine if the grade level and/or job title changes are warranted. Either the supervisor or employee may request a JAQ update and follow the supervisory review and approval process. Process 1. Requests for classification or reclassification may originate with either the employee or the supervisor. However, the involvement of both (unless it is a new unfilled position) is essential to the process. 2. Once an employee or supervisor has determined the need for classification action, the Job Analysis Questionnaire must be filled out. This form is used for all requested classification reviews. 3. If completed by the employee, the completed JAQ is submitted to the appropriate supervisor for review and possible revision. If the supervisor is not the Department Head or Faculty Department Chair, the JAQ must also be reviewed at that level. 4. The supervisor prepares a memo outlining in detail the responsibilities and related tasks that have been added or changed since the last evaluation of the position. If the JAQ contains increased responsibilities, added essential functions, or new accountabilities, the immediate supervisor must indicate where those new functions derived. For example: are they new requirements imposed by changes in law or policy? Are they being transferred from another position? If so, should the other position(s) be reviewed? Or are the changes due to a restructuring, realignment, or reorganization, in which case JAQs should be submitted for all affected positions. 5. After supervisory review and approval is obtained, the JAQ and supporting documents are submitted to Human Resources. The JAQ is reviewed for conformity to the standardized format and the established processes. If necessary, Human Resources may review the JAQ with appropriate CC personnel to resolve any inconsistencies or concerns. 6. Following completion of the Human Resources review, the JAQ is submitted for the next regularly scheduled CC Job Evaluation Committee meeting for analysis, evaluation, and assignment of points. Human Resources is responsible for scheduling the meetings, providing committee members JAQ's and other necessary information, conducting preliminary evaluation, and providing other staff support to the committee. 7. If necessary or requested, Human Resources may make arrangements for the appropriate CC personnel (employee, supervisor, department head) to meet with the committee in order to clarify the materials submitted and allow for interaction to fully understand the position under consideration. An on-site review of the job, to physically observe the duties being performed, may be conducted at the committee's and/or HR's discretion. 8. The committee applies the point-factor system which measures positions according to the following factors:
Various levels are defined for each factor, and each level carries points that are awarded and totaled to determine the appropriate grade for the position. The Working K/S/A and Decision Making factors have the most weight in the evaluation. 9. The committee provides its recommendations to Human Resources for final review and approval. 10. Human Resources transfers the information from the JAQ to the Job Description format. 11. Human Resources provides a written notice of the decision and any salary impact to the appropriate supervisor. The supervisor communicates the decision to the employee. If the supervisor or employee has any questions regarding the decision, they must direct those concerns to Human Resources, not the committee. 12. If there is agreement with the evaluation outcome, Human Resources sends a written notice to the employee of the evaluation decision and any salary impact along with the revised Job Description. 13. If the supervisor is not satisfied with the outcome of the classification or reclassification process, the supervisor may appeal the decision to the Human Resources Director. The appeal must provide in detail the reasons along with any supporting documentation. The Human Resources Director will meet with the supervisor to review the decision and may consult with the evaluation committee to either revise or maintain the decision. 14. Following the Human Resources Director's final decision, any further appeal will be directed to the Vice President for Business and Finance whose decision is final. 15. Upon conclusion of the evaluation process, Human Resources will initiate the necessary personnel action forms and the necessary employment records and files will be updated. 16. Salary upgrades take effect the first of the month following the evaluation unless there are other extenuating circumstances to consider effecting a retroactive date. Job Evaluation Committee Guidelines 1. The committee will consist of five individuals appointed from different CC employee populations (one faculty, one administrator or professional who supervises staff, and three support staff). 2. Committee members will serve staggered five-year renewable terms. 3. Nominations for committee membership may originate from committee members, SAC, FEC, CAI, the President's Office, and/or self-nominations and forwarded to the Human Resources Director for review and final decision in consultation with the committee. 4. Training for the new member may be provided by a combination of the departing committee member, the committee as a whole, and Human Resources over the course of one semi-annual meeting cycle or more if needed. 5. The committee will review Job Analysis Questionnaires (JAQ) and apply the point-factor system. 6. The committee focuses on the requirements of the position as presented in the JAQ, not the personal attributes of the position incumbent. 7. Committee members must consider the whole job as it functions over an extended period of time while giving appropriate consideration to special projects or infrequent/seasonal activities. 8. The goal of the committee is to reach consensus on each position. "Consensus" in the sense of "general agreement" not necessarily unanimity. 9. Committee members are expected to use their own judgment, discernment, and discretion in reaching their conclusions. CC's job evaluation process is the art of applying the point-factor system, not an exact science. 10. Each committee member, while appointed from a particular employee segment, represents Colorado College, not their particular skill or employee area. If a member detects a personal bias that interferes with the ability to deliberate, consideration should be given to exclude him/herself from the evaluation process.
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> Nonexempt Staff Job Classification Guidelines Instructions For Completing the Job Analysis Questionnaire |
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Human Resources Office |
